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Document Texts Rental

Aptean Rental allows you to add individual texts and text templates to documents. Via document text templates, you can define beginning texts and ending texts, as well as texts to be used in payment terms. These templates and texts can be edited for specific documents at a later time and will be displayed on the selected documents and printed reports. This chapter is divided into the following sections:

Defining Document Text Templates for Rental

This section describes how to create a document text template for rental. For more information on document text templates, click here. Proceed as follows to create a document text template:

  • Use the quick search (ALT+Q) to find the Document Text Templates page.
  • To set up a new document text template, click New in the menu bar.
  • In the General FastTab, specify a name for the document text template in the Description field.
  • In the Start Date field, enter the date from which the document text template is to be used.
  • In the End Date field, enter the date until which the document text template is to be used.
  • Navigate to the Text Types FastTab.

The FastTab contains three fields for different document texts:

Text Type Description
Beginning Text Add a beginning text.
Ending Text Add an ending text.
Payment Terms Text Add a text for the payment terms.

  • To create a document text, click the selection field next to the respective text type.

  • Enter the text for the respective text type in the text editor.

  • After entering a text, click OK to go back to the document text template.

  • The value in the field of the respective text type changes to Yes.

  • In the Use on Documents FastTab, activate the toggle for the documents that the document text template should be applied to. The following document types are available for rental:

    • Rent Order
    • Rent Delivery/Return
    • Sub-Rent Request
    • Sub-Rent Contract
    • Sub-Rent Receive/Return
    • Rent End
    • Rent End Vendor
    • Rent Deposit (the defined document texts apply to both rent deposits and rent credit memos)
    • Rent Security Payment (the defined document texts apply to both rent security payments and rent credit memos)

You have successfully created a document text template. This will be used depending on the settings regarding Start Date, End Date and the selected rent documents under Use on Documents.

Defining Document Texts for Rent Orders

You can define document texts for a specific rent order. These texts are then only valid for this rent order. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Orders page.
  • All created rent orders are displayed.
  • Select the rent order to which you want to add document texts.
  • Select Related > Document Texts from the menu bar.
  • The Edit – Document Texts – Rent Order window is displayed.
  • Specify the document text template and the translations of the beginning text, the ending text and the payment terms text for this rent order.

For all further information on setting up document texts, refer to the Document Texts section.

Viewing Document Texts in Posted Rent Invoices and Rent Credit Memos

You can view the stored document texts in posted rent invoices or posted rent credit memos. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Posted Rent Invoices or Posted Rent Credit Memos page.
  • All posted rent invoices and rent credit memos are displayed.
  • Open the posted rent invoice or rent credit memo whose document texts you want to view.
  • Select Related > Show Document Texts from the menu bar.
  • The Posted Rent Invoice or Posted Rent Credit Memo page is displayed. It shows the stored beginning text, ending text and payment terms text. This page is not editable.

For all further information on setting up document texts, refer to the Document Texts section.