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Creating Documents from Rent Contracts

Documents from other areas of our ERP solution can be created from rent contracts for further processing. This chapter is divided into the following sections:

Creating a Sub-Rent Request from a Rent Contract

You can already create a sub-rent request from a rent contract before it is released. This is important, for example, to check in advance whether the vendor can deliver the requested rent object on time. You can find more information on working with sub-rent requests in the Sub-Rent Requests chapter. To create a sub-rent request from a rent contract, proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Contracts page.
  • A list of all rent contracts is displayed.
  • Open the rent contract from which you want to create a sub-rent request or create a new contract.
  • Select the desired contract lines for which you want to create a sub-rent request.
  • In the Lines FastTab, select Sub-Rent > Create Sub-Rent Request from the menu bar.
    You might have to click More Options to view the Sub-Rent option.
  • The Vendors page is displayed.
  • Select the desired vendor for the delivery of the rent object.
  • In the following dialog, select whether you want to open the sub-rent request directly.

Tip

To open the sub-rent request later, click Sub-Rent > Open Purchase Document in the menu bar of the Lines FastTab.

If a sub-rent document has already been created from a rent contract, the Sub-Rent Document Exists column in the Lines FastTab shows the value Yes. Click Yes to open the list of existing sub-rent documents linked to this rent contract.

Creating a Sub-Rent Contract from a Rent Contract

You can already create a sub-rent contract from a rent contract before it is released. This is important, for example, to check in advance whether the vendor can deliver the requested rent object on time. To create a sub-rent contract from a rent contract, proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Contracts page.
  • A list of all rent contracts is displayed.
  • Open the rent contract from which you want to create a sub-rent contract or create a new contract.
  • Select the desired contract lines for which you want to create a sub-rent contract.
  • In the Object Lines FastTab, select the option Sub-Rent > Create Sub-Rent Contract from the menu bar.
    You might have to click More Options to view the Sub-Rent option.
  • The Vendors page is displayed.
  • Select the desired vendor for the delivery of the rent object.
  • In the following dialog, select whether you want to open the sub-rent contract directly.
  • The created sub-rent contract is now automatically linked to the rent contract.

Tip

To open the sub-rent contract later, click Sub-Rent > Open Purchase Document in the menu bar of the Lines FastTab.

If a sub-rent document has already been created from a rent contract, the Sub-Rent Document Exists column in the Lines FastTab shows the value Yes. Click Yes to open the list of existing sub-rent documents linked to this rent contract.

Creating a Sub-Rent Contract when Signing a Rent Contract

Note

To be able to create a sub-rent contract when signing a rent contract, the following requirements must be met:

  • There is a linked sub-rent request for at least one line of the rent contract.
  • The rent contract is not yet signed.

To create a sub-rent contract when signing a rent contract, proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Contracts page.
  • A list of all rent contracts is displayed.
  • Open the rent contract from which you want to create a sub-rent contract or create a new contract.

Note

You can only release and sign a rent contract if you have the respective permissions. More information on user permissions can be found here: Permissions in Aptean Rental.

  • Release the rent contract as described in Releasing a Rent Contract.
  • Mark the rent contract as signed.
  • A dialog opens asking whether you want to convert the linked sub-rent requests into sub-rent contracts.

Note

This function can only be executed once. If you select No in the following dialog, the rent contract is signed and the linked sub-rent requests will remain. Once the rent contract is signed, a sub-rent request can only be converted manually into a sub-rent contract. You can find more information on converting a sub-rent request into a sub-rent contract here.

  • Click Yes.
  • A list with the linked sub-rent requests opens.
  • Select the desired sub-rent request that you want to convert into a sub-rent contract.
  • The selected sub-rent request opens and can be manually converted into a sub-rent contract.

Creating a Sales Quote from a Rent Contract

You can create a sales quote directly from a rent contract. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Contracts page.
  • The Rent Contracts page is displayed.
  • Select the rent contract you want to create a sales quote for.
  • Click Actions > Functions > Sales Options > Create Sales Quote in the menu bar.
  • The sales quote card is displayed.
  • The Customer No., Customer Name and Order Type fields in the General FastTab have already been filled.
  • Optional Fill in additional fields in the General FastTab.
  • Navigate to the Lines FastTab.
  • Add sales lines as described in Creating Sales Quotes.
  • After adding sales lines, select Home > Release from the menu bar of the sales quote.
  • The status of the sales quote changes to Released.

You have successfully created a sales quote from a rent contract. You can now print the sales quote or create a sales order from the quote.

Tip

To keep an overview of all sales quotes associated with a rent contract, click Related > Documents > Sales Quotes in the menu bar of an open rent contract. You will then see a list of all sales quotes linked to that rent contract.

Creating a Sales Order from a Rent Contract

You can create a sales order for a (service) item/rent object directly from a rent contract. This is possible for a single or multiple (service) items/rent objects at once.

Note

The respective (service) item must have been returned in the rent contract. Upon return, the for sale field in the delivery/return card must contain a value. To use this feature, the respective (service) item must not be an External Machine. For more information on sales orders, click here.

To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Contracts page.
  • The Rent Contracts page is displayed.
  • Select the rent contract with a returned (service) item you want to sell.
  • Click Actions > Functions > Sales Options > Create Sales Order (After Return) in the menu bar.
  • The Sale and Scrap Wizard is shown.
  • The Context, Contract No. and Order Type fields in the Options FastTab are automatically filled by the system.
  • In the Location Code field under the Options FastTab, select the location at which the (service) item shall be decommissioned for rent.
  • Navigate to the Sales/Scrap Entries FastTab.
  • The FastTab lists all (service) items for which a sales order can be created.
  • Select the checkbox in the Selected column for each line you want to transfer to the sales order.

Tip

You can select or clear all checkboxes at once using the Select All or Deselect All functions in the menu bar of the FastTab.

  • The Rent Contract No., Object Type, Object No., Vendor Item No. and Available Qty. (Base) fields have been filled automatically.
  • Select the applicable owner location in the Owner Location field.
  • Optional Enter a value into the Owner Location Description field.
  • Click OK to confirm your input.
  • A hint is displayed, indicating that the selected objects of the sales order will be deactivated.
  • Click Yes to confirm.
  • A dialog opens asking whether you want to open the new sales order.
  • Click Yes to confirm.
  • The sales order opens.

You have successfully created a sales order from a rent contract and can now process it further as usual.

Tip

To keep an overview of all sales orders associated with a rent contract, click Related > Documents > Sales Orders in the menu bar of an open rent contract. You will then see a list of all sales orders linked to that rent contract.

In addition, you can manually display the Scrapping Ledger Entries and Sales Ledger Entries fields on the Rent Contracts page and in the General FastTab of the rent contract card using the Personalize function to keep track of open sales and scrapping ledger entries at all times.

Creating Purchase Orders from a Rent Contract

You can create a purchase order for a service item specifically needed for a rent contract from that rent contract.

Note

The rent contract must have the document status Open. The service item must not be in stock.

For more information on creating purchase orders from a rent contract, click here.

Creating a Transport Order without a Rent Return from a Rent Contract

You can create a transport order from a rent contract without an existing rent return. This way, a transport can be planned without having to know which rent objects are returned. To do so, proceed as follows:

  • Open a rent contract.
  • In the Object Lines FastTab, mark the line with the rent object that has not been returned yet.
  • Select Contract > Create Transport Order from the menu bar of the General FastTab.
  • The Vendors window is displayed.
  • Select the desired vendor.
  • Confirm your selection with OK.
  • The Rent Locations window is displayed.
  • Select the desired rent location at which you want to return the rent object.
  • Confirm your selection with OK.
  • A dialog is displayed in which you can decide whether to open the newly created transport order.
  • Click Yes to open the transport order.
  • The purchase order is displayed. You can now process it further.