1. Equipment Rental
  2. Rental Management
  3. Flows

Create and send sub rental orders
Activity Flow

You can create a sub rental order in these ways:

  • Stand-alone
  • From a rental order
  • From a project

This flow describes how to create a stand-alone sub rental order.

The rental type determines whether the item is serialized or bulk. For serialized items, you must create the serial number on the sub rental line before receiving the equipment.

Note:

  • In the dialog box, define the vendor, rental dates, site, and warehouse.
  • If a sub rental agreement applies, the rental prices are filled in by default.

Purchasing agent Purchasing agent Purchasing manager Purchasing manager Start Start Create sub rental order Create sub rental order Create a sub rental order from the Rental order management module. Make sure to fill in the following fields: Site and warehouse Invoice profile, rental calendar, and rate code On-rent date: First day of renting items from the vendor Expected off-rent date: Estimated return date, also used for price calculation if price tiers apply Procedure 1. Go to Rental order management > Rental orders > All sub rental orders. 2. Click New. 3. In the Vendor account field, enter or select the desired value 4. In the Site field, enter or select the desired value 5. In the Warehouse field, enter or select the desired value 6. In the On-rent date field, enter the first day of sub renting. Note: The On-rent date is the first day of sub renting items from the vendor. 7. In the Expected off-rent date field, enter the expected last day of sub renting Note: The Expected off-rent date is expected end date of sub renting items. This date is also used to calculate prices if a price tier is in use. 8. Click OK. 9. Close the page. What is the rental  object type? What is the rental  object type? Add a serialized item to the sub rental order line Add a serialized item to the sub rental order line You can select a serialized item to rent uniquely identified equipment. Create the serial number from the sub rental order line. This can be an internal or vendor-provided serial number.Note: You can only enter a quantity of one for a serialized item. Procedure 1. Go to Rental order management > Rental orders > All sub rental orders. 2. In the list, select the desired record 3. In the Item number field, select the desired record. Note: Select the serialized Item that you want to sub rent from the vendor 4. Click Edit rental lines. Note: You can use the Rental line editor to add supplementary items or change rental amounts. Depending on set up you can also make the Rental line editor automatically pop up. 5. Change or add items 6. In the Rental gross amount field, enter a number. Note: You can also change the net amount, depends on the situation which amount you change. The gross and net amount are linked and will automatically change if one amount is changed. 7. Click OK. 8. Click Rental. 9. Click Serial numbers 10. In the Serial number field, In the Serial number field, enter the serial number provided by the vendor. 11. In the Fleet number field, In the Fleet number field, enter the fleet number provided by the vendor. 12. In the Manufacturing date field, enter the manufacturing date provided by the vendor. 13. Click OK. 14. Close the page. Add a bulk item to the sub rental order line Add a bulk item to the sub rental order line You can select a bulk item to rent equipment in large quantities. Bulk items are not uniquely identified and do not have a serial number. Procedure 1. Go to Rental order management > Rental orders > All sub rental orders. 2. In the list, select the desired record 3. In the Item number field, select the desired record. Note: Select the bulk Item that you want to sub rent from the vendor 4. Click Edit rental lines. Note: You can use The Rental line editor to add supplementary items or change rental amounts. The Rental line editor can also automatically pop up. 5. In the list, mark the selected row. 6. In the Rental gross amount field, enter a number. Note: You can also change the net amount, depends on the situation which amount you change. The gross and net amount are linked and will automatically change if one amount is changed. 7. Click OK. 8. Close the page. Change management enabled? Change management enabled? Submit sub rental order to workflow Submit sub rental order to workflow Submit the sub rental order to the workflow for rental manager approval. Procedure 1. Go to Rental order management > Rental orders > All sub rental orders. 2. In the list, find and select the desired sub rental 3. On the Action Pane, click Sub rent. 4. Click Workflow to open the drop dialog. 5. Click Submit. 6. In the Comment field, type a value. 7. Click OK. 8. Close the page. 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. What is the result  of the review? What is the result  of the review? Rejected sub rental order Rejected sub rental order Amend sub rental orders

Amend sub rental orders

You can amend a sub rental order during its lifecycle. Available amendments include:

  • Rental stop using the rental stop calendar to invoice periods without charges
  • Change or add supplementary items
  • Change delivery dates
  • Change on-rent, expected off-rent, or off-rent dates
  • Change sub rental prices like gross or net amount

 End request change End request change 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. Confirmed sub rental order Confirmed sub rental order Serial Bulk Yes No Request  change Delegated Rejected Approved

Activities

Name Responsible Description

Create sub rental order

Purchasing agent

Create a sub rental order from the Rental order management module.

Make sure to fill in the following fields:

  • Site and warehouse
  • Invoice profile, rental calendar, and rate code
  • On-rent date: First day of renting items from the vendor
  • Expected off-rent date: Estimated return date, also used for price calculation if price tiers apply

Add a serialized item to the sub rental order line

Purchasing agent

You can select a serialized item to rent uniquely identified equipment. Create the serial number from the sub rental order line. This can be an internal or vendor-provided serial number.

Note: You can only enter a quantity of one for a serialized item.

Add a bulk item to the sub rental order line

Purchasing agent

You can select a bulk item to rent equipment in large quantities. Bulk items are not uniquely identified and do not have a serial number.

Submit sub rental to workflow

Purchasing agent

Submit the sub rental order to the workflow for rental manager approval.

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.

Amend sub rental orders

Purchasing manager

You can amend a sub rental order during its lifecycle. Available amendments include:

  • Rental stop using the rental stop calendar to invoice periods without charges
  • Change or add supplementary items
  • Change delivery dates
  • Change on-rent, expected off-rent, or off-rent dates
  • Change sub rental prices like gross or net amount

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.

Activities

Name Responsible Description

Create sub rental order

Purchasing agent

Create a sub rental order from the Rental order management module.

Make sure to fill in the following fields:

  • Site and warehouse
  • Invoice profile, rental calendar, and rate code
  • On-rent date: First day of renting items from the vendor
  • Expected off-rent date: Estimated return date, also used for price calculation if price tiers apply

Add a serialized item to the sub rental order line

Purchasing agent

You can select a serialized item to rent uniquely identified equipment. Create the serial number from the sub rental order line. This can be an internal or vendor-provided serial number.

Note: You can only enter a quantity of one for a serialized item.

Add a bulk item to the sub rental order line

Purchasing agent

You can select a bulk item to rent equipment in large quantities. Bulk items are not uniquely identified and do not have a serial number.

Submit sub rental to workflow

Purchasing agent

Submit the sub rental order to the workflow for rental manager approval.

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.

Amend sub rental orders

Purchasing manager

You can amend a sub rental order during its lifecycle. Available amendments include:

  • Rental stop using the rental stop calendar to invoice periods without charges
  • Change or add supplementary items
  • Change delivery dates
  • Change on-rent, expected off-rent, or off-rent dates
  • Change sub rental prices like gross or net amount

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.
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