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

Create and send rental order

Use a rental order to rent rental items or services, or to sell sales or service items to a customer.

You can create a rental order as a stand-alone order or link it to a project. If you link it to a project, invoicing takes place from the project, not the rental order.

You can create the rental order from these pages:

  • All rental orders
  • All customers
  • All projects
  • Service plan board
  • Business object availability

For serialized rental items, you must assign a business object before delivery. This is not required for bulk or service items.

You must use line type Rental to rent items. Use line type Sales/Purchase to sell equipment or charge additional services such as transport or apply a damage fee for damaged rental equipment.

A rental order can include rental items, sales items, services, or any combination of these. A default rental agreement must exist before you can create a rental order.


Rental clerk Rental clerk Start Start Create rental order Create rental order Create a rental order to rent a rental item or sell a sales item to a customer. You can select rental or sales items and link the order to a customer. Procedure 1. Go to Rental order management > Rental orders > All rental orders. 2. Click New. 3. In the Customer account field, select the desired customer.. 4. Expand the General section. 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, type a value. 8. In the Rental calendar field, type a value. 9. In the Rate code field, type a value. 10. Select Yes in the Rental project field. Note: With this action the rental order will be linked to a project. If you don't want to link the rental order to a rental project, select No in the Rental project field. 11. In the Project ID field, enter or select a value. 12. In the On-rent date field, enter a date. 13. In the Expected off-rent date field, enter a date. 14. Click OK. Add rental order line with rental item Add rental order line with rental item 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 Procedure 1. Go to Rental order management > Rental orders > All rental orders. 2. In the list, find and select the desired rental order. 3. Click Add line on the Rental order lines section. 4. In the Item number field on the rental order line, enter or select a value. Note: Site, Warehouse, On-rent date and Expected Off-rent date are retrieved from values of the rental order 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, type a value. 10. In the Rental calendar field, type a value. 11. In the Rate code field, type a value. 12. On the question: Do you want to convert prices using new rate - "Rate code", select Yes or No. 13. Click Edit rental lines on the Rental order lines section. Note: The rental line editor shows an overview of the selected rental order 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. 14. In the list, find and select the desired supplementary item. 15. Select or clear the Include check box. 16. Click OK. 17. Click OK. Confirm rental order Confirm rental order 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. Procedure 1. Go to Rental order management > Rental orders > All rental orders. 2. In the list, find and select the desired rental order. 3. On the Action Pane, click Rent. 4. Click Rental order confirmation. Note: You can view the rental order confirmation document, to do so, on the Rental order page, on the Action pane, on the Rental tab, in the Journals group, click Rental order confirmation. 5. Click OK. 6. Click OK. End End Add sales or  rental item to  the rental order? Add sales or  rental item to  the rental order? Add rental order line with sales item Add rental order line with sales item 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. Procedure 1. Go to Rental order management > Rental orders > All rental orders. 2. In the list, find and select the desired rental order. 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 number field, enter or select a value. Note: Site, Warehouse, On-rent date and Expected Off-rent date are retrieved from values of the rental order header. You can change these values. 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. Assign work order template

Assign work order template

Work orders are an integral part of the out and inbound processes of rental orders. It is then essential that work orders are always linked to rental order header or line. Linking the work order templates can be done by manually assigning the work order template or having a default template be assigned. The following workflow describes how to assign a work order template to a rental order and its lines and where to populate the default values.

 Add work order  template? Add work order  template? Order fulfillment

Order fulfillment

You can use order fulfillment to assign a business object to a rental order on the Service plan board.

The Service plan board shows:

  • All unplanned and planned tasks
  • Available resources to assign to the tasks

Note: You must first set up the business object as a resource before you can use it on the Service plan board.

 Yes No

Activities

Name Responsible Description

Create rental order

Rental clerk

Create a rental order to rent a rental item or sell a sales item to a customer.

You can select rental or sales items and link the order to a customer.

Add rental order line with rental item

Rental clerk

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

Confirm rental order

Rental clerk

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.

Add rental order line with sales item

Rental clerk

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.

Assign work order template

Rental clerk

Work orders are an integral part of the out and inbound processes of rental orders. It is then essential that work orders are always linked to rental order header or line. Linking the work order templates can be done by manually assigning the work order template or having a default template be assigned. The following workflow describes how to assign a work order template to a rental order and its lines and where to populate the default values.

Order fulfillment

Rental clerk

You can use order fulfillment to assign a business object to a rental order on the Service plan board.

The Service plan board shows:

  • All unplanned and planned tasks
  • Available resources to assign to the tasks

Note: You must first set up the business object as a resource before you can use it on the Service plan board.

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