Rental, or renting, is a contractual trade where a payment is made for temporary use of goods or services owned by another party. If something is rented for a period exceeding a year it is called leasing.

A rental process may result in

  • Rented goods for a short period.

  • Rented goods for a longer period (leasing).

  • Rented goods eventually being redeemed (permanent sale).

The main reasons for someone deciding to rent rather than purchase may be the lower financial risk, insufficient liquidity, when certain goods are only needed for a short period or when one wants to avoid maintenance costs. The largest rental industries involving rental of goods and/or services include transportation (cars, motorcycles, boats), real estate (houses, apartments, industrial buildings) and specialized tools.

The tasks relevant for a rental business may include

  • Defining the product range - The range of products must be defined so the company can have complete overview of current stock.

  • Receive and process customer requests - The requests from customers must be processed and followed up.

  • Complete orders - Customers will place orders continuously which must be processed and completed.

  • Shipping goods - Confirmed orders will result in a need for shipment of the goods from the warehouse. The logistics need to be followed up.

  • Invoicing - All goods rented out must be invoiced accordingly. This also applies for goods that may have been.

  • Deviation handling - Goods returned from customers must be re-entered into the warehouse, with the accompanying logistics.

  • Pricing of the goods - All goods must have a price, or prices, which needs to be defined and entered.

  • Follow up - The analysis phase needs information in the form of reports and statistics to successfully follow up customers and agreements.

The Rental Workspace

The workspace gives you a great overview of the rental business area. The workspace is separated into two parts. The left part consists of three sections where the data is set by the program. In the right part, the sections displayed depend on the business area you are working in. In some of the sections you have the possibility to influence the data displayed.

To open the Rental Workspace (RENTAL) application, find Rental in the RamBase menu and then Overview. Click Overview to enter the RENTAL application.

Key figures

This section contains the most important key figures for the specific business area. The key figures are continuously updated. If last-updated-information are displayed the key figures are updated once an hour, but may be refreshed at any time by using the refresh button.

Invoiced

This area will be calculated based on invoice and credit documents. The following calculated items will be shown:

  • Total

  • This month

  • Last month

  • This Year

  • Last Year

By clicking on a number, the "Customer Billing" report will be shown, with a specific filter.

Backlog

This area will be calculated based on the rental invoice calendars. The following calculated items will be shown:

  • Total

  • This month

  • Last month

  • Last month - 1

  • < last month - 1

By clicking on a number, the corresponding invoice calendar documents will be shown.

Forecast

This area will be calculated based on the rental invoice calendars.

The following calculated items will be shown:

  • Total

  • This month

  • Next month

  • Next month + 1

  • Next month + 2

  • > next month + 2

Rented Items

Rented items shows the count of items for yesterday, today and tomorrow. By clicking on a number, the report "Customer Rental Plans : Total Amounts" will be shown.

Actions and Links

This section gives the user shortcuts to the most important document types and applications. If a customer is selected or a filter is set, these filters will apply to most of the buttons and documents.

The following buttons are available

  • Create New Quote - Opens a new quote document (CQU).

  • Create New Order - Opens a new order document (COA).

  • Create Invoices - Opens the customer invoice management application (CIM) with the selected filter.

  • Return Goods - Opens the goods in (GIN) application with the selected filter.

  • Create Custom Rental Price - Opens a new rental quote document (CQP).

  • Plan Management - Opens the customer plan management (CPM) application.

  • Invoice Calendar Menu - Opens the invoice calendar menu (ICM) application.

  • Price Management - Opens the price management (PRM) application.

  • Rental Articles - Open the article (ART) menu and shows only rental articles.

Reports

This section lists the most relevant and often used reports for the rental business area. Clicking any of the reports will generate an updated version of the report.

Data filter and mode

In this section you have the possibility to set or delete the selected filter. This filter applies to the whole workspace, if the function or action uses filtering. When filtering on customers, the filter will apply to both the Key figures-section and the Data information-section. The specific customer's name will be displayed on top of the page.

It is also possible to select a mode. A mode is a different view of the workspace data. If the mode is changed, a data table or a workspace overview page will be shown in the Data information-section.

Data information

This section will show different kind of information based on parameters set in the Data filter and mode-section. It can be a data table or a workspace overview. What is displayed in the data table in the Data information-section depends on the filter built in the Data filter and mode-section. For the workspace overview mode, only the account filter parameter will apply.

Rental article management

A rental article may be defined as a product being rented out, and where the profits stem from the price the customer pay to rent the product for a defined period of time. This period may be one hour, a day, a week, a month, or a year. A rental article will usually generate more revenue than an article being sold once.

A product/article range will also need maintenance, and we can say that this process may result in

  • A new article is registered.

  • The article is maintained and updated.

  • The article is discontinued.

Most will think of transport vehicles, construction vehicles or housing units as typical rental articles, but these are limited to the consumer market. The business market for rental equipment is vastly larger, as companies see the cost benefit of using necessary resources for just periods at a time. As long as goods are rented, they will not require maintenance or storage, and the period rental price will be much lower than the purchase price. Typical examples of business rentals are services, facilities, tools, production equipment and offshore-related specialty products.

Either renting out goods in a large quantity or being based off a large product range, these goods must be registered in a system where all elements can be checked and a clear overview can be kept. This is a typical situation where an ERP system will meet the needs.

Pricing the rental goods is an art, as you wish to attract customers, and they will usually look at the rental price for the period(s) needed against the price of purchasing the needed goods. For some rental articles, the price will be set according to the season, with other articles having the same price all year. It is also customary to change the price according to the duration of the rental period, where a long term rental have a lower period price than short term. One example may be car rental, where renting a car outside the high season is cheaper, and also renting it for 6 months instead of 14 days will lower the price.

Tasks involved in this process

  • Create an article - Define a rental article with information such as a name, manufacturer, image, and a drawing/instruction book.

  • Add price on the rental article - Define one or several prices on the rental article, and define different periods for different prices.

  • Activate the rental article - You may wish to sort out rental articles which are ready for rental or not. Activate the rental articles which are ready.

Settings for Rental - Article handling

Setting name

Description

Manufactor on Rental Product (ART)

Value in this setting is a default Manufactor (MFR) the company want to use on rental Products (ART). The value can be overwritten when creating a new rental Product, and also when the product is activated. Format to be used: MFR/NNNN (N for numbers)

Measurement Unit Link on Rental Product (ART)

Value in this setting is a default Measurement Unit Link the company want to use on rental Products (ART). The value can be overwritten when creating new rental Product. Options to be used: DAY, WEEK or MONTH (only DAY and MONTH are supported by Rambase today)

Prefix on Rental Product (ART)

Value in this setting is the information the company want to start the rental Products (ART) with. E.g. the prefix could be 'RENTAL', and then all rental Products will be created with prefix RENTAL before the Product name.

Price Template (PRT) Name on Rental Product (ART)

Value in this setting is a default information in the Name field on Price Template (PRT) on rental Products (ART). The value can be overwritten when creating a new rental Product.

Recurring first month invoicing for Rental Product (ART)

Value in this setting decides the standard handling for the first recurring month invoicing of rental Products (ART). Options to be used:

0 = No invoice

1 = Partially invoice (based on relevant days in this month, if you start the plan on 20. and the month has 30 days, the customer has to pay only for 11 days)

2 = Full month

Recurring last month invoicing for Rental Product (ART)

Value in this setting decides the standard handling for the last recurring month invoicing of rental Products (ART). Options to be used:

0 = No invoice

1 = Partially invoice (based on relevant days in this month, if you stop the plan on 20. , the customer has to pay only for 20 days)

2 = Full month

Rental article

Articles are goods, services and products which has been defined in RamBase with a unique identification and can be retrieved from the database.

A Rental article has "Rental" as a prefix (subject to settings, but this is the default setting). Classification of the article is R (Class Rental). The rental article is a copy of a normal article in RamBase, either class P (Class Part), class K (Class Kit) or class X (Class Expense (No article)).

This means the rental article is an economic article which keeps track of the rental income, while the goods article still keeps track of the warehouse stock, value and sales price.

Create rental article

A Rental Article is created from an already defined goods article. When in the screen with the desired article you can press F12 to open the action menu. There you will find an option called Create Rental Part, assuming it is in class P or K and in ST:4.

You will then be presented with a popup called Create Rental Part. The information in the window is retrieved from the original goods article, but may be edited to suit the rental purpose. Only one Rental Article can be created for one goods article.

After you have finished with the description and name, you can click the OK button to create the rental article in ST:1.

Add price on a rental article

In the Article window, you can see a plus-icon down in the left corner, area price templates,  which is used to set a rental price on the article. It is possible to set two different categories of prices, which are Standard price and Special price. There may only be defined one standard price and one special price for a single period.

When you press the icon, you will be presented with a popup window with several fields.

Some information is retrieved from the original document, but you need to enter the relevant information such as description, rental period and price.

Activate rental article

Registering a rental article in ST:4 can not be done before the rental price (PRT) has been set. After the price has been set, the rental article price is ready for activation. You can press F12 to open the action menu where you will find an option called Set to ST:4 (Rental Article). Choose this option to activate the rental article.

Assuming the goods article is in stock, the rental process may be started at this point.

Inbound rental

Goods rented from suppliers are not added to the stock values, and the goods can only be used for outbound rental. These goods cannot be sold or added to the manufacturing stock. Invoices are received from the supplier for the rented goods according to the agreed invoicing cycle. When the rental period ends, you can either return the goods to the supplier or enter into a purchase agreement to purchase the goods. This depends on the agreement you have with your supplier.

When you create a Purchase order in the Purchase Order (SPO) application, by selecting Create new order, you can set the purchase order to apply to an inbound rental.

  1. Select Create new order in the SPO application window.

  2. Enter the supplier name and select Create.

  3. In the context menu, select Set as inbound rental and select Yes when prompted. A new rental purchase order is created. The purchase order is flagged as an Inbound rental.

  4. To add a rental product to the Purchase order, specify the quantity of the product to rent in Qty.

  5. In Product, you can lookup, search and enter the product name.

  6. Specify the net price for one unit of the product in Net price.

  7. Specify the Requested delivery date and select Create. A new rental item is created.

  8. Select in Items to open the product in the SPOITEM application.

  9. Select Approve in Notes to approve the rental, if necessary.

  10. Select Approve in the Approve window.

  11. Navigate to the SPO application and select Register and send purchase order in the context menu. The document sent to the supplier is flagged as a rental purchase order.

  12. Select Forward in the Document Send Alternatives window.

  13. Select Forward all items > Forward all items to purchase order response in the context menu.

  14. Select Register purchase order response in the context menu.

  15. When you receive the rental goods at your warehouse, select Forward all items > Forward to goods reception in the context menu. You can either Forward to a new good reception or Forward to an existing goods reception.

  16. Select Print labels and prepare for put away in the context menu.

  17. Select Register as stock in the context menu, the stock is registered and the goods are set to status ST:9. These goods can only be assigned to rental orders from customers

  18. To return the goods to to the supplier at the end of the rental period, select the item in the SSA application, select in Items and select Return goods to supplier in the context menu.

  19. Enter the necessary quantity of rented goods to return in the window that appears and select OK. You can return all or some of the rented goods. The available rental stock is adjusted automatically. If you purchase some of the rental goods, you must create a rental stock correction to reduce the rented stock by the amount of returned goods. To do so, select Create stock correction from the context menu in SSAITEM. You must then create a new goods reception for the purchased goods and add them to your current stock. You can create the goods reception without creating a Purchase order first.

  20. Select the Supplier Return (SRT ) number highlighted in blue as shown in the image above. The item is opened in the SRT application as shown below.

Add rental goods to stock

To rent out an item it must be in stock. In most cases the stock count can be imported directly into RamBase, but it will also be required to add goods to stock. Some requirements are needed for successfully renting out goods. These are as follows:

There may only be one item per Goods Reception (SSA) which may only hold a quantity of 1. This item also need a serial number in addition to a Life Cycle Management (LCM) document. This is needed to register the history in addition to scheduling service operations on the goods.

Follow these steps to completion
  1. To open the Goods Reception (SSA) application, find Rental in the RamBase menu and then Return handling. Click Returns to enter the SSA application.

  2. Create a new SSA by clicking the Create New SSA icon.

  3. Add a supplier to the SSA.

  4. Add an article to the SSA by clicking the icon Create new Item.

  5. Enter the item on the document and press F12 to open the action menu. Then choose the option View Serial Numbers and add serial number.

  6. Go back to the SSA document main view and use the F12 option Print Stocklabel, if this is to be used.

  7. Press F12 again and choose the option Forward to Register in the action menu.

  8. Enter the item view and press F12 and choose the option Create LCM based on SNO Table to finalize.

Rental quoting

A quoting process may be defined as the process where one, if there are no set agreements or contractual obligations, agree with a customer regarding price, delivery time, payment terms and the product structure.

A quoting process may result in

  • Single transaction with agreed terms.

  • Contract for agreed terms within a defined period.

  • Declined offer given to customer.

It is natural that some product types have a set price, independent of the buyer, while other customers are given a set price for specific product types. Offering different prices depending on product and customer is standard practice. This is mainly due to some customers being larger and expecting contractual prices on a larger product range, while smaller customers prefer to quote prices on a case-by-case basis, depending on the requirements set by their suppliers. This is standard practice across industries.

An example may be a large company which desires a contractual agreement, with price, payment terms and delivery terms. If we base the example on the rental car industry, one would have for example 10 cars set aside for a large customer to guarantee availability at all times and which has a set price for each day. In these cases it will not be necessary with a quoting process in an ERP-system as you can go directly to the sales order. One may also register the contract directly and retrieve the order from this.

In other instances, where the customer has a lower priority or needs customized products, one needs to follow the quoting process. This process is usually started with a request for quote, where the supplier checks availability of raw materials, price of raw materials, existing orders etc. This is a dialogue with the purchaser where conditions and prices are set based on the customer’s priority.

After an offer is given to the purchaser, there will be a period where the quote is open for accept or rejection. This period is usually set by the seller to limit the period to a minimum. Quotes open for an extended period may affect the sellers forecast and expected income negatively, especially if the quote will be rejected, as it has occupied resources for a long time. Any following agreements regarding changes in quotes and acceptance are logged in the ERP system, usually in the form of a new quote.

Tasks involved in this process

  • Create a quote - Make a one time offer on a product, to a certain quantity, price and delivery time.

  • Send the quote - Send the quote to one or several recipients by mail or print.

  • Create a contract quote - Make an offer on a product, to a certain quantity, price and delivery time, - and for a certain period of time.

  • Follow up on the quote - Track status changes when validity date is approaching, or send a document link to Outlook.

  • Change a quote - After discussions with the customer, create a new version of the quote.

  • Mark quotes - Either mark the quote as lost or won. If lost, register the reason for the loss and archive the quote. If won, register a order and archive the quote.

Rental quote

A quotation process could be seen upon as one arena for discussing price, delivery terms, payment terms and further on. The more details the customer is giving you, the more accurate will the offer be.

A Customer Rental Quote (CQU), is a rental offer presented to a customer - based on a inquiry received from outside of the ERP-system.

Overview of rental quotes
  1. To open the Rental Workspace (RENTAL) application, find Rental in the RamBase menu and then Overview. Click Overview to enter the RENTAL application.

  2. In the workspace overview, click on the numbers in the Quotes box to view either open quotes or active quotes.

  3. If you want to see all quotes, both open, active, expired and cancelled in one table, click the See all icon in the upper right corner of the Quotes box.

Create new quotes for rental customers

You can create a new quote for a rental customer from the rental workspace.

Create a new quote from the rental workspace
  1. To open the Rental Workspace (RENTAL) application, find Rental in the RamBase menu and then Overview. Select Overview to enter the RENTAL application.

  2. Click the button Create New Quote in the Actions and Links section or click the Create New Quote icon in the Quotes box in the Workspace overview.

Another option is to start from the table of rental quotes in the Sales Quotes (CQU) application and select the Rental CQU icon in the lower left side of the window.

  1. A new window appears. Here you may add information and details to the quote.

  2. Start with choosing the customer by typing in a part of the customer name and press ENTER.

  3. In the YourNo and the YourRef fields you have the opportunity to enter a reference to the customer or supplier.

  4. Choose the duration of the offer in the ValidFrom/ValidTo calendar fields.

  5. Inspect the payment terms and shipment details. Default information is retrieved from the customer details (CUS application), but may be modified for this specific offer.

The rental quote is in editable mode (ST:1) and you can add items to it.

Follow up on Rental Quotes

After the Sales Quote (CQU) has been forwarded to the customer, the customer must either confirm or decline the offer within the period of validity of the quote. If the customer declines, or the validity expires without any response from the customer, the CQU is set to Status ST:9 (Order lost). If the customer responds with a request for change, and you accept the change, the CQU can then be transported to a new CQU with all the information from the original CQU.

If this offer is accepted by the customer, the CQU is transferred to a Sales Order (COA). The target COA is referred to in the Dest field to the right with the reference number in the item view.

Rental order

An order process may be defined as the process where you confirm, not discuss, the terms concerning price, delivery, payment options, articles and quantity.

An order process may result in

  • One time trade for confirmed terms.

  • Cancelled trade for what was initially confirmed terms.

An order process originating from a quote process mainly contain confirmed terms. The terms have already been discussed and agreed upon. But on the other hand one may say that an order process, which in itself contain an order confirmation, is legally binding. It is, for example, when you have confirmed an order you may include this order in projections and accounting.

An order process can also start without originating from a quoting process. This may be done if the order is very small or if there is a pre-existing agreement concerning the terms which applies for every order for the customer in question. This may be a written or an orally stated agreement, containing terms for delivery, price and payment options. This solution saves time in defining the customers needs, in addition to time saved on administration. Contractual terms are often reserved for the large customers, and is where the company may reap large profits.

Freight is also a term that needs to be included in the order. Some customers have a set freight price, some pick up their own goods while others prefer to calculate freight as a percentage of the purchase sum.

An order may, as all the other processes, be cancelled until a certain milestone have been reached.

Tasks involved in this process

  • Create a rental order - Creating an order where you include which products the customer needs, quantity, price and delivery time.

  • Set the duration of the rental order - Set estimated duration of the rental order by the customers specification.

  • Define serial number - Defining the goods for the warehouse and including unique serial numbers.

  • Sending the rental order - Sending the order confirmation to one or several predefined recipients using e-mail or physical prints.

  • Follow up on the rental order - Follow up the order to avoid any miscommunications, faulty deliveries or discrepancies.

  • Change a rental order - After discussions with the customer, create a new version of the order.

Settings for Rental - Order handling

Setting name

Description

Reccuring Invoice Plan (COP) create status

Value in this setting is a number that indicates what status a Reccuring Invoice Plan (COP) should get when it is created

Set Service message on Reccuring Invoice Plan (COP)

Value in this setting is a number of days that indicates the next service date on Reccuring Invoice Plan Items (COP-ITM) with a message

Rental Order

A Sales Order (COA) is a document that states the details in a customer rental order. It may be the continuation of a Sales Quote (CQU), or may be made from scratch. To inspect COAs related to Rental, you need to open the Rental Order (CRO) application. Find Rental in the RamBase menu, then Order handling and click Rental Orders to enter the CRO application. To make a rental COA from scratch, use the Rental COA icon down in the left corner.

Create a new rental order

  1. To open the Rental Workspace (RENTAL) application, find Rental in the RamBase menu and then Overview. Click Overview to enter the RENTAL application.

  2. Click the button Create New Order in the Action and Links section, or click the Create New Order icon in the Orders box in the Workspace overview.

Another option is to start from the table of rental orders in the Rental Order (CRO) application and click the icon Rental COA on the lower left corner of the window.

  1. A new window appears. Here you may add information and details to the order.

  2. Start with choosing the customer by typing in a part of, or the full, customer name and press ENTER.

  3. In the YourNo and the YourRef fields you have the opportunity to enter a reference to the customer or supplier.

  4. Inspect the payment terms and shipment details. Default information is retrieved from the customer details (CUS application), but may be modified for this specific offer.

The order is still editable (St:1) and you need to add items to it. Depending on which icon in the lower left side you click on, you add items via article number/name or via serial number.

Every item on the rental order must have a link to a price agreement (PRA). Normally if a new order item is added, the system automatically creates a link to a price agreement based on the price template (PRT) for this article or the Recurring Sales Quote (CQP). A CQP is an agreement for a special price for one or more rental articles, given to a specific customer for a certain period of time.

If several order items are based on the same article, they will automatically get the same price (PRA). When adding another item based on the same article, the system will check if any of the items on this order have a unique price agreement (PRA). If so, the new item will also get a unique PRA. If not, the new item will get the same price agreement (PRA) as all the other items.

Add items to a rental order via serial numbers

  1. To open the Rental Order (CRO) application, find Rental in the RamBase menu and then Order handling. Click Rental orders to enter the CRO application.

  2. Click the Rental COA icon in the lower left-hand corner.

  3. To add items to the order via serial number, click the Via SerialNo icon on the lower left side of the window.

  4. A popup will appear.

  5. In the Serial Number field you enter the complete serial number or part of the serial number (combined with *) and press ENTER. A list of serial number/article-combinations appears.

  6. Highlight the preferred line and press ENTER.You will now get back to the Add items via Serial Number-popup where the item will be listed.

  7. The Is Locked box is checked as default. This means that the item will automatically be registered as picked from the stock.

  8. If you want to register the picking manually, uncheck the Is Picked box.

  9. To add more items to the order, repeat step 5-7.

  10. When all items are added, click the OK button.

  11. In the web page message popup, click the OK button. A progress bar appears.

  12. When the process is complete a result window appears. To view more information, click the numbers.

  13. Click the Close button. You will now get back to the rental order where all the items will be listed. Back in the document you will be able to inspect the information and edit if necessary. The serial numbers listed in the table are links to the standard item Serial number Application.

  14. If the information is correct you may proceed with setting the assumed rental period.

Set assumed rental period

The assumed rental period for the rental order needs to be set due to calculations of the expected income (forecast). To perform this action, locate the DueDate field in the middle of the COA document. This field is a calendar field and enables you to first set the expected end date of the rental period. The start date is related to the field ValidFrom on the Recurring Invoice Plan (COP) and will automatically retrieve current date as value, but this may be changed on the COP (as long as the document is in ST:1) up until the goods are shipped.

Expand the rental order

To ensure traceability and overview, you will at this point need to expand the rental order if you have more than 1 in quantity on any item lines. For the rental order to be correctly processed there may not be more than 1 in quantity on any item level. It is important to note that all items must be added before this step, and serial numbers may not be assigned until this step is completed. If there are items to be added after the items have been expanded, they will have to be entered individually.

To expand the order, press F12 to open the action menu and choose the option Expand All items.

Assign serial numbers

To ensure full traceability and reference to the item, you will need to assign a serial number to each item. In the Sales Order (COA) you can see the items in need of serial numbers in the item list.

Assign serial numbers
  1. To open the Rental Order (CRO) application, find Rental in the RamBase menu and then Order handling. Click Rental orders to enter the CRO application.

  2. Highlight the decided Rental Order (COA) and press ENTER.

  3. Press F12 to open the action menu and choose the option Stock Assignment Links to open the Stock Assignment popup.

    • The F12 option Stock Assignment Links will not be available unless one or more of the items has QTY = 1.

  4. Select the item you want to to assign serial number to and press ENTER.

  5. The popup Stock Assignment Relink shows all Goods Receptions and purchase orders related to the item in question. Either choose the line with corresponding serial number, or search for it in the SerialNo field, and press ENTER.

  6. Close the popup to save and proceed.

Attach Sales Order related documents to the email
  1. Press F12 to open the action menu and choose the option Select attachments for email.

  2. Check the documents you want to send and click the Update button.

Send the sales order to the customer
  • Press F12 to open the action menu and choose the option Forward to Customer. This will send the sales order to the output defined on the customer in the Contact Person (CNT) application. You can also send the document to yourself by modifying the field DocBy.

If you want to change an already confirmed relinking, please press the leftmost SAR icon. This opens the Stock Assignment popup where any change can be performed.

Follow up on the rental order

At this point, the Sales Order (COA) has been sent as a confirmation to the customer with the method defined in the customers details. If there are any changes that needs to be made, the COA may be transferred to a new COA to open up for editing. Lines may also be deleted or transported individually to a new COA.

If the customer accepts the order confirmation and there are no changes to made, press F12 to open the action menu and choose the option Transport All Items. Choose the destination New Shipping Advice (CSA) to prepare the rental item(s) for shipping.

Rental shipment

The rental shipment process may be defined as the process where the rental goods are prepared for shipment. This process will always originate in an order process. If the terms are not 100% decided upon, they may be altered at this point, either being the payment or delivery terms.

A shipment process may result in

  • The order is delivered completely.

  • The order is delivered partially.

  • The order is cancelled.

Any changes in the delivery or payment terms may be done in the shipping process by the purchasing party, as the order which the shipment originated from is locked for changes at this point in the process.

Regardless of which terms are agreed upon with the purchasing party, the seller usually has a few routines that needs to be performed in relation to shipments. This includes picking goods from the warehouse, keeping control of the remaining stock, measuring and weighing the shipment and other requirements set by the seller or transport company.

Tasks involved in this process

  • Creating a shipment - Retrieving the rental order to be shipped to see which goods are going out and which terms to adhere to.

  • Controlling serial numbers - Either the goods have been picked or are to be picked, there must be a point for controlling that the correct goods have been picked.

  • Sending shipment manifesto - Sending the shipment manifesto with all the details.

  • Follow up on the rental shipping - When the goods are sent, the transport company may request the shipping manifesto or other information regarding the goods to be sent.

Shipping rental equipment

A Customer Shipping order (CSA) is a document that states the details concerning a rental shipment. To inspect CSAs related to Rental, type CSA in the program field and DOCTYPE="RENTALORDER" in the filtering field.

Activate the rental plan

The Recurring Invoice Plan (COP) document contains all the information of the rental process.

If the user setting does not allow for automatic activation after the Shipping Advice (CSA) document is set to ST:4, it needs to be activated manually from the COP document.

To manually activate all items in the rental plan, press the Play icon in the middle of the screen.

After any of these actions, you will be presented with a popup called Modify Invoice Status. The calendar fields allows you to edit the chargeable dates with To and From fields. The invoice status gives you three options, n/a, Chargeable and Non-Chargeable. If the period in question is to be Non-Chargeable, you must add a message in the Message field. The option you need to use if you are to activate a invocable rental period is the Chargeable option. This will activate the plan, and the Play icon will change to a Pause icon, to be used in situations where the rental plan must be paused for some reason.

Control the serial numbers

If there is a need to change serial numbers, or change items to be assigned, you have this opportunity in the Shipping Advice (CSA) document. Press F12 to open the action menu and choose the option Stock Assignment Links to inspect the serial numbers.

Follow up on rental shipping

To continue the shipping process, use the context menu and choose the option Ship without package registration. The picking was performed in the Sales Order (COA) document as you entered the serial numbers.

The Shipping Advice (CSA) document will now move to ST:4 which will prompt the printing of the shipping label.

Plan administration

Recurring Invoice Plan (COP)

The Recurring Invoice Plan (COP) document is created in the background when the rental COA is created. The documents purpose is to control all the elements of the customer order from the shipment until the return. It enables the user to edit or inspect any element during the process.

To enter the Recurring Invoice Plan menu, write COP in the program field and press ENTER.

Activate or deactivate rental plan items

To activate individual items, highlight the item in question in the grid and press the smaller Play icon on the item line.

After any of these actions, you will be presented with a popup called Modify Invoice Status. The calendar fields allows you to edit the chargeable dates with To and From fields. The invoice status gives you three options, n/a, Chargeable and Non-Chargeable. If the period in question is to be Non-Chargeable, you must add a message in the message field. The option you need to use if you are to activate a invocable rental period is the Chargeable option. This will activate the plan item, and the Play-icon will change to a Pause icon, to be used in situations where the rental plan item must be paused for some reason.

Edit start and estimated end date of the rental period

In the Recurring Invoice Plan (COP) document, it is possible to edit the the start and estimated end date of the rental period. Editing the start date is only possible directly on the COP document in ST:1 - ST:3 (before the goods are sent). When the document has been set to ST:4, it is no longer possible to edit the start date.

The dates in question are defined in the ValidFrom and the DueDate fields.

The ValidFrom field retrieves the date set in the Shipping Advice (CSA) Document earlier in the process if not a ValidFrom value is set manually. This date sets the start date of the rental plan, and when it is activated (set to ST:4) it means the plan has started and will no longer be open for editing.

Edit the start date while the COP document is in ST:1 - ST:3
  1. Open the desired COP document.

  2. Locate the ValidFrom field and press the calendar icon.

  3. Find the desired start date and press it.

The DueDate field defines the end date of the rental plan. It is first defined in the COA document, but will be open for editing throughout the process.

  1. Open the desired COP document.

  2. Locate the DueDate field and press the calendar icon.

  3. Find the desired start date and press it.

Inspect the rental plan item history

It is possible to inspect the history of the rental item in the Recurring Invoice Plan (COP) document by entering the related Life Cycle Management (LCM) document. All rental items have a defined serial number for identification and traceability. You will find this serial number in the grid in the COP document under the column SerialNo/ReturnDate.

  1. Press the serial number link to enter the LCM document.

  2. Press the tab called Rental.

Here you will find information regarding the history of the rental item, such as previous renters, price, rental dates and more. Click the links to enter the related documents for the items if you wish more information.

Inspect the rental plan item calendar

In the Recurring Invoice Plan (COP) document, you may inspect and edit the rental plan calendar for each individual item. To enter this overview, press the calendar icon under the column Calendar in the grid. This will open the Rental Plan Calendar.

Here you will see every day of the rental period, with all the related details. The default view is set to current date and future. If you wish to see periods already invoiced, press the radio button called Invoiced, found in the bottom of the window.

Inspect the rental item invoice history

To inspect the items invoice history confined to this specific order, you may press the price link below the column Invoiced/*CURRENCY* while in the Customer Rental Plan document. This opens the application Item Menu. Here you will find a list over all invoices related to this item in this order.

Rental price management

The process where the price of rental goods are managed is called Rental price Management.

This process may result in

  • Changed set price for one or several rental goods/equipment.

  • Period price for one or several rental goods/equipment.

  • Customer specific price for one or several rental goods/equipment.

  • Order specific price for one or several rental goods/equipment.

  • Invoice specific price for one or several rental goods/equipment.

There are many ways to set the price of rental goods and equipment, depending on the customers needs and situation. Some prefer a set price for a given period, while others prefer to base the price on each seperate order. It is safe to say that the pricing structure of rental goods and equipment can be very complex and detailed, so the process to manage these prices may use a lot of resources.

A set price may be simpler and easier for a seller, but will reduce profits compared to a dynamic structure as larger customers may want reduced prices for long term periods and large orders. A periodical price structure may be beneficial, either being seasonal or reduced price for longer rental periods.

As customers are all different, some being large and others small, they often want custom offers. This may be solved by using contractual prices, where the periods are set with a start and end date. This price will usually be lower than the regular price and gives the renter a better overview of the rental plan.

Another method of differentiating the prices is to do it order-by-order basis. This gives you the opportunity to adjust all the factors involved, including price, delivery time, duration, quantum and return date.

There may also be a need for changing the price of the rental goods even when the process has come as far as invoicing. The price stated may be wrong, or any other factor may be off, and it is not obvious until this step in the process.

Tasks involved in this process

  • Pricing rental goods - Set the price, or change the price of rental goods. This may be a set price, special price, periodical price or customer specific price. May be change throughout the whole rental process.

  • Sending price list - The price list may be sent to one or several recipients using e-mail or physical copy.

Rental Price management (PRIM)

Rental prices can be adjusted, whether the price defined on the article should be changed, the article price should be customized for a specific customer, the price should be changed while the rental article is rented out or even if the price should be differentiated upon periods.

The principles of the rental price management follows the main principles in RamBase. The price defined on the rental article is not affected by changes performed on Sales orders, Sales quotes, recurring invoice plans and so on. Also worth mentioning is that any change in the price defined on the rental article would not affect existing documents in RamBase. In short, a change in the price defined on the rental article will not apply to documents other than documents which are created after the adjustment.

To keep track of the rental agreements you can use the Price Management overview (PRIM).

Type PRIM in the program field and press ENTER to open the program.

This overview gives you the opportunity to sort and filter by Rental Price Agreement (PRA), Rental price (PRT), active or historical rental prices, document type, customer, class and more. Use the drop down menu next to Class to filter the Rental documents. Maintenance and changes can be made by highlighting a single rental price in the grid and pressing ENTER. Now you have the opportunity to edit the validity date, price and other variables.

Edit price on rental article

After the price has been added on a rental article, it is possible to inspect and edit this price as it is stored in a Price Template (PRT) document. While in the Article (ART) document, you can see the link to the relevant PRT document as a item line in the grid. Press this link to go to the PRT document.

To edit any of the key information shown in this document, such as type, description, currency etc, press F12, or right click, to open the action menu. Choose the option Re-open (ST:1) to set the document to status 1, which enables editing. This change will affect all related documents created after the change has been made. The F12 action menu also gives you the opportunity to delete the PRT document, by choosing the option Discontinue (cancel) ST:9.

If you want to change the price, enter the folder Recurring in the PRT document and highlight the relevant price in the grid. This will prompt a popup where you may edit details.

Add article and customer specific price (CQP)

It is possible to create a customer and article specific rental price agreement. To create this, enter the Rental Quote Plan (CQP) application. Press the icon down in the left corner to create a new price agreement.

Here you must choose customer and article. A Rental Price Agreement (PRA) will be created, which may be modified at any point.

When the rental quote plan (CQP) is still in editable mode (St:1) you may add items in a specific order. Highlight the item-line where you want to insert the new item and press ENTER. Press F12 to open the action menu and choose the Insert Item option and the inserted item will appear above the highlighted item.

After any modifications you can use F12 to bring up the action menu on the main rental Quote Plan Document (CQP) and choose the option Register Quote.

When the customer and article specific rental price agreement is registered, it will be carried to the next rental quote or order created for the same customer and article for the defined period.

Edit price while creating order

If you want to change price while creating a rental order, this may be done in the Sales Order (COA) document. In the COA document you will see the link to the Price Agreement (PRA) document on the item line.

Press the PRA link to enter the price agreement document. Press the folder called Recurring and highlight the relevant price. This will prompt a popup where you may edit details. Any change here will apply to all the items in the order.

If you want to change the price in specific periods of the rental agreement, you may press the Create New icon down in the left corner while in the PRA document (and in the Recurring tab). Here you will be presented with a calendar application and price, and you can modify this as you please.

Edit price on existing order plan items

If you want to change the price on an existing order plan item, this may be done from the Recurring Invoice Plan (COP) document. You will see a link to the PRA document in the item line.

Press the PRA link to enter the price agreement document. Press the folder called Recurring and highlight the relevant price in the grid. This will prompt a popup where you may edit details. Any change here will apply to all the items in the order.

If you want to change the price in specific periods of the rental agreement, you may press the Create New icon down in the left corner while in the PRA document (and in the Recurring tab). Here you will be presented with a calendar application and price, and you can modify this as you please.

Edit price on invoiced order plan items

To edit the price on an already invoiced order, open the relevant Sales Invoice (CIN) and follow the steps detailed below.

To change the item price, the only method is to delete the invoice and create a new one.

  1. Enter the Invoice in question.

  2. Press F12, or right click, to open the action menu and choose the option Delete All Items.

  3. Press F12, or right click, to open the action menu and choose the option Discard Document.

  4. Go back to the Recurring Invoice Plan (COP) document, which can be done to the middle right in the window using the magnifying glass icon beside OurNo. You can also see the COP document referenced in the field.

  5. Follow the steps stipulated previously under Edit price on existing order plan items.

  6. Press F12, or right click, to open the action menu and choose the option Create Invoice For All Items.

  7. Follow the steps stipulated previously under Invoice a rental plan.

  8. This will create a sales invoice with the needed changes, ready to proceed.

Rental invoicing

The invoicing process for rental goods may be defined as the process where you invoice goods that has been rented or bought, either before they were rented or during.

An invoicing process may result in

  • One invoice per rental order.

  • A collective invoice for all rental orders by customer.

  • An invoice for purchase.

The terms are normally set earlier when the invoice process starts. The payment terms and similar have normally been agreed upon and will in most cases not change at this point.

There are several methods of invoicing a rental order. Some want to invoice as soon as the rental goods are picked up, which requires a set rental period agreement. Others like to invoice when the goods are returned, or in cases of log term/set period rentals they may wish to invoice at set periods. If the customer is large and rents several types of equipment or equipment from several orders, a collective invoice for everything will be best suited.

One last scenario that may be relevant is if the customer needs to purchase the goods or equipment he is renting. This may be due to that the customer have an interest in owning it or that the customer has damaged or misplaced the equipment/goods.

Tasks involved in this process

  • Prepare invoice data - Check and correct, if necessary, the invoice data. Changes may be necessary if agreements have been made and not registered.

  • Create invoice - Invoicing a rental order.

  • Create collective invoice - Invoice several items for one customer, including the same order number or the same purchaser.

  • Send invoice - Sending invoice to one or several recipients by e-mail or physical copy.

  • Change invoice - If any errors are detected earlier in the process, they may be changed.

  • Follow up on rental invoicing - Follow up invoices sent for approval and follow up any deviations.

Settings for Rental - Invoicing

Setting name

Description

Day for monthly consolidation of Reccuring Invoice Plan (COP)

Value in this setting decides which day the monthly consolidation of Reccuring Invoice Plan (COP) should be done. Options to be used: From 1 to 31

Day for weekly consolidation of Reccuring Invoice Plan (COP)

Value in this setting decides which day  the weekly consolidation of Reccuring Invoice Plan (COP) should be done. Options to be used: From 1 to 7, where 1=Monday, 2=Thuesday etc

Default Groupby for Rental Sales Invoice (CIN)

This setting must have a value to decide  which default Groupby should be used when create Rental Sales Invoice (CIN). Options to be used: YOURNO (Customer Reference Number), YOURREF (Customer Reference) or COP (Reccuring Invoice Plan)

Reccuring Invoice Plan (COP) (COP) consolidation type

Value in this setting desices which consolidation type should be used on Reccuring Invoice Plan (COP), -if there is no setup on the Customer (CUS). Options to be used: D=Day, W=Week or M=Month

Automatic registration of rental invoice

If this setting is "ON" - Rental Invoice (CIN) will automatically be registered to status 4. If setting is "OFF" - Rental Invoice will just be created in status 1 and must be registered manually.

Rental Sales Invoice (CIN) include Forecast

If this setting is "ON" - A parameter to include also forecast items from the plan will be used when creating Rental Sales Invoice (CIN) will be showing

Rental Invoicing

Rental Invoicing is based on invoicing individual items per day of the rental period gathered in the rental plan. It is possible to perform the invoice process for individual plans directly from the Recurring Invoice Plan (COP) document, but for multiple plans it is more convenient using Customer Invoice Management (CIM).

Edit rental plan or plan items

If there are any changes you wish to make in the rental plan, such as specific dates where items will not be invoiced, you may do so in the Recurring Invoice Plan (COP) document.

Locate the Modify Invoice Status link to the right in the document and press it.

This will open a popup where details concerning the plan may be entered.

  1. Enter the start date of the period you wish to edit in the From field.

  2. Enter the end date of the period you wish to edit in the To field.

  3. Type a message stating the reason for the edit.

  4. Select the desired status for the period using the radio buttons.

    • Not Chargeable: the period will not be chargeable for the customer.

    • Chargeable: the period will be chargeable for the customer.

  5. Click the OK button.

You may now inspect the rental plan by pressing the calendar icon under the Calendar column in the COP document. You will see the play/pause icons having changed depending on the edit made in the Modify Invoice popup. If you have set the period to Not Chargeable, it will receive a play-icon, indicating it has been set to pause.

If you wish to edit the details of an individual item in the rental plan, and not the whole plan, you may do so in the Rental Plan Calendar where you inspected the changes.

  1. Press F12, or right click, to open the action menu and choose the Modify Invoice Status option.

  2. Follow the steps described above.

  3. Click the OK button to inspect the change.

A shortcut to edit just one day is to press the play/pause icon to the right of the item and follow the previously described steps.

Invoice one rental plan

One invoice option is to invoice for one Recurring Invoice Plan (COP) at the time. This is performed in the COP window for the order plan in question. If the base of the invoice is ready, you can use the F12 option Create Invoice For All Items, which will generate an invoice for the total amount in the Backlog field.

The next step is the Create Invoice popup where relevant information may be inspected and modified.

The base of the invoice will be from the first day registered in the backlog and will create a Rental Invoice in ST:1. This means the first non-invoiced rental date until desired end date. The desired date may be set in the ToDate field, where the default value will be todays date. This date may not be a future date.

The dropdown menu PayTerm can adjust the payment terms, which is fetched from the customer register. The field DueDate will override all previous information if used. If left empty, PayTerm will apply.

Invoice several rental plans

To invoice several rental plans you use Customer Invoice Management (CIM), where all rental plans are listed under the tab Rental. The default view is the rental plans with backlog, but this can be changed using the radio buttons at the bottom of the screen.

Invoice several rental plans
  1. Press the magnifier icon to open the CIM Filters popup.

  2. The easiest method of filtering desired results is by using the Customer field or the YourNo field. You may use freetext to search or using the magnifying glass.

    • Pressing the magnifying glass to the right of the Customer field will list all customers related to rental order plans.

    • Pressing the magnifying glass to the right of the YourNo field will list all project numbers related to rental order plans.

  3. After running this filter, the grid in CIM will change to show all the filter results.

  4. Press F12, or right click, to open the action menu and choose the option Create Invoices For All COPs.

  5. This will open a popup where details concerning the invoicing of all the items may be edited.

    • The ToDate field shows the last day of the rental period which will be invoiced.

    • PayTerm will show information regarding the customers payment preferences defined in the Customer archive (CUS).

    • The DueDate field may override the PayTerm field if needed.

    • The GroupBy field gives you the option of grouping the invoices by order plan, YourNo or YourRef.

  6. Press OK to start the process. This may take few minutes depending on the number of invoices generated.

  7. You can now inspect the created invoices from the CIM document in the Invoices tab. Note that this tab show all invoices, not only rental specific invoices. Use the Mode=Rental to show only Rental invoices.

Change rental invoice period

If there is a deviation between the rental period on the rental invoice (CIN) and the actual rental period, you may edit the rental invoice when it is still in open mode (St:1) or proforma mode (St:2).  This feature also applies to credit notes (CCN).

Any changes made will be recorded in the revision history.

  1. To open the Rental Workspace (RENTAL) application, find Rental in the RamBase menu and then Overview. Click Overview to enter the RENTAL application.

  2. In the Workspace overview, Click on the Open or Proforma in the Invoices & Credit box.

Edit the rental invoice period
  1. For the whole invoice or credit note:

    1. Open the rental invoice (CIN) or credit note (CCN) in question.

    2. Press F12 to open the action menu and choose the option Change Rental Invoice Period for all items.

    3. Enter the start date and end date by using the date pickers.

    4. Click OK.

      • The changes made will apply for all items on the document.

  2. For a single item on the invoice or credit note:

    1. Open the rental invoice (CIN) or credit note (CCN) in question.

    2. Select the specific item and press ENTER.

    3. Press F12 to open the action menu and choose the Change Rental Invoice Period option.

    4. Enter the start date and end date by using the date pickers.

    5. Click OK.

      • The changes made will only apply to this specific item.

Follow up on rental invoice

The remaining steps before actually billing the customer includes inspecting the invoices and making necessary changes if needed. This can be done in two different ways depending on the number of items in the plans to be changed.

Single item
  1. From the Customer Invoice - RENTAL document, highlight the desired item listed and press ENTER.

  2. This will open the Customer Invoice Item. Press F12, or right click, to open the action menu. Choose the option Change Rental Invoice Status.

  3. This will open a popup where single days may be edited concerning payment on individual items.

Multiple items

To change multiple items concerning payment, the easiest method is to delete the invoice and creating a new one.

  1. Enter the Invoice in question.

  2. Press F12, or right click, to open the action menu. Choose the option Delete All Items.

  3. Press F12, or right click, to open the action menu. Choose the option Discard Document.

  4. Go back to the Recurring Invoice Plan (COP) document, which can be done to the middle right in the window using the magnifying glass icon beside OurNo. You can also see the COP document referenced in the field.

  5. Choose the Modify Invoice Status link in the Plan Info box and perform the desired changes.

  6. Press F12, or right click, to open the action menu. Choose the option Create Invoice For All Items.

  7. Follow the steps stipulated previously under Invoice a rental plan.

  8. This will create an invoice with the needed changes, ready to proceed.

Sending the invoice to customer

There are two methods of sending the invoice to customer, depending on assumed need for change.

The first method is if it is likely that the customer will accept the invoice without changes.

  1. Press F12, or right click, to open the action menu. Choose the option Forward to Customer.

  2. The invoice will go to ST:4 and sent out to the customer per the customers specification defined in the CUS archive.

The second method if it is likely that the costumer will need changes in the invoice.

  1. Press F12, or right click, to open the action menu. Choose the option Print / Send Proforma Invoice.

  2. To generate a PDF document of the invoice, press the Generate PDF icon to the far left of the item line.

  3. Press the Refresh button until the PDF icon shows to the right of the item line.

  4. A proforma invoice has now been created, and the invoice will be set to ST:2.

  5. If there are any need for changing the invoice, press F12, or right click, to open the action menu and choose the option Re-open for Entry (ST:1). This makes the document ready for any new edits.

Rental return

The rental return process may be defined as the process where the rented goods/equipment are returned to the renter from the customer. This process always originates from an order and shipment process.

A rental return process may result in

  • The order is completely returned.

  • The order is partially returned.

Rented goods and equipment are normally returned according to terms and conditions already agreed upon. Some choose to rent out goods for an undetermined (but estimated) period, while others prefer a determined period, where a breach of the delivery date can have serious consequences for the customer. In some instances the customer may also deliver rented goods across different rental orders. One example of this may be if several customers work on the same location and use the same transport company, for example an offshore location.

Tasks involved in this process

  • Controlling returned goods - Checking to see if the returned goods are complete and without fault.

  • Create a return document - Registering the goods coming in and attaching a return document to the order.

  • Sending return receipt - Sending a return receipt to one or several recipients by e-mail or physical copy.

  • Follow up on the rental goods - Following up any deviations on the returned goods.

Return of rental equipment

All equipment rented to the customer must be returned at some point and registered back into the system. Either it is just one item or several, the items must be registered using the Goods In (GIN) application. This application has a folder called Rental, where everything will be registered.

Create rental goods returns

In the Goods In (GIN) application, under the Rental folder, you will see all Shipping Advice (CSA) Items related to rental. These CSA documents are the documents where the details concerning the rental goods and rental period were defined. They are listed individual so you may select a single item that has been returned and register it back to stock.  

To filter the relevant items, you may press the filter icon in GIN, where you can enter details to narrow the search.

  1. You are presented with several options in this popup. You may narrow the search by customer (only rental-related customers appear when you use the yellow arrow icon), part or serial number.

  2. If you want to filter by serial number, mark the the SerialNo field and press ENTER.

    • Type the relevant serial number and press ENTER. The system runs a validation to check if this serial number is in use. If the serial number is valid, it will appear in the list below the SerialNo field with a descriptive text. If not, you will get an error message.

    • It is also possible to include the * symbol as a part of the serial number to filter on just a certain part of the serial number. The same validation will run. If it is valid, a link will appear in the list below and the descriptive text will be "...". Click on the link to inspect the related Life cycle document. Look up the preferred serial number, press ESC and type it into the SerialNo field. The serial number will then appear in the list below the SerialNo field with a descriptive text.

  3. If necessary, remove serial numbers from the list by clicking the icon to the left of the item line.

  4. When all serial numbers are added to the list, and the list is verified, click the OK button.

  5. Click the check boxes to the left of the items you wish to process. You may also use the drop-down menu in the upper left corner of the grid to select all the items from the filter.

  6. Press the Select Action button on the bottom of the screen and control you have selected the correct items.

  7. You can press the delete icon to remove items from the selection. Push the Register button to continue the return process.

  8. The return date will be set to todays date by default. This may be changed at this point. The DirectReg checkbox is used to bulk set all the Goods Reception (SSA) documents to ST:9. This means they cannot be edited.

  9. Press Start Action to finish the registration process to create the related SSA documents in ST:1 (ST:9 if you have checked the DirectReg checkbox).

Follow up on return dates

As long as the items have not gone through the invoice process, it is possible to adjust the return date.

The best method to change the return date will be in the Recurring Invoice Plan (COP) document.

When an item has been returned, and not yet invoiced, it will be in ST:8. This enables you to change the return date using the Refresh icon in the item line. This will prompt a popup where the earliest possible return date is listed, and where you may edit the return date. Press the date and choose the date in the calendar application.