Setting More Rent Contract Parameters

After a rent contract has been created and released, you can define further useful parameters for this rent contract. This chapter covers, among other things, how to add attributes or how to assign a specific object number to a line. Creating contract and GTC texts is also part of this chapter. This chapter is divided into the following sections:

• Updating a Customized Calendar
• Adding Additional Components
• Adding Additional Agreements
• Adding Attributes
• Adding Text Lines
• Adding Comments
• Creating Contract or GTC Texts
  • Creating Contract Texts
  • Creating GTC Texts
  • Printing GTC Texts
• Assigning Specific Object Numbers to Lines
  • Editing or Deleting a Specific Object Number
• Linking a Rent Contract to a Campaign
• Selecting an Alternative Rent Class
• Adding Several Contacts to a Rent Contract
• Setting a Rent End Date in a Rent Contract

Updating a Customized Calendar

You can create customized calendars for a rent contract. This calendar is synchronized on a contract-specific basis with the invoice calendars of rent classes, rent packages and rent objects.

To update a customized calendar, proceed as follows:

• Use the quick search (ALT+Q) to find the Rent Contracts page.
• A list of all rent contracts is displayed.
• Click New to create a new rent contract or open an existing rent contract with the status Open for which you want to create a customized calendar.
• In the General FastTab, select the Create Customized Calendar option from the dropdown list.
• The Edit - Customized Calendar Entries page opens.
• The Date field specifies the date which you want to edit.
• The Day field specifies the day of the week of the selected date.
• Activate the Free field to mark the selected date as a free day.
• Enter a description for the free day in the Description field.
• Close the Edit - Customized Calendar Entries page.
• To synchronize the customized calendar with the invoice calendars in the contract lines and to make sure that the data is consistent, click Actions > Invoice > Full Calendar Synchronisation in the menu bar of the rent contract.

You have successfully updated a customized calendar.

Adding Additional Components

You can add additional components to already added rent classes of the rent contract. To do so, proceed as follows:

• Use the quick search (ALT+Q) to find the Rent Contracts page.
• A list of all rent contracts is displayed.
• Click New to create a new rent contract or open an existing rent contract with the status Open to which you want to add additional components.
• Navigate to the Lines FastTab.
• Click the line of the rent class to which you want to add additional components.
• Click Functions > Add Additional components.
  You might have to click More Options to view the Functions option.
• The Select Rent Class/Package Components window opens.
• Select the component to be added to the rent contract.
• The rent contract is displayed with updated contract lines.
• You can now release the rent contract or make further changes.

Adding Additional Agreements

You can add additional agreements to the rent contract which are not bound to a rent class or rent package. These additional agreements apply to the entire contract and will be displayed on the posted document.

Note

To add additional agreements to a rent contract, you have to define the standard text codes for the additional lines. To do so, proceed as follows:

• Use the quick search (ALT+Q) to find the Standard Text Codes page.
• The Standard Text Codes page is displayed.
• To define a new code, click New in the menu bar.
• Enter a unique Code to label the standard text.
• Enter under Description a specific description of the standard text.
• The changes are saved automatically.
• To add extended texts for a standard text code, click Ext. Texts in the menu bar. They will be included in the rent contract.
• The Extended Text Overview page is displayed.
• Click New in the menu bar.
• The page to set up extended texts opens.
• Navigate to the Lines FastTab.
• Click in a line to add an extended text.
• Add a text under Text.
• Navigate to the Rental FastTab.
• Activate the Rent Contract Additional Agreement toggle switch to display the extended text for additional agreements in the rent contract.
• The changes are saved automatically.
• You can now use the standard text code in rent contracts. The defined extended texts are included in the rent contract.

To add additional agreements to the 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 to which you want to add additional agreements or create a new contract.
• Navigate to the Add. Agreements FastTab.
• Under No., select a standard text code for the additional agreements from the dropdown list.
• The previously defined descriptions and extended texts are automatically included when you select a standard text code.
• Optional Edit or expand the extended texts.
• Your changes are saved automatically.
• The next step is to release the rent contract.

Adding Attributes

You can add certain attributes to rent classes of the rent contract. To do so, proceed as follows:

• Use the quick search (ALT+Q) to find the Rent Contracts page.
• A list of all rent contracts is displayed.
• Click New to create a new rent contract or open an existing rent contract with the status Open.
• Add a new rent class for which you have previously assigned attributes.
• Select the rent class in the contract lines.
• Navigate to the Object Attributes FastTab.
• The previously added attributes of this rent class are displayed.
• Fill in the Attribute Value field.
• Optional Select the checkbox in the Print in Delivery/Return column to print the attributes in the delivery/return.
• Your selection is saved automatically.

Adding Text Lines

You can add text lines subsequently to already added rent classes of the rent contract. To do so, proceed as follows:

• Use the quick search (ALT+Q) to find the Rent Contracts page.
• A list of all rent contracts is displayed.
• Click New to create a new rent contract or open an existing rent contract with the status Open to which you want to add text lines.
• Navigate to the Lines FastTab.
• Click the line of the rent class to which you want to add text lines.
• Click Manage > Add Text Lines.
• The Contract Text Wizard opens.
• Enter the desired text to be added in the Contract Text column.
• When you have finished, confirm by clicking OK.
• The rent contract is displayed with updated contract lines.
• You can now release the rent contract or make further changes.

Adding Comments

You can add comments to a rent contract or additional contract to share certain information or to take notes. To do so, proceed as follows:

• Use the quick search (ALT+Q) to find the Rent Contracts page.
• A list of all rent contracts is displayed.
• Click New to create a new rent contract or open an existing rent contract with the status Open to which you want to add comments.
• Select Contract > Comments from the menu bar.
• A list containing all comments is displayed.
• The work date is automatically inserted in the Date column.
• Optional Adjust the date.
• Enter your notes or annotations in the Comment column. Formatting or lists are not possible.
• Close the Comments page.

The comments included in a rent contract or an additional contract are also displayed in the Comments FactBox (ALT+F2).
When rent quotes are converted into a rent contract or additional contracts are activated, the deposited comments are automatically transferred into the rent contract.

Creating Contract or GTC Texts

With contract or GTC texts, you can set individual texts or define standard texts for each rent order which are applicable for all rent quotes or rent contracts. These texts can also be created for additional contracts or contract templates. The texts included in a rent contract can be printed in order to provide a printed version for customers or for filing.

Creating Contract Texts

To add contract texts, proceed as follows:

• Use the quick search (ALT+Q) to find the Contract Text List page.
• To create a new contract text, click New.
• A dialog opens.
• In the Doc. Type field, select whether you want to add text lines to a quote, a contract, an additional contract or a contract template.
• Optional In the Language Code field, select the language in which the text lines are written. This is useful if you manage rent orders in different languages.
• Optional In the Order Type field, select the order type that the text lines shall apply to.
• Confirm the dialog with Yes.
• The new text card opens.
• Optional Activate the Print Salutation toggle switch if a salutation shall be printed on the contract reports.
• To add text lines, click the button with the three dots under Start Text Exists, Lessor Text Exists, Lessee Text Exists or End Text Exists.
• The text editor opens.
• To add and format text, proceed as follows:

Working in the Text Editor

Icon	Function	Description
	Paragraph	Use this function to adjust the paragraph formatting. You can choose from the following options: Paragraph, Heading 1, Heading 2, Heading 3
Font Size	Use this function to adjust the font size. You can choose from the following options: 9, 11, 13, Default, 17, 19, 21
	Font Family	Use this function to adjust the font of the selected text. You can only choose from the following options: Default, Arial, Courier New, Georgia, Lucida Sans Unicode, Tahoma, Times New Roman, Trebuchet MS, Verdana
	Font Color	Use this function to adjust the font color of the selected text. To remove the font color, select the desired text, click the Font Color function, then click Remove Color.
	Font Background Color	Use this function to adjust the background color that will be used to highlight selected text. To remove the font background color, select the desired text, click the Font Background Color function, then click Remove Color.
	Bold	Use this function to format the selected text in bold.
	Italic	Use this function to format the selected text in italics.
	Underline	Use this function to format the selected text as underlined.
	Remove Format	Use this function if you want to reset the format of the selected text to default values.
	Link	Use this function to add a link to a website. • First, enter the description text for the link. • Select the description text and click on the Link icon. An input field where you can enter the URL address is displayed. • Enter the full URL and confirm your entry by clicking on the green checkmark.
	Bulleted List	Use this function to create a list with bullet points. You can choose from the following options: Disc, Circle, Square You can then use the Increase Indent and Decrease Indent functions to indent/outdent the listing levels in order to create a hierarchical list.*
	Numbered List	Use this function to create a numbered list. You can choose from the following options: Decimal, Decimal with leading zero, Lower-roman, Upper-roman, Lower-latin, Upper-latin You can then use the Increase Indent and Decrease Indent functions to indent/outdent the listing levels in order to create a hierarchical list.*
	Text Alignment	Use this function to change the alignment of the selected text. You can choose from the following options: Align left, Align right, Align center, Justify
	Increase Indent	This function indents the selected paragraph (one level to the right). With the Bulleted List and Numbered List functions, this can be used to create subordinate elements for hierarchical lists.
	This function moves the selected paragraph one level to the left. With the Bulleted List and Numbered List functions, this can be used to create parent elements for hierarchical lists.
	Insert Image	This function adds an image centered on the page.
Block Quote	This function inserts a gray bar on the left side of the paragraph and indents the text. It also changes the font format to italic.
	Insert Table	This function adds a table centered on the page. More information on this function can be found under Adjust Table.
	Undo	This function undoes the last action performed (text entry, formatting, etc.). You can undo all actions performed since the text editor was last opened.
	Redo	This function can be used to restore actions that have been undone by mistake (text entry, formatting, etc.). You can restore all actions that have been undone since the text editor was last opened, provided that no new actions have been performed in the meantime.

• Enter the desired content into the panel and change the formatting as needed.

Add Table

Simple tables can be created quickly, but complex variants are also possible. To create a table, proceed as follows:

• Click on the Insert Table icon in an empty line.
• A dropdown window with multiple lines and columns opens. These represent the number of lines and columns of the table to be created.
• Move your mouse pointer to the cell that should define the last row and last column of the new table. The area to the left and above the cell is highlighted in blue and contains the new table.

• Click on the cell to create a table with the selected number of lines and columns.
• Enter the desired text in the cells and format it as needed using the functions in the menu bar.

There are also table-specific functions that can be used to edit columns, lines, and cells separately:

Column Options

Line Options

Cell Options

• Close the text editor.
• Optional Add more texts in the Contract Lines Text FastTab. The texts are added to the related sections of the contract.
  • In the Line Type column, select whether you want to add an Additional Text, a text for Rent Objects, a text for Payment Method & Terms, a GTC text, a text for Additional Agreements or a text for Shipping Information.
  • In the Line Header Exists column, select whether the related contract lines text should include a headline.
    • To add a headline, click No.
    • Edit the text in the text editor.
    • If a text is now included, the line displays Yes.
  • In the Line Start Text Exists column, select whether the related contract lines text should include an additional text before the relevant contract lines.
    • To add a start text, click No.
    • Edit the text in the text editor.
    • If a text is now included, the line displays Yes.
  • In the Line End Text Exists column, select whether the related contract lines text should include an additional text after the relevant contract lines.
    • To add an end text, click No.
    • Edit the text in the text editor.
    • If a text is now included, the line displays Yes.
• Close the text card.

Creating GTC Texts

To add GTC texts, proceed as follows:

• Use the quick search (ALT+Q) to find the General Terms & Conditions page.
• A list with all GTC texts is displayed.
• Select New in the menu bar to create a new GTC text.
• A new card for the general terms & conditions opens.
• In the General FastTab, enter a unique label for the GTC text in the GTC Code field.
• In the Valid From field, enter the date from which the GTC text is supposed to be valid.
• Optional In the Valid Until field, enter the date until which the GTC text should remain valid.
• To add a new page to the GTC text, click No in the General Terms & Conditions Text FastTab in the Content Exists column.
• The text editor opens.
• To add and format text, proceed as follows:

Icon	Function	Description
	Paragraph	Use this function to adjust the paragraph formatting. You can choose from the following options: Paragraph, Heading 1, Heading 2, Heading 3
Font Size	Use this function to adjust the font size. You can choose from the following options: 9, 11, 13, Default, 17, 19, 21
	Font Family	Use this function to adjust the font of the selected text. You can only choose from the following options: Default, Arial, Courier New, Georgia, Lucida Sans Unicode, Tahoma, Times New Roman, Trebuchet MS, Verdana
	Font Color	Use this function to adjust the font color of the selected text. To remove the font color, select the desired text, click the Font Color function, then click Remove Color.
	Font Background Color	Use this function to adjust the background color that will be used to highlight selected text. To remove the font background color, select the desired text, click the Font Background Color function, then click Remove Color.
	Bold	Use this function to format the selected text in bold.
	Italic	Use this function to format the selected text in italics.
	Underline	Use this function to format the selected text as underlined.
	Remove Format	Use this function if you want to reset the format of the selected text to default values.
	Link	Use this function to add a link to a website. • First, enter the description text for the link. • Select the description text and click on the Link icon. An input field where you can enter the URL address is displayed. • Enter the full URL and confirm your entry by clicking on the green checkmark.
	Bulleted List	Use this function to create a list with bullet points. You can choose from the following options: Disc, Circle, Square You can then use the Increase Indent and Decrease Indent functions to indent/outdent the listing levels in order to create a hierarchical list.*
	Numbered List	Use this function to create a numbered list. You can choose from the following options: Decimal, Decimal with leading zero, Lower-roman, Upper-roman, Lower-latin, Upper-latin You can then use the Increase Indent and Decrease Indent functions to indent/outdent the listing levels in order to create a hierarchical list.*
	Text Alignment	Use this function to change the alignment of the selected text. You can choose from the following options: Align left, Align right, Align center, Justify
	Increase Indent	This function indents the selected paragraph (one level to the right). With the Bulleted List and Numbered List functions, this can be used to create subordinate elements for hierarchical lists.
	This function moves the selected paragraph one level to the left. With the Bulleted List and Numbered List functions, this can be used to create parent elements for hierarchical lists.
	Insert Image	This function adds an image centered on the page.
Block Quote	This function inserts a gray bar on the left side of the paragraph and indents the text. It also changes the font format to italic.
	Insert Table	This function adds a table centered on the page. More information on this function can be found under Adjust Table.
	Undo	This function undoes the last action performed (text entry, formatting, etc.). You can undo all actions performed since the text editor was last opened.
	Redo	This function can be used to restore actions that have been undone by mistake (text entry, formatting, etc.). You can restore all actions that have been undone since the text editor was last opened, provided that no new actions have been performed in the meantime.

• Enter the desired content into the panel and change the formatting as needed.

Add Table

Simple tables can be created quickly, but complex variants are also possible. To create a table, proceed as follows:

• Click on the Insert Table icon in an empty line.
• A dropdown window with multiple lines and columns opens. These represent the number of lines and columns of the table to be created.
• Move your mouse pointer to the cell that should define the last row and last column of the new table. The area to the left and above the cell is highlighted in blue and contains the new table.

• Click on the cell to create a table with the selected number of lines and columns.
• Enter the desired text in the cells and format it as needed using the functions in the menu bar.

There are also table-specific functions that can be used to edit columns, lines, and cells separately:

Column Options

Line Options

Cell Options

• Close the text editor.

• Optional To add another page to the GTC text, click in the next empty line in the table in the General Terms & Conditions Text FastTab. Proceed as described above.

• Optional To edit a GTC text, click Yes in the relevant line in the Content Exists column. The text editor is opened and you can edit the text of the page.

• Optional To create a new version of the GTC text, click New in the menu bar. The number in the Version No. field is counted up and you have to fill in the Valid From field again. The new version is also displayed on the General Terms & Conditions page.

Printing GTC Texts

To print GTC texts, proceed as follows:

• Use the quick search (ALT+Q) to find the General Terms & Conditions page.
• A list with all GTC texts is displayed.
• Open the desired GTC text or create a new one.
• Select Operation > Print from the menu bar.
• The Rent GTC page is displayed.
• Select the desired printer in the Printer field.
• Optional Activate the Hide Header/Footer button in the Options FastTab to hide the header/footer in the print.
• Enter the number of printouts in the No. of Copies field.
• Optional In the Advanced FastTab, specify the maximum generating time (Maximum Time Generating Time) or the maximum number of lines to be included in the print (Maximum Number of Lines). If the entered values are exceeded, the print will be canceled.
• To start printing, click Print.

Assigning Specific Object Numbers to Lines

You can assign a specific rent object to a rent contract line. This is useful, for example, if the customer needs a specific machine for staffing or compatibility reasons.

To assign a specific object number to a rent contract line, 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 in which you want to assign a specific object number to a line.
• Click in the line of the rent object to which you want to assign a specific object number.
• Click Line > Functions > Add Object No..
  You might have to click More Options to view the Line option.
• A new window opens.
• Select an available object in the lower section under Rent Reservation Matrix.
• Select Select > Select in the menu bar.
• The number of the selected rent object is added in the Object No. column to the rent contract line.
• The rent object is now planned for this line, i.e. it cannot be reserved or planned for other rent contracts.
• Close the Rent Contracts page.

Editing or Deleting a Specific Object Number

To edit or delete a specific object number, 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 in which you want to edit or delete a specific object number.
• Click in the line of the rent object whose specific object number you want to edit or delete.
• Click Functions > Remove Object No. to delete a specific object number.
  You might have to click More Options to view the Functions option.
• The specific object number is now deleted.
• Optional Assign a new object number. You can find more information on this under Assigning Specific Object Numbers to Lines.
• Close the Rent Contracts page.

Linking a Rent Contract to a Campaign

To link a rent contract to a campaign, 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 you want to link to a campaign or create a new contract.
• Select the Campaign No. field in the General FastTab. You might have to click Show more to view this field.
• A list containing all existing campaigns is displayed.
• Select the desired campaign from the list or create a new one.

Selecting an Alternative Rent Class

This section describes how to select a rent object from an alternative rent class in a rent contract. This is useful if a rent object is unavailable in a rent class, but is available in a different rent class. This way, the (service) item can still be delivered. To select an alternative rent class, 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 to which you want to add an alternative rent class or create a new contract.
• In the Object Lines FastTab, select the Alternative Rent Class > Select Alternative Rent Class option from the menu bar.
  You might have to click More Options to view the Alternative Rent Class option.
• A window containing all available rent classes is displayed.
• Select the desired rent class.
• The checkbox in the Alternative Rent Class Selected column is selected.
• In the FactBox pane (ALT+F2), in the Object Line Details FactBox tab, you can see which rent class has been selected instead under Alternative Rent Class.
• Optional To reset the alternative rent class and reuse the previous rent class, select the Alternative Rent Class > Reset Rent Class option from the menu bar of the Object Lines FastTab.
  You might have to click More Options to view the Alternative Rent Class option.

Adding Several Contacts to a Rent Contract

You can include multiple contacts in an open rent contract. This way, the person in charge has the option to call another contact person in case the main contact is not available. When the rent object is further processed, these contacts will also be included in the delivery/return. To add contacts to 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 to which you want to add contacts or create a new contract.

You can either select a contact from the contacts linked with the customer or enter a contact manually.

• To add a contact linked to a customer, click the three dots in the Contact Name column in the Contract Contacts FastTab.
• The Contacts window opens and displays the contacts that are linked to the customer from the rent contract.
• Select the desired contact.
• To manually add a contact to the contract, complete the information of the table in the Contract Contacts FastTab.
• Optional Use the Contact Type field to add more details to the contact.

When the rent object is further processed, these contacts will also be included in the delivery/return.

Setting a Rent End Date in a Rent Contract

You can set the end of the rent period in a rent contract to end the invoice plan before the rent return is posted. Setting the rent end date has the advantage that after this date no invoices will be accidentally sent to the customer. The rent end date can also be set via the later created rent return. To set the rent end date in a rent contract, proceed as follows:

Note

To be able to enter an ending date for the rent period, the following requirements must be met:

• The Status of the rent object in the Object Lines FastTab must either be Delivered or Returned.
• You can only enter a rent end date if the full quantity has been returned. You cannot enter a rent end date with only a partial return.

• Open a rent contract.
• In the Object Lines FastTab, select Manage > Register Rent End Date from the menu bar.
• The Set Rent End Date window opens.
• Enter the desired end date into the Rent End Date field. Either select a date from the calendar or enter T to automatically enter the current date.
• In the Return Date field, enter the return date on which the contract objects have been returned.
• Optional Enter the end date for the vendor into the Rent End Date (Vendor) field. This date is transferred to the sub-rent contract.
• In the Rent End Date Reported On Date field, enter the date on which the rent end was set.
• In the Rent End Date Reported On Time field, enter the time at which the rent end was set.
• The checkbox in the Rent End Date registered column is selected automatically. The field in the Quantity to Process column can now no longer be edited.
• The date which was entered in the Rent End Date field will be automatically transferred to the Invoice To column in the Lines FastTab.
• Optional To edit the rent end date later, undo the rent end date registration by clicking Rent End Date > Undo Rent End Date Registration in the menu bar of the Object Lines FastTab.