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You can have unlimited account distributions for each rental agreement line. In addition, you can specify an ownership percentage, based on who owns the equipment and who is renting the equipment. See Rental account distributions for more information.

Step 1: Enter

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Basic Agreement Information

1. Select Transactions > Equipment > Rental Agreement Entry.
2. Complete the following fields.
   • Agreement Type ID
     Select the agreement type ID. If you set up a default agreement type ID in Rental Setup, tab through this field and it will fill automatically.
   • Agreement No.
     Fills automatically.
   • Customer ID
     Select a Customer ID.
   • Customer Name
     The customer name fills automatically based on the customer ID.
   • PO Number
     Enter the purchase order associated with the agreement, if applicable.
   • Agreement Date
     Fills automatically based on the user date. You can change this value.
   • Rental From
     Enter the start date to specify when the equipment will be on rent. The system uses this date range to check equipment availability.
   • Rental To
     Enter the end date to specify when the equipment will be on rent. The system uses this date range to check equipment availability.
   • Rental Location ID
     Fills automatically based on the customer. If linked to a customer, this field will fill with the Customer ID and Address ID.
   • Price Template ID
     Fills automatically based on the agreement type, and is used to set up pricing structures for rental pricing.
   • Invoicing Frequency ID
     Fills automatically based on the agreement type, or - if not set up for the agreement type - based on Rental Setup. This value is used to determine when an agreement is invoiced.

   • Price Level
     The price level auto-populates based on the price group and where the price level has been assigned. 

     Note
     For information on how the system looks for the price level to use, see Determining Price Levels.

     
     

   • Operating Lease
     If the agreement is an operating lease, mark the checkbox and then select the expansion button to open Lease Information which allows you to enter additional operating lease information. See Working with Operating Leases for more information.
   • Disable Invoicing
     Mark this checkbox to temporarily disable invoicing for this agreement line. When marked, this line will not be included in an invoice batch.
   • One Way
     Mark to designate that the booking is a one-way rental, meaning equipment is rented at one location and returned to another.
   • Separate Invoice
     Mark to override the customer invoice setting from Customer Rental Information. Marking this checkbox means that you want one invoice per agreement with multiple lines. For more information about the invoice setting in Customer Rental Information, see Customer Rental Information.

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1. On the Rental Agreement Entry window, select the Line Entry button. The system automatically saves the agreement and then opens the Rental Agreement Entry Line window.

2. Select the Line Type.

   Select an Equipment ID or Item Number to be rented. Several fields fill automatically when you select the equipment or item, including Rental Location ID, Original Site ID, and Rental Site ID. Some fields fill from the Rental Agreement Details Entry window, and some fill from the Equipment Manager window. 

   Note

   When you attempt to change the Equipment ID while on an existing line, the system will prompt you with the following message: Do you want to change the equipment? 

   If you select Yes, the following message

   Note
   When you attempt to change the Equipment ID while on an existing line, the system will prompt you with the following message: Do you want to change the equipment?  If the Model Number assigned to the Equipment ID has an On Rental Task List or Off Rental Task List associated, only the active tasks will be added when a service call is created. If you select Yes, the following message will display: Do you want to retain the other information on this window? If you select Yes, the Equipment ID will change, along with the fields associated with that equipment record - all other fields you filled manually will be retained. If you select No, only the Equipment ID and the fields associated with that equipment record will fill - all other fields will be cleared. If you select No, the Equipment ID is not changed.
   Note
   No, the Equipment ID is not changed. Select an Equipment ID or Item Number to be rented. Several fields fill automatically when you select the equipment or item, including Rental Location ID, Original Site ID, and Rental Site ID. Some fields fill from the Rental Agreement Details Entry window, and some fill from the Equipment Manager window.

   
   

3. Complete the following fields.
   • Line
     Displays the line number.
   • Linked Line
     Displays the line that the current line is linked to. For more information linking lines, see About Line Linking.
   • Subject to Commissions
     Mark this checkbox if you want to be able to distribute commissions for this booking line.
   • One Way
     Mark to designate that the booking is a one-way rental, meaning equipment is rented at one location and returned to another.
   • Use Lowest Rate
     Mark this checkbox if want to use the lowest rate possible, regardless of which rental rate is selected. May default as checked or unchecked based on the Price Template ID.
   • Fully Maintained
     Mark to designate that tire and brake wear are not charged on the rental invoice, however, charges will always be incurred when tire type changes from original to retread and for reefer fuel consumption. For more information on recording, see Vehicle Readings.
   • Comment ID
     Select a comment ID that describes this booking line or booking type.
   • Rental From
     This field fills automatically from the Rental Booking Entry window, if applicable.
   • Rental To
     This field fills automatically from the Rental Booking Entry window, if applicable.
   • Invoicing Free Days
     Enter the number of days after the on rental date that invoicing will commence.
   • Original Site ID
     Fills automatically based on the booking type.
   • Rental Site ID
     Fills automatically based on the booking type.
   • PO Number
     Enter the purchase order number, if applicable.
   • Assign to Equipment
     Enabled only if the Line Type is not Equipment. This represents the equipment that is tied to the inventory item being rented. This is used primarily for MDA (Multi-Dimensional Analysis).
   • Enter pricing information.
   • Pricing Template ID
     Select the pricing template. Pricing information that fills based on the price template can be changed if necessary.

   • Price Level
     The price level auto-populates based on the price group and where the price level has been assigned. 

     Note
     For information on how the system looks for the price level to use, see Determining Price Levels.

     
     

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