Rent#
The rental module represents an extension of the standard for handling rental transactions for equipment and machinery. Rentable equipment and machinery are fully integrated into the service area and asset accounting. In addition to the commercial processing of rentals, this area also offers a graphical representation of planning in the rental area. A separate pricing function is available for the rental area. Accessories for machines and equipment can be defined and be rented out as well, if necessary. The mapping of obligatory surcharges, such as insurance, are also included.
Note
The rental module is an activation module, the use of which is only possible with additional licensing and activation.
Setup and master data#
Rolecenter#
In the industry solution KUMAVISION trade365 there is a specially designed role center for rental processing. You can find the role center in the settings under the name "Rental Manager". It contains all relevant information and activities for the rental. All important figures are visible in the various tiles and the graphical rental planner can also be called up from this location.
If the role center is not yet listed in the settings, you must activate and add it once. For more information, see the Microsoft Dynamics 365 Business Central online help Manage users and roles .
Rent facility#
In the "Rent setup" the basic settings for the module are made. In the role center, you will find the setup under the "Actions>Setup" or you call up the "Rent setup" via the user search.
Inforegister General#
| Feld | Beschreibung |
|---|---|
| Betriebsstunden pro Tag | Wenn bei der Fakturierung "Betriebsstunden ausgewählt wurde, tragen Sie in diesem Feld ein, wie viele Betriebsstunden im Mietpreis enthalten sind. Dieser Wert wird in den Auftrag übergeben. Werden die Betriebsstunden im jeweiligen Auftrag überschritten, werden sie zur Nachberechnung vorgeschlagen. |
| Fakturierung | Sie können zwischen Mietstunden und Betriebsstunden wählen. Mietstunden Bei der Option nach Mietstunden werden an jedem vollen Werktag (nach Mietkalender) 24 Stunden berechnet. Der Anfangs- und Endtag des Mietzeitraums kann je nach Start- und Endzeit auch weniger Stunden umfassen. Betriebsstunden Bei der Option Betriebsstunden können Sie im Auftrag die genauen Betriebsstunden erfassen. Der von Ihnen eingetragene Wert im Feld "Betriebsstunden pro Tag" wird dabei in den Auftrag übernommen, kann aber überschrieben werden. Die Einstellung kann im jeweiligen Mietartikel auch gewählt werden, in der Einrichtung wird lediglich der Standard-Wert festgelegt. |
| Lieferschein b. VK-Rechnung | Hier bestimmen Sie, ob bei der Erstellung der Rechnung ein Lieferschein erzeugt werden soll. |
| Pos.-Nr. in Verkaufszeilen prüfen | Hier bestimmen Sie, ob bei der Freigabe des Auftrags die Positionsnummern geprüft werden. |
| Miet-Basiskalender | Sie können hier einen vom Basiskalender abweichenden Kalender für die Abrechnung von Maschinen definieren. Beispielsweise wenn zusätzlich samstags vermietet wird (und dies auch abgerechnet werden soll). |
| Datumsfilter für anstehende Ereignisse | Das Feld steuert die Anzeige in den Kacheln des Rollencenters, zum Beispiel die anstehenden Vermietungen oder Verträge, die auslaufen. Je nach Datumsformel sehen Sie mehr oder weniger Ereignisse der Zukunft. Die Eingabe erfolgt analog zu anderen Datumsformelfeldern. Weiterführende Informationen finden Sie in der Microsoft Dynamics 365 Business Central Onlinehilfe Mit Datumsangaben und Uhrzeiten in Kalendern arbeiten. Tipp Klicken Sie im Rollencenter auf die Kachel “Anstehende Abholungen”. Sie sehen die Listenansicht der anstehenden Abholungen, gefiltert auf den Datumsbereich, den Sie im Datumsfilter für anstehende Ereignisse eingegeben haben. Möchten Sie über die Kachel mehr oder weniger Einträge sehen, erhöhen oder verringern Sie die Datumsformel. |
| Versicherungssatz % | Hier können Sie einen Prozentsatz für die Versicherungsgebühr eintragen. Diese Versicherungsgebühr gilt für alle Artikel, bei denen die Versicherung berechnet werden soll und für die im Debitor, in der Artikelkategorie oder im Mietartikel nichts anderes definiert ist. Die Einrichtung der Versicherungsgebühr wird detaillierter in den Abschnitten “Zusätzliche Mietzeilen Einrichtung”, “Artikelkategorien” und “Ressourcen” erläutert. |
| Einheit Stunde | Hier wird eingestellt, in welcher Einheit die Mietgeräte geplant werden. Hier wird die Einheit hinterlegt, die für die Berechnung von Stunden in der Miete verwendet werden soll. |
| Einheit Tag | Hier wird eingestellt, in welcher Einheit die Mietgeräte geplant werden. Hier wird die Einheit hinterlegt, die für die Berechnung von Tagen in der Miete verwendet werden soll. |
| Einheit Monat | Hier wird eingestellt, in welcher Einheit die Mietgeräte geplant werden. Hier wird die Einheit hinterlegt, die für die Berechnung von Monaten jeweils in der Miete verwendet werden soll. |
| Betriebsstunden in Auftrag kopieren | Schalten Sie diese Funktion ein, wenn im Mietauftrag der Wert des Betriebsstundenzählers mit dem letzten Stand des Betriebsstundenzählers aus der Artikelkarte der Maschine vorbelegt werden soll. Andernfalls müssen Sie bei der Berechnung nach Betriebsstunden den Stand des Zählers bei Mietbeginn manuell eingeben. |
| Startdatum Verf. Toleranz End Datum Verfüg. Toleranz |
Mit diesen beiden Felder stellen Sie ein, wieviel Toleranz den Verfügbarkeitsdaten eines Geräts hinzugerechnet wird. Start und Ende können getrennt definiert werden. |
| Dimensionen aus Mietartikel verwenden | Hier können Sie einstellen, ob die Dimensionen aus der Ressource oder dem Mietartikel geholt werden sollen. |
| Prüfprotokolle beim Buchen prüfen | Schalten Sie diese Funktion ein, wenn Sie sicherstellen wollen, dass beim Buchen geprüft wird, ob die entsprechenden Prüfprotokolle ausgefüllt wurden. |
Inforegister Numbering#
On the information tab, you set up the number ranges of the respective documents. For more information, see the Microsoft Dynamics 365 Business Central online help Creating number ranges.
Inforegister Archiving#
At this point you determine the archiving rules for renting.
Inforegister Rent Planner#
At this point you determine the color setting of the graphical rental planner. You are completely free in the color selection for the respective order types.
Item categories#
Item categories are used here to group and categorize rental equipment. The planning and creation of rental offers takes place on the basis of article categories. Rental pricing is also based on the article categories.
Fields in the article categories that are used for the rental:
| Field | Description |
|---|---|
| Rental resource no. | The rental income of the respective category is posted to this resource. Different resources can be used to address different accounts in accounting. |
| Use for rent | This is a filter which determines whether the categories can be displayed and used in the rent (also in the planner). |
| Check-in questionnaire code | Indicates which questionnaire will be used for check-out and check-back (check-in and check-out). |
| Maintenance Questionnaire Code | Indicates which questionnaire is used to perform and document maintenance. |
| Insurance Percentage | A specific value for each category can be stored here, which overrides the value from the setup |
Additional rental lines facility#
The additional rental lines are an entry aid and thus a suggestion that you can still change during the entry into an offer or order.
In the additional rental lines, you set which articles and resources are to be displayed additionally when entering a rental offer or order. In this way, you ensure that, for example, an insurance policy, a sales item required for the machine or a fitter for assembly are also entered.
The additional rental lines are set up depending on article categories of the respective rental articles. Articles, G/L accounts or resources can be taken into account.
Additional rental lines always generate their own order line and usually also a calculation value. In contrast to rental article components.
Tip
If there are components that must be rented (and recorded) with the article in any case, and, for example, must be issued with the handover to the customer, map this best via the rental article components. Then the appropriate components are represented, but not separately computed. (For example, operating instructions, manuals, tools for setup, etc.).
Rental prices#
You can call up the rental prices via the role center in the action area under the "Setup" menu item. You can create rental prices depending on the article category and rental price group. The rental price group is used to be able to map different prices for e.g. companies and private customers.
Analogous to pricing in the sales area, you can:
-
assign scale prices with minimum quantities for item categories.
-
create prices according to rental price groups (e.g. private customers and corporate customers)
-
display prices including or excluding VAT
-
differentiate by sales type, i.e. by customer price group or campaign and even assign individual prices for individual customers
-
control validity by start and end date and track price history
Resources#
Resource for billing#
You have to create at least one resource for the settlement of the rent. You set this up in the standard resources and turn on the "Billing resource" identifier.
It is important that the resource is created in the base unit for hours and that the unit for a day is also added in the resource units, so that the conversions between days and hours can be performed correctly by the system.
In case you want to post your item categories to different accounts in financial accounting, you can create several accounting resources.
Note
No prices are stored at the resource itself. The prices are kept exclusively in the table "Rental prices".
You define which resources are used for billing in the item categories.
Process: Assigning the resources
- call up the item categories
- enter the corresponding resource in the column "Rental resource no.".
This makes it possible to address different G/L accounts for different machines and equipment.
Resource for insurance#
For the calculation of additional insurance coverage (e.g. machine breakage, theft, etc.) a resource "Insurance" is needed. You set this up in the standard resources and turn on the "Insurance resource" identifier.
If the insurance is billed once as a lump sum, set the unit to Pieces. If the insurance is billed by days, set the base unit to the billing unit you defined for days.
Rentitems#
To create rentitems, call up the rental item overview and select "New".
Note
Be sure to select the "New" call to create a new rental item. You will also see the "New Article" button, but there you would create a new master data article and not a rental article.
Inforegister General#
Since machines and equipment to be rented must always be purchased in advance, an article master record is usually already available. This can be used as a template for the new rental article and inherits the article categories, as well as designation and search term.
A rental article always automatically receives the identifier "Rental article" when it is newly created.
Note
Rental items are based on the standard table Service items. Therefore, created rental items can always be seen in the overview of service items.
Note
Once booked rental items can not be deleted analog to articles.
| Field | Description |
|---|---|
| Enabled Facility no. |
The fields "Activated" and "Asset no." refer to rental items activated in Asset Accounting, i.e. machines and equipment that have been transferred to fixed assets. The fields are automatically set by the system when a rental item is capitalized. For more information, see Fixed Asset Capitalization. |
| Fixed Insurance | If you do not want to calculate the insurance on a percentage basis when using the rental item, but instead use a fixed daily rate for the insurance fee, you need to turn that on here. |
| Fixed insurance price | Here you enter the amount for the fixed insurance. The amount always refers to a calendar day. Note If the rental is scheduled from Monday to Tuesday of the following week, the days due for insurance (Calendar days - 9 days including weekends with Saturday and Sunday) may differ from the rental duration (Def. working days - 7 days without weekends). This depends on the settings in the rental calendar. It is automatically taken into account in the order. |
| Billing type | You can choose between 3 billing types: Daily: Billing is done by rental days, converted to 24 hours per day. Weekends and holidays are deducted from the calculation of the rental period according to the stored rental calendar. Operating hours: Billing is based on the operating hours recorded in the order. The current number of operating hours is entered in the "Operating Hours" field and updated each time via the rental orders. Wear: You need this billing type if, for example, you want to bill rented tools according to wear and tear. Best Practice Tip: For example, if you want to rent out a cut-off machine, create the cut-off machine and the associated discs each as individual rental items. You can then use the additional rental lines to link the disks to the cut-off grinder and enter them as separate lines in the order. The cut-off machine can then be invoiced by days and the discs by wear (in the same order). This way you get a clean and transparent billing for you and your customers. |
| Unit of Responsibility | Definition of the rental item location: In this field you specify the location of the rental item and thus define who can access it. This requires that a corresponding code has been created for the location and the respective users have been assigned. You can use the "Show all" function to look into other locations. |
| Basic calendar code | Here you can assign a different calendar to the rental item - for example, if a machine should also be rented and charged on weekends. This is only necessary if OTHER rental days than usual should be calculated. *(Example construction dryer, runs 7 days a week, other equipment only on weekdays). |
Inforegister customer#
At this point you see the customer for whom e.g. service orders are created after rental return. This is usually the owner of the machine or the customer for whom the follow-up service is created.
Inforegister Vendor#
Here you can enter information about the creditor.
Inforegister Detail#
The fields under this tab are information fields that you can maintain for your overview.
Overview of the menu functions#
In the menu functions you will find all information about your rental item, for example the related items or protocols and availabilities. In addition, images can also be stored here.
Display operating hours#
The menu item "Display operating hours" allows you to view the current number of operating hours. The field is updated when the rental reset is posted in the rental order. In addition, it is possible to track historically at this point if the meter was exchanged.
Rental item components#
This call takes you to a list where you can enter the components that belong to this article.
Note
In contrast to the (optional) additional rental lines, you store in the rental item components parts that belong in any case to the rental item and are rented (for example, warning vests or other protective devices).
Rental item capacity#
In order to work with the rental items, you must enter capacities to plan against, just as you would for resources. You must enter these capacities for each rental item.
This also controls the general availability. If you are commissioning a new machine and you want it to be displayed in availability already, you can control that with the start date in availability. The same applies if you plan to discontinue a machine: In this case, you set an end date in capacity planning.
Process: Assign Rental Item Capacity
- Click on "Planning" in the role center and then on "Rental item capacity" or call up "Rental item capacity" via the user search. You will see a matrix with the rental items and the associated time columns. You can select the time display in the matrix options as you wish by day, week, month, quarter, year, and accounting period.
- Now select the row of the rental item for which you want to enter the capacity. Via the line function "Planning > Define capacity" you reach the capacity card of the rental item.
- Set the start and end date.
- If you have created working time templates, you can use them here.
- You can enter the corresponding hours for each day of the week.
- Then click on "Create capacity" and Microsoft Dynamics 365 Business Central will now fill the matrix with the corresponding capacities.
- Now you can see the rental items in the "Available rental items" view.
Set up issue and inspection logs#
For rental processing, you can create issue and inspection logs in Microsoft Dynamics 365 Business Central that you can then use for documentation when you issue and return a rental item.
For more information, see also Rental Order.
Process: Creation of check protocol.
1. in the role center you will find under "Actions > Setup > the rent check protocol setup". A list overview appears.
2. with "New" you create a new protocol. 3.
3. first you set the code and description.
4.Then stay on the line and click "Edit Questions" in the ribbon to create the questions and answers.
Type:
Question or Answer. There must be a question first and then an answer. Each question can have multiple answer lines.
This is also where you define whether one or more answers are allowed.
(Example tank: full/half full/empty, only one answer possible)
Description:
Enter the text of the question or the text of the answer here.
Rent Follow Up Service facility#
The "Rental Follow Up Service Setup" helps you to better plan equipment availability and ensure the quality of your rental equipment. In addition, you can set up that consumption or damage can be included in the final invoice, e.g. if the equipment was not filled up.
In the Follow Up Service area, you can also set up the service time that will be added after the rental equipment is returned, for example, for cleaning or maintenance of the equipment.
A service order is created automatically. Parts and times can be booked on this order.
Note
The setup can also be found in the role center in the action area under the category "Setup".
Rent processing#
Rental offer#
You can create rental offers for debtors. A rental offer to a contact is not possible.
Offers are basically created at the item category level, an assignment of a specific device is not yet necessary at this point.
If the rental offers are to be included in the capacity planning, you must select a specific rental item.
The check mark for long-term rental must not be set. This is only effective in the order. You can hide the field in the offer with the personalization function.
Document texts and alternative addresses are possible as in the sales area.
Process: Create rental offer
- click on "+Rental offer" under Actions and create a new rental offer.
Select a customer. - if you are working with rental price groups, you must select them in the offer.
- now enter in the lines the respective article category that is to be offered. Because a billing resource is assigned to the article category, it will be dragged into the line as well. 4. Next, enter the rental start date and the rental end date. Because billing is done by the day, the rental start time is always set to 00:00 and the rental end time is set to 23:59. If you plan with other times, the time fields can be changed accordingly. Optionally, the window with the corresponding rental lines will open if any have been created for this article category. Select the appropriate lines, check the "Apply" box and exit the window by clicking OK. 6. Add more rows if necessary. These can be additional rental items, but also sales items or resources. When you have entered all rental items and associated rows, you can release the quote and print and/or send it like any other document.
Best Practise Tip
Sort yourself the columns with the personalization function in the rental quote so that the date and time fields are arranged after the "Item Category" field.
You can convert a rental offer into an order directly from the offer in the case of an order. To do this, execute the "Create order" function in the offer.
Note
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