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

Create and send rental quotation

You can create a rental quotation to offer rental items, sales items, or services to a prospect or customer.

For rental items, add at least one item with an on-rent date and an expected off-rent date. These dates determine the rental price.

For services or sales items, also enter on-rent and off-rent dates, though they are not used for price or invoicing calculations.

You can create a rental quotation as a rental quotation or as a project rental quotation. If converted to a rental order, project revenues are transferred to the project.

You can create a rental quotation from:

  • All rental quotations
  • Project rental quotations
  • All customers
  • All prospects
  • All projects
  • Service plan board
  • All opportunities

This flow explains how to create and send a rental quotation from the All rental quotations page. You can also select a prospect.

A default rental agreement must exist to create a rental quotation. This agreement includes predefined data for rental prices, items, and services.

An invoice profile is required for price and invoicing of rental items. It does not apply to sales or service items.


Rental clerk Rental clerk Start Start Add rental quotation line (serialized item) Add rental quotation line (serialized item) 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 Procedure 1. Go to Rental order management > Rental quotations > All rental quotations. 2. In the list, find and select the desired rental quotation. 3. In the rental quotation lines section, click Add line. 4. In the item field, find and select the desired rental or sales item. Note: Site, Warehouse, On-rent date and Expected Off-rent date are retrieved from values of the rental quotation header. You can change these values. 5. The default Rental gross amount is retrieved from the rental agreement. 6. The default Rental discount % is retrieved from the rental agreement. 7. Expand the Line details section. 8. Click the Rental tab. 9. In the Invoice profile field, enter or select a value. 10. In the Rental calendar field, enter or select a value. 11. In the Rate code field, enter or select a value. 12. Click Edit rental lines on the Rental quotation lines section. Note: The rental line editor shows the details of the selected rental quotation line with its mandatory and optional supplementary rental items or sales items. You can include- or exclude the supplementary items. Mandatory items are automatically included which you cannot undo. You can also change the Rental gross amount and the Rental discount % on the Rental line editor. 13. In the list, find and select the desired supplementary item that you want to include. 14. Select the Include check box. 15. Click OK. Send rental  quotation Send rental  quotation 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. Procedure 1. Go to Rental order management > Rental quotations > All rental quotations. 2. In the list, find and select the desired rental quotation. 3. On the action pane, tab Rental quotation, click Send quotation. 4. Click Printer setup, set the desired print options. 5. Click OK. 6. Click OK. End End Apply miscellaneous charges from Active pan to Rental Quotation Apply miscellaneous charges from Active pan to Rental Quotation 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. Procedure 1. Go to Rental order management > Rental quotations > All rental quotations. 2. In the list, find and select the desired rental quotation. 3. Click Maintain charges. 4. Click New. 5. In the Charges code field, enter or select a value. 6. In the Category field, select an option. 7. In the Charges value field, enter a number. 8. In the Item VAT group field, enter or select a value. 9. Click Save. What type  of item? What type  of item? Add rental quotation line with bulk item Add rental quotation line with bulk item 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. Procedure 1. Go to Rental order management > Rental quotations > All rental quotations. 2. In the list, find and select the desired rental quotation. 3. In the rental quotation lines section, click Add line. 4. In the item field, find and select the desired rental or sales item. Note: Site, Warehouse, On-rent date and Expected Off-rent date are retrieved from values of the rental quotation header. You can change these values. 5. Set the Rental gross amount. 6. In the Rental disc. % field, enter a number. 7. Click Edit rental lines. 8. In the list, find and select the desired supplementary item that you want to include. 9. Select the Include check box. 10. Click OK. Add rental quotation line with service item Add rental quotation line with service item Add a service item to a rental quotation line. This activity explains how to add a service item to a rental quotation line. Procedure 1. Go to Rental order management > Rental quotations > All rental quotations. 2. In the list, find and select the desired rental quotation. 3. Click Add line. 4. In the list, mark the selected row. 5. In the Order line type field, select 'Sales/purchase'. 6. In the Item field, enter or select a value. 7. In the Rental gross amount field, enter a number. Note: The default Rental gross amount is retrieved from rental agreement. You can change this value. 8. In the Rental disc. % field, enter a number. Note: The default Rental discount % is retrieved from rental agreement. You can change this value. 9. Click Save. Will charges  be applied? Will charges  be applied? Create rental quotation Create rental quotation You can create a rental quotation by selecting New. This opens a page that guides you through the steps to create the quotation header. Procedure 1. Go to Rental order management > Rental quotations > All rental quotations. 2. Click New. 3. In the Account type field, select Prospect or Customer. 4. In the Customer account field, enter or select the desired customer or prospect. 5. In the Site field, enter or select a value. 6. In the Warehouse field, enter or select a value. 7. In the Invoice profile field, enter or select a value. 8. In the Rental calendar field, enter or select a value. 9. In the Rate code field, enter or select a value. 10. In the On-rent date field, enter a date. 11. In the Expected off-rent date field, enter a date. 12. Click OK. 13. Click No on the question if an opportunity record must be created. Yes No

Activities

Name Responsible Description

Add rental quotation line (serialized item)

Rental clerk

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

Send rental  quotation

Rental clerk

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.

Apply miscellaneous charges from Active pan to Rental Quotation

Rental clerk

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.

Add rental quotation line with bulk item

Rental clerk

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 rental quotation line with service item

Rental clerk

Add a service item to a rental quotation line.

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

Create rental quotation

Rental clerk

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

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