1. Equipment Rental
  2. Rental Management
  3. Rental processes
  4. Rental and sales
  5. Rental agreements and pricing

Maintain rental agreements

You can maintain rental agreements weekly, monthly, or yearly to reflect valid pricing for rental types and groups.

You can also duplicate agreements to update small details. The agreement header shows the currency, dates, and related customer or vendor.

The rental manager can confirm the agreement after the customer approves the pricing.


Rental clerk Rental clerk Rental manager Rental manager Start Start Maintain rental agreement details Maintain rental agreement details 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". Procedure 1. Go to Rental order management > Rental agreements > All rental agreements. 2. Click New. 3. In the Description field, type a value. 4. In the Rental agreement type field, select an option. 5. In the Relation account field, enter or select a value. 6. In the Rental/sub rental field, select an option. 7. In the Currency field, enter or select a value. 8. In the From date field, enter a date. 9. In the To date field, enter a date. 10. Click Save. Review details Review details 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. Procedure 1. Go to Rental order management > Rental agreements > All rental agreements. 2. In the list, find and select the desired record. 3. In the list, click the link in the selected row. 4. Click Details. 5. In the list, find and select the desired record. 6. In the Base price field, enter a number. 7. In the Discount percentage field, enter a number. 8. Click Save. Define rental agreement status Define rental agreement status 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. Procedure 1. Go to Rental order management > Rental agreements > All rental agreements. 2. In the list, find and select the desired record. 3. Click Change status to open the drop dialog. 4. In the New status field, select an option. 5. Click OK. End End Expiring rental agreements Expiring rental agreements 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. Procedure 1. On the Action Pane, click Rental agreement. 2. Click Change status to open the drop dialog. 3. In the New status field, select an option. 4. In the Reason code field, enter or select a value. 5. Click OK. 6. Click Save. Is the rental agreement expiring ? Is the rental agreement expiring ? No Yes

Activities

Name Responsible Description

Maintain rental agreement details

Rental manager

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".

Review details

Rental manager

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.

Define rental agreement status

Rental manager

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.

Expiring rental agreements

Rental clerk

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.

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