Creating Rental Bookings

Creating a rental booking

1. Select Transactions > Equipment > Rental Booking Entry.
2. Complete the following fields.
   • Booking Type ID
     Fills automatically based on setup. You can change this field.
   • Booking No.
     Fills automatically based on the booking type ID selected.
   • Customer ID
     Select a Customer.
   • Customer Name
     Fills automatically based on the customer ID selected.
   • PO Number
     Enter the purchase order associated with the booking or eventual agreement, if applicable.
   • Booking Date
     Fills automatically based on the user date. You can change this value.
   • Rental From
     Enter the start date. This field is required only if you are viewing a projected income or checking the rental availability of a piece of equipment.
   • Rental To
     Enter the end date. This field is required only if you are viewing a projected income or checking the rental availability of a piece of equipment.
   • Rental Location ID
     Fills automatically based on the customer. If linked to a customer, this field will fill with a Customer ID and Address ID.
   • Price Template ID
     Fills automatically based on the booking type, and is used to set up pricing structures for rental pricing.
   • Invoicing Frequency ID
     Fills automatically based on the booking type and is used to determine when an agreement is invoiced.
   • Price Level
     The price level defaults in based on the price group and where the price level has been assigned.

For information on how the system looks for the price level to use, see Determining Price Levels.

Entering additional rental booking details

Additional information about the booking can be entered on the Rental Booking Details Entry window, often referred to as the booking header.

1. Select the Details button to open the Rental Booking Details Entry window. Most of the fields on this window fill automatically based on the Rental Booking Entry window. In addition, some of the information you enter on this window fills into the booking lines.
2. Fill in the fields as necessary. You can also enter tax information, markdown amounts, and commission amounts. See Entering Additional Details.

Entering booking lines

Booking lines represent the individual pieces of equipment or inventory items to be rented as part of an eventual agreement. When a booking is transferred to an agreement, booking lines become agreement lines.

1. On the Rental Booking Entry window, select Line Entry to open the Rental Booking Line Entry window.
2. Select the type of line you are entering.

3. Select an Equipment ID or Item Number, depending on the line type selected. If you do not know the exact piece of equipment that will be rented, you can enter a Model or Equipment Category instead. You may wait to enter the exact Equipment ID until the time of the booking transfer, but the exact Item Number must be entered in a Non-Equipment line on the Rental Booking Line Entry window. 

   

   If you attempt to change the Equipment ID while on an existing line, the system will prompt you with the following message: Do you want to change the equipment? If you select Yes, the following message will display: Do you want to retain the other information on this window? If you select Yes, the Equipment ID will change, along with the fields associated with that equipment record - all other fields you filled manually will be retained. If you select No, only the Equipment ID and the fields associated with that equipment record will fill - all other fields will be cleared.

4. Most of the fields on this window fill automatically based on the equipment or inventory item selected.
5. To create duplicate line entries, select the Duplicate button, and then enter the number of lines to be created. The line you are duplicating must not have an Equipment ID assigned to it.
6. Complete the following fields.
   • Line
     Displays the line number.
   • Linked Line
     Displays the line that the current line is linked to. For more information linking lines, see About Line Linking.
   • Subject to Commissions
     Mark this checkbox if you want to be able to distribute commissions for this booking line.
   • One Way
     Mark to designate that the booking is a one-way rental, meaning equipment is rented at one location and returned to another.
   • Use Lowest Rate
     Mark this checkbox if want to use the lowest rate possible, regardless of which rental rate is selected. May default as checked or unchecked based on the Price Template ID.
   • Fully Maintained
     Mark to designate that tire and brake wear are not charged on the rental invoice, however, charges will always be incurred when tire type changes from original to retread and for reefer fuel consumption. For more information on recording, see Vehicle Readings.
   • Model
     The model associated with the equipment to be rented. Fills automatically if you entered an Equipment ID.
   • Equipment Category
     The category associated with the equipment to be rented. Fills automatically if you entered an Equipment ID.
   • Description
     A description for the equipment or item.
   • Item Qty
     The number of items to be included on the rental booking. Required only if the Line Type is not equipment.
   • U of M
     Enter the unit of measure. Required only if the Line Type is not equipment.
   • Rental Location ID
     Fills automatically from the Rental Booking Entry window.
   • Comment ID
     Select a comment ID that describes this booking line or booking type.
   • Rental From
     This field fills automatically from the Rental Booking Entry window, if applicable.
   • Rental To
     This field fills automatically from the Rental Booking Entry window, if applicable.
   • Invoicing Start Date
     Enter the date the invoicing will start. The Rental From date will default in, but the date can be changed if you want to start invoicing on a different date.
   • Original Site ID
     Fills automatically based on the booking type.
   • Rental Site ID
     Fills automatically based on the booking type.
   • PO Number
     Enter the purchase order number, if applicable.
   • Assign to Equipment
     Enabled only if the Line Type is not Equipment. This represents the equipment that is tied to the inventory item being rented. This is used primarily for MDA (Multi-Dimensional Analysis).
   • Pricing Template ID
     Select the pricing template. Pricing information that fills based on the price template can be changed if necessary.

   • Price Level
     The price level auto-populates based on the price group and where the price level has been assigned. 

     

     For information on how the system looks for the price level to use, see Determining Price Levels.

   • Overage Rate / UOM
     The rate charged if the Overage Quantity has been exceeded. The Overage Rate is entered as a dollar amount per Unit of Measure.

   • Free Overage Qty
     If the equipment you are renting does not involve mileage charges, you may want to provide an overage amount to consider the mileage incurred when transporting the equipment. Enter the amount of free mileage in Total Overage Qty. The off rental invoice will compare the on and off rental miles with the free quantity and charge accordingly. In the first example, the free overage covers all the off rental miles, so there are no miles to invoice. The second example shows that there are still 900 miles that will be invoiced at the overage rate, after the free quantity has been subtracted.

     On rental miles	10,000
     Off rental miles	10,050
     Free Qty	100
     Invoice miles	0
     On rental miles	10,000
     Off rental miles	11,000
     Free Qty	100
     Invoice miles	900

   • Rental U of M
     Fills automatically based on the Price Template ID; defines the price rate used on this booking line.
   • Rental Rate
     Fills automatically based on the Price Template ID; if no rate is set up, enter one here.
   • Rolldown Quantity
     The point at which the price rate is rolled up or rounded up if there are more days in the billing period than are defined by the rate. See Set up price templates. for more information.
   • Remainder Option
     Determines "what to do" with any remainder if there are more days in the billing period than are defined by the rate. See Set up price templates. for more information.
   • Overage Qty
     The point at which actual usage exceeds allowed usage for a piece of equipment; this is when to charge a customer the Overage Rate.

   • Estimated Quantity
     As opposed to calculating mileage and overages as part of the off rental process, mileage readings may be intermittently obtained either electronically or manually during the rental period. The calculation and invoicing will be performed at every invoicing cycle. When a reading is not obtained, estimated miles for the period will be charged and reconciled at the next accurate reading. The estimated reading is obtained by using the closest to date reading. If this doesn't exist, you can manually enter the estimated reading in the estimated quantity field in the scrolling window. 

     

     If a value is entered for the total overage quantity, the overage quantities and estimated values in the scrolling window will be cleared and disabled.

7. Enter tax, markdown, and insurance information, as necessary. See Entering Additional Details for more information.
8. Save the line.

Entering miscellaneous booking lines

If there are miscellaneous items associated with this booking, enter them on the Rental Booking Miscellaneous Entry window. You can link the miscellaneous entry to a line that has been added. For information on linking lines, see About Line Linking.

1. On the Rental Booking Entry window, select Misc. Entry to open the Rental Booking Miscellaneous Entry window.
2. Complete the following fields.
   • Item Number
     Enter the inventory item to be included on this booking.
   • Item Qty
     Enter the item quantity.
   • U of M
     Enter the unit of measure.
   • Site ID
     Fills automatically with the current site of the item.
   • Price Level
     Fills automatically based on the item record (Item Maintenance window). This is the price level associated with the price rate.
   • Comment ID
     Select a comment ID.
   • Assign to Equipment
     Enter the equipment ID of the piece of equipment associated with this item.
   • Inventory
     Fills account number automatically based on the item record (Item Maintenance window).
   • Cost of Sales
     Fills account number automatically based on the item record (Item Maintenance window).
   • Sales
     Fills account number automatically based on the item record (Item Maintenance window).
   • Markdown
     Fills account number automatically based on the item record (Item Maintenance window).
   • Unit Price
     Fills the unit price automatically, based on the price level of the item (Item Maintenance window).
   • Unit Markdown
     Calculated based on the booking header, if the header contains a unit markdown amount. Use the expansion button to change a percentage to a dollar amount, or vice versa.
   • Extended Price
     Calculated as the Unit Price multiplied by the Item Quantity.
   • Line Total
     Calculated as the Unit Price minus the Unit Markdown, multiplied by the Item Quantity.
   • Unit Cost
     The current cost of the item from the item record (Item Maintenance window).
   • Extended Cost
     Calculated as the Unit Cost multiplied by the Item Quantity.
   • Tax Source
     Fills automatically from the Sales Tax Option on the item record (Item Maintenance window).
   • Tax Schedule ID
     If the source is Taxable, select a tax schedule.
   • Calculated Tax
     The total tax amount, calculated by the Tax Source, Tax Schedule ID, and Line Total.
   • Misc. Line
     Displays the line number for the miscellaneous entry.

   • Linked Line
     Displays the current line number from the line entry window. You can enter or select a different line to link the entry to. 

     

     For information on linking lines, see About Line Linking.

3. Select Save.