Rental Orders

The sales order is then copied to a rental order. In the rental order the rental items are to be selected. The operator and helper can be entered as a separate line item since they are considered as a rental resource chargeable to customer. The rental machines with serial numbers are to be selected for each line item

• Go to Main Menu >> Rental >> Rental >> Rental Orders

Create Rental Order

• To create new rental order, that has many way to create;

• From Rental Order

• From Sale Order

• Once a quotation is approved by customer the quotation is copied to a sales order so that the sales amount is recorded in the sales and CRM module. The status of the quotation will automatically change to won when it is copied to a sales order.

• For each rental unit an operator and helper can be entered in the following screen:

• The helper and operator are configured as persons in the resources via the following link : Main Menu >> Service >> Planning >> Resources
• Once this is done the work time for all resources ( rental units and helper/operator ) can be created via the option menu “ Create Work time “

• The Work Time is created for rental items and operator/helper

• The rental order period is to be selected and the movement from the rental warehouse to the rental location “Customer” is to be selected. The customer location is a virtual location used to move the equipment to.The hourly rates and planned hours are to be entered and the system calculates the planned amount for the rental period. The job site location is to be entered manually and will show in the current location of the rental item.
• The rental order is created in draft status and the order booking can be confirmed

• Once a rental order is created and the booking is confirmed , the system will create a goods issue and a goods received. The status for both picking lists are in planning phase

• When the rental order status is changed to Confirm Booking the goods issue and good received is automatically created in status planned

.

• When the rental order is changed to status Rented Out the Goods issue is automatically changed to Completed

• The goods received is kept in planned status until the rental unit is returned to the rental warehouse.The stock movement for rental units is listed in the stock card and stock summary reports in the inventory module

Creating Tracking Codes

• Tracking codes are used to allocate cost items to the rental order or individual rental items in the rental order. The tracking codes can be generated by selecting the Create Tracking Code feature in the rental order option menu.

• These tracking codes can be used to associate cost items to the rental order or rental items.

Allocating cost items to the rental order

• Cost items can be entered directly in the costing tab of a rental order. The yellow fields are mandatory entry fields. When the tracking category field is selected, the created tracking codes for that particular rental order will appear and can be selected. The first tracking code shows the code to be used for allocating cost to the rental order, while the other 2 codes can be used to associate cost to one of the 2 rental items.

• Once the rental units are cleared by the service or maintenance staff the rental order is changed to completed status by selecting the Completed button

Please make sure that the return dates of the units are correct.

• By changing the status of the rental units to Completed, the system will automatically change the status of the Goods Received to completed and the units will be available again for rent.