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Damage Documentation

In Aptean Rental, you can register, print and add pictures to damages that occurred to (service) items during the rent period at various stages during the rent process.

This chapter is divided into the following sections:

For more information on recording damages directly in service items, see Record Service Item Damages.

Registering Damages

If damages occur to a rent object during the rent period or have already occurred before the rent period, they can be registered at various stages during the rent process.

  • Damages that existed before the rent period can be registered via the Lines of a Delivery.
  • Damages that occurred during the active rent period can be registered via the Object Lines of a Rent Contract.
  • At the end of the rent period, occurred damages can be registered via the Lines of a Return.

These cases will be described in the following sections.

Tip

You can allow final invoices for rent contracts to be posted despite registered damages for service items in the contract, e.g., during delivery or return. For more information, see Rent Setup. You can also make this setting for individual damages only. To do so, open the respective rent contract via the quick search (ALT+Q) and navigate to the Object Lines FastTab. Click Yes in the Has Damages column. In the dialog, select the Not Rent Contract Relevant checkbox. The damage in question then affects neither the creation of the final invoice nor the conclusion of the contract.

Registering Existing Damages via Delivery Lines

You can register already existing damages to the rent object via the delivery lines. To do so, proceed as follows:

Note

If there are already damage entries at this point, they were recorded directly for the service item. For more information, see Service Item Damages.

  • Enter a meaningful description of the damage in the Damage Description column.
  • Optional Click the Upload Pictures... option to upload pictures of the damage. The No. of Pictures column indicates how many pictures have been uploaded.
  • If the damage has already been registered (e.g., directly at the service item), the Existing Damage checkbox will be selected automatically. The checkbox in the Existing Damage column cannot be selected for damages that were added at this point. It will be automatically selected upon creating a Return.
  • Close the Delivery/Return Damage page.

You have successfully registered damages via the delivery lines. Those damages will be shown separately as already existing damages on the printed report.

Registering Occurred Damages via Return Lines

You can register damages which occurred to the rent object during the rent period via the return lines. To do so, proceed as follows:

  • Open the desired return (see Returning Rent Objects via a Rent Contract).
  • Navigate to the Return Lines FastTab.
  • Select Damages > Register Damage from the menu bar of the FastTab.
  • The Delivery/Return Damage page is displayed.
  • Enter a meaningful description of the damage in the Damage Description column.
  • Optional Click the Upload Pictures... option to upload pictures of the damage. The No. of Pictures column indicates how many pictures have been uploaded.
  • If the damage has already been registered, the Existing Damage checkbox will be selected automatically.
  • If the damage is recorded after completion of the return with the customer, the Registered after Signing checkbox will be selected automatically.
  • Close the Delivery/Return Damage page.

You have successfully registered damages via the return lines.

Registering Occurred Damages via a Rent Contract

Damages that occurred during the active rent period can be registered via the object lines of a rent contract. To do so, proceed as follows:

  • Open the desired rent contract.
  • Navigate to the Object Lines FastTab.
  • Select Service > Register Damages from the menu bar.
  • The Register Damage page is displayed.
  • In the Date of Registration field, select the date on which you want to register the damage.
  • Enter a meaningful description for the damage in the Damage Description field.
  • Optional If needed, click Upload Pictures... in the Damage Pictures FastTab to upload pictures of the damage.
  • Confirm your entries with OK.

You have successfully registered the damage.

Tip

To view the registered damages, select Related > History > Damages from the menu bar of the rent contract. On this page, all registered damages for this rent contract are displayed. The Source Doc. Type column shows the origin of the damage, e.g., a damage claim, a rent contract registration or an existing damage on delivery. The Date of Repair and Service Doc. No. columns show whether the damage has already been repaired.

Creating a Damage Claim via the Delivery Plan or Return Plan

You can also create damage claims for (service) items via the delivery or return plan.

Tip

You can also create damage claims via a rent contract. Navigate to the Object Lines FastTab of the respective rent contract and select Service > Damage Claim from the menu bar.

To create a damage claim via the delivery or return plan, proceed as follows:

  • Use the quick search (ALT+Q) to find the Delivery Plan or Return Plan page.
  • The Delivery Plan or Return Plan page is displayed.
  • Select the desired lines of the delivery or return plan.
  • Select Service > Damage Claim from the menu bar.
  • The Damage Claims page is displayed.
  • Click New in the menu bar.
  • The Damage Claim Card is displayed.

You can choose between the following options:

FastTab Field Description
General
Report Date Enter the date on which the damage was reported here.
Status Specifies the status of the damage claim.
Service Doc. Posted Specifies if the service document linked to the damage claim has been posted.
Description Enter a description for the damage claim.
Contract and Object
Rent Contract No. Specifies the rent contract number of the affected rent contract.
Object No. Enter the object number of the affected object here.
Object Type Enter the object type of the affected object here.
Cost Estimate
Service Doc. Type Specifies the type of service document linked to the damage claim.
Prices Incl. VAT Choose here if the cost estimate includes the VAT.
Service Doc. No. Enter the service document number of the linked service document here.
Cost Estimate Incl./Excl. VAT Shows the cost estimate.
Reported Damages
Damage Description Enter a description for the damages.
No. of Pictures Shows how many pictures have been uploaded for this damage.
Damage Pictures Optional Upload pictures of the damage claim here.
  • Fill in the fields with the desired information.
  • Click Status > Release in the menu bar.
  • Your entries are saved automatically.

You have successfully created a damage claim via a return or delivery plan.

Printing Reports for Damages on Returned Rent Objects

With Aptean Rental, you can print or send a damage report on damages recorded during the rent period as well as already existing damages on delivery. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Delivery/Return List page.
  • Open the desired return for which you want to create a damage report.
  • Click Print/Send > Damage Report in the menu bar.
  • Optional Make the following print settings:
Option Description
Hide Header/Footer Activate this toggle switch if you want to hide the header and footer on the printout.
Hide Return Address Activate this toggle switch if the return address shall be hidden in print.
Print as E-Post Activate this toggle switch if the document should be printed as e-post.
Print Communication Details Activate this toggle switch if the communication details should be printed.
Print Customer Signature Activate this toggle switch if the customer signature shall be printed.
Print Vendor Item No. Activate this toggle switch if the vendor item number shall be printed instead of the item number.
'Damage' Option Select here which damages shall be printed. You can choose between All and Registered After Signature.
Print Damage Pictures Activate this toggle switch if the damage pictures shall be printed.
  • Click Print to print the document with the desired settings.

You have successfully printed the damage report.

Tip

To send the damage report via email, click Print/Send > Send Damage Report as Email in the menu bar of the opened return. Select the desired file format and confirm your selection with OK. The damage report is saved as an electronic document and can then be sent via email.