Working with Sub-Rent Receives/Returns

Additional functions can be used via sub-rent receives/returns.

This chapter is divided into the following sections:

Sub-Rent Receive/Return Card
Adding Several Contacts to Sub-Rent Receive/Return
Setting Rent End Date in a Sub-Rent Return

Sub-Rent Receive/Return Card

This section explains the different fields on a sub-rent receive/return card.

FastTab	Field	Description
General	No.	This field shows the number of the receive/return card.
	Customer No.	This field shows the number of the customer the rent contract applies for.
	Customer Name	This field shows the name of the customer the rent contract applies for.
	Receive/Return Contact	Optional In this field, you can enter a contact from the list to handle the receive/return. The contact list is filtered by the company number of the contract's customer.
	Responsibility Center	Optional In this field, you can enter an internal responsibility center for the rent contract.
	Responsible Person	Optional Here, you can enter an internal reference person for the rent contract.
	Location	This field shows the location from where the rent object will be delivered.
	Direct Shipment	This toggle switch specifies whether direct shipment to the customer or direct pickup from the customer has been set up for the vendor. If this toggle switch is activated, you can enter several other contacts in the receive/return.
	Date Received / Return Date	Depending on the sub-rent receive/return, this field either displays the date the object has been received or the date the object has been returned.
	Posting Date	Optional In this field, you can enter a date for the posting.
	Your Reference	Optional In this field, you can enter a customer reference for identification, if necessary.
Status	Status	This field shows the current status of the receive/return.
Address	Address Code	Optional Here, you can enter a name of a person or company that this receive/return is aimed at.
	Address	Optional This field contains the first part of the address, usually the street name and street number in the format customary for the destination.
	Address 2	Optional This field can be used in case you need additional address information such as c/o.
	City	This field shows the third part of the address, for example the city or location.
	County	Optional In this field, you can additionally enter a county or region to prevent confusion with similarly named locations or to make it easier for the delivery person to determine the destination.
	Post Code	This field shows the second part of the address, for example the post code.
	Country/Region Code	This field shows the country/region code for the delivery. If you want to deliver a rent object to another country, this field must be filled out. When it comes to deliveries within the same country, this field is optional.
	Phone No.	Optional In this field, you can enter a phone number for the on-site contact person. This might come in handy if the vendor has to contact the customer.
	Mobile Phone No.	Optional In this field, you can enter a mobile phone number for the on-site contact person.
	Contact Email	Optional In this field, you can enter an email address for the on-site contact person.
Shipping Information	Shipping Agent Code	Optional Select a code for the shipping agent from the dropdown list. This might be an internal shipping agent or an external shipping agent such as a parcel service or a freight forwarder.
	Shipping Agent Service Code	Optional In this dropdown list, you can select a code for the shipping type. For example, this might be a standard delivery period of 7 days, an express delivery or a forwarding delivery.
	Shipping Time	Optional In this field, you can enter the expected shipping time. If you select a code for the Shipping Agent Service Code, the shipping time will be taken from the value you entered for this shipping agent service code.

Adding Several Contacts to Sub-Rent Receive/Return

You can add multiple contacts to the same sub-rent receive/return. This way, the person in charge has the possibility to call another contact person in case the main contact is not available. This requires direct shipment or direct return to be set up for the vendor. To add several contacts, proceed as follows:

Note

The Contacts FastTab is only displayed if direct shipment or direct return is set up for the vendor. If you have selected a contact in the Receive/Return Contact field in the General FastTab, this contact is already listed in the table.

Open a sub-rent receive/return.
Open the Contacts FastTab.
To add several contacts to a sub-rent receive/return, click the button with the three dots in the Contact Name column.
A list with all contacts that are linked to the contact of the sub-rent contract opens.
Select a contact from the list.
All other columns will be filled in automatically.
Repeat this step as often as needed. You can also enter a contact manually without it being stored as a contact in the system.
Optional Select the checkbox in the Default Contact column to always list the contact first and transfer it automatically to the Receive/Return Contact field in the General FastTab.

Setting Rent End Date in a Sub-Rent Return

You can specify the ending date of the rent period in the sub-rent return. This way, no invoices will accidentally be sent to the customer. To specify the rent end date in a sub-rent return, proceed as follows:

Note

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

The return must be marked as a Direct Return.

The sub-rent return status has to be set to Open.

The Quantity to Process column must be filled in in the return lines. 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.

All checklists in the sub-rent return must be completed. For more information on checklists, click here.

Note

You can only enter a rent end date for the rent contract if the rent contract is linked to a sub-rent document.

Open a sub-rent return.
In the Return Lines, enter the ending date for the sub-rent period in the Rent End Date (Sub-Rent) column. Either select a date from the calendar or enter T to automatically enter the current date.
Optional In the Return Lines FastTab, enter the ending date for the rent period in the Rent End Date (Rental) column. Either select a date from the calendar or enter T to automatically enter the current date. This is only possible if the rent contract is linked to a sub-rent document.
Enter the date on which the rent end was set into the Rent End Reported On Date column under the Return Lines FastTab. Either select a date from the calendar or enter T to automatically enter the current date.
Enter the time on which the rent end was set into the Rent End Reported On Time column under the Return Lines FastTab.
Select Rent End Date > Register Rent End Date from the menu bar.
The checkbox in the Rent End Date registered column will be selected automatically. The field in the Quantity to Process column can no longer be edited.
The dates you have entered into the Rent End Date (Sub-Rent) and Rent End Date (Rental) columns will be automatically transferred to the respective documents.

Tip

To edit the rent end date at a later time, click Rent End Date > Undo Rent End Date Registration in the menu bar of the sub-rent return.