Activities

You can acquire a fixed asset and a business object directly through a purchase order in Rental Management. This process avoids using the Inventory to fixed asset journal.

Note: On the fixed asset line, set the New fixed asset field to Yes and enter a value in the Fixed asset group field.

You can activate a work order template when it is ready for use. An active template enables you to create work orders and work order lines.

You cannot use inactive templates to create work orders.

You can add default order settings.

In default order settings you can for example set up default location information (site and warehouse), default settings like items sales tax group, or default work order template id for rental and sub-rental items.

This process explains how to set up default location information (site and warehouse), default items sales tax group, and default work order template id for rental items.

You can add default order settings.

In default order settings you can for example set up default location information (site and warehouse), default settings like items sales tax group, or default work order template id for rental and sub-rental items.

This process explains how to set up default location information (site and warehouse), default items sales tax group, and default work order template id for rental items.

You can select a bulk item to rent equipment in large quantities. Bulk items are not uniquely identified and do not have a serial number.

Add a rental line to the rental order using a fuel consuming rental type

The preferred fuel type of the customer will be included by default in the rental line editor. Changes may be made to substitute other allowed fuel types if needed. A warning message will be displayed if a fuel type other than the default is selected.

You can select a serialized item to rent uniquely identified equipment. Create the serial number from the sub rental order line. This can be an internal or vendor-provided serial number.

Note: You can only enter a quantity of one for a serialized item.

A task is a description of the work for a project. The work order template defines the tasks on a work order.

You can link a work order to sales, purchase, or rental orders through the work order template.

You can add a bulk item to a purchase order line to procure it. A bulk item has no serial number and is usually procured in large quantities.

You can assign a fixed asset number in one of the following ways:

• Manually
• Automatically (based on fixed asset parameters)

A bulk item does not have its own business object number. When you purchase a bulk item, the related business object quantity is updated.

Resource calendars are optional. You can set up calendars to define the working times for a resource.

You can enter an expiration date for each calendar. To view expired calendars:

• Open the View drop-down menu
• Select All

A finance specialist must manually add the depreciation date and align it with the 'depreciate until' date.

If depreciation was already posted for the fixed asset, the system fills in this date automatically. This date then becomes the 'date when depreciation was last run'.

You must add the 'depreciate until' date. This date must match the 'date when depreciation was last run' in the books.

This field helps a finance specialist validate the fixed asset and related business object. After validation:

• The journal can be posted
• The journal is blocked from automatic posting through a sales order if not validated

Prerequisite:

An existing project must be available.

Prerequisite:

An existing contract must be available with a billing rule.

Add a fuel item as a supplementary rental item to a product that requires refueling.

Set the following values:

• Supplementary quantity = Desired default fuel quantity
• Required level = optional
• Allow quantity change = Yes

Business objects that consume fuel must have a fuel tank added prior to being added to a rental order.

1. Set the Enable Fuel Tank toggle to yes in the Miscellaneous tab of the business object.

2. In the business object tab, click fuel tank

3. Click New

4. Enter the fuel type, capacity, and current quantity and select Main fuel tank in the main tank field. Each object can have only one main tank.

5. Add additional fuel tanks if applicable.

Open the fuel transactions screen in the fuel management section of the Rent tab.

Click new record.

Select the rental order, and select the object requiring fuel from the drop down.

Select the fuel tank, the fuel type will default from the tank selection.

Select the refuel date, transaction type, fuel method, and quantity.

Click ok.

The fuel transaction line will be added in open status.

Prerequisite:

An existing project must be available.

Prerequisites:

A project must already exist.

You can add required items to a task. These items are needed to complete the task and are often called service kits or packs.

The items are added to the work order line when you create the work order with the linked task.

Each line in the item requirements must include the item, the required quantity, and the unit.

When you add item requirements to a task, you can choose between two item setup options:

• Item requirement: The item is added to the work order. You must pick the item and post a packing slip to deduct it from inventory.
• Item journal: The item journal is added to the work order. You must post the journal to deduct the item from inventory.

Note: Items used for item requirements must be of type Inventory.

You can access and maintain item requirements from a work order line. Based on the status group setup on the Registration tab, you can also create new item requirements from the work order line.

Add a negative line to an existing purchase order if you need to return an uninvoiced item to the vendor. This reverses inventory and price transactions.

You can add a maintenance plan to an item. A maintenance plan may be required for business objects that you use.

When you create a business object from a product, the default maintenance plan is automatically added to the record.

You can add several maintenance plans to an item. For example, you can use a time-based and a consumption-based maintenance plan.

You can take pictures of the object that is related to the task.

If you save a picture:

• It is uploaded to SharePoint.
• An attachment is added to the related work order line. This attachment is of type URL and its URL refers to the picture as stored in SharePoint.
• A picture entry is added to the Pictures page of the DynaRent Mobile app.

Note: If you work offline, uploading picture to SharePoint and adding it to work order line is only done when you synchronize to D365 FO.

You can take pictures of the object related to the task.

If you save a picture:

• It is uploaded to SharePoint.
• An attachment is added to the related work order line as a URL linking to the picture in SharePoint.
• A picture entry appears on the Pictures page in the Rental Management mobile app.

Note: If you work offline, the upload and link to the work order happen after synchronization with D365 F&SCM.

You can add one or several rental, sales, or service items to a project rental quotation.

The quotation can include lines of different types:

• Item
• Hour
• Expense
• Fee

To add a rental line, click the Add line button and complete the required fields:

This process explains how to add lines with sales or service items to a project rental quotation.

You can assign rental amounts, transport costs, insurance rates, and similar values to a rental type group in rental agreements.

Before you can use the rental type group in a rental agreement, you must add it to the rental type sorting list in the rental parameters.

This activity explains how to add the rental type group to the rental type sorting list.

You can add a bulk rental item or service item to a rental order line.

You can add these types of rental items to a rental order line:

• Serialized rental item
• Bulk rental item
• Service item, such as a KIT

For a serialized rental item, you must assign a business object. For a bulk rental item or service item, this step is not required.

You can add these types of rental items to a rental order line:

• Serialized rental item — only quantity of one
• Bulk rental item — multiple quantities allowed

The steps differ per rental item type. For a serialized item, you must assign a business object. For a bulk item, this is not required.

You can set up estimated consumption on the rental order line using the consumption price line. This applies only to serialized items with the "Estimated+Actual" billing principle.

You can assign a business object on:

• Rental order line
• Rental quotation line
• Transport plan board
• Service plan board — depending on the work order settings

You can add two types of rental items to a rental order line:

• Serialized rental item. You can only add a quantity of 1 to the rental order line.
• Bulk rental item. You can add multiple quantities to the rental order line.

The steps to use these rental item types are different. For a serialized rental item you need to assign a business object to the rental order line. For a bulk rental item, this is not required. 

You can assign a business object to a rental order line on:

• Rental order line.
• Rental quotation line.
• Transport plan board. 
• Service plan board. Depending of the settings of the work order that is used on the rental order line, you can be limited to do the assignment via the service plan board.

Use the steps in this topic to add a Sales/Purchase order line with service or sales item to the rental order.

You can add sales or service items to a rental order. In order to do so, you need to choose the order line type: Sales/Purchase. 

For Services and Sales you can add three types of items:

1. Service items 
2. Serialized sales item. For serialized items only use a quantity of one on the rental order line.
3. Bulk sales item. You can use multiple quantities with bulk rental items per rental order line.

Note: An on-rent date, expected off-rent date and an invoice profile are required on the rental order. For sales and service items this information would not be taken into account for price calculation or invoicing.

This process explains how to add additional lines with service or bulk sales items to a  rental order.

You can add a sales or service item to a rental order line. To do so, set the order line type to Sales/Purchase.

You can add the following item types:

• Service items
• Serialized sales item — only quantity of one
• Bulk sales item — multiple quantities allowed

Note: The rental order must include an on-rent date, expected off-rent date, and invoice profile. These are not used for pricing or invoicing of sales and service items.

This activity explains how to add additional lines with service or bulk sales items to a rental order.

You can add a serialized rental item to a rental order line.

You can add the following item types to a rental order line:

• Serialized rental item
• Bulk rental item
• Service item, such as a KIT

The steps differ depending on the item type:

• Serialized item: Assign a business object.
• Bulk or service item: No assignment required.

You can add a sales or service item to a rental order line. To do so, select the order line type: Sales/Purchase.

You can add the following item types:

• Service items
• Serialized sales item — only quantity of one
• Bulk sales item — multiple quantities allowed

Note: The rental order must include an on-rent date, expected off-rent date, and invoice profile. These details are not used in pricing or invoicing for service and sales items.

This activity explains how to add service or bulk sales items to a rental order.

You can add a rental or sales item to a rental quotation line. The following rental item types are supported:

• Bulk rental item — multiple quantities allowed
• Serialized rental item — only quantity of one

You can add a rental or sales item to a rental quotation line. You can add the following rental item types:

• Bulk rental item
• Serialized rental item

The steps to add each item type are different.

This activity explains how to add a bulk rental item to a rental quotation line.

Add a service item to a rental quotation line.

This activity explains how to add a service item to a rental quotation line.

To a supplementary item group, you can add:

• Rental items
• Sales or purchase items

You can only use these items on rental orders and rental quotations.

In rental agreements, to a rental type, you can assign:

• Rental amounts
• Transport costs
• Insurance rates

To use a rental type, add it to the rental type sorting list on the rental parameters page.

Multiple capabilities can be added to a resource. This is an optional setup. 

Capabilities can be setup on a task (under Task requirements). This can allow a validation when assigning the task to a resource from a plan board, whether the resource holds that capability to complete the task.

Adding a Resource group to a resource is optional. 

Resource groups can be used as a planning option within both Graphical plan boards (change Settings on the plan board to plan by resource group).

A resource's link to a resource group can optionally have an expiration date setup.  

You can add rental items and sales or purchase items to a supplementary item group. These items are only available for use in sub rental orders.

You can define task requirements by attaching capabilities that a resource must have to complete a specific task. These requirements are used in the service or transport plan board.

For example, a task might require a mechanic capability. Any resource assigned must have this capability.

On a work order line, you can view, maintain, or create new task requirements linked to the work order.

You can add tasks to a template to define the tasks that must be completed. Work order lines are generated from the tasks in the template.

You can add multiple tasks and set the sequence by using the up and down arrow buttons.

On each task line, you can:

• Select an execution group to filter tasks on the plan board when assigning resources.
• Set the resource quantity to define how many resources are required. A warning appears if the scheduled number is incorrect.
• Select a default project category to define the cost or revenue type.

Add lines for the items you want to include in the request for quote. If the item number is unknown, you can select line type Category when creating the line.

Add the vendors to whom the request for quote must be sent.

You can set up a checklist for each specific task. Each line includes a group ID and sub task ID to identify the type of check.

Include a short description for each check. Examples include: check damages repaired, ensure object is working, refill fuel, and verify safety standards.

You can add checklists line by line or as sub task groups. Multiple groups can be added to the same work order task checklist.

Sub task groups are explained in the related activity: Create sub tasks group.

On the work order line, you can access the checklist, maintain existing checks, and create new ones.

You can mark each checklist item as passed or failed from the work order line or in the MobileApp.

You can manually add a work order template to the purchase order header. This action creates a work order that includes tasks defined in the template.

Add tasks such as receival tasks with checklists to the template as needed.

You can add a serialized business object to a purchase order line to procure it from a vendor. After you assign a serial number, the business object is automatically created.

The following fields are updated for the created business object:

• Physical and financial owner: purchasing company, no financial owner
• Category: ‘Pending’
• Fixed asset number: no

You can revise a rental quotation to add or remove supplementary items. This activity describes how to modify the quotation accordingly.

Enter the counted rental quantities from the print-outs in the recordings.

Then, post the rental counting journal.

You can apply miscellaneous charges to a rental order.

This activity describes how to add these charges, including at the line level.

Note: To add charges at line level, go to the rental order line, then click: Financial > Charges > Maintain charges.

You can apply miscellaneous charges to a rental quotation.

You can do this in two ways:

• From the Active pane.
• By adding a rental quotation line with a service item.

You can use the Active pane to apply the charges to the quotation directly.

Note: You can also apply charges on the line level. Select a quotation line and go to: Financial > Charges > Maintain charges.

You can assign a business object to a rental order line with a serialized rental item. The business object must be in inventory.

Depending on the work order template, you can assign the business object in two ways:

• Directly on the rental order.
• From the service plan board.

To assign the business object from the service plan board, follow the steps in the Order fulfillment process.

Cross-company business object physical owner update (serialized rental)

Business object parameter

To support cross-company rental, you must set the global parameter 'Allow automatic change of physical owner' to Yes in the Business object parameters page. This setting updates the physical owner automatically when you move a serialized business object between legal entities during processes like rental quotation, rental order, picking, return, and transfer receipt using Rental Management or Logistics Scanning.

Business object physical ownership log

You can update the physical owner multiple times in one day. In this case, the ownership log allows overlapping transactions. The latest entry by created date and time determines the current owner.

When you update the log, follow these rules:

• The last on rent date must be later than the first on rent date.
• The first on rent date must be later than the previous last on rent date.
• If the log entry is created automatically, its created date and time must be later than the last entry. If identical, the system adds 1 second to avoid duplication.

Business object assignment

• If the rental type has the checkbox 'Not allowed for cross-company rental' set to Yes, you cannot assign a business object from another legal entity. You will receive an error when you try to assign it using Rental Management or Logistics Scanning.
• If the checkbox is set to No, the following applies when you assign a business object:
  • If the physical owner matches the legal entity of the quotation, you can assign it.
  • If the owner does not match, the system updates the owner automatically after assignment.
  • If you unassign the business object, the previous physical owner is restored.
  • This logic does not apply to rental transfer orders.

Note: You can only enable the checkbox if the parameter 'Allow automatic change of physical owner' is set to Yes. Cross-company assignment does not apply to rental transfer orders.

After completing the query and update, the MOA must be officially reviewed before processing the update to orders. 

After selecting Mark for review, the MOA journal is now locked, meaning users can no longer enter and update the lines. Only the approver has access to update and review this update.

You can use the Rental Management service plan board to assign work order tasks to staff who are available and qualified.

The board shows tasks that require scheduling and resources that match the requirements.

If you remove the capability filter from the Assign resource page, a supervisor can select any resource from the list.

You can use the Rental Management service plan board to assign work order tasks to staff who are available and qualified.

The board shows tasks that require scheduling and resources that match the requirements.

If you remove the capability filter from the Assign resource page, a supervisor can select any resource from the list.

You can use the Rental Management service plan board to assign work order tasks to staff who are available and have the right skills.

The page shows the tasks that need scheduling and the available resources that meet the requirement criteria.

To select any resource, remove the capability filter from the Assign resource page.

You can use the Rental Management service plan board to assign work order tasks to staff who are available and have the right skills.

The board displays the tasks and available resources that match the requirement criteria.

Removing the capability filter on the Assign resource page lets the supervisor select any resource from the list.

You can use the DynaRentD365 Service plan board scheduling tool to assign work orders’ tasks to staff who have the availability and the appropriate skill set. 

It displays the tasks for scheduling and the available resources that meet the criteria on the requirement.

Removing the capability filter from the 'Assign resource' form allows the Supervisor to select any resource from the list.

You can use the Rental Management service plan board to assign work order tasks to staff who are available and qualified.

The board displays the tasks to schedule and shows the resources that match the requirements.

To assign any resource, remove the capability filter from the Assign resource page.

You can assign a work order template to the order header. This makes the template available for all lines in the order.

On an order, a work order template can be assigned to the order header. 

On an order, a work order template can be assigned to the order lines (line by line manually) 

You can assign a work order template to each order line individually. This provides more control over how templates are applied.

You can add one or more default maintenance plans to product details. Any business object created from this product automatically inherits the maintenance plan.

These plans are visible on the business object record.

The audit trail shows an overview of all invoice runs. Each run generates a separate audit trail entry.

You can track key details, such as scheduled dates, calculation dates, and invoice statuses.

Fields in the audit trail overview:

Status indicators:

• Green: No errors or all errors are resolved or ignored.
• Yellow: Check is pending.
• Red: Check contains unresolved errors.

You can clean up audit trail records for selected invoice runs using filters.

If you start from the advanced rental invoicing page, the invoicing run ID is automatically filled in with its filters.

Available filters:

This activity creates intercompany purchase and sales orders when the legal entity of the work order differs from the worker's legal entity.

For example, if a worker from DEMF executes a work order in USMF, the used item triggers an intercompany transaction.

The used item appears as a transaction in Work order project planning > Inquiries > Work order line employee app > Work order line transactions.

After processing, the line status changes from New to Posted. A purchase order is then created in USMF.

This order uses the default warehouse from the intercompany vendor. If none is set, the item’s default warehouse is used.

If the legal entity that created the work order is different from the worker's legal entity, an intercompany transaction is triggered.

This transaction creates a purchase order and a sales order between the two legal entities. A corresponding item journal is also created in the project.

This section explains how the sales order is created:

The used and posted spare part in Field Service App appears as a new transaction line in the Work order project planning > Inquiries > Work order line employee app > Work order line transactions page. The Registration type is 'Item'.

After processing, the transaction line status changes from New to Posted. A sales order is then created in the worker's legal entity, using the warehouse from which the spare part was consumed in the Field Service App.

If the legal entity that created the work order is different from the worker's legal entity, an intercompany transaction is triggered.

This transaction creates a purchase order and a sales order between the two legal entities. A corresponding item journal is also created in the project.

This section explains how the item journal is created:

The used and posted spare part in Field Service App appears as a new transaction line in the Work order project planning > Inquiries > Work order line employee app > Work order line transactions page. The Registration type is 'Item'.

After processing, the transaction line status changes from New to Posted. An item journal is then created on the work order line, linked to the project ID in the legal entity where the work order was created. The journal line uses the warehouse from the purchase order.

This activity is done outside D365 F&SCM, but the process includes related steps in D365 F&SCM.

A work breakdown structure (WBS) is a hierarchy of tasks that defines the work required for a project. It includes each task’s scope, cost, and duration.

Disposing of bulk business objects differs from disposing of serialized ones. You must use the bulk fixed asset proposal to dispose of child fixed assets.

This Rental Management feature creates a journal for each child asset with the correct amount until the full quantity is reached.

The child fixed assets are selected based on the first-in, first-out inventory logic.

Use the Business object availability page in Rental Management to check which business objects can be assigned to a rental order.

You can create rental orders, rental quotations, or work orders from this page. Only objects with an available or assignable status appear.

If an object is not available or assignable, a red icon appears on the status.

You can use an intercompany purchase order to buy a rental business object or an inventory business object:

• If the New fixed asset field is set to Yes, a fixed asset is created in the buying legal entity.
• If the New fixed asset field is set to No, no fixed asset is created.

When you buy a rental business object, the system creates a fixed asset to inventory journal automatically.

You do these steps in the buying legal entity.

You can use an intercompany purchase order to buy a rental business object or an inventory business object:

• If the New fixed asset field is set to Yes, a fixed asset is created in the buying legal entity.
• If the New fixed asset field is set to No, no fixed asset is created.

When you buy a rental business object, the system creates a fixed asset to inventory journal automatically.

This activity explains how to buy an inventory business object. You do these steps in the buying legal entity.

Vendors provide a delivery date for the equipment. On a subrental order, this is the requested delivery date and time.

You can change this date if the vendor gives a new one.

You can also use the requested delivery date and time in the graphical plan board.

This activity is part of the Rental Management process. It determines whether a rental or subrental agreement applies to the rental order process.

This activity is only used in Rental Management processes.

This activity is part of the Rental Management process. It determines whether a rental or subrental agreement applies to the rental order process.

This activity is only used in Rental Management processes.

On a work order header, you can edit these fields:

• Delivery address
• Contact for the work order
• Business object connected to the work order

On a work order header, you can edit these fields:

• Delivery address
• Contact for the work order
• Business object connected to the work order

You can change or add supplementary items to the subrental order. For example, add fuel to operate equipment.

You can use supplementary items that are rental, sales, or a combination. The line type depends on the default order line type setup of the released product.

You can change the physical owner of a business object.

You can revise a project rental quotation when the price on a line is incorrect.

You can revise the quotation before or after sending it to the customer:

• If not sent: Change the price directly on the quotation line.
• If already sent: Use Quote > Process > Revise on the Action tab. Then change the price and resend the quotation.

To return a rental item, enter the off-rent date on the rental order line.

You can enter the off-rent date at the header level to return a rental item.

This updates all lines in the rental order automatically.

You can only change the off-rent date from the header if none of the lines were changed. For example, changes in rental dates or price will disable the synchronization.

You can change rental prices in a rental order if they are incorrect.

Use the rental line editor to update the price.

You can change a rental quotation if the rental price or discount is incorrect.

Use the rental line editor to update the rental amount or the discount percentage.

You can change the rental prices on a rental order line if they are incorrect.

Update the price directly on the rental order line.

You can manually change the status of a task in the DynaRent Mobile app.

You can change the status to:

• Start a task. The status is changed from 'Released' to 'In progress'.
• Complete a task. The status is changed from 'In progress' to 'Completed'. If you do so, you are automatically guided to the Sign-off page.

Note: If you work offline, the status is only updated to D365 FO when you synchronize to D365 FO.

You can change the status of a task in the Rental Management Mobile app.

You can set the status to:

• Start a task: Changes from 'released' to 'in progress'.
• Complete a task: Changes from 'in progress' to 'completed' and opens the sign-off page.

Note: If you work offline, the system updates the status in D365 F&SCM after synchronization.

You can change sub rental dates if they are incorrect.

When you change the header dates, the system also updates the dates on the sub rental order lines.

You can change rental or delivery dates at the header or line level of a sub rental order.

Rental dates you can change:

• On-rent date: The start of the sub rental. Change this before posting the product receipt note.
• Expected off-rent date: The planned end date. Used for price calculation. Change this before posting the return note.
• Off-rent date: The actual end date. Change this before posting the return note.

You can also change the requested delivery date/time if the vendor gives a different delivery date.

Notes:

• The system synchronizes date changes only if Keep synchronized is set to Yes on the line.
• The off-rent date can define the end of the invoice period, based on Rental parameters.
• You can also use the requested delivery date/time in the graphical plan board.

After the item and hour journals have been added and posted. You must change the status of the work order. In this case we will change the status to closed. However, the status can be different from closed according to the process of the business. The status chosen is important as it will be one of the criteria's that you are able to filter on when you want to transfer the value add work order. Also, it is important to take into consideration the sequence of moving from one status to another. Therefore, you should consider configuring the status group of the work order tasks beforehand.

You can change the unit price on the line. The net amount automatically changes accordingly, for example in case of a discount.

If you have agreed with your vendor on a different delivery date, update the delivery date on the purchase order.

The asset availability functionality provides an overview of the availability of all assets based on the status setup.

To open the page, go to: Business objects > Business objects > Asset availability.

Initially, the page shows no data.

Steps:

1. Select a site
2. Select one or more warehouses
3. Set a transaction time. This defaults to the current date and time
4. Click the New button or use the Find the product option to add rental types
5. Click Refresh data to load results

You can view the following sections:

• Rental types: Overview of availability by color-coded status
• Asset availability: Detailed availability per status and rental type
• Asset availability – extra quantity: Assets on return journals or transfer orders

From the action tab, you can open related pages:

• Business objects: Displays all objects with availability transactions
• Asset availability transactions: Shows all transactions. Click Rental transaction or Transaction origin for details
• Business object availability: Opens the availability page for the selected rental type

You can view all asset availability transactions.

You can also use a separate feature to view all transactions for all rental items.

This works like the Asset availability page but without filters.

Check the total invoice amount and the applicable value-added tax before you finalize the invoice.

Check the available on hand inventory per item before processing a return. After the return, availability will increase.

Check the updated item availability in the on hand list. The return increases the item quantity by the amount specified.

Check the status of the business object after off-renting it. Use the asset availability page to find the object using the object number or serial number.

After posting the value transfer work order or acquisition adjustment journal, check the updated fixed asset value. The journal reflects the configured derived books.

Select a synchronization mode for each task line in the template. This setup defines the requested start and end date/time on the work order line.

The synchronization can be configured in three ways:

• None: Manually enter start and end date/time.
• Initialize only: Enter exact times now, but allow edits later.
• Keep synchronized: Link dates to events like rent start or template line. Changes elsewhere sync automatically.

The required steps depend on the project type:

• Check if all transactions are posted and all amounts are invoiced.
• Complete the project estimation.

If you closed the project too early, you can reopen it to post late transactions.

After completing the checklist tasks, the driver or collector closes the collection task. The return note document is generated automatically.

You complete a separate quality check task for each product. Each task includes a list of checks required for that product.

The quality check task is part of the assigned work order template for that product.

After completing the checklist, the driver or collector closes the Collection task. The Return note document is generated automatically.

The driver or collector uses the Mobile app to return the assets to the depot.

The Collection task includes the following checklist:

• Add notes.
• Add pictures.

Perform a commercial exchange when a customer wants to change a rental object for personal reasons. For example, the object is too small.

To process the exchange:

1. Click Rental on the rental order line.
2. Under Amendments, select Exchange item.
3. In the Commercial exchange section, enter the replacement item.
4. Select a delivery and return template in Exchange templates.
5. Enter the off-rent and requested pickup date/time in Exchange date/time.
6. Enter the contact information in the Information section.
7. Click OK.

Confirm the business object service agreement after receiving the customer's response.

This activates the business object service agreement.

You can confirm the purchase order in two ways:

• With printing: Confirm the purchase order using the confirmation button.
• Without printing: Confirm the purchase order using the confirm button.

To view the confirmation document, go to the Purchase orders page. On the Action Pane, click the Purchase tab. In the Journals group, click Sub rental order confirmations.

Confirm the recall on the maintenance plan after you complete the setup on the Recall fast tab. This creates a recall work order.

If you enable the Critical field, a recall work order is created for each business object in the query range.

You can confirm the recall in one of these ways:

• From the Recall menu item
• From the Default maintenance plan menu item

Confirm the rental order after you finish creating it. This action generates a rental order document.

You can send the document to the customer by email or mail.

Mark the rental quotation as Confirmed after the customer accepts it. A rental order is created automatically.

You can create a prospect for a potential customer or account that has not yet done business with you. You can also link the prospect to a lead or opportunity.

You can create a purchase order from the Accounts payable or Procurement and sourcing modules.

You can create a rental order after filtering for available or assignable business objects. This gives you better control of your rental fleet.

You can create a rental quotation after filtering for available or assignable business objects. This helps you plan rentals and manage your fleet more efficiently.

Create a request for quote when the item number is not known and you must compare vendor offers.

This activity lets you collect and evaluate quotes from several vendors before proceeding.

Create a value add work order using a predefined template. Configure value transfer fields in work order parameters.

You can transfer value by increasing the value of the existing asset or by creating a revision asset linked to the original. In this case, value is posted on the new asset.

You can also define a minimum value for the value transfer, although it is not required.

You can create a value add work order and link it to an existing project using the project number.

After creating the work order and posting the hour and item journals, you can view them in the project FastTab by selecting the item or hour journals.

Filter the available or assignable business objects in your rental fleet.

From the Business object availability page, create a work order for the selected business object for delivery, maintenance, inspection, and more.

Create and post the item journal to add items that increase the value of the fixed asset or inventory item.

Because site is mandatory in the product dimension, set up default order settings in advance to auto-populate the price, site, and warehouse.

When adding bulk equipment to a rental cart, enter the item number and quantity to be rented.

Set the order line type to Sales/Purchase when adding sales equipment to a rental cart.

This is required if the item's default line type is set to Depends on order.

Create and post a disposal-sale journal to remove a fixed asset from the books when it is no longer useful.

The company receives a value from the sale, unlike a disposal-scrap.

Both transactions are booked the same way financially but use different posting profiles.

Set up a disposal-sale posting profile before using this journal.

Create and post a disposal-scrap journal to remove a fixed asset that has no remaining value.

Unlike a disposal-sale, the asset is written off without generating income.

Both transaction types use the same financial booking logic but require different posting profiles.

Set up a disposal-scrap posting profile before using this journal.

Create a batch invoice configuration by selecting key parameters, records to include, and recurrence settings.

For example, select the weekly invoice profile to include all related records.

Create a business object service agreement to define a customer service contract.

You can create agreements based on these business object categories:

• External
• Rental
• All business objects

You can choose from these relation types:

• All prospects
• Group of prospects
• Prospect

Specify a validity period for each agreement.

Link the agreement to a project if it is created for a specific prospect.

This activity focuses on agreements for a specific customer and a business object of type External.

Create a consumption-based plan to trigger maintenance based on usage, such as every 10,000 miles.

Set the recurrence pattern and reset strategy:

• When due: Schedule maintenance at fixed intervals.
• On completion: Schedule maintenance after each task is completed.

Other key fields:

• Recurrence: Meter value for triggering a work order
• Unit: Unit of measure (e.g., hr)
• Except every: Values to skip work order creation (e.g., 20,000, 40,000)

Create an expense journal from the project when related services are delivered to the customer.

Fill in the following fields:

Create a fee journal from the project when services are delivered and related fees must be registered.

Fill in the following fields:

Create hour journals to register the actual hours of the resources that will be responsible for the job. You must specify from what times the resource will spend on the job. However, the cost/sales prices for the hours must be configured beforehand.

Detail fields on the journal:

Create an hour journal to register the actual hours worked by resources on a job.

Set up cost and sales prices before registering hours.

Fill in the following fields:

Create the Hour journal from the project to register actual hours after delivering the services.

Create an intercompany purchase order to buy a business object from another legal entity. This action automatically creates a related intercompany sales order in the selling legal entity.

Select an intercompany vendor account. The purchase order will automatically become an intercompany order. A corresponding sales order is created in the selling entity for the related intercompany customer account.

Note:

• To view the related intercompany sales order, go to the action pane. On the General tab, in the Related information group, select Related orders.

Create an invoice proposal for credit lines to process rental-related financial postings. This proposal includes rental agreements that generate credit amounts.

You can review and adjust the proposed lines before posting the final invoice.

Ensure the invoice profile and project data are correctly set to apply the credit accurately.

Create an item for rental purposes. Unlike regular sales or purchase items, rental items require a rental type.

The rental type defines the kind of rental item the product will represent.

Use the item requirements journal to manage project-related consumption of non-rental items.

Item requirements for items such as fuel and instruments are created automatically during the Transfer to project wizard from the project rental quotation.

These item requirements remain open until delivery is processed.

After delivery, post the packing slip for the item requirements lines to register consumption.

Run a periodic job to automatically create maintenance work orders for business objects that are due for time-based maintenance within a specific timeframe.

All generated work orders are stored in the maintenance history.

Manually create a maintenance work order for a business object.

For time-based maintenance, refer to the activity: Create maintenance work order (batch).

For consumption-based maintenance, the plan must include an attached meter. Register a new meter value from the business object or work/rental order. If the value exceeds the threshold, a work order is created based on the default maintenance plan.

A header must be created for the Multi order amendment journal. This update journal can be used for many different bulk update cases. In this example, the business case is updating all rental order line price by 10% for one Customer account. Therefore the query filter being used is based on customer account. 

Create the MOA header, adding description and reason code for this update. Other examples include; Extending expecting off rent dates, updating Invoice profiles etc. 

Note: The checkbox ''Include consumption price lines'' allows a separate functionality. If selected YES, MOA can update rental order lines and/or Consumption order lines if business is tracking and invoicing consumption/meter transactions. MOA allows price and other updates in bulk for the consumption order lines. 

Create a new sales order to process a return of a previously sold business object with the category External.

Assign the business object to the sales order line using the Serial number field. You can view the object in the Rental tab on the order line.

Enter a negative value in the Quantity field to indicate a return. After processing the return, the business object category changes to Inventory and becomes available for sale.

Create a project contract to define the agreement terms with one or more funding sources.

Each fixed-price project must be linked to a project contract. A funding source is usually a customer, but can also be a grant or internal funding from a business unit.

Create an invoice proposal to review chargeable transactions before posting the invoice.

To generate an invoice proposal, go to: Project management and accounting > Common > Projects > All projects > Manage action panel > New group > Invoice proposal.

This activity helps you:

• Review all chargeable transactions in one place.
• Select specific transactions to include in the next invoice.

Before running the proposal, ensure that billable transactions have been posted to the project. If not, the selection windows will be empty.

Follow these steps to create the invoice proposal:

1. Open the invoice proposal page for the project.
2. Select an invoicing method. Choose "Both" to allow customer invoices and credit notes, or select one option.
3. Set the invoice date and end date. The end date must not exceed the posting date. Start date is often left blank to include all unbilled transactions.
4. Decide whether to include subproject transactions.
5. Filter by transaction type if needed, based on the customer agreement.

As you select line items, the total invoice amount updates automatically. After confirming the required lines, click OK to review and post the invoice.

You can create a project rental quotation from either the Rental order management module or directly from the project.

Available options:

• Go to Rental order management > Project rental quotations > New.
• Create from the project.

This activity describes how to create the quotation from the project.

When you create a fixed-price project, the system automatically generates a fixed-price revenue estimate project.

For a fixed-price project, this setup is required:

• A fixed-price billing method
• An associated project
• At least one milestone defined on the Invoice schedule tab of the Project contract line page

Create a recall plan for a business object or group of business objects. Add a work order template that includes a recall task.

Use a query to filter the business objects. If the Critical field is enabled, a work order is created for each object in the query.

The following fields are used in the recall setup:

You can create or confirm a recall from the Recall menu item or the Default maintenance plan menu item.

You can create a rental agreement using one of the following types:

The rental agreement hierarchy is configured in the rental parameters.

You can view the related rental agreement from the rental or sub rental order via the action pane.

You can create a rental quotation by selecting New. This opens a page that guides you through the steps to create the quotation header.

Create a rental shop card for any worker who uses the rental shop functionality in the cockpit. The card links to the project and worker set up in the system. You must activate the card before use. All transactions for that card are processed using a single rental order.

Create a rental transfer order to transfer business objects between warehouses. You can select the 'from' and 'to' warehouse on the order.

Create a rental transfer order to transfer business objects between warehouses. You can select the 'from' and 'to' warehouse on the order.

Create a rental type and assign it to a product to make it available as a rental item.

The following rental type classifications are supported:

• Bulk: For rental items without serial numbers.
• Serialized: For rental items that include serial numbers.
• Virtual: For kit-based rental items. See flow Create and maintain kit for more details.

Create a rental type group to categorize rental types for use in Rental Management.

You can define capabilities for resources, including expiration date, skill level, and priority. A higher priority indicates a better match for the task.

Assign capabilities to tasks under Task requirements. This setup supports validation when assigning resources from the plan board.

Configure the validation level in the Work order parameters > Capabilities section. Options include Warning, Error, Question, or None.

Use resource groups to plan tasks on graphical plan boards. Enable this option by updating the plan board settings to plan by resource group.

Capability validation is not supported when using resource group planning.

Set a default region calendar and return warehouse on the resource group. These apply to all resources in the group if not individually configured.

Use the Calendars fast tab to define working times and optional effective and expiration dates.

Create resources to schedule tasks on the Service or Transport plan board in Rental Management.

You can select from five resource types: Human resource, Business object, Vendor, Work location, or Tool.

On the Resource category field, specify the type. Then complete the Relation account field:

• For Business object: Enter the object number.
• For Human resource: Enter the worker.

Set up the Resource type, Default return warehouse, and Region calendar for the resource.

Create a return purchase order when the original purchase order is already invoiced and items must be returned to the vendor.

The vendor provides a Return merchandise authorization (RMA) number. This number is required for returning items.

Create a manual service work order for repair, maintenance, breakdown, or value add activities.

To display the business object's work location in the work order and the mobile app, select a work location code. By default, the delivery address is used if no specific location is defined.

Create a work order from the Task details page in the Rental Management mobile app.

You can also create work orders from the Home page or Object details page.

When you confirm the work order:

• A work order is created in D365 F&SCM with a line for the selected object.
• If you assign the work order to yourself, the line is released automatically.
• If not, the line gets the Created status and can be confirmed and assigned later.
• If assigned, the task is added to your schedule in the mobile app.

Note: You cannot create work orders offline using the mobile app.

Create a sub rental order from the Rental order management module.

Make sure to fill in the following fields:

• Site and warehouse
• Invoice profile, rental calendar, and rate code
• On-rent date: First day of renting items from the vendor
• Expected off-rent date: Estimated return date, also used for price calculation if price tiers apply

Create subscription fees for service subscriptions linked to business object agreements.

You can generate fee transactions for one or more subscriptions at once. These transactions are used for invoicing.

To view the transactions, go to: Work order project planning > All service subscriptions > Analyze > Transactions > Fee transactions.

Add a supplementary item group for use in rental orders, rental quotations, or sub rental orders.

The group can contain different item combinations depending on the order type.

Create a counting journal header by associating counting policies with counting groups.

Counting groups can target assets with specific characteristics or thresholds.

Counting codes include:

• Manual – Includes lines each time you run the job.
• Period – Includes lines when the defined interval expires.
• Zero in stock – Includes lines when on-hand inventory reaches zero.
• Minimum – Includes lines if stock is equal to or below minimum levels.

If the Period code is selected, enter the interval (in days) in the Counting period field.

Transfer a fixed asset to inventory at its net book value.

The business object status changes to Inventory. The net book value is set to zero. Quantity is set to 1, and cost price is based on the asset’s net book value.

Record the acquisition of a fixed asset using an inventory-to-fixed-asset journal.

Purchased or produced serialized items are added to inventory and become available for acquisition. The Finance department manually runs the journal to set the acquisition value equal to the item’s cost value. After posting, the on-hand quantity becomes zero.

The New fixed asset field is set to No for all products. This also applies to purchase orders.

Business objects first appear under category Inventory. After posting, they are updated to category Rental.

Create new lines in the rental counting journal based on the specified interval.

If the interval is 7 days and the last count was on January 1, running the job on January 5 does not create new lines. Running it on January 8 does, because the interval has passed.

Create a maintenance plan that uses both time-based and consumption-based triggers. Use the setting Both time and consumption-based to align both cycles under one plan. Either trigger can initiate the same maintenance work order, and both intervals are updated together.

Example scenarios:

• Consumption-based: 200 hours, Time-based: 14 days. If 210 hours are registered, a work order is created. After completion, both intervals are updated.
• If 14 days pass and trigger a new work order, both intervals are updated after completion.
• If due at 210 hours, only the consumption interval is updated. The time interval stays unchanged.
• If due at 14 days, only the time interval is updated. After completion, the consumption interval is updated.

In the consumption-based section of the plan, you can set:

• Recurrence: Define the meter value that triggers a work order.
• Unit: Choose the unit of measure, such as hours.
• Expect every: Prevent work order creation at specified meter intervals, such as every 20,000 units.

In the time-based section, define a time recurrence pattern, such as every two months. Set the reset strategy to recalculate the next maintenance date.

You can configure how the next interval is calculated:

• When due: The next maintenance date is based on the recurrence pattern, regardless of when it is actually completed.
• On completion: The next date is calculated only after the work order is completed. Use this if maintenance can be delayed and future cycles should shift accordingly.

Create a recurring maintenance plan based on time, such as every two months.

Define a recurrence time pattern and a reset strategy to calculate the next maintenance date.

The following options define how the next maintenance date is calculated:

• If set to When due: The date follows the recurrence pattern, regardless of when maintenance is performed.
• If set to On completion: The date is based on the completion of the previous work order. Use this when maintenance is delayed and future intervals should shift accordingly.

Go to Rental order management > Common > Project rental quotation > Lines > Maintain > Work breakdown structure to create the WBS during the quotation stage.

You can import a predefined template using the Import button or define a new WBS for the current quotation. The system prompts whether to use the customer’s rate card or the default template rates. Select Yes to override the customer's sales prices.

• In the Scheduling view, adjust planned hours, categories, roles, and resources. You can add new activities and position them using the Outdent, Indent, Move Up, and Move Down buttons.
• In the Cost estimates view, define detailed costs per activity. You can update the cost and sales prices by category for each WBS line.

Create a work location code using an abbreviation or number to identify the location.

Create a work location group when several work locations belong to the same area or project.

Linking locations in a group allows you to use work location group pricing in rental agreements.

Create a task with the type Service to manage maintenance, repair, or inspection activities.

These tasks appear only on the service plan board. Transport-type tasks appear on the transport plan board.

You can also use service task types for transport planning when required.

Create a task with a transport type to manage logistics activities on the transport plan board.

Transport task types include:

• Delivery: Deliver items to the customer or vendor address.
• Internal delivery: Pick up items from a depot.
• Load: Pick up items from the customer or vendor location.
• Internal load: Deliver items to a depot.

Tasks with type Service appear only on the service plan board.

Credit the full invoice amount after posting by using the same calculation date as the original invoice.

Check the invoice voucher to confirm the full discount for the credited period.

Set up billing rules on the contract to control which project transactions are included in invoices.

This ensures that only valid and approved transactions are posted for billing.

You can configure the posting status tab on a task to automate document posting when a task reaches a specific status.

For example, when a rental delivery task is marked as completed on the transport plan board, a packing slip is posted automatically if Auto-post is enabled. If completed through the MobileApp, the same rule applies.

If Auto-post is disabled, a manual Post packing slip window opens to complete the process.

Set the rental agreement status to determine if it is active for use in operational and financial processes. The agreement becomes active when its status is set to "Confirmed".

You can link each status to a reason code. Reason codes cannot be assigned to the initial Created status.

Five standard statuses are available:

• Created
• Sent
• Confirmed
• Canceled
• Closed

To define or update reason codes, go to the Reasons page under the Setup tab in the Rental order management module.

Use the rental transaction tab on a task to link work order line statuses to rental sub-statuses. This is an optional setup.

For example, when a work order line is updated to “Created”, the related rental order status can automatically change to “Ordered”.

This setup is essential for updating rental asset availability during maintenance and repair tasks, which are usually not tied to rental orders. To enable updates, define rental sub-statuses on work order line sub-statuses and set up asset availability triggers for the task.

Define sales prices for project categories used in quotations.

Go to: Rental Management > Common > Project rental quotation > Project rental quotations > Lines > Quote action pane > Sales price group.

• Sales price for hours: Define prices per project, customer, role, category, or worker. Include effective dates.
• Sales price for expenses: Define prices per project, customer, category, or resource. Include effective dates.
• Sales price for fees: Define prices per project, customer, category, or resource. Include effective dates.

Define credit limits for a customer when creating rental or sales orders. The limit can be mandatory and either limited or unlimited. You can also set an expiration date to control the credit period.

New rental orders and quotations will use the latest credit limit settings. Existing rental orders must be updated manually if changes are required.

Set up credit insurance limits and customer statuses. The insured amount, along with effective and expiration dates, defines the insurance coverage.

Use credit check statuses to restrict credit or transactions while still allowing actions such as payments or quotations.

New rental orders and quotations will apply the latest credit insurance settings. Existing orders must be updated manually if changes are needed.

Set pricing and agreement details in the rental agreement header. Key fields include:

• Rental agreement type: Defines pricing logic and usage. Sorting order determines price selection.
• Rental or subrental category: Choose whether the agreement applies to rental or subrental processes.
• Currency: Sets the currency for pricing.
• Valid start and end date: Defines the agreement's active time period.

Define pricing on the rental type or rental type group. Pricing includes:

• Gross price, net price, and discount percentage
• Insurance percentage
• Minimum and maximum quantities
• Warranty price
• Transport price and return transport price
• Rigging price
• Price tier and transport price tier tables

Set prices per unit (day, week, hour, or liter), depending on your business needs. Use the default agreement to define and activate price tiers.

Generate and post a depreciation proposal for a fixed asset.

You cannot post depreciation beyond the fiscal year-end unless the next fiscal year is open.

Select the rental category on the rental agreement header to define whether it is for rental or subrental processes.

Use the relation account on the header to distinguish the agreement based on type. For example:

• Rental agreements use a customer as the relation account.
• Subrental agreements use a vendor as the relation account.

The relation account varies by agreement type. For example:

• Project agreements can have both rental and subrental orders per project.
• Work location agreements can apply to both rental and subrental orders.

The relation account is disabled for default agreements, as these are not linked to specific customers, projects, or locations.

You can create agreements for the following categories:

• Rental: Used for rental orders.
• Subrental: Used for subrental orders.

Rental categories are limited to these two standard processes. Rental agreements cannot be used for sales or purchase orders.

Rental parameter must be disabled in order to activate the formal review of the MOA journal. This allowed an approved/reviewer user to lock the journal for updates and review and approve the journal before processing the updates.

In the Task notes, in the Order notes, you can find the task instructions.

In D365 FO, on a work order line, an order note can be entered to instruct the field engineer on the task to be done. This order note can give any relevant information on the task. To enter an order note in D365 FO, on the Work order page, select a work order line, and click Additional notes, Line notes.

Enter an order note on the work order line to instruct the field engineer.

To add an order note in D365 F&SCM, go to the Work order page, select a work order line, and click Additional notes > Line notes.

The note provides relevant task information and is visible in the Task notes section.

Use the task checklist on the work order line to instruct field engineers on required work.

The checklist is often generated automatically from the work order template. It appears in the DynaRent Mobile App on the Task checklist page.

When confirmed, each task’s status and notes are synchronized with the related checklist in D365 F&SCM.

Note: If you work offline, synchronize with D365 F&SCM to update the task checklist.

In the Task checklist, you can find the work to be done for the task.

In D365 FO, for a work order line, a task checklist can be defined. Usually, the task checklist is added automatically based on the used work order template. A task checklist instructs the field engineer on the work to be done. If in D365 FO a task checklist is defined for the work order line, it is shown in the Dynarent Mobile App on the Task checklist page.

When you confirm the task checklist, for each task in the task checklist, the task status and notes are synchronized to the task checklist of the related work order line in D365 FO. Note: If you work offline, the task checklist is only synchronized when you synchronize to D365 FO.

A rental parameter must be enabled in order to skip the formal review of the MOA journal. The formal review allowed a user (reviewer) to lock the journal for further updates, review and approve each line in the journal before processing.

Ensure the returned business object is set back to the Inventory category.

This confirms the object is ready for future sales.

In the Rental Mobile Applications - Field Service app, you can view or enter the following types of task notes:

• Order notes: Created in D365 F&SCM on the work order line. Used to instruct field engineers. If you created the work order in the mobile app and assigned it to yourself, you can also enter a note.
• Internal notes: Add notes for internal use, such as maintenance actions or parts replaced.
• Invoice note: Add a note explaining the task. The note is copied to the invoice in D365 F&SCM when invoicing the work order line.

When you confirm the task notes, they are synchronized with the related work order line in D365 F&SCM.

To view task notes, go to the Work order page, select a work order line, and click Additional notes > Line notes.

If you work offline, synchronization happens when you connect to D365 F&SCM.

In the DynaRent Mobile app, you can view or enter these types of notes:

• Order notes:
  In D365 FO, on a work order line, an order note can be entered to instruct the field engineer on the task to be done. This order note can give any relevant information on the task. Usually, you do not change the order notes in the DynaRent Mobile app. However, if you created the work order from the DynaRent Mobile app and assigned it to yourself, you can enter an order note.
• Internal notes:
  You can enter any task-related note for internal purposes. For example, explain the maintenance activities that are done or mention defect parts that are repaired or replaced.
• Invoice note:
  You can enter an invoice note to explain the task done. When in D365 FO an invoice is created for the related work order line, the invoice note is added to the invoice.

When you confirm the task notes, these are synchronized to the task notes of the related work order line in D365 FO. To view the task notes in D365 FO, on the Work order page, select a work order line, and click Additional notes, Line notes.

Note: If you work offline, the task notes are only updated in D365 FO when you synchronize to D365 FO.

The requested start and end date/time on the work order template populate automatically based on the synchronization mode defined in the template.

If no synchronization mode is set, these fields remain blank, and the task will not appear on the plan board for scheduling.

In that case, manually enter the requested start and end date/time on each task line in the work order.

The requested start/end date and time on the work order template will automatically populate depending on the synchronization mode setup on the attached work order template. If this synchronization mode is not setup on the work order template, the date and time will be blank, meaning this task will not appear on the plan board to be scheduled on a resource. In this case if there is no synchronization mode setup on the work order template, manually enter the requested start/end date and time on the work order for each task line. 

When the services are delivered to the customer, and you need to register spent hours, create the Hour Journal from the Project.

1. In the Expense Journal form, click New or Lines.
2. In the journal lines form, click Add/ New.

Enter details about the journal line: 

4. Click Validate to check whether the journal is ready for posting.

5. If you are ready to post the journal lines, click Post.

Register spent hours by creating an Hour journal from the Project after delivering services to the customer.

1. Open the Expense journal page, and click New or Lines.
2. On the journal lines page, click Add or New.
3. Enter the following values on the journal line:

4. Click Validate to check if the journal is ready for posting.
5. Click Post to post the journal lines.

Set the rental agreement status to Closed when pricing details are outdated but the agreement information remains valid.

Enter validity dates to ensure that outdated pricing is excluded from rental orders scheduled outside that period.

Once set to Closed, the rental agreement cannot be reopened. Closed agreements serve as an archive and support business intelligence reporting.

You can use reason codes for analysis through business intelligence tools.

On the General tab of a maintenance plan, complete the following fields:

• Creation method: Defines when to create a work order. Options include:
• Next maintenance: Requires a work order template ID.
• Advance next maintenance: Requires a work order template ID and advance margin.

Note: Not all options apply to both time-based and consumption-based plans. Recall plans default to Never unless a template ID is added.

Other fields include:

• Warn when due: Displays a warning when a work order is due.
• Main task: Marks the work order as completed when this task is finished. If blank, all tasks must be completed.
• External task: Marks the maintenance plan as completed when this task is finished on any line.

On the General tab of a maintenance plan, complete the following fields:

• Creation method: Defines when to create a work order. Options include:
• Next maintenance: Requires a work order template ID.
• Advance next maintenance: Requires a work order template ID and advance margin.

Note: Not all options apply to both time-based and consumption-based plans. Recall plans default to Never unless a template ID is added.

Other fields include:

• Warn when due: Displays a warning when a work order is due.
• Main task: Marks the work order as completed when this task is finished. If blank, all tasks must be completed.
• External task: Marks the maintenance plan as completed when this task is finished on any line.

If the maintenance plan will be used for estimated consumption, fill in the following fields on the Consumption based tab:

- Use for estimated maintenance - enable to use maintenance plan in estimated maintenance calculation

- Estimated maintenance advance margin - number of days in advance the estimated maintenance can be triggered

Enter the start and end date/time in the Synchronization mode if Initialize only or Keep synchronized is selected.

This setup determines the date and time on work order lines. Set values for each task individually.

You can base the start/end date on:

• Session date: Uses the system date.
• Rental date: Uses the date from the linked rental order.
• Template line: Uses the selected template line.
• Work order date: Uses the creation date of the work order.
• Delivery date: Uses the delivery date.

You can base the start/end time on:

• Session date: Uses the system date.
• Rental date: Uses the date from the linked rental order.
• Template line: Uses the selected template line.
• Fixed: Enter the time manually.

You can also add offset values based on units such as days, weeks, months, or years.

You can find work order tasks assigned to you in the Rental Management Mobile app.

Available search options:

• Calendar: Filter tasks by date.
• List: Browse tasks by scheduled start date.
• Search: Enter part of the task name to find it.

Note: Only tasks with status Planned or In progress are shown.

In D365 FO, work order lines can be assigned to you. The work order lines, which are assigned to you, are shown as tasks in your DynaRent Mobile app.

To start work on a task, first find the tasks that are assigned to you. You can find tasks in several ways:

• Calendar: You can find tasks based on one or more selected dates.
• List: You can scroll a list of assigned tasks. The tasks are sorted by scheduled start date.
• Search: Type (a part of) the name of the task that you want to find.

Note: Only tasks are shown with status 'Planned' or 'In progress'.

Use the fixed asset to inventory journal to remove the fixed asset from the business object and immediately dispose of it.

This also converts the business object into an inventory item so you can sell or write it down.

Create consolidated invoices using specific settings that differ from standard rental order invoices. Set up the query, printing, and posting options before generating the invoice.

You can generate the purchase order invoice from the intercompany sales order in the selling legal entity, if the sales invoice has been posted. The invoice number is automatically filled and matches the sales invoice number.

This activity is performed by the selling legal entity.

You can also generate the invoice from the intercompany purchase order in the buying legal entity, if the sales invoice is posted. For details, see vendor invoices.

Set up the posting and printing options to ensure that the invoice is posted, printed, and calculated correctly.

You can generate project rental quotation lines from the work breakdown structure. This avoids manually adding each line.

Select the Create quotation lines from WBS button to import the WBS lines into the project rental quotation.

After receiving the purchase order, generate a sub rental invoice to start the invoicing process. Enter the invoice number, description, calculation date, and invoice date.

You can update the match status now or just before posting the invoice.

The Business object module is integrated with the Fixed assets module. When serialized items are purchased or produced, they become available in inventory and can be acquired.

Generate a vendor invoice after receiving the item. Enter the required invoice details. You cannot generate the invoice before the item is received.

Once received, a fixed asset is created for the business object. This allows renting it out before acquisition is finalized. The acquisition is processed only when the vendor invoice is posted.

A query must be chosen to retrieve and fill the MOA journal. The journal will fill with all rental order lines in the system related to your query entered and run. This is specific to the Multi order amendment business is using. In this example, the business case is updating all rental order line price by 10% for one Customer account. Therefore the query filter being used is based on customer account. 

You can include or exclude maintenance plans based on existing maintenance plan codes.

Use the Inventory adjustment journal to write off a business object that no longer holds value. The object must be in the inventory category.

If an intercompany sales order is delivered, invoice the sales order in the selling company. The invoice is issued to the buying legal entity.

For more information, see Create sales order invoices.

New registrations can be created from and to the work order. These include new item requirements, purchase order, sales order, production order, purchase requisition, request for quotation, sales agreement, purchase agreement. 

This function can be found on the work order task line > Item tasks tab. 

During the process of previously creating tasks to be used on this work order line, a Status group should have been setup. A status group is where setup can be done to allow/disallow certain registrations (and journals) depending on the current status/stage of the work order or disallow registrations completely.  

You can create various types of registrations from the work order. These options are available for item tasks:

• Item requirements
• Purchase orders
• Sales orders
• Production orders
• Purchase requisitions
• Requests for quotation
• Sales agreements
• Purchase agreements

This action is available on the Item tasks tab of the work order task line.

Ensure that a status group is set up for the work order line. The status group controls which registrations and journals are allowed or blocked based on the current status.

Adjust credit limits for a customer or a customer group. You can also update the customer and credit group assignments.

Create a temporary credit to override the customer's limit. After the specified end date, the original limit is restored.

Maintain the rental agreement details defined on the Rental agreement header and the Rental agreement pricing detail page.

Pricing details are copied to rental and sub rental orders when the agreement status is set to Confirmed.

Make sure the details from the activity "Define the rental agreement details" in the Created rental agreements flow are maintained.

For more information, see the description of the activity "Define the rental agreement details".

After releasing a product, add the required data to complete the setup. This includes parameters for handling fixed assets during purchases or sales of business objects.

On the Rental section of the released product, set the following parameters:

• Auto convert asset sales:
  • Yes: A fixed asset to inventory journal is created automatically when you sell the business object.
  • No: No journal is created. You must post it manually.
• Auto convert asset purchases:
  • Yes: A fixed asset is created automatically when you receive the business object on the purchase order. The business object is categorized as Rental.
  • No: No fixed asset is created. The business object is categorized as Inventory and can't be used for rental.

You can manage pricing for a service agreement on a business object.

You can define pricing at these levels:

• All
• Task group
• Task

In the pricing section, define the following:

• Price groups
• Line property (for example, chargeable or non-chargeable)
• Effective period for each price code

Manage vendor replies and compare their offers.

You can manage subscriptions for a service agreement on a business object.

You can define pricing at these levels:

• All
• Task group
• Task

In the pricing section, define the following:

• Price groups
• Line property (for example, chargeable or non-chargeable)
• Effective period for each price code

You can manually change the asset availability status if needed.

You can only change to statuses marked as "Allow manual change = Yes" in the asset status setup.

When changing to a lower-priority status, the business object status does not update automatically. After the change, go to the Business object asset availability transaction page and update the end date/time of the active transaction to a value at least one second before the start of the new transaction.

The driver can create a new repair work order in the mobile app by selecting the New work order option.

The work order appears in the Work orders list and can be scheduled from the Service plan board.

If a project rental quotation has been sent, you or the customer can decide to cancel it. In that case, mark the quotation as Canceled.

If a project rental quotation has been sent and accepted by the customer, mark the quotation as Confirmed.

If the customer does not accept the project rental quotation, you can mark it as lost.

If you or the prospect decides not to continue with a rental quotation, you can mark it as canceled.

If the prospect does not accept the rental quotation, you can mark it as lost.

Create a new work order template by entering a name and description. If needed, add a project group.

The project group is only relevant if the Separate per work order line parameter is enabled in the Work order parameters of the Work order project planning module.

Open the Business object service agreement details page to maintain information about maintenance plans, pricing, and subscriptions.

You can update agreement details and track maintenance plans from this page.

When a business object service agreement is created, a project is either created or assigned to the agreement.

You can open the project from:

• Business object service agreement
• Subscription
• Project Management and Accounting > All projects > Select the project from the list

You can configure several fields in the task setup under the Setup tab. Select a task category:

• Standard: General task setup with full configuration.
• Maintenance task: Shows related work order lines in the maintenance history of the business object.
• Internal task: Used for internal work. Only allows resource planning. Posting status and rental transaction setup are not available. Task type must be Service.

Additional setup options:

• Task group: Identifier used when creating a task.
• Business object availability status setup: Updates the business object status based on the linked work order line status. For example, if the work order status is Released, the object becomes unavailable.
• Auto schedule linked resources: Automatically schedules resources when a business object is linked to a rental or work order.
• Synchronize quantity: Keeps order quantity and resource quantity in sync.
• Auto generate hour journal: Automatically creates hour journal lines when planning tasks.
• Resource required: Requires at least one assigned resource when the work order line status changes to Planned.

You can assign a work order line to a resource in the following ways:

• Use the service or transport plan board.
• Go to the work order line and select Work order line > Resource planning.

After disposing of all child fixed assets, you can dispose of the parent fixed asset using the standard fixed asset disposal journal.

You can record the disposal as a sale or scrap transaction.

You can use the variance field to adjust small discrepancies on subrental vendor invoices. This field is only editable on subrental order lines, not on purchase order forms.

If purchase lines exist, standard purchase order features apply to those lines.

You can only use the variance field if this is configured:

• Invoice matching validation
• Subrental tolerance percentages
• Variance charge codes
• Optional: Workflows for accounts payable invoices

When the invoice is posted, the variance posts to the designated variance account.

You can block a new customer from rental or sales transactions until a credit limit is entered. This ensures no transactions occur before the credit check is completed.

You can assign a business object from warehouse inventory using one of these options:

• Assign business object
• Picking list

This activity explains how to pick the business object and assign it to the transfer journal.

Pick the on-hand quantity by journal line using advanced warehouse dimensions.

The dimensions include:

• Site
• Warehouse
• Location
• License plate

Prerequisite: A validated estimate must exist.

Fuel transactions must be posted. Once posted, the line will be added to the rental order as a delivered line.

Post the general ledger journal to complete financial registration for the transaction.

Post the previously created hour journal to register labor costs on the work order.

The purpose of this activity is to post the hour journal previously created.

To finish the invoice process, post the vendor invoice. Before you post the invoice:

• Update the match status.
• Specify the invoice number.

If the invoice includes a business object purchase, an acquisition journal is also posted for the related fixed asset.

You can validate the posting by checking the voucher.

The purpose of this activity is to post the item journal previously created.

Post the previously created item journal to register item consumption on the work order.

After confirming a rental order, post the packing slip to deliver the rental object.

Post the product receipt for the negative line to return items to the vendor.

After posting, review the receipt in the Product receipt journal page.

Select the required invoice lines. The total amount updates automatically.

Click OK to review and post the project invoice.

Post project revenue on the rental project to register income against project activities.

Post expense transactions for the project using the project expense journal.

Post fee transactions for the project using the project fee journal.

Post hour transactions for the project using the project hour journal.

Post item transactions for the project using the project item journal.

Use this periodic job to process rental shop transactions for delivery and return. You can run it manually or schedule it to run in batch with recurrence.

You can process delivery and return transactions either separately or together.

This activity sets the status of the business object to Inventory.

As a result:

• The net book value is set to 0.
• The inventory quantity is set to 1.
• The cost price is set to the net book value of the fixed asset.

The Finance department manually runs the Inventory to Fixed Asset journal to transfer the item value to the acquisition value. After posting, the on-hand quantity is set to zero.

Business objects initially in the Inventory category are updated to Rental after the journal is posted.

Post the packing slip for the rental item and fuel lines.

After resolving any discrepancies and updating the match status, you can post the vendor invoice.

After the arrival is completed, you must receive the transfer order.

Print the Rental counting list report to review rental counting journal details.

You can run the report from the Business objects > Rental counting > Print > Counting list page.

You can choose to include or exclude the current rental quantity in the report.

Create an acquisition adjustment journal after transferring the value from a value add work order. The journal is generated but not posted automatically.

Go to the Fixed asset journals page to review and post the journal manually. You can also use this activity for stock items.

Use advanced rental invoicing to configure and automate invoice runs for rental orders. For example, set up a batch job for weekly invoicing based on invoice profiles.

The table below describes the available configuration fields:

After a review (either formal with system locking or only user review), select ‘’Process’’. This will start the bulk update to all the order lines in the journal.
It is recommended to select ‘Run in the background’ and run this process in batch to ensure the process finishes and completes correctly. 

A notification will appear that the process has begun. A notification will also appear once the update is complete. This can also be tracked via the batch job setup for the update. 

Orders can be received using the arrival overview. There are multiple optional filters/options to view available arrivals on the screen. Example of filters:

• Date range 
• Warehouse 
• Account number 
• Item number 
• Mode of delivery etc. 

Once the optional filtering is complete, update the page, select the arrivals needed and start arrival. 

If a business object was purchased via an intercompany purchase order, you can receive it in the buying legal entity after the related intercompany sales order's packing slip is posted in the selling legal entity.

You can also receive the business object from the selling entity’s intercompany sales order after posting the packing slip. To do this:

1. Go to Accounts receivable > Orders > All sales orders.
2. Select the required record.
3. On the Action Pane, click Pick and pack.
4. Select Packing slip journal.
5. Click Intercompany.
6. Select Generate intercompany product receipt.

Note:

• For inventory business objects, only the physical owner is updated to the buying entity, and the category is inventory.
• For rental business objects, both physical and financial ownership are set to the buying entity. The first on-rent date and rental category are updated.
• A fixed asset is created and linked to the rental business object in the buying legal entity.

The consumption-based maintenance plan checks if a work order must be created based on the registered meter value. The plan uses recurrence, meter unit, and reset method settings.

You can find the meter list on both the business object record and the work order.

To register a new meter value, enter the transaction date/time and the new meter value. When the value exceeds the predefined recurrence, a new work order is automatically created.

You can also register meter readings using the Field Service app.

If you travel for a task, you can register mileage for each leg of the journey, such as outward and return trips.

When you confirm the mileage entry:

• A spare parts list entry is created, showing the fuel consumption item and mileage.
• In D365 F&SCM, an item transaction is created in the Work order line transactions. If offline, this occurs upon synchronization.

The fuel consumption item is defined in Rental Parameters, on the General tab, in the Fuel item field.

If you must travel for a task, you can register the mileage.

For each task, you can register mileage several times. For example, to register the mileage of the outward journey and the return journey.

When you confirm the entered mileage:

• An entry is created in the spare parts list. This entry shows the item that is used for fuel consumption and the entered mileage.
• In D365 FO, in the Work order line transactions, a transaction is created of registration type 'Item'. The item of the transaction is the item that is used for fuel consumption. Note: If you work offline, the transaction is only created when you synchronize to D365 FO.

The item that is used to register fuel consumption is defined in D365 FO, in the Rental Parameters, on the General tab, in the Fuel item field.

You can register task-related costs, also called fees. So, costs that are not hours or items.

When you confirm a new costs entry:

• An entry is added to the 'Other costs' overview.
• In D365 FO, in the Work order line transactions, a transaction of registration type 'Fee' is created. The transaction description is the description as entered in the DynaRent Mobile app. Note: If you work offline, the transaction is only created when you synchronize to D365 FO.

You can register task-related costs, also called fees, that are not related to hours or items.

When you confirm a new cost entry:

• The cost is added to the Other costs overview.
• In D365 F&SCM, a fee-type transaction is created in Work order line transactions using the description entered in the mobile app. If offline, the transaction is created after synchronization.

You can register the items and spare parts that you use doing a task.

You can scan a barcode or manually enter the item number or serial number of the used spare part.

When you confirm the entered spare part:

• An entry is created in the spare parts list.
• In D365 FO, in the Work order line transactions, a transaction is created of registration type 'Item' or 'Item requirement'. Note: If you work offline, the transaction is only created when you synchronize to D365 FO.

You can register items and spare parts used during a task.

Scan a barcode or manually enter the item number or serial number of the spare part.

When you confirm the entry:

• The item is added to the spare parts list.
• In D365 F&SCM, a transaction is created with registration type 'Item' or 'Item requirement'. If offline, it is created after synchronization.

You can release one or several products to one or more companies.

After releasing, the products are available for use in those companies. To complete the setup, you must add required data. These steps are described in the next activities.

You can release one or several products to one or more companies.

After releasing, the products are available for use in those companies. To complete the setup, you must add required data. These steps are described in the next activities.

You can view real-time rental inventory levels using the On-hand Rental Inventory report in the Business objects module.

The report includes warehouse locations such as the customer’s buffer, VANs, and depots. For each rental type, the on-hand grid shows:

• Rental quantity
• Not yet delivered
• Not yet returned

You can run the report for a specific rental or transfer order.

After the rental period ends and the item is off-rented, return it to rental inventory using a return note or work order.

Create a rental order with on-rent and off-rent dates to manage this process. For more details, see activity Create and send rental order.

The rental shop cockpit provides an overview of rental shop transactions. You can filter by shop card to view delivery and return transactions.

From the cockpit, you can create new delivery or return transactions using the Action Pane. Transactions from the rental shop cart are also visible here.

Transactions are processed in real time. The on-rent date is set when you process the delivery, and the off-rent date is set when you process the return.

You can create return transactions from the rental shop cockpit. Return options are based on the rental shop card, warehouse, site, and the number of items ready for return.

The return date and time are processed as the off-rent date in the transaction.

You can apply a rental stop to items on a subrental order line. The rental stop calendar ensures that selected rental periods are not invoiced.

The following rental stop options are available:

• Rental stop: Stop the rental calendar.
• Rental activation: Reactivate the rental calendar.
• Reset calendar: Reset the rental calendar for a rental period.

Effectivity options include:

• One day: Stop invoicing for a single day.
• Free-range: Stop invoicing for a selected date range.

This activity explains how to apply a rental stop with free-range effectivity.

You can apply the rental stop calendar to subrental order lines to ensure selected rental invoice periods are not charged.

The rental stop options include:

• Rental stop: Stop the rental calendar.
• Rental activation: Reactivate the rental calendar.
• Reset calendar: Reset the rental calendar for a specific period.

Effectivity options include:

• One day: Stop invoicing for a single day.
• Free-range: Stop invoicing for a selected date range.

If change management is enabled, you can only edit a subrental order in Draft status.

If the order is confirmed and needs to be changed, you can request a change. This resets the status to Draft so that you can make updates.

If change management is active, you can only change a purchase order when its status is Draft.

To change a confirmed purchase order, request a change. This action sets the status to Draft.

The requested start/end date and time on the work order template will automatically populate depending on the synchronization mode setup on the work order template. If this synchronization mode is not setup on the work order template, the date and time will be blank, meaning this task will not appear on the plan board to be scheduled on a resource. An alternative is to manually enter the requested start/end date and time on the work order task lines so the task will appear on the plan board. 

The requested start and end date and time are automatically set based on the synchronization mode on the work order template.

If the synchronization mode is not set, the fields remain empty. In that case, the task does not appear on the plan board.

To make the task schedulable, enter the requested date and time manually on the work order task lines.

Post the return note and invoice per the invoice profile setup.

Before signing off a task, review the recorded time. You can:

• Update a time entry. This also updates the related transaction on the Work order line transactions page in D365 F&SCM.
• Add a new time entry. This action creates an Hour-type transaction, using the selected registration type from the Rental Management mobile app.
• Delete a time entry. This action removes the entry from both the time overview and the Work order line transactions.

Note: When working offline, synchronize with D365 F&SCM to create or update transactions.

Before you sign off a task, review the recorded time. You can:

• Make changes to a recorded time overview entry. When you confirm the changes:
  • The entry in the time overview is updated.
  • In D365 FO, in the Work order line transactions, the related transaction is updated.
• Add a time overview entry. When you confirm the new time overview entry:
  • An entry is added to the time overview.
  • In D365 FO, in the Work order line transactions, a transaction is created of type 'Hour'. The transaction description is defined by the selected registration type in the DynaRent Mobile app.
• Delete a time overview entry. When you delete a time overview entry:
  • The entry is deleted from the time overview.
  • In D365 FO, in the Work order line transactions, the related transaction is deleted.

Note: If you work offline, the transactions in D365 FO are only created when you synchronize to D365 FO.

Use the Actual versus budget report to compare original budgets, revised budgets, actuals, and variances.

The report includes:

• Original budget: total of all expense and revenue budgets
• Revised budget: total of original budget, revisions, transfers, and carry-forwards
• Actuals: total of posted debits and credits for selected financial dimensions
• Variance: difference between actual and revised budgets, shown as amounts and percentages

The report groups data by budget model and dimension values.

User should review the MOA update and lines within the MOA before either official review or processing the update. Often rental order lines may be queried in that are not applicable to the update or updates may be more line specific then the bulk update applied to all lines. 

In this example, one line has been removed from the journal, meaning it will no longer be included in the price update once processed. Additionally, two specific lines require individual price updates. Locate each of these lines and update the "New price" field by replacing the bulk-updated price with the correct line-specific price.

Everything visible in the current MOA journal under ''New'' fields, is what will be update to the rental order lines once processed. 

Run the Customer invoice report for projects to view invoice details for a selected date range.

Use the following parameters to filter the report:

Review the posted project invoice journal.

Review the posted project invoice journal.

Run the Project profitability report to analyze profit or loss by project for a specified date range.

Use the following invoice parameters to filter the report:

Review profitability

When you generate this report, the following default parameters are shown. You can use these parameters to filter the data that will be shown on the report:

Review the Project invoice proposal.

The proposal shows rental totals.

As the assigned reviewer, reviews the purchase invoice. There are several options for the reviewer to choose from. Also, a comment can be added to the purchase invoice submitter for instructions of any sort. Also, work items assigned to the reviewer can be found from the default dashboard or from the common module.

As the assigned reviewer, review the purchase order.

To finish the review, choose one of these options:

• Approve: The purchase order is approved.
• Reject: The purchase order is rejected. The purchase order must be adjusted or cancelled.
• Request change: A change is required. The purchase order is re-assigned to the submitter.
• Delegate: The review is delegated to another user defined in the workflow.

• Approve: The purchase order is approved
• Reject: The purchase order is rejected. The purchase order needs to be adjusted or cancelled.
• Request change: A change is required for the purchase order. The purchase order is re-assigned to the user who submitted it.
• Delegate: The purchase order must be reviewed by another user. It is delegated to another user defined in the workflow

The purpose of this activity is to review the defined and maintained rental agreement details. It is not possible to comment or add any references on the rental agreement (during the review). The rental manager can review the pricing details by exporting the rental agreement to Excel. It is not recommended to delete any rental agreement with invalid or out dated information. The details of the rental agreement can be used for any further analysis in the future by using a business intelligence tool. Also, it is recommended to change the description of the rental agreement to a number or name which stands for older version of rental agreements.

➢ [Project Management and accounting> Common > Projects > All projects->Manage action panel->Related information-> Item task->Rental order]

Open the  Rental order created via the Transfer from Project rental quotation process.

Manage the rental order delivery according the standard process:

• Check the Rental prices;
• Check the Rental dates;
• Assign the Rental object;
• Delivery the rental object (post the Packing slip);

As the assigned reviewer, review the sub rental order.

You can choose one of several options and add a comment for the submitter.

• Approve: The sub rental order is approved.
• Reject: The sub rental order is rejected. It must be adjusted or cancelled.
• Request change: A change is required. The order is re-assigned to the submitter.
• Delegate: The review is delegated to another user defined in the workflow.

Go to: Common > Common > Work items > Work items assigned to me.

Review the submitted vendor payment.

Go to: Common > Common > Work items > Work items assigned to me.

Review the submitted vendor invoice in the workflow. Approve, reject, or request changes as needed.

If you request a change, update the invoice details and resubmit it to the workflow.

You can search for item availability in a warehouse if you do not have the item during a task.

Note: Offline mode does not support item search.

When doing a task, you can need an item that you don't have with you, You can search for this item's availability in a warehouse.

Note: If you work offline, you cannot search an item.

In the list of prospects, you can open the record that you want to edit.

The Account field on the Work location card under Miscellaneous links to a prospect account.

Select the customer account on the rental agreement. The pricing details in the agreement apply only to this account.

You can change the customer account after confirmation if you have the necessary security privileges.

You can define rental pricing for different time periods, such as by quarter. To update pricing, duplicate the previous agreement and edit the pricing details.

A rental agreement can have these statuses:

1. Created: Initial status when the agreement is created.
2. Sent: Sent for review to the customer and rental manager.
3. Confirmed: Ready for use in daily processes.
4. Canceled: Invalid agreement, excluded from daily processes.
5. Closed: Outdated pricing, not used in daily processes.

You can optionally add a reason code and note when changing the status.

Use the Canceled status to mark agreements with invalid information. Use the Closed status when pricing is outdated but information is still valid.

Set validity dates to exclude agreements from rental orders outside the defined period.

Use closed agreements for reporting and business intelligence. You cannot delete agreements unless they are in Created status.

To find the related agreement, go to the General tab of the rental order and open the Related information section.

Link the item to a rental type to enable rental pricing and related settings.

This step is required to use the item in Rental Management activities.

If a product is created from the [All products and product masters] list page and the rental type is not defined prior to release, or if the product is created directly within a legal entity via the [Released products] list page, the rental type can still be assigned or modified post-release—provided no item transactions have been recorded for the product.

Select the vendor account for a subrental agreement. This vendor is linked to the relation account on the agreement header and determines which pricing details apply.

You can update the vendor account after confirmation if you have the required security rights.

To adjust prices quarterly, duplicate the existing agreement and update the pricing details for the new period.

Subrental agreements can have these statuses:

• Created – Initial status of the agreement.
• Sent – The agreement has been sent for review.
• Confirmed – The agreement is valid for use.
• Canceled – The agreement is invalid and ignored in daily processes.
• Closed – The agreement is archived and pricing is no longer used.

You can add a reason code or note when changing the status. This is optional.

Fill in the validity dates to apply pricing only within the specified period.

Use the Closed status to archive agreements and support business intelligence reporting. Reason codes are available for further analysis.

You can’t delete subrental agreements unless they have the Created status.

Find the related agreement on the General tab of the subrental order using the Related information section.

Sell a fixed asset directly through a rental order in Rental Management.

When the serial number is entered on the order line, the system retrieves and converts the related fixed asset. The conversion journal is automatically created and posted at delivery.

Note: You must change the order line type from Rental to Sales/Purchase before confirming and delivering the order.

To sell a business object and its related fixed asset through a sales order, make sure the settings are correct.

• Set Auto-convert asset sales to Yes.
• Set Sell fixed asset to Yes.

After processing the sales order, a fixed asset to inventory journal is created automatically. You must post this journal manually.

Before posting, synchronize the depreciation dates. For more information, see the Depreciation dates activity.

After converting a business object to an inventory item, you can sell it as a standard inventory item in a sales order.

You can send a business object service agreement to the customer for approval.

You can send a project rental quotation to the customer for approval.

When the quotation is ready, to post the quotation journal, click Quotation. Print the quotation if needed.

After posting, the system creates a project rental quotation journal.

After you complete the rental quotation, send it to the customer or prospect. You can send the quotation by email, mail, or other options.

After you send the quotation, the status changes from Created to Sent. This applies only if it was not sent before.

This step is triggered automatically when workflow is enabled.

You can set up availability statuses to indicate the status of serialized assets in the rental fleet.

You can also set up statuses based on predefined bulk statuses for use in the Asset availability page for bulk items.

Configure the following fields when setting up an asset availability trigger:

• From date: Choose Default, System, or Rental. If you select Rental, also define the rental date type and optional offset. For example, offset = 1 and unit = Day means the date is one day after the on-rent date.
• From time: Set the start time. The same options apply as for From date.
• To date: Set the end date. Options are the same as From date, with an additional option: No end date.
• To time: Set the end time. The same options apply as for To date.

You can add translations for asset statuses in several languages.

Only statuses with Show on availability form set to Yes appear on the Asset availability page.

If a business object uses a consumption-based maintenance plan, you must track its consumption.

To do this, create a meter on the business object:

• If the Create object meter field is set to Yes in the product details, a meter is created automatically for new business objects.
• For existing business objects, you must create the meter manually.

This setup helps you monitor consumption and schedule maintenance at the right time.

Link a resource type to a resource so you can filter it in the graphical plan boards. Open Settings and select the option to plan by resource type.

In Rental Management, you can link the resource type to a standard project category. This setup supports automatic hour registration when a resource is planned for a task. This requires the Auto-generate (Hour) parameter to be enabled in the work order settings.

Set up estimated consumption maintenance plans with a recurrence. Use the Estimated consumption for maintenance job to release estimated maintenance work orders.

Go to: Business object module > Periodic > Estimated consumption for maintenance

To date needs to be defined. This date affects the calculation of the estimated maintenance and the maintenance work order creation.

You can apply filters to include specific rental stock objects. For example, include only unavailable objects, objects purchased before a certain date, or objects from a specific object group.

You can run this job in batch mode. If the checkbox 'Use system date in batch' is enabled, the system date will be used for estimated consumption calculation.

Set up time-based maintenance plans with a recurrence. Use the Create maintenance work orders job to release time-based work orders.

Go to: Business object module > Periodic > Create maintenance work orders.

The recurrence in the maintenance plan determines the To date in the periodic job. This date controls which tasks trigger maintenance project creation.

You can apply filters to include specific rental stock objects. For example, include only unavailable objects, objects purchased before a certain date, or objects from a specific object group.

In the dialog, enter a date to generate maintenance projects only for tasks with a next maintenance date on or before that date.

You can run this job in batch mode.

The fuel conversion table is used when fuel is transferred between countries. It is a mapping of fuel types/names used in each country for a business object. A record must be set up for the origin and destination for each pair of countries. The country and fuel combinations must exist in the fuel country quality table before they can be added. 

The setup can be found by going to Business Objects >Setup>Fuel management>Fuel conversion table.

The fuel country quality table must be set up before a fuel type can be used in each country. The country is taken from the business object location address. The setup is found under Business objects>Setup>Fuel management>Fuel country quality table. For each country, allowed fuel types must be added and given a numeric quality rating. A higher number equals higher quality.

To use fuel management, create a fuel master product and release it to the legal entity.

Set up the fuel item with these values:

• Type: Item
• Tracking dimension: None
• Default order line type: Sales/Purchase

Create one released item for each legal entity that uses fuel management.

Define a status group when you create a task. The status group controls which statuses are available and in which sequence they are used.

Use the Status setup tab to define valid transitions between statuses. This setup helps control system behavior and status changes.

Use the Registration tab to define which processes can be registered on the work order line for each status. Examples include:

• Item requirement registration
• Purchase order registration
• Sales order registration

For example, you can allow sales order registration only when the work order has status Created.

When a legal entity buys a business object from another legal entity through intercompany trade, a sales order is created in the selling legal entity.

Ship the intercompany sales order from the selling legal entity to the buying legal entity.

The steps in this activity skip the picking process. You can perform the picking steps if needed.

Note:

• After confirming the intercompany sales order, the financial owner is cleared, the last on-rent date is set, and the category is set to Inventory.
• After posting the packing slip, the category is updated to External.
• After posting the packing slip, a serial number becomes available in the buying legal entity. If not already assigned on the purchase order, assign the serial number on the line.

Post the ship transfer journal to prepare the business object for receipt by the receiving warehouse.

To complete a task, have it signed off by your contact at the customer site.

Before your contact signs off the task, you can show the:

• Work you have done.
• Spare parts that you have used.
• Time you have spent.
• Cots you have incurred.

If you confirm a task sign-off:

• The task is moved to 'My completed tasks' in the DynaRent Mobile App.
• In D365 FO, the related work order line is set to 'Completed'.
• An email with the task summary is sent to the defined email address.
• The signature is stored as an image in SharePoint.
• An attachment is added to the related work order line. This attachment is of type URL and its URL refers to the signature image as stored in SharePoint.

Note: If you work offline, the actions for which an online connection is required are only done when you synchronize to D365 FO.

Have your contact at the customer site sign off the task to complete it.

Before the sign-off, you can show the:

• Work you completed
• Spare parts used
• Time spent
• Costs incurred

When you confirm a task sign-off:

• The task moves to My completed tasks in the Rental Management Mobile App
• In D365 F&SCM, the related work order line is marked as Completed
• An email summary is sent to the defined address
• The signature is saved as an image in SharePoint
• A URL attachment is added to the work order line that links to the signature in SharePoint

Note: If you're offline, actions that require a connection are completed when you sync with D365 F&SCM.

Select a type of agreement relation to define how business object service agreement details apply.

You can apply details like maintenance plans, pricing, and subscriptions at different levels:

• All: Applies to all business objects
• Item group: Applies to business objects linked to the item group
• Item: Applies to business objects linked to the item
• Business object: Applies only to the specific business object

Manually enter the last on-rent date for a business object that will be sold or written down. This step ensures the object is removed from rental availability.

This update is not done automatically when posting the Fixed asset to inventory journal. You must complete it manually.

Submit a purchase invoice for approval through the workflow.

Based on the workflow owner's decision:

• Approve: You receive a notification and can post the invoice
• Reject: Create a new invoice and submit it again
• Request change: Update the invoice and resubmit

Submit the purchase invoice to the workflow so it can be reviewed.

Submit the purchase order to the workflow so it can be reviewed.

Submit the sub rental order to workflow for review by the rental manager.

Submit the sub rental order to the workflow for rental manager approval.

Submit the vendor invoice to workflow for review by the finance manager or workflow owner. They can approve, reject, or request changes.

If changes are requested, the invoice returns to the submitter for updates. If rejected, you must create and resubmit a new invoice. When approved, a notification is sent and the invoice can be posted.

A technical exchange is needed when the rental object breaks down due to a reason not caused by the customer, such as a malfunction or required maintenance. You must replace it with a working equivalent object.

To perform a technical exchange:

1. On the rental order line, click Rental.
2. Under Amendments, click Exchange item.
3. Under Technical exchange, decide whether to make the returned object available.
4. In Transport and return transport discount, enter any applicable discounts.
5. In Exchange templates, select a delivery and return template.
6. In Exchange date/time, enter the off-rent and requested pickup date/time.
7. In Information, enter the contact details.
8. Click OK.

Note: You cannot request a different item during a technical exchange.

After confirming the project rental quotation, transfer it to an actual project. Then, run the wizard to create the rental order.

Note: If several project rental quotations link to the same project ID, the wizard adds all lines to a single rental order.

This activity applies to existing projects with no transfer to forecast but with a transfer to item requirements and rental order.

You can transfer rental order costs to the project before posting the invoice. Set Transfer to project to Yes, and then use the Transfer to project button on the Rental order > Invoice page.

This action generates a project journal and posts the rental costs to the project. You can run it in batch or trigger it manually.

On the Posting invoice page, define the calculation date and other parameters. After you click OK, the system generates the project hour journal and allocates all rental costs—including insurance, transport, and warranty—based on item categories.

Check the results in: Project > Manage > Posted project transactions.

After posting the item and hour journals and updating the work order status, transfer the value of the work order. You can run this as a batch or manually with filters.

Optionally, add more tables to define criteria. Based on your selection, the journal is created and a log shows which work orders were processed.

Configure the transport plan board settings to customize the view before scheduling tasks.

You can update the work order status from the Task line using the Update line tab, based on the setup in the Work order status group.

You can also change the task status from the plan board after scheduling the task to a resource.

A work order status can be updated from the work order task line on the work order. Go to the work order > Task line > Update line tab. A task status can also be updated on the plan board after the task has been scheduled to a resource.

You can update the match status on a vendor invoice to compare invoice prices with the subrental order prices. This step is recommended but not mandatory.

Invoice total matching is done at line level only. If the price difference is too large, the actual invoice total does not match the expected total. This threshold is defined in the Accounts payable parameters.

Price variance is also validated per invoice line.

Update the task status when the resource has completed the planned task.

You can define a maintenance plan at the business object level.

Select a default maintenance plan to act as a template for the business object's maintenance plan. You can choose from existing default plans or those defined in the product from which the rental type originates.

Use the break time ticker to record the time you use on a break. Use this time ticker if take a break. You can only use the break time ticker if the job time ticker is recording.

When you end the break time ticker:

• An entry is created in the time overview. This time overview entry shows the recorded break time.
• In D365 FO, in the Work order line transactions, a transaction of registration type Hour is created. The transaction description is 'Break time'. Note: If you work offline, the transaction is only created when you synchronize to D365 FO.

Use the break time ticker to record break time. You can only start it while the job time ticker is active.

When you stop the break time ticker:

• A break time entry appears in the time overview.
• A transaction with registration type Hour and description 'Break time' is created in the Work order line transactions in D365 F&SCM. Note: If you work offline, the transaction is created after synchronization.

Use the extra time ticker to record additional work time after completing a task. Reopen the task if needed to track the extra time.

When you stop the job time ticker:

• An extra time entry appears in the time overview.
• A transaction with registration type Hour and description 'Extra time' is created in the Work order line transactions in D365 F&SCM. Note: If you work offline, the transaction is created after synchronization.

Use the extra time ticker to record the extra time you work on a task. Use this time ticker if you start working extra time on the task. For example, when you have completed a task and some additional work is required. You can reopen the task and record the time spent as extra time.

When you end the job time ticker:

• An entry is created in the time overview. This time overview entry shows the recorded extra time.
• In D365 FO, in the Work order line transactions, a transaction of registration type 'Hour' is created. The transaction description is 'Extra time'. Note: If you work offline, the transaction is only created when you synchronize to D365 FO.

Use the travel time ticker to record the time you travel for a task.

When you start the travel time ticker, and the task status is 'Planned', the task status is set to 'In progress'. Also the related work order line status in D365 FO is set to 'In progress'.

When you end the travel time ticker:

• An entry is created in the time overview. This time overview entry shows the recorded travel time.
• In D365 FO, in the Work order line transactions, a transaction of registration type 'Hour' is created. The transaction description is 'Travel time'. Note: If you work offline, the transaction is only created when you synchronize to D365 FO.

Use the travel time ticker to track time spent traveling for a task.

If the task status is Planned, starting the ticker updates it to In progress. The related work order line status in D365 F&SCM also changes to In progress.

When you stop the travel time ticker:

• A travel time entry appears in the time overview.
• A transaction with registration type Hour and description 'Travel time' is created in the Work order line transactions in D365 F&SCM. Note: If you work offline, the transaction is created after synchronization.

Use the job time ticker to record the time you work on a task. Start this ticker when you arrive at the task location and begin working.

If the task status is Planned, starting the ticker changes it to In progress. The related work order line status in D365 F&SCM also changes to In progress.

When you stop the job time ticker:

• A work time entry appears in the time overview.
• A transaction with registration type Hour and description 'Work time' is created in the Work order line transactions in D365 F&SCM. Note: If you work offline, the transaction is created after synchronization.

Use the job time ticker to record the time you work on a task. Use this time ticker if you are at the task location and start working on the task.

When you start the job time ticker, and the task status is 'Planned', the task status is set to 'In progress'. Also the related work order line status in D365 FO is set to 'In progress'.

When you end the job time ticker:

• An entry is created in the time overview. This time overview entry shows the recorded working time.
• In D365 FO, in the Work order line transactions, a transaction of registration type 'Hour' is created. The transaction description is 'Work time'. Note: If you work offline, the transaction is only created when you synchronize to D365 FO.

After querying in all rental order lines necessary for the bulk update, review and ensure all lines are correct.

Now the bulk update must be applied. Use the ''Update parameters'' to apply the bulk update across all lines in the journal. This will not yet apply the update to the rental order lines on order, but only keep them in this journal until final review and Process confirmed. 

All updates can be seen and tracked from old to new on the lines of the journal.

Within the ''Update parameters'' system gives the options to: 

• Set effective from and effective to dates (on rent date, expected off rent date etc,)
• Apply update to Rental order lines and/or Consumption order lines (Header must include consumption if updating here) 
• Apply a % based price increase across all lines
• Or Apply an amount based price increase across all lines 
• Update rental dates 
• Update invoicing options (invoice profile, rate code etc,) 
• Update Rental discount 

In this example, system will apply a 10% percentage based price increase across all lines within the MOA journal, with an effective from date, and no effective to date.

For an object, meters can be set up in D365 FO. In the DynaRent Mobile app, for each meter, you can view the latest registered value. You can also register a new meter value.

When you confirm a new meter value:

• The latest meter transaction is replaced with the transaction of the newly registered meter value.
• In D365 FO, on the Business object meters page, for the applicable meter, a transaction is added with the newly registered meter value. Note: If you work offline, the transaction is only created when you synchronize to D365 FO.

You can view and register meter values for an object using the Rental Management mobile app.

The app shows for each meter:

• The latest registered value
• The option to register a new value

When you confirm a new value:

• The last transaction is replaced by the new one.
• A new transaction is added to the Business object meters page in D365 F&SCM.

Note: If you are offline, the transaction is created after synchronization with D365 F&SCM.

You can view the name and contact details of the customer for whom you do a task.

You can view the customer’s name and contact details for your current task.

You can view the maintenance history of an object. This history includes all previous maintenance tasks performed on the object.

To access it in D365 F&SCM:

1. Go to the Business objects page.
2. Open the Action Pane, Maintenance tab.
3. Select Inquiries, then choose Maintenance history.

You can view the maintenance history of the object. The maintenance history shows the past maintenance tasks for the object.

In the maintenance history, the maintenance history records are shown that exist for the object in D365 FO. You can find the maintenance history in D365 FO on the Business objects page, Action Pane, Maintenance tab, Inquiries group, Maintenance history.

You can view the attachments of an object.

In D365 FO, you can add attachments to a business object. These attachments are shown in the DynaRent Mobile app. Note: Only attachments of type URL are supported by the DynaRent Mobile app.

You can view attachments linked to a business object.

In D365 F&SCM, attachments can be added to a business object. These attachments appear in the Rental Management Mobile app. Note: Only attachments of type URL are supported in the mobile app.

You can view detailed information about objects linked to your scheduled tasks.

You can access object details from these pages:

• Home page: Shows a list of objects linked to your scheduled tasks.
• Task details page: Displays the object details for the selected task.

You can view the detailed information of the objects that are related to your scheduled tasks.

You can view object details from several pages:

• Home page. When opened from the home page, first a list of objects is shown. The list shows the objects of your scheduled tasks.
• Task details page. When opened from the Task details page, the details of the task object are shown.

This topic explains how to view object details from the home page.

You can view some general information about the object.

You can view general information about a business object.

You can view the current location of a business object.

The location is shown on a map along with the address.

You can view the current location of the object. The object location is shown on a map and also the location address is shown.

You can view work orders created from a confirmed recall plan.

In the DynaRent Mobile app, you can view the rental history of an object. The rental history shows to which customers the object was rented and when it was rented.

The rental history is sorted from latest to older.

You can view an object’s rental history in the Rental Management Mobile app.

The history shows which customers rented the object and when. It is sorted from most recent to oldest.

You can view attachments linked to a task.

In D365 F&SCM, attachments can be added to a work order line. These attachments appear in the Rental Management Mobile app. Note: Only attachments of type URL are supported in the mobile app.

You can view the attachments of a task.

In D365 FO, you can add attachments to a work order line. These attachments are shown on the DynaRent Mobile app. Note: Only attachments of type URL are supported by the DynaRent Mobile app.

You can view general information about a task:

• Task number and name
• Department that created the task
• Scheduled start and end date/time

You can view the general task information:

• The task number and name.
• The department that created the task.
• The scheduled start and end date/time of the task.

You can view the location where the task must be done. The task location is shown on a map and also the location address is shown.

You can view the location where the task must be performed.

The location is shown on a map along with the address.

You can view upcoming maintenance tasks for a business object in the Rental Management Mobile app.

Only maintenance tasks based on the applicable maintenance plans are shown. Other scheduled tasks are not included.

Based on the maintenance plans, as defined for an object in D365 FO, upcoming maintenance on the object is known. You can view the upcoming maintenance in the DynaRent Mobile app.

So, the upcoming maintenance as shown is only based on the applicable maintenance plans. So, no other scheduled tasks on the object are shown.

Many actions can be taken and information found from the action pane of the work order:

• Related information to the work order, such as transport route, returns or shipments can be found: Work order action tab > Related information.
• Origin of the work order, attached business object and maintenance plan can be found: Work order action tab > Other places 
• Transactions for the work order can be found: Manage action tab > Related information
• Maintenance plans, Meters for the linked business object, maintenance history etc. can be found: Manage action tab > Maintenance 
• Reports for the work order, including a printout overview of the order or a work order confirmation, found: Manage action tab > Reports 

Attachments can be added to the work order through the standard attachments icon found on the navigation bar. 

On the work order line tab, there are various actions that can be taken:

• View Rental transactions
• View and setup Resource planning (this is an alternative to using the service/transport plan board for planning a resource on a task. Choose a resource and use the Service planning field to choose date/time )
• View the work order task checklist (Checklist can be setup on the task itself. From this form, each task can be either passed or failed.)
• View task requirements (Can be setup on the task)
• Edit any previously created registrations on the work order line (Sales order, Purchase order, Item requirements etc.)
• Generate a work order confirmation printout
• View the Work order line status history