Invoicing a "Rent to Job" Agreement

Even though you do not send an actual invoice to a customer for a "rent to job" agreement, you must still create and post an invoice. This creates a GL transaction, which can then be posted with job information to update costs in Job Cost.

If you are using RM posting, you cannot post batches that have a mix of rent to customers and rent to job invoices. You must post the invoices separately from the Rental Invoice Entry window.

How Invoicing Works With “Rent to Job” Agreements

You can create individual "rent to job" invoices or a batch of rent to job invoices. For individual and batch invoices, instead of an SOP invoice, a GL transaction is created. If multiple invoices are in a batch, each invoice receives its own journal entry, but only ONE batch is created.
If there is a mix of rent to customer and rent to job invoices in a batch, the system creates one SOP document for each rent to customer invoice, as it works currently. For rent to job invoices, one GL batch is created that contains all rent to job invoices.

Individual Invoice Entry

1. On the Rental Agreement Entry window, select Invoice.
2. Fill the fields accordingly and select Invoice to open the Rental Invoice Entry window. The Job Number, Job Description, and Cost Code fields fill from the agreement.
3. Double-click the invoice line, and make changes, as necessary.
4. Fill any remaining fields as necessary, including the Rental Invoice Line Entry or Rental Invoice Miscellaneous Entry windows. You can also print a Rental Invoice GL Posting Edit List prior to posting; select the printer drop-down in the upper right portion of the Rental Invoice Entry window and select Edit List.
5. On the Rental Invoice Entry window, verify the information, and select Save, or Post to post the invoice.
6. On the Rental Invoice Entry window, verify the information, and select Post to post the invoice.

Batch Invoice Entry

1. Select Microsoft Dynamics GP > Tools > Routines > Equipment > Rental Invoice Billing.
2. In the Agreement Type ID field, enter a rent to job agreement type.
3. Fill the remaining fields as you normally would.
4. When finished, select Invoice.

After Invoices Are Posted

After "rent to job" invoices are posted, the following occurs:

• The system creates a GL transaction, and either posts the transaction (if Post through GL setup option is marked) or just creates the transaction.
• When the GL transaction is posted, Job Cost is updated with the posted costs.

You can access the WS Transaction Entry window via the menu (Transactions > Financial > General) or by zooming on the Journal Entry field in the Rental Invoice Details Inquiry window.
The Journal Entry number for GL appears on the Rental Invoice Details Inquiry window.

About “Rent to Job” Account Distributions

In addition to the rental rate, insurance, overage, and markdown account distributions, the system creates distributions for the following accounts for "rent to job" agreements:

• Cost Code
  The account assigned to the cost code for the selected job.
• Rental Offset
  The debit receivables account.
• Job Offset
  The credit payables account.

The type of "Other" is used for "rent to job" transactions. You can also see account distributions for each invoice in the Rental Invoice Distribution Entry window. However, unlike rent to customer invoices, you CANNOT change distributions for a "rent to job" invoice.

Viewing Updated Costs in Job Cost

When the GL transaction(s) is posted, the costs appear in Job Cost and can be viewed from the Job Status window.

1. Select Inquiry > Job Cost > Job Status.
2. Select a job.
3. Zoom on posted costs to open the Cost Code Summary window.
4. Double-click the costs code to open the Cost Codes Detail window.
5. Zoom on actual costs for the affected cost element to open the Transaction Summary window.

Notice the GL transactions that were created and posted to Job Cost.

Viewing Job Information in the Equipment Manager

For rent to job agreements, the job-related displays in the Details and On Rental tabs of the Equipment Manager when the equipment is on-rent and for the piece of equipment that is on-rent.