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Rent Objects

All objects that can be a value component of a rent contract are referred to as rent objects in Aptean Rental. Basically, this includes all items or service items which are referred to as rent objects once they have been commissioned for rent.

Here you can find the relevant sections on managing rent objects:

Rent Status of a Rent Object

The following sections describe how to create, identify or edit a rent status for rent objects.

Creating a Rent Status for Rent Objects

You can create different rent statuses to specify whether a rent object is rentable, rentable to a limited extent, or not rentable. Furthermore, you can specify whether this rent status can be selected in checklists or service orders, for example. To create a new rent status, proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Status page.
  • Fill in the columns according to the following table to create a new rent status or to edit an existing rent status.
Column Description
Status Code Here you can enter a specific code for the rent status.
Description In this column you can enter a meaningful description of the rent status, e.g., if the rent object is currently in repair.
Use in Rent Delivery/Return Select the checkbox if the rent status should be selectable in a rent delivery or return.
Use in Service Select the checkbox if the rent status should be selectable in a service order.
In Repair Select the checkbox for the rent status which should automatically be assigned to a service item once a service order is created. Only one rent status can be selected in this column.
Blocked For Delivery Select the checkbox if it should not be possible to deliver a service item with this rent status. This checkbox is automatically selected for the In Repair rent status. It is possible to create a delivery for this service item, however, a notification will be shown that the rent status has to be changed before the delivery can be posted.
Rented Select the checkbox for the rent status which should automatically be assigned to a service item once it is delivered for rent. Only one rent status can be selected in this column.
Rented with Sales Select the checkbox for the rent status which should automatically be assigned to a service item once it is delivered as part of a rent contract with sales option.
Set On Commissioning Select the checkbox for the rent status which should automatically be assigned to a service item once it is commissioned. Only one rent status can be selected in this column.
Create Order On Posting Select the checkbox if a service order should be created once the rent status is set during posting of a delivery/return.
Service Order Type In this column, enter the order type that should be linked to the rent status. This order type is inserted automatically when a service order including a rent object with this rent status is created.
Object Unavailable Select the checkbox if the rent object should be marked as not available in Aptean RentBoard.

Editing the Rent Status of a Rent Object

The rent status of a rent object can be viewed, for example, in the service item list. This is useful to be able to see at once which service items are rentable and which have to be repaired first. You can edit the rent status of a service item either in the item card of the service item or in a service order or rent return. The various options are described below.

Editing the Rent Status via the Service Item Card

To change the rent status via the Service Item Card, proceed as follows:

  • Use the quick search (ALT+Q) to find the Service Items page.
  • Open an existing service item or create a new one.
  • Choose Rental > New Rent Status from the menu bar.
  • The Rent Status window is displayed with a list of the selectable rent statuses.
  • Click the name in the Status Code column to select the respective rent status.
  • Click OK to confirm your selection.
  • The rent status is automatically inserted on the service item card in the Rental FastTab in the Rent Status field. The rent status is also shown in the Service Item List in the Rent Status column.

You have successfully edited the rent status via the service item card.

Editing the Rent Status via a Service Order

To change the rent status via a Service Order, proceed as follows:

  • Use the quick search (ALT+Q) to find the Service Orders page.
  • Open an existing service order or create a new one.
  • In the Lines FastTab, select a new rent status from the dropdown list in the New Rent Status Object column.
  • The rent status is now also displayed on the service item card in the Rental FastTab. The rent status is also shown in the Service Item List in the Rent Status column.

You have successfully edited the rent status via a service order.

Editing the Rent Status via a Return

To change the rent status via a Return, proceed as follows:

  • Use the quick search (ALT+Q) to find the Return Plan page.
  • Mark the desired return contract in the table.
  • To create a new return, select Next Status > Process Next Status from the menu bar.
  • To open an existing return, select Documents > Open Delivery/Return from the menu bar.
  • The return card is displayed.
  • In the Return Lines FastTab, select a rent status from the list in the New Rent Status Object column. This field is mandatory for the Service Item object type.

You have successfully edited the rent status via a return.

Note

If you cannot select the desired rent status in the return, check whether the checkbox for this rent status is selected on the Rent Status page.

Checking the Utilization of a Rent Object

By using the utilization overview you can see how high the utilization of your individual rent objects is. To check the utilization of a rent object, proceed as follows:

  • Use the quick search (ALT+Q) to find the Items or Service Items page.
  • Open the item or service item for which you want to view the utilization.
  • Navigate to the Utilization FastTab and open it in case it is closed.
  • The Utilization Chart is displayed.
  • The middle area (e.g., 17.12.20..17.01.21) specifies the time period that is shown in the chart. The last part (e.g., Week) specifies the type of time period that is shown in the chart.
  • Optional Filter the utilization by Day, Week, Month, Quarter or Year.
  • Optional Click Previous Period to view the utilization for the previous period.
  • Optional Click Next Period to view the utilization for the next period.
  • The x-axis shows the exact date of the selected period.
  • The y-axis shows the availability and the utilization of the item or service item in percent.
  • Move your mouse pointer over one of the bars in the chart to view the percentage.

You have successfully checked the utilization of a rent object.

Creating and Assigning Rent Object Categories for Rent Objects

You can set up different rent object categories which can be assigned to the rent objects later. This makes it easier, for example, to filter rent objects while adding rent objects.

Creating Rent Object Categories for Rent Objects

To define rent object categories, proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Object Category page.
  • Click New to define a new category.
  • Enter a code for the category in the Code field.
  • The Object Type Mapped checkbox is selected automatically.
  • Enter a meaningful description for the category into the Description field.
  • Select Object Type Mapping from the menu bar.
  • Select the desired object type from the dropdown menu in the Object Type column.
  • Close the Rent Object Category page.

You have successfully defined a rent object category.

Assigning Categories to Rent Objects

After having created rent object categories, you can now assign these categories to the rent objects. The category of a rent object can be viewed and changed in the item card. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Items or Service Items page.
  • Select New to create a new item or open an existing item for which you want to assign a rent object category.
  • Navigate to the Rental FastTab.
  • Under Object Category Code, select the category you want to assign to the rent object.
  • Close the Item Card page.

Commissioning a Rent Object

In this section you will learn how to commission a (service) item.
After commissioning, a rent object is exclusively available for rent and is maintained independently of the sales stock.

Note

The item or service item has to be in stock, purchased or ordered to be commissioned as a rent object. Also note that a commissioned (service) item can neither be sold nor transferred between sales locations. It has to be decommissioned first.

Tip

You can set up the system to automatically create a service item when you commission an item for rent. More information on this can be found here.
You can also commission several rent objects at once. For this, select Rent > Commission Multiple from the menu bar of the (service) item list. The Multiple Commission Wizard opens. Proceed as described below.

To commission a rent object, proceed as follows:

  • Use the quick search (ALT+Q) to find the Items or Service Items page.
  • Open the card of the item or service item that you want to commission.
  • Select Rental > Commissioning from the menu bar.
  • In the Rent Class FastTab, select the desired rent class in the Rent Class field if no rent class has been specified yet.
  • In the Commissioning FastTab, click the selection field in the To Rent Location field to view a list of available rent locations.
  • Select the desired target rent location from the rent locations list.
  • Click OK.
  • The selected target rent location is shown under To Rent Location.
  • Click OK.
  • Confirm the dialog by clicking OK.

Tip

(Service) items from purchase orders are automatically commissioned for rent during the receiving, but only if a rent class and a rent location were specified for the (service) item in the respective line of the purchase order. If the receipt is canceled afterwards, the commissioning of the rent objects is reset as well.

You have successfully commissioned an item or service item. You can recognize this by the activated Available for Rent toggle switch in the Rental FastTab.

Decommissioning a Rent Object

In this section you will learn how to decommission a (service) item. After decommissioning, the respective (service) item is available again for selling, transferring or scrapping.

Note

The rent object must not be reserved, planned or rented. It must be available in the rent location in order for it to be decommissioned.

Tip

You can also decommission several rent objects at once. For this, select Rent > Decommission Multiple from the menu bar of the (service) item list. The Multiple Decommission Wizard opens. Proceed as described below.

To decommission a rent object, proceed as follows:

  • Use the quick search (ALT+Q) to find the Items or Service Items page.
  • Open the (service) item card of the rent object that you want to decommission.
  • In the Rental FastTab of the rent object, check whether the Available for Rent toggle switch is activated. You can find information on the status of the toggle switch in the 'Toggle Switch' Table.
  • For decommissioning, select Rental > Decommission from the menu bar.
  • The Decommission Assistant is displayed.
  • Fill in the fields according to the specifications in the table below to decommission the rent object.
FastTab Option Action
Decommissioning From Rent Location Reference Here the source rent location is displayed at which the rent object is commissioned at the moment.
From Owner Location From Owner Location Here the owner location is specified where the rent object should be decommissioned.
Available Locations and Quantities Location Code Select here at which location the rent object shall be decommissioned. For this, click in the respective line.
Bin Code Optional Here you can select the exact bin code at which the rent object should be decommissioned. You will find more information on bins in the Setting Up Bins section.
Chosen Quantity Enter here the quantity to be decommissioned. The selected quantity cannot be more than the remaining rent quantity.
Remaining Rent Quantity Reference This field shows which quantity of the rent object is still commissioned for rent.
  • Finally, click OK.
  • Confirm the following dialog by clicking OK.
  • The rent status in the Rental FastTab is reset.
  • Close the (service) item card.

The rent object is now decommissioned and can be sold, transferred or scrapped. You have successfully decommissioned a rent object.

Changing Service Item from Current Asset to Fixed Asset on Commission

You can specify that a service item must first be changed from a current asset to a fixed asset when it is commissioned for rent. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Setup page.
  • Activate the Change Service Item from Current Asset to Fixed Asset on Commission toggle switch in the Commissioning/Decommissioning Settings FastTab.

Note

When you activate this option in the Rent Setup, you can no longer commission multiple service items at once. The affected service items must be changed manually to fixed assets first to be able to commission them collectively.

  • Use the quick search (ALT+Q) to find the Service Items page.
  • Open the card of the service item that you want to commission.

Note

The Status (Purchase) of the service item must be In Stock. The Status (Sales) of the service item must be empty.

  • Select Rental > Commission from the menu bar.
  • The Commission Wizard opens. For more information on the commission wizard, see Commissioning a Rent Object.
  • The Change to Fixed Asset FastTab is displayed because the Change Service Item from Current Asset to Fixed Asset on Commission option is activated in the Rent Setup. The toggle switch remains deactivated until the Rebook Wizard has been completed.
  • Select Change to Fixed Asset in the menu bar of the commission wizard.
  • The Rebook Wizard opens. For more information on setting up the rebook wizard and completing it, click here.
  • After you have completed the rebook wizard, the toggle switch is activated.
  • Confirm your entries with OK.
  • The service item is commissioned for rent and changed into a fixed asset.

Transferring Rent Objects Between Rent Locations

In this section you will learn how to transfer rent objects between their rent locations or how to cancel a rent transfer order. To create a rent transfer order, proceed as follows:

Posting a Shipment

Note

To proceed with this process, the following conditions have to be met:

  • More than one rent location is set up. You can find more information on the setup here.
  • The rent object to be transferred is commissioned at the source rent location.
  • The rent object to be transferred is not planned, reserved or rented.
  • Use the quick search (ALT+Q) to find the Rent Transfer Orders page.
  • Click New to create a new rent transfer order.
  • Navigate to the General FastTab.
  • Enter a number for the rent transfer order in the Transfer No. field.
  • Select the source rent location via the selection field in the From Rent Location Code field.
  • Select the target rent location via the selection field in the To Rent Location Code field.
  • Navigate to the Transfer Line FastTab.
  • In the Object Type column, select whether you want to transfer an Item or a Service Item.
  • Select the rent object to be transferred in the Object No. column.
  • Enter the quantity to be transferred in the Quantity column.
  • Optional Fill in the remaining columns.
  • To release the rent transfer order for posting, select Status > Release from the menu bar.
  • Then, select Post > Post Shipment from the menu bar.

The rent transfer order is posted and shipped. The Shipped On Date, Shipped On Time and Qty. Shipped fields in the Transfer Line FastTab are automatically filled with the current data and cannot be edited. You have successfully posted a rent transfer.

Posting a Receipt

Once the rent object has arrived at the target rent location, the receipt has to be posted. Only then is the rent object available at the target rent location.

Note

To proceed with this process, the following conditions have to be met:

  • A posted shipment exists, which means that the Shipped On Date, Shipped On Time and Qty. Shipped fields are filled.
  • The rent object is not transferred to a sales location. In this case, the rent ledger entry that should be transferred must be selected.
  • Use the quick search (ALT+Q) to find the Rent Transfer Orders page.
  • Open the rent transfer order for which you want to post the receipt.
  • Check the information in the rent transfer order.
  • Click Post > Post Receive in the menu bar.
  • Confirm the dialog with Yes.

The rent transfer order is now completed and is no longer shown in the list of rent transfer orders. The rent object is now commissioned at the target rent location.

Canceling a Shipment

If a shipment was created by mistake or you want to make changes to a rent transfer order, you can cancel a posted shipment. In this case the shipment will be reset and the input fields can be edited again. To cancel a shipment, proceed as follows:

Note

To proceed with this process, the following condition has to be met:

  • A posted shipment exists, which means that the Shipped On Date, Shipped On Time and Qty. Shipped fields are filled.
  • Use the quick search (ALT+Q) to find the Rent Transfer Orders page.
  • Open the rent transfer order for which you want to cancel the shipment.
  • To cancel the shipment, click Cancel > Cancel Shipment in the menu bar.
  • Confirm the dialog with Yes.

You have successfully canceled the shipment of a rent transfer order. If you reset the status of the rent transfer order, you can edit the order and post a new shipment.

Warning!

You can also delete the rent transfer order via the bin icon at the top of the screen. Note that a deleted rent transfer order cannot be restored.

Marking a Rent Object as Rent Component

If a rent object is marked as a rent component, this item can be included in a contract as a contract component via a rent class or rent package. For more information on how to assign contract components to a rent class or rent package, click here. To mark a rent object as a rent component, proceed as follows:

  • Use the quick search (ALT+Q) to find the Items page.
  • Open the item which you want to mark as a rent component or create a new item.
  • In the Rental FastTab, activate the Rent Component toggle switch.
  • All fields in the Rental FastTab are hidden and the Component Sales Price field is displayed.
  • Enter the sales price of the component in the Component Sales Price field. You can also change the sales price on the rent class card.

You have successfully marked a rent object as a rent component.

Assigning Specific Rent Classes to Rent Objects

Rent objects can be assigned specific rent classes in their (service) item card. In this case only this rent class can be selected for this rent object in rent contracts. This way, errors will be minimized. To assign a specific rent class to a rent object, proceed as follows:

  • Use the quick search (ALT+Q) to find the Items or Service Items page.
  • Open a (service) item or create a new one.
  • Select Rental > Create Rent Class from the menu bar.
  • A window for editing the newly created rent class is displayed. The information on the rent object is already deposited in the General FastTab.
  • Edit the rent class as described in Create Rent Class.
  • Then, activate the rent class by activating the Active toggle switch in the General FastTab. You can find information on the status of the toggle switch in the 'Toggle Switch' Table.
  • Close the window.
  • The rent class you just created will be automatically entered in the Rent Class field in the Rental FastTab of the rent object.
  • If this rent class is now added to a rent contract, the object number of the rent object will also be filled into the contract lines. This also applies if the rent class is part of a rent package.
  • Optional In the next step, you can now commission the rent object.

You have successfully assigned a specific rent class to a rent object.

Setting a Replacement Price for Rent Objects

You can set up a price for (service) items which will be used if the (service) item has to be newly purchased. To set up a replacement price for (service) items, proceed as follows:

  • Use the quick search (ALT+Q) to find the Items or Service Items page.
  • Open a (service) item or create a new one.
  • In the Rental FastTab, enter the requested price for the replacement in the Replacement Price field.
  • Your changes are saved automatically.

You have successfully added a replacement price to a (service) item.

You can mark a rent object as an optional, mandatory or recommended component by linking it to another rent object. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Items or Service Items page.
  • Open the desired (service) item or create a new one.
  • Navigate to the Linked Rent Objects FastTab on the (service) item card.
  • Complete the information for the rent object to be linked according to the following table:
Column Description
Linked Object Type Select the type of the rent object to be linked in this column.
Linked Object No. Select the object number of the linked rent object in this column.
Linked Variant Code Optional If there are variants of the rent object, you can enter the variant code here.
Rent Class This column specifies the rent class of the linked rent object and is automatically filled by the system after selecting the object number.
Description This column specifies the description of the linked rent object and is automatically filled by the system after selecting the object number.
Description 2 In this column you can specify another description of the linked rent object.
Quantity In this column, enter the quantity of the linked rent objects.
Unit of Measure Code This column specifies the unit of measure code of the linked rent object and is automatically filled by the system after selecting the object number.
Available for Rent This checkbox specifies if the rent object is available for rent and is automatically filled by the system after selecting the object number.
Requirement Specify in this column whether the linked rent object is a necessary, optional or recommended component of the rent contract. The Recommended option is selected by default.
  • Your changes are saved automatically.
  • Close the Item Card page.

You have successfully linked two rent objects.

'Toggle Switch' Table

The following table describes the toggle switch status for this chapter.

Icon Status Description
Button Rent Object not available for Rent Deactivated The option is not activated and the related function is not available.
Rent Object Available For Rent Activated The option is activated and the related function is available.