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Reservations

This chapter describes the purpose and implementation of reservations.

Use the following links to jump to the different sections in this document:

Types of Reservations

If a customer is not ready to sign a rent contract, they can instead reserve a rent object or resource. This object or resource will then be reserved for this customer until they decide whether they want to sign the contract. In Aptean Rental there are two types of reservations:

Type of Reservation Explanation
Reserved If a rent object or a resource is marked as Reserved, a non-binding reservation request exists. The rent object or resource can still be planned, rented out or posted.
Planned If a rent object or a resource is marked as Planned, a binding reservation exists. The rent object or resource can no longer be planned, rented out or posted.

Checking the Ledger Entry Availability

To view the utilization of certain rent objects, resources or rent classes or to check the availability of the selected ledger entry before releasing and printing the contract, use the Rent Class Reservation Matrix.

Tip

You can also check the availability of rent classes directly on the Rent Class Card.
To do this, select Reservation > Reservation from the menu bar.

To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Reservation page.
  • In the Rent Class Reservation Matrix FastTab, a list of all items, service items and resources is displayed. You can filter the ledger entries via the Matrix Options and Availability Options FastTabs.
  • In the Rent Class Reservation Matrix FastTab, you can also view the availability status of a (service) item or resource. Use the scrollbar at the bottom of the page to scroll through the entire period.
  • Fill in the fields according to the table below to filter the availability by rent class or period.
FastTab Option Action
Matrix Options Calculation Type In this field, you can filter for the calculation types Requested and Reserved. Requested calculates the availability according to the quantity in the contract lines. Reserved calculates the availability according to the reservations of objects that have been activated for this rent class.
Include Quote Activate this toggle switch if rent quotes should be included in the calculation. This is only possible if the value Requested was used in the Calculation Type field.
Rent Class Type Filter Optional Select the desired rent class type in this dropdown list, e.g., Service Item, Item or Resource.
Rent Class Filter Optional Select a rent class to narrow down the results.
Date Filter Use this field to enter the start date that should be shown in the rent class reservation matrix.
View by Select a time unit from the dropdown list by which you want the results to be displayed in the rent class reservation matrix.
You can choose between: Day, Week, Month, Quarter or Year. If you select Month, Quarter or Year, the filter will use the first day of the period (which means the first day of the month) as the starting date for the request.
Availability Options Availability Requested From Date Use this field to enter the date from which the rent reservation is to be valid.
For a better overview, open the calendar view via the calendar icon. To select the current date, click Go to today. You can close the calendar view by clicking Done.
Availability Period in Days Optional Enter the number of days for which you would like to reserve the rent object/resource. The Availability Requested To Date field will be filled in automatically.
Availability Requested To Date Use this field to enter the date until which the rent reservation is to be valid.
If you have already entered a value into the Availability Period in Days field, it will be filled out by the system.
Availability Requested Quantity Optional Enter the quantity you would like to check the availability for.
If you leave this field empty, the current utilization for the rent objects/resources will be displayed.
Rent Class Reservation Matrix / Rent Reservation Matrix Reference This FastTab displays the filtered list. Use the bar at the bottom of the page to view the entire time period. By clicking an entry, all reservations for that entry will be shown.
  • Close the Rent Reservation page.

Tip

An overview of all reservations and their parameters can be found on the Rent Reservation Ledger Entries page.

Creating a Reservation

The following sections describe how to set up a reservation for a rent object/resource. You have the following options:

Note

It is possible to overwrite reservations for other quotes or contracts. Once the status is set to Planned, this will no longer be possible.
To do this, select a rent object or resource that has already been reserved when creating a new reservation. The existing reservation will be deleted from the rent quote/contract and the new reservation for the rent object or resource is adopted.
We recommend not overwriting reservations that have been set up by other users. Contact the person who set up the reservation before you overwrite it.

Creating a Reservation via a Rent Quote or Rent Contract

This subsection describes how to create a reservation via a rent quote or rent contract. To do so, proceed as follows:

  • Open the quote or contract.
  • Select Start > Reserve.
  • A new window opens. Here, you can edit the rent object/resource reservation.
  • The fields in the Availability Options FastTab will be pre-filled automatically according to the rent parameters.
  • Filter the Rent Reservation Matrix list under the Matrix Options FastTab to only display those rent objects/resources that are relevant for you. A description can be found in the table below:
Option Action
Object Type Select in this dropdown list whether you would like to filter by items, service items or resources.
Date Filter Optional Use this field to enter the start date that should be shown in the rent reservation matrix.
View by Optional Select a time unit from the dropdown list by which you want the results to be displayed in the rent reservation matrix.
You can choose between Day, Week, Month, Quarter and Year.
Rent Class Filter Optional Enter the name of the desired rent class if you only want to view the rent objects/resources of a specific rent class.
You can also click the button with the three dots to select a specific rent class from the rent class list.
Object No. Filter Optional Enter the object number if you are looking for a specific rent object or resource.
You can also click the button with the three dots to select a specific rent object or resource from the object list.
Rent Object Category Optional Enter a specific category if you want to filter rent objects by a certain rent object category.
Rent Status Optional Enter a specific rent status if you want to filter rent objects by a certain rent status.
Current Location Optional Enter a location if you want to filter by a specific location.
  • In addition to the filter options in the Availability Options and Matrix Options FastTabs, you can also filter by Attributes. Attributes are added on the item or service item card.
  • Optional On the Rent Object Reservation page, select Attributes > Filter by Attributes from the menu bar.
  • A new window opens where you can enter the attribute code as well as the attribute value.
  • Confirm the entered attribute values by clicking OK.

Note

If the requested (service) item is not available, you can also select a (service) item from a different rent class for the reservation. This is only possible if the Alternative Rent Classes allowed toggle switch is activated on the Rent Setup page.

  • Now, select the desired rent object or resource from the filtered Rent Reservation Matrix by clicking in the line. An arrow is displayed in the column next to the selected rent object or resource: Selection Arrow.
  • Click New > Create Reservation to create a reservation for the selected rent object or resource.
  • The Manual Reservation Page window is displayed.
  • Fill in the fields according to the table below to create a rent reservation.
Option Action
From Date Use this field to enter the start date of the rent period.
To Date Use this field to enter the estimated end date of the rent period.
Comment Optional Add a meaningful comment for the rent reservation.
You can also filter by comments. The comment feature can also be used to provide information on how certain the reservation is and whether it can be used in other rent contracts.
Quantity (Base) Enter the number of rent objects you would like to reserve. The maximum quantity for service items is 1. This field is only for (service) items.

Note

If the entered time period does not match the default reservation period, a warning is displayed when you close the window. To keep the entered time period, confirm the dialog with Yes. To correct the time period, click No.

  • Click OK to close the window.
  • The rent object or resource is now reserved for the rent quote or contract.
  • Optional Next, you can plan the reservation.
  • Close the Rent Reservation page.

Creating a Reservation via the 'Rent Reservation' Page

This subsection describes how to create a reservation via the Rent Reservation page.

Note

Before you can create a reservation via the Rent Reservation page, you have to create a rent quote or contract. More information on these topics can be found under Creating a Rent Quote or Creating a Rent Contract.

  • Use the quick search (ALT+Q) to find the Rent Reservation page.
  • In the Rent Class Reservation Matrix FastTab, a list of all items is displayed.
  • Optional Filter by rent class type and rent class in the Matrix Options FastTab to narrow down your search.
  • Select a Rent Class from the table in the Rent Class Reservation Matrix FastTab by clicking in the respective line.
    The line with the arrow Selection Arrow in the first column is the selected line.
  • In the Rent Class Reservation Matrix FastTab, click Manage > Open Object Reservation Page.
  • The Edit – Rent Object Reservation window opens.
  • The fields in the Matrix Options FastTab have already been filled with the information from the Rent Reservation page.
  • Fill in the fields in the Availability Options FastTab according to the information provided under Checking the Ledger Entry Availability.
  • In addition to the filter options in the Availability Options and Matrix Options FastTabs, you can also filter by Attributes. Attributes are added on the item or service item card.
  • Optional On the Rent Object Reservation page, select Attributes > Filter by Attributes from the menu bar.
  • A new window opens where you can enter the attribute code as well as the attribute value.
  • Confirm the entered attribute values by clicking OK.
  • Click New > Create Reservation in the menu bar.

Note

Before you can create a reservation via the Create Reservation function, you have to create a rent quote or contract.
If you have not created a rent quote or contract yet, click Create Quote or Create Contract instead to create a new rent quote or rent contract. More information on these topics can be found under Creating a Rent Quote or Creating a Rent Contract.

  • Click OK.
  • The Manual Reservation Page window is displayed.
  • The parameters from the Edit – Rent Object Reservation window are transferred automatically.
  • In the Reservation Doc. Type dropdown list, select whether the reservation should apply to a Quote, Contract, Add. Contract or Contract Template.
  • From the Reservation Doc. No. dropdown list, select the document to which the reservation should apply.
  • Click OK to confirm the reservation.
  • Click Close to close the Edit – Rent Object Reservation window.
  • The reservation will be shown in the Rent Class Reservation Matrix and in the applicable document.
  • Optional Next, you can plan the reservation.
  • Close the Rent Reservation page.

Creating a Reservation via a (Service) Item

This subsection describes how to create a reservation via an item or service item. To do so, proceed as follows:

Note

First, you have to set up a new rent quote or contract. More information on these topics can be found under Creating a Rent Quote or Creating a Rent Contract.

  • Use the quick search (ALT+Q) to find the Items or Service Items page.
  • A list containing all Items or Service Items is displayed.
  • Open the (service) item you would like to create a reservation for.
  • Select Rental > Reserve from the menu bar.
  • The Edit – Rent Reservation window will open.
  • The list will already be filtered by (service) items. (Service) items that currently have the status In Repair will be displayed in yellow.
  • To create a reservation, proceed as described in Creating a Reservation via the 'Rent Reservation' Page.
  • Optional Next, you can plan the reservation.
  • Close the Edit – Rent Reservation window.

Creating a Reservation via a Resource

This subsection describes how to create a reservation via a resource. To do so, proceed as follows:

Note

First, you have to set up a new rent quote or contract. More information on these topics can be found under Creating a Rent Quote or Creating a Rent Contract.

  • Use the quick search (ALT+Q) to find the Resources page.
  • A list containing all resources opens.
  • Open the resource you would like to create a reservation for.
  • Select Rental > Reserve from the menu bar.
  • The Edit – Rent Object Reservation - Resource window opens.
  • The list will already be filtered by resources.
  • To create a reservation, proceed as described in Creating a Reservation via the 'Rent Reservation' Page.
  • Optional Next, you can plan the reservation.
  • Close the Edit – Rent Object Reservation - Resource window.

Planning a Reservation

This section describes how to set up a binding reservation for a (service) item or resource. To do so, proceed as follows:

Note

A service item can only be planned for rent contracts. Furthermore, the contract has to be signed.
The Status field in the Object Lines FastTab has to be set to the first status of an object status flow (usually Start).

  • Use the quick search (ALT+Q) to find the Rent Contracts page.
  • A list of all rent contracts is displayed.
  • Open the desired rent contract.
  • Navigate to the Object Lines FastTab at the bottom of the page.
  • Click Manage > Process Next Status.
  • A window opens.
  • Select Object has been planned.
  • Click OK.
  • The Edit – Rent Object Reservation window opens.

Note

In case you have already created a manual reservation for this rent contract, a dialog is displayed that you can confirm by clicking Yes. If you want to use a ledger entry other than the reserved one, select No to open the Edit – Rent Object Reservation window.

  • The new window will show the correct contract parameters.
  • Select an entry by clicking into the line.
  • Click Select > Select in the menu bar.
  • The status of the service item in the Object Lines FastTab will be changed to Object has been planned.
  • Optional Next, you can continue with Assigning Rent Objects.
  • Close the Edit – Rent Object Reservation window.

Canceling a Reservation

This section describes how to cancel a reservation. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Reservation Ledger Entries page.
  • A list containing all reservations and rent parameters is displayed.
  • Select the reservation you would like to cancel.
    The line with the arrow Selection Arrow in the first column is the selected line.
  • Click Actions > Delete Reservation to delete a reservation.
    You may have to select 'More Options' first to show the Actions option.
  • A dialog is displayed. Confirm the message with OK.
  • The reservation has been canceled and the (service) item or resource is available for the deleted period.
  • Close the Rent Reservation Ledger Entries page.

Creating a Rent Quote or Rent Contract via the 'Rent Reservation' Page

This section describes how to create a quote or contract via a reservation. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Reservation page.
  • In the Rent Class Reservation Matrix FastTab, a list of all items is displayed.
  • Fill in the fields in the Matrix Options and Availability Options FastTabs according to the information provided in Creating a Reservation.
  • Click New and
    • Create Quote if you want to create a new rent quote, or
    • Create Contract if you want to create a new rent contract.
  • A new window opens where you can create a new rent contract or quote.
  • Select the customer number from the Customer No. dropdown list.
  • The Customer Name, Order Type, Contact No. and Contact fields are filled in automatically. The last two fields can be edited if necessary.
  • Optional Modify the order type in the Order Type dropdown list.
  • Click OK to create the quote or contract.
  • The Rent Class Wizard opens to already add rent classes to the rent document. To do so, proceed as described here.
  • Optional Open the quote or contract.
  • Close the Rent Reservation page.