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Additional windows have been added to the Customer Maintenance window and the Customer Address Maintenance window to assist with the equipment rental process.

  • Customer insurance details: Use the Customer Insurance Details window to record customer insurance details for use in the equipment rental process.
  • Customer rental information: Use the Customer Rental Information window to record credit limits, branch, price level, invoice grouping, invoicing frequency, and a master lease agreement (MLA) for a specific customer for use in the equipment rental process.
  • Additional address information: Use the Rental Additional Information window to record rental price levels and branches at the customer address level. The rental price level entered in this window will default into the Rental Agreement Entry window. The branch entered in this window is used for filtering within the Customer Center window.

Customer insurance details

The Customer Insurance Details window provides you with the ability to record customer insurance details for use in the equipment rental process.

Setting up access to customer insurance details

To access the Customer Insurance Details window, you must mark the Use Insurance check box in the Rental Setup window. Additionally, the Rental Setup window is also used to set up the maximum damage deductible amount and the minimum liability insurance amount that is also used in the Customer Insurance Details window.

To set up access to Customer Insurance Details:

  1. Go to Microsoft Dynamics GP > Tools > Setup > Equipment > Rental > Rental Setup.
  2. Mark the Enable Insurance check box.
  3. Enter information into the maximum and minimum amounts in the appropriate fields:
    • Maximum Deductible: Enter the maximum deductible amount for the insurance types in the Customer Insurance Detail window. If a deductible amount entered for any of the deductible fields exceeds this amount, a warning message will display.
    • Minimum Liability: Enter the minimum liability amount for each occurrence in General Liability. If a liability amount entered that is less than this value, a warning message will display.
  4. Mark the Charge Insurance only for customers with LDW check box if you are using loss damage waivers (LDW).
  5. Choose OK.

Entering customer insurance details

Use the Customer Insurance Detail window to record the general liability, auto, and physical damage insurance information. In addition to storing this insurance information, a view-only window can be accessed through the Rental Agreement window by choosing the icon next to the insurance indicator.

To enter customer insurance details

  1. To access the Customer Rental Insurance Detail window, go to Cards > Sales > Customer to open the Customer Maintenance window.
  2. Enter or choose the customer.
  3. Choose Additional and then choose Rental Insurance Detail.
  4. In the Customer Insurance Detail window, the Customer ID field auto-fills the customer number and customer name as display-only from the Customer Maintenance window.

Note: A new optional feature has been added to physically store attachments, using the paper clip icon, in this window. Attachments will be stored in the user-defined location as well as in the database. For more information on this setup, see Setting up and using document management.

General Liability Insurance Information

  1. To complete the General Liability Insurance section, enter information in the following fields, required fields to receive completed icon are indicated with *:
    • Insurer *: Enter the name of the insurer.
    • Broker / Agent *: Enter the name of the broker or agent.
    • Demographic information: Enter the demographic information for the broker or agent.
    • Policy Number *: Enter the policy number.
    • Expiration Date *: Enter the policy expiration date.
    • Each Occurrence: Enter the liability amount for each occurrence. If the amount entered is less than the minimum liability entered in Rental Setup window, a warning message will display. This is just a warning as the information can still be saved.
    • Deductible: Enter the deductible amount. The maximum deductible amount is entered in the Rental Setup window.
    • Additional Insured *: Mark this check box if this policy has been endorsed with a status of Additional Insured.
    • Self Insured: Mark this check box if customer if self-insured.
    • Authorization #: Enter the authorization number.
    • Note: Enter a note.
  2. To attach a digital copy of the insurance policy, choose the paper clip icon located above the Note text field.

Auto Insurance Information

  1. To complete the Auto Insurance Information section, enter information in the following fields, required fields to receive completed icon are indicated with *:
    • Insurer *: Enter the name of the insurer.
    • Broker / Agent *: Enter the name of the broker or agent.
    • Demographic information: Enter the demographic information for the broker or agent.
    • Policy Number *: Enter the policy number.
    • Expiration Date *: Enter the policy expiration date.
    • Type: Choose Blanket or Schedule.

Note: A blanket insurance type is a single limit of insurance that applies over more than one location or more than one category of property coverage, or both. This contrasts with specific or scheduled limits of insurance, which are separate limits that apply to each type of property at each location.

    • CSL: Enter the combined single limit (CSL) that describes the predetermined limit for the combined total of bodily injury liability coverage and property damage liability coverage. The minimum liability amount is entered in the Rental Setup window.
    • Deductible: Enter the deductible amount. The maximum deductible amount is entered in the Rental Setup window.
    • Additional Insured *: Mark this check box if this policy has been endorsed with a status of Additional Insured.
    • Self Insured: Mark this check box if customer if self-insured.
    • Authorization #: Enter the authorization number.
    • Note: Enter a note.
  1. To attach a digital copy of the insurance policy, choose the paper clip icon located above the Note text field.

Physical Damage Insurance Information

  1. To complete the Physical Damage Insurance Information section, enter information in the following fields, required fields to receive completed icon are indicated with *:
    • Insurer *: Enter the name of the insurer.
    • Broker / Agent *: Enter the name of the broker or agent.
    • Demographic information: Enter the demographic information for the broker or agent.
    • Policy Number *: Enter the policy number.
    • Expiration Date *: Enter the policy expiration date.
    • Type: Choose Blanket or Schedule.
    • Loss Damage Waiver (LDW): Mark this check box if the customer has agreed to use the loss damage waiver provided by your company.
    • Comp. Deductible: Enter the comprehensive deductible amount. This field is required if the policy number has been entered. The maximum deductible amount is entered in the Rental Setup window.
    • Coll. Deductible: Enter the collision deductible amount. This field is required if the policy number has been entered.

Note: The maximum deductible amount is entered in the Rental Setup window.

    • Loss Payee *: Mark this check box to indicate that the any insurance settlement payments will be paid to your company.
    • Additional Insured *: Mark this check box if this policy has been endorsed with a status of Additional Insured.
    • Self Insured: Mark this check box if customer if self-insured.
    • Authorization #: Enter the authorization number.
    • Note: Enter a note.
  1. To attach a digital copy of the insurance policy, choose the paper clip icon located above the Note text field.
  2. Choose OK.

Insurance icons overview

Each insurance section will display an icon to the right of the section title that indicates if the section is complete (green), incomplete (red), or caution (yellow).
Note: The record can be saved regardless of the displayed icon(s).
The green Complete icon is received when the:

  • Fields marked as required for Complete icon, shown in the previous table, have data entered.
  • Combined totals of the amounts entered in the deductible fields are not more than Maximum Deductible entered in Rental Setup.
  • Amount entered in the Combined Single Limit is not less than the Minimum Liability entered in Rental Setup.
  • The Insurance Type is not Scheduled.

AND

  • All required fields are filled with data.
  • Policy expiration date is not expired.

- OR -

  • Self Insured field is marked.
  • Authorization number is entered.
  • Policy expiration date is not expired.

- OR -

  • Loss Damage Waiver is marked. This affects only the Physical Damage section.

The red Incomplete icon is received when the:

  • Fields marked as required for Complete icon, shown in the previous table, are missing data.
  • Policy expiration date is expired.

- OR -

  • Authorization number is not entered.
  • Policy expiration date is expired.

- OR -

  • The Loss Damage Waiver is not marked. This affects only the Physical Damage section.

The yellow Caution icon is received when the:

  • Combined total of the Deductible fields is more than the maximum deductible entered in Rental Setup.
  • Combined Single Limit is less than the minimum liability entered in Rental Setup. This affects only the Auto Liability section.
  • Insurance type is Scheduled.

These icons appear on the following windows
The customer's insurance statuses are graphically displayed in the icon group of several windows. Choosing the Insurance icon in any of the windows listed below will open a display only version of the Customer Insurance Detail Inquiry window.

  • Customer Rental Information: Go to Cards > Sales > Customer Maintenance > Additional > Customer Rental Information.
  • Customer Center: Go to Cards > Equipment > Customer Center.
  • Rental Agreement Entry: Go to Transactions > Equipment > Rental Agreement Entry.

Customer rental information

The Customer Rental Information window provides the ability to record credit limits, branch, price level, invoice grouping, invoicing frequency, and a master lease agreement (MLA) for a specific customer for use in the equipment rental process. You can also add up to three people who are authorized for renting and, if using Service Management, up to three people who are authorized to rebill.

Entering customer rental information

The information entered in this window will appear as icons in the Customer Center window and the Rental Agreement Entry window. The icons represent if the MLA has been entered, available credit, and if authorized users have been added. Choosing those icons will open a display only version of the Customer Rental Information window.
To enter customer rental information

  1. Go to Cards > Sales > Customer to open the Customer Maintenance window.
  2. Enter or choose the customer.
  3. Choose Additional and then choose Rental Information.
  4. Enter information as needed in the following fields:
    • Credit Limit: Enter the credit limit for the customer. If an amount was entered in the Customer Maintenance Options window, that amount will default into this window. If you update the credit limit here, this will update the amount in the Customer Maintenance Options window. This field will be disabled if the customer's credit limit is set to "No Credit" or "Unlimited" in the Customer Maintenance Options window.
    • Current Balance: Displays the current credit balance.
    • Unit Limit: Enter the unit limit for the customer. This field is enabled by marking the Credit Limits Unit check box in the Rental Setup window.
    • Current Units: Displays the current unit balance.
    • Branch: Choose the customer's branch.
    • Rental Price Level: Choose the customer's rental price level.
    • Invoice Frequency ID: Choose the invoice frequency. The invoice frequency can be changed on the rental agreement.
    • Invoice By: From the drop-down, choose the invoice grouping option from Bill to Address ID, Ship to Address ID, or Rental Agreement.
    • Invoice Report Group: Choose the invoice report group. All invoices for the customer will be grouped based on the selection, however you have the option to exclude an agreement from the grouping function by marking the Separate Invoice check box on a specific agreement. Use the Rental Invoicing Routine to create the grouped invoices. For more information, see Grouping invoices using the rental invoicing routine.

Note: The invoice option will determine which version of rental invoice a customer will receive.
Note: You must be using SOP Invoicing to group invoices. If you are using Receivables Management

    • Master Lease Agre. No. : Enter the Master Lease Agreement (MLA) number.
    • Date: Enter the MLA date. This field is required if you entered an MLA number.
    • Rental Authorizations: Enter the name, telephone number, and email address for up to three individuals authorized to rent.
    • Rebill Authorizations: Enter the name, telephone number, and email address for up to three individuals authorized to rebill. This field is only available if you are using Service Management.
  1. Choose OK.

Insurance icons displayed on this window
The Insurance section displays the status of the customer's insurance detail information for liability, general, and auto insurance from the Customer Insurance Detail window. (Cards > Sales > Customer Maintenance > Additional > Customer Insurance Details)

  • Complete: This green icon indicates that criteria have been met to achieve the complete status. Self Insured field is marked.
  • Incomplete: This red icon indicates that criteria have not been met to be complete.
  • Caution: This yellow icon indicates that the combined deductible amounts are more than the maximum, the liability amount is less than the minimum, and/or the insurance type is set to Scheduled.
  • To see detailed information on how each icon status is achieved, see Insurance icons overview.

Additional Address Information

Use the Rental Additional Information window to record rental price levels and branches at the customer address level. The rental price level entered in this window will default into the Rental Agreement Entry window. The branch entered in this window is used for filtering within the Customer Center window. For information about the Customer Center window, see Customer Center.

Accessing the Rental Additional Information window

To access the Rental Additional Information window:

  1. Choose Cards > Sales > Addresses to open the Customer Address Maintenance window.
  2. Enter or choose the customer.
  3. Enter or choose the address ID.
  4. Choose Additional and then choose Rental Additional Information to display the following fields:
    • Customer: The customer name defaults in from the Customer Address Maintenance window.
    • Address ID: The address ID defaults in from the Customer Address Maintenance window.
    • Rental Price Level: The rental price level will default from the Customer Rental Information window. Rental Price Level can be changed in this window.
    • Branch: Enter or choose the branch.

Note: The Branch field will be display only if the customer's branch was entered in the Global Filter window (Cards > Sales > Customer > Branch icon) or if the branch was set up in the Customer Rental Information window (Cards > Sales > Customer > Additional > Customer Rental Information).

  1. Choose Save.
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