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Sub-Rent Invoicing

In Aptean Rental, you can create invoices for sub-rent contracts via the Sub-Rent Contracts page. Both the individual lines and the related costs and credit memos can be compiled individually for a sub-rent invoice.

This chapter is divided into the following sections:

Note

To be able to create invoices for sub-rent contracts, you have to set up a source code first. This source code will be linked to all sub-rent documents. To set up a source code for sub-rent, proceed as follows:

  • Use the quick search (ALT+Q) to find the Source Code Setup page.
  • The page to set up all source codes will open.
  • Navigate to the Rental FastTab.
  • Open the dropdown list under Sub-Rent.
  • Select New.
  • The page to create source codes will open.
  • Use the Code column to enter a code for the source. The code will be linked to all sub-rent documents and will be used to identify documents.
  • Use the Description column to enter a description for the source code.
  • Click OK.
  • The source code that you have set up will be transferred automatically to the Sub-Rent field.
  • Close the Source Code Setup page.

Viewing the Invoice Plan

In Aptean Rental, you can access a detailed overview of all invoices by opening the invoice plan overview. The invoice plan overview contains all important information such as the status, the invoice type and detailed price information. To access the invoice plan overview, proceed as follows:

  • Use the quick search (ALT+Q) to find the Sub-Rent Contracts page.
  • A list containing all sub-rent contracts is displayed.
  • Open the sub-rent contract that you want to see the invoice plan overview for.
  • Select Invoice > Invoice Plan from the menu bar.
  • An overview of all sub-rent invoices is displayed.

The next section describes how to create an invoice from a sub-rent contract.

Creating an Invoice from a Sub-Rent Contract

You can create an invoice for all lines of a sub-rent contract for a specific invoice period. To create an invoice from a sub-rent contract, proceed as follows:

  • Use the quick search (ALT+Q) to find the Sub-Rent Contracts page.
  • A list containing all sub-rent contracts is displayed.
  • Open the sub-rent contract that you want to create an invoice for.
  • In the menu bar, click Invoice > Create Invoice to create a new sub-rent invoice.
  • A new window opens where you will be able to enter the invoice information for this invoice.
  • Use the Invoice From and Invoice To fields to define the invoice period.
  • Confirm the invoice data by clicking OK.
  • Then, click Yes to open the document that has been created.
  • In the open document, navigate to the Lines FastTab to view the sub-rent contract lines.
  • Per line, enter the total costs for the invoiced rent period in the Direct Unit Cost Excl. VAT column.
  • Per line, enter the net amount that has to be paid for the rent object into the Line Amount Excl. VAT column.
  • Check the information you entered.
  • Click Post > Post or Post and Send.
  • Select Yes in the following dialog window to post the sub-rent invoice.
  • Select Yes again to open the sub-rent invoice.
  • The Posted Sub-Rent Invoice page is displayed.

Creating an Invoice for Specific Contract Lines

If you only want to invoice some lines of a sub-rent contract, you can create an invoice for the selected lines. To create an invoice for specific contract lines, proceed as follows:

  • Use the quick search (ALT+Q) to find the Sub-Rent Contracts page.
  • A list containing all sub-rent contracts is displayed.
  • Open the sub-rent contract that you want to create an invoice for.
  • Navigate to the Lines FastTab.
  • Click the button with the three dots to select the line or lines that you want to invoice.
  • In the upper menu bar, click Invoice > Create Invoice (Selection).
  • A new window opens where you will be able to enter the invoice information for this invoice.
  • Use the Invoice From and Invoice To fields to define the invoice period.
  • Confirm the invoice data by clicking OK.
  • Then, click Yes to open the document that has been created.
  • In the open document, navigate to the Lines FastTab.
  • Enter the total costs for the invoiced rent period in the Direct Unit Cost Excl. VAT column.
  • Enter the net amount for the rent object into the Line Amount Excl. VAT column.
  • Check the information you entered.
  • Click Post > Post or Post and Send.
  • Select Yes in the following dialog window to post the sub-rent invoice.
  • Select Yes again to open the sub-rent invoice.
  • The Posted Sub-Rent Invoice page is displayed.