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

Credit sub rental orders

Features such as sub rental matching and variance help match vendor invoice amounts. You can define a tolerance percentage to allow variance entries.

Required setup for charge matching and variance:

  • Accounts payable parameters → Invoice validation → Invoice totals matching: Set a sub rental tolerance percentage and enable 'match invoice status'.
  • Rental order management → Setup → Invoicing → Invoice posting → Sales sub rental order → Variance: Define the item code, account code, and charges code.


Purchasing Agent Purchasing Agent Purchasing Manager Purchasing Manager Start Start Is change management enabled ? Is change management enabled ? Credit the amount fully Credit the amount fully 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. 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 Invoice. 5. Click the Lines tab. 6. Click Financials. 7. Click Invoice periods. 8. On the Action Pane, click Invoice periods. 9. Click Mark for credit. Note: The status of the invoicing period should change to pending credit 10. Close the page. 11. Close the page. 12. Click Invoice. 13. In the Calculation date field, enter a date and time. 14. Select Yes in the Until calculation point field. 15. Click Update match status. 16. Click Post. 17. Close the page. Is the order confirmed? Is the order confirmed? Partially credit the amount Partially credit the amount Procedure 1. Go to Rental order management > Rental orders > All sub rental orders. 2. In the list, mark the selected row. 3. Click Edit rental lines. 4. In the Rental gross amount field, enter a number. Note: If you want it to be a credit then enter an amount less than the original amount 5. Click OK. 6. On the Action Pane, click Invoice. 7. Click Invoice. 8. In the Number field, type a value. 9. Select Yes in the Include credits field. 10. In the Calculation date field, enter a date and time. Note: If you want the credit to be for the same period then set the calculation date to the same as the previous invoicing period. On the adjusted line amount the credited amount will appear in negative. 11. Click Update match status. 12. Click Post. 13. Close the page. What is the Result of the review ? What is the Result of the review ? Rejected Rejected Is sub rental invoicing  workflow enabled? Is sub rental invoicing  workflow enabled? What is the reason for  the credit? What is the reason for  the credit? Rental stop Rental stop 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. Procedure 1. Go to Rental order management > Rental orders > All rental orders. 2. In the list, find and select the desired rental order. 3. In the list, find and select the desired rental order line. 4. Click Rental. 5. Click Rental stop. 6. Select the Free range option. 7. In the From field, enter a date and time. 8. In the To field, enter a date and time. 9. In the Contact field, enter or select a value. 10. In the Reason code field, enter or select a value. Note: If Reason code is not necessary skip this step. 11. Click OK and confirm. 12. Click OK. Change or add supplementary items  Change or add supplementary items  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. Procedure 1. Go to Rental order management > Rental orders > All sub rental orders. 2. In the list, click the link of the desired sub rental order 3. Click Edit rental lines. 4. Click Add line. 5. In the Item number field, enter or select a value. 6. Click OK. 7. Close the page. Change delivery date Change delivery date 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. Procedure 1. Go to Rental order management > Rental orders > All sub rental orders. 2. In the list, click the link of the desired sub rental order 3. In the Sub rental order lines section, click Rental. 4. Click Change date. 5. In the Requested delivery date field, enter a date. 6. In the Contact field, enter or select a value. 7. Click OK. 8. Close the page. Change sub rental dates Change sub rental dates 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. 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. Click Rental. 5. Click Change date. Note: Change dates is under amendments 6. In the On-rent date field, enter a date. 7. In the Expected off-rent date field, enter a date. 8. In the Contact field, enter or select a value. Note: Contact is a mandatory field 9. Click OK. 10. Close the page. Change sub rental price Change sub rental price For each sub rental order line, you can change the gross or net amount on the sub rental order line or with the rental line editor. Also, the change can be effective within a specific date range or not. Procedure 1. Go to Rental order management > Rental orders > All sub rental orders. 2. In the list, click the link of the desired sub rental order 3. Click Edit. 4. Click Edit rental lines. 5. In the list, find and select the desired row 6. In the Rental gross amount field, enter a number. Note: You can also change the net amount. In normal situations only the gross rental amount will be changed manually and the net amount will automatically change to. 7. Click OK. 8. Close the page. Review purchase invoice Review purchase invoice 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. Procedure 1. Refresh the page. 2. Expand the Work items assigned to me section. 3. Click Vendor invoice. 4. In the list, mark the selected row. 5. Click Open. Note: Review the invoice 6. Close the page. 7. Click Workflow. 8. Click Approve. Note: Can be reject, request change, etc.. 9. In the Comment field, type a value. 10. Click OK. 11. Close the page. What is the result  of the review? What is the result  of the review? Rejected Rejected Confirm sub rental order Confirm sub rental order You can confirm a sub rental order in two ways:With printing: Click the Confirmation button to confirm and print the document.Without printing: Click the Confirm button to confirm the document without printing.You can view the confirmation document on the Sub rental orders page. In the Action Pane, on the Sub rent tab, in the Journals group, click Sub rental order confirmations. 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 Sub rent. 4. Click Confirm. 5. Close the page. Change Requested Change Requested Approved Approved Approved Approved Change requested Change requested Submit sub rental order for approval Submit sub rental order for approval Submit the sub rental order to workflow for review by the rental manager. 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 Workflow to open the drop dialog. 6. Click Submit. 7. In the Comment field, type a value. 8. Click OK. Review sub rental order Review sub rental order As the assigned reviewer, reviews the sub rental order. There are several options for the reviewer to choose from. Also, a comment can be added to the sub rental order submitter for instructions of any sort. Also, work items assigned to the reviewer can be found at : common -> common -> work items -> work items assigned to me   Approve: The sub rental order is approved Reject: The sub rental order is rejected. The sub rental order must be adjusted or cancelled. Request change: A change is required for the sub rental order. The sub rental order is re-assigned to the user who submitted it. Delegate: The sub rental order must be reviewed by another user. It is delegated to another user as defined in 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. Submit purchase invoice to workflow Submit purchase invoice to workflow Submit the purchase invoice to the workflow so it can be reviewed. Procedure 1. Go to Accounts payable > Purchase orders > All purchase orders. Note: Purchase orders can also be accessed via the Procurement and Sourcing module 2. In the list, click the the desired record. 3. On the Action Pane, click Purchase. 4. Click Edit. 5. Click Workflow to open the drop dialog. 6. Click Submit. 7. In the Comment field, type a value. 8. Click OK. 9. Close the page. 10. Go to Default dashboard. Post invoice and check voucher Post invoice and check voucher 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. Procedure 1. Go to Accounts payable > Purchase orders > All purchase 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. In the list, mark the selected row. 7. Click to follow the link in the Invoice field. 8. Click Update match status. 9. Click Post. 10. Close the page. 11. Refresh the page. 12. Click Invoice. 13. In the list, mark the selected row. 14. Click Voucher. 15. Close the page. End End Post product receipt sub rental Post product receipt sub rental No Yes No Yes Delegated No Yes Delegated

Activities

Name Responsible Description

Credit the amount fully

Purchasing Agent

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.

Partially credit the amount

Purchasing Agent

Rental stop

Purchasing Agent

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.

Change or add supplementary items 

Purchasing Agent

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.

Change delivery date

Purchasing Agent

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.

Change sub rental dates

Purchasing Agent

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.

Change sub rental price

Purchasing Agent
For each sub rental order line, you can change the gross or net amount on the sub rental order line or with the rental line editor. Also, the change can be effective within a specific date range or not.

Review purchase invoice

Purchasing Manager

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.

Confirm sub rental order

Purchasing Agent

You can confirm a sub rental order in two ways:

  • With printing: Click the Confirmation button to confirm and print the document.
  • Without printing: Click the Confirm button to confirm the document without printing.
You can view the confirmation document on the Sub rental orders page. In the Action Pane, on the Sub rent tab, in the Journals group, click Sub rental order confirmations.

Submit sub rental order for approval

Purchasing Agent

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

Review sub rental order

Purchasing Manager
As the assigned reviewer, reviews the sub rental order. There are several options for the reviewer to choose from. Also, a comment can be added to the sub rental order submitter for instructions of any sort. Also, work items assigned to the reviewer can be found at : common -> common -> work items -> work items assigned to me
 
  • Approve: The sub rental order is approved
  • Reject: The sub rental order is rejected. The sub rental order must be adjusted or cancelled.
  • Request change: A change is required for the sub rental order. The sub rental order is re-assigned to the user who submitted it.
  • Delegate: The sub rental order must be reviewed by another user. It is delegated to another user as defined in the workflow.

Submit purchase invoice to workflow

Purchasing Agent

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

Post invoice and check voucher

Purchasing Agent

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.

Post product receipt sub rental

Purchasing Agent

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