1. Equipment Rental
  2. Rental Management
  3. Rental processes
  4. Finance
  5. Accounts payable

Invoice sub rental orders

You must invoice sub rental orders after processing them by renting equipment from a vendor. You can invoice sub rental lines periodically for the rental duration.

Match the sub rental invoice to the vendor invoice. On the invoice posting page, use the variance field to enter the vendor invoice amount. During matching, the invoice is compared to the purchase order and checked against the tolerance percentage set in the accounts payable parameters.

You can configure invoice workflows to manage and approve sub rental vendor invoices with a variance.

Use the calculation date when posting to define the end date of the invoice period. The date must match the invoice profile setup for the full period to be invoiced.

Note: You can also consolidate sub rental vendor invoices using the standard invoice consolidation function. Ensure that the invoice period is in the past.


Finance manager Finance manager Finance Controller Finance Controller Start Start Are there any discrepancies with the vendor amounts? Are there any discrepancies with the vendor amounts? Perform an adjustment through the variance field Perform an adjustment through the variance field 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. Procedure 1. Go to Rental order management > Rental orders > All sub rental orders. 2. In the list, mark the selected row. 3. In the list, click the link in the selected row. 4. On the Action Pane, click Invoice. 5. Click Pending invoices. 6. Click to follow the link in the Invoice field. 7. In the list, mark the selected row. 8. In the Variance field, enter a number. 9. Click Save. End End Generate sub rental invoice Generate sub rental invoice 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. Procedure 1. Go to Rental order management > Rental orders > All sub rental orders. 2. In the list, mark the selected row. 3. In the list, click the link in the selected row. 4. On the Action Pane, click Invoice. 5. Click Invoice. 6. In the Number field, type a value. Note: An invoice number is mandatory and must be a unique number 7. In the Invoice date field, enter a date. 8. In the Calculation date field, enter a date and time. 9. Select Yes in the Until calculation point field. 10. Click Save. Update match status Update match status 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. Procedure 1. Go to Rental order management > Rental orders > All sub rental orders. 2. In the list, click the link in the selected row. 3. On the Action Pane, click Invoice. 4. Click Pending invoices. 5. In the list, mark the selected row. 6. Click to follow the link in the Invoice field. 7. Click Update match status. 8. Close the page. Is invoicing workflow activated? Is invoicing workflow activated? Submit to workflow Submit to workflow 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. Procedure 1. Go to Rental order management > Rental orders > All sub rental orders. 2. In the list, find and select the desired record. 3. In the list, click the link in the selected row. 4. On the Action Pane, click Invoice. 5. Click Pending invoices. 6. In the list, mark the selected row. 7. Click to follow the link in the Invoice field. 8. Click Workflow to open the drop dialog. 9. Click Submit. 10. Close the page. Post the vendor invoice Post the vendor invoice After resolving any discrepancies and updating the match status, you can post the vendor invoice. Procedure 1. Go to Rental order management > Rental orders > All sub rental orders. 2. In the list, click the link in the selected row. 3. On the Action Pane, click Invoice. 4. Click Pending invoices. 5. In the list, mark the selected row. 6. Click to follow the link in the Invoice field. 7. Click Update match status. 8. Click Post. 9. Close the page. Review vendor invoice Review vendor invoice 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. Procedure 1. Go to Rental order management > Rental orders > All sub rental orders. 2. In the list, find and select the desired sub rental order 3. Click Workflow to open the drop dialog. 4. Click Approve. Note: You can also reject, request a change or delegate the sub rental order. But in this example we approve the sub rental order 5. In the Comment field, type a value. 6. Click OK. 7. Close the page. 8. Go to Default dashboard. What is the result of the review? What is the result of the review? Approved Approved Rejected Rejected Change requested Change requested Yes No Yes Delegate

Activities

Name Responsible Description

Perform an adjustment through the variance field

Finance Controller

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.

Generate sub rental invoice

Finance Controller

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.

Update match status

Finance Controller

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.

Submit to workflow

Finance manager

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.

Post the vendor invoice

Finance Controller

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

Review vendor invoice

Finance manager

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.

Manage sub rental variances

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