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Checklists for Rent Orders

After planning and setting up the rent parameters as described in Rent Contracts, Reservations and Assigning Rent Objects, the rent objects have to be delivered to the customer. In order to take into account and record important information, you can create customized and process-coordinated checklists for delivery and return as well as repair and replacement.

This chapter is divided into the following sections:

Creating Checklist Templates

Checklist templates serve as a framework for checklists that you can structure and set up as you like. You can only select, fill or check fields that have been defined in a checklist template.

This section describes how to create a checklist that can be used to check certain conditions and record processes. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Checklist Templates page.
  • A list containing all checklist templates opens.
  • Click New to create a new checklist template.
  • An empty checklist template card opens.
  • In the No. field, enter a unique identification number for the checklist template.
  • Use the Description field to enter a meaningful description for the checklist template.
  • Optional Add important differentiating features to separate similar checklist templates, e.g., Sales Agricultural Machine Private vs. Sales Agricultural Machine Trade or Rent Delivery Service Item vs. Rent Return Service Item.
  • Optional From the Group Code dropdown list, select a category for the checklist template. This allows for easier filtering of many checklist templates, e.g., Purchase, Sales, Rental, Repair.
    The Group Description field will be filled automatically.
  • In the Linked Table ID field, select the number of the linked table. The different parameters are added to the checklist via this number.
    The From Table Name field will be filled automatically with the name of the selected table.
  • In the Handler Codeunit field, select the number of the linked codeunit. The codeunit enables the automatic transfer of defined variables into a checklist. The Handler Codeunit Name field will be filled automatically with the name of the selected codeunit.

Note

Codeunits have to be programmed first. Talk to your internal contact person or your contact person at TRASER Software GmbH.

  • Navigate to the Lines FastTab to set up the checklist contents.

Important

You cannot change the order of the contents once a checklist has been set up! The order corresponds to the order in which you set up the checklist template. Make sure from the outset to set up the contents in the right order. If you want to change the order at a later time, you have to delete lines and create new (intermediate) lines (see Editing Checklist Templates).

  • From the dropdown list for the Type column, select the checklist field type. In the following table the different options are defined.
Type Description Possible Usage
Group This field creates a headline for the following checklist lines. Headline | Category
Information An individual text is added to the checklist. You cannot add a value to this field as it is only there for information purposes. Description/Explanation for a specific field | Introduction Text | Free Text
Single-line Text Field A single-line text field is added to the checklist. Name | Order Type | Product
Multi-Line Text Field An editable multi-line text field is added to the checklist. Configuration | Scope of delivery | Damage | Special Agreement | Comments
Checkbox A checkbox is added to the checklist. Yes/No Question | Option | Configuration Feature
Number Field A field is added to the checklist which can only contain numbers. Consumption Data | Number of Rent Days | Purchase/Rent Price
Date Field A field is added to the checklist which can only contain a date. Current Date | Completion Date | Return Date | Year of Manufacture
Option Field A list with various options is added to the checklist. You can only select one option. Boolean Question without predefined Answers | Option | Configuration Feature
Selection Field A field with a dropdown list is added to the checklist. You can only select one option. Machine Status
Image A field which allows you to upload one picture is added to the checklist. Product Picture | Picture of damage
Images A field which allows you to upload multiple pictures is added to the checklist. Product Pictures | Picture of one or multiple damages
  • In the Description column, enter a clear description or headline for the checklist field.

Tip

When filling out the checklist at a later time, it must be visible what kind of value has to be entered in a field. Note that all description text will be shown on the print-out of the checklist.

  • Optional Select the Mandatory Field checkbox if you want the respective line to be mandatory for the completion of the checklist.

Configuring Checklist Lines

You can further define the lines, e.g., you can add a type code or mark a field as write-protected. To do so, proceed as follows:

  • Click the line you would like to define more precisely.
  • In the Lines FastTab, click Manage > Details.
  • In addition to the given values (Type, Description, Mandatory Field, Group Code) you can define the following information:
Option Description
Type Code Here, select the type code to narrow down the filter and assignment options.
Read Only Activate this toggle switch if you want the field to be write-protected.
You can find information on the status of the toggle switch in the 'Toggle Switch' Table.
Hide Activate this toggle switch if you want the line to be hidden on the checklist print-out.
You can find information on the status of the toggle switch in the 'Toggle Switch' Table.
Mark for Invoicing Activate this toggle switch if you want the line and the value to be transferred to the invoice.
You can find information on the status of the toggle switch in the 'Toggle Switch' Table.
Field Link Activate this toggle switch if you want to link this line to a field. The Link to Field No. field is displayed and you can enter something into the field.
You can find information on the status of the toggle switch in the 'Toggle Switch' Table.
Link to Field No. Select the number of the field that you would like to link to the line. To be able to enter something here, the Field Link toggle switch has to be activated.
Link to Field Name Specifies the name of the field selected in the Link to Field No. field.
Automatic Option Value Activate this toggle switch if you want to use automatic option values.
Handler Code Here, enter a handler code that you would like to link to the line.
  • Close the Checklist Line Detail Card.
  • Close the Checklist Template Card.
  • Close the Checklist Templates page.

You have successfully created a new checklist template. You can now assign this checklist template to a rent class or a rent class type so that the template is displayed during certain rent processes. For information on assigning checklists to a rent class or a rent class type, see Assigning Checklist Templates.

Assigning Checklist Templates

After creating a new checklist template, you must assign the template to a rent process so it is displayed at the right time. The system needs to know when to display the checklist. That is why you need to assign the checklist template to a rent class.

Note

At least one rent class must exist. For information on creating rent classes, see Create Rent Class.

To assign a checklist template to a Rent Class, proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Classes page.
  • A list of all rent classes is displayed.
  • Open a rent class that you would like to assign a checklist template to by clicking the class name.
  • In the header of the rent class card, click Process Flow > Status Flow.
  • The Edit – Object Status Flow page opens.
  • Navigate to the Preparation Checklist Template, Checklist Template and Finishing Checklist Template columns.
  • Select the line of the process status to which you want to assign the checklist template. The checklist is displayed automatically as soon as a rent contract changes to this status. If you select a checklist template for a flow without a delivery or return document (e.g., from Start to Planned), open and complete the checklist via the menu bar of the rent contract. Only then can the rent contract be processed further.

Important

Checklist templates can only be assigned to the following status types: Delivered, In Repair, In Rent Break and Returned.

  • Select the checklist templates as follows:
    • Optional From the dropdown list in the Preparation Checklist Template column, select the checklist template to be displayed when the status type changes to Delivered.
    • Optional From the dropdown list in the Checklist Template column, select the checklist template to be displayed before a delivery or return document is created.
    • Optional From the dropdown list in the Finishing Checklist Template column, select the checklist template to be displayed when the status type changes to Returned.
  • Your changes are saved automatically.
  • Click Close.
  • Close the Rent Class Card.
  • Close the Rent Classes page.

Editing Checklist Templates

You can always edit checklist templates, even if they are already in use. The changes will only be applied to newly created checklists.

To edit a checklist template, proceed as follows:

  • Use the quick search (ALT+Q) to find the Checklist Templates page.
  • A list containing all checklist templates opens.
  • Open the checklist template you would like to edit by clicking the number of the checklist template.
  • The related Checklist Template Card is displayed.

Note

Make sure that the checklist template is in edit mode. You can only edit the checklist template if in edit mode.
If the pen icon is encircled, the edit mode is active.

Checklist template in edit mode

If needed, click the pen icon to change to edit mode.

  • Update the parameters that you would like to change (see the table in Creating Checklist Templates). You can:
    • edit any field in the General FastTab,
    • delete lines,
      • Click the line you would like to delete.
      • Click Manage > Delete Line.
      • The line will be deleted and cannot be restored.
    • add new lines,
      • Click the line beneath the line you would like to add.
      • Click Manage > New Line.
      • A new line will be added above the selected line.
    • change the line description and other parameters,
    • select/clear the Mandatory Field checkbox.
  • Your changes are saved automatically.
  • Close the Checklist Template Card.
  • Close the Checklist Templates page.

Copying Checklist Templates

Copying an existing checklist template can be helpful if you manage several similar checklist templates. You then only have to adjust a few details. If you copy a checklist template, all fields except for the No. field will be copied and can be edited afterwards.

To copy a checklist, proceed as follows:

  • Use the quick search (ALT+Q) to find the Checklist Templates page.
  • A list containing all checklist templates opens.
  • Mark the checklist template you would like to copy.
  • Click Copy Template.
  • A copy of the checklist template will be created.
  • The number will be assigned according to the selected Number Series.
  • Open the copied checklist template.
  • Edit the checklist template according to your needs (see Editing Checklist Templates).
  • Close the Checklist Template Card.
  • Close the Checklist Templates page.

Deleting Checklist Templates

You can always delete checklist templates, even if they are already in use. They will no longer be available for new processes.

CAUTION!

You cannot restore deleted checklist templates. So make sure that a checklist will not be needed anymore before deleting it. In some cases, it might be enough to update the checklist (see Editing Checklist Templates).

To delete a checklist template, proceed as follows:

  • Use the quick search (ALT+Q) to find the Checklist Templates page.
  • A list containing all checklist templates opens.
  • Mark the checklist template you would like to delete.
  • Click Manage > Delete.
  • Click Yes to confirm the dialog.
  • The checklist template will be deleted and cannot be restored.
  • Close the Checklist Templates page.

Removing Checklist Template Assignments

If you have already assigned the deleted checklist template to a rent class or rent class type, you must remove the deleted checklist template from it or assign a new checklist template. To do so, proceed as follows:

Removing Checklist Templates from Rent Classes

  • Open the Rent Classes page.
  • A list containing all rent classes is displayed.
  • Open the rent class that you would like to delete the checklist from by clicking the class name.
  • Click Process Flow > Status Flow to open the object status flow of the rent class.
  • Navigate to the Preparation Checklist Template, Checklist Template, and Finishing Checklist Template columns on the right-hand side of the table.
  • Select the field of the deleted checklist template and:
    • Optional delete the assigned checklist by deleting the field content and confirming the step with the TAB key
      or
    • Optional assign a new checklist template by selecting a new template from the dropdown list of the field.
  • Repeat this step for all relevant Rent Classes.
  • Close the Object Status Flow page.
  • Close the Rent Class Card.
  • Close the Rent Classes page.

Removing Checklist Templates from Rent Class Types

  • Open the Rent Class Types page.
  • A list containing all rent class types opens.
  • Select the rent class type from which you want to remove the deleted checklist template.
  • Click Process Flow > Status Flow to open the object status flow of the rent class type.
  • Navigate to the Preparation Checklist Template, Checklist Template, and Finishing Checklist Template columns on the right-hand side of the table.
  • Select the field of the deleted checklist template and:
    • Optional delete the assigned checklist by deleting the field content and confirming the step with the TAB key.

      or
    • Optional assign a new checklist template by selecting a new template from the dropdown list of the field.
  • Repeat this step for all relevant Rent Class Types.
  • Close the Object Status Flow page.
  • Close the Rent Class Types page.

'Toggle Switch' Table

Icon Status Description
Toggle switch deactivated Deactivated The option is not activated and the related function is not available.
Toggle switch activated Activated The option is activated and the related function is available.