Usage
The Graphical Rental Disposition page provides a wide range of information about rental planning. It can be used as a general overview but also allows you to create rental documents as well as move documents to different dates and if relevant, different serial numbers. When changes are made, the rental documents are updated accordingly in COSMO Rental and vice versa.
The Graphical Rental Disposition page can be accessed in the following ways:
- From the Tell Me feature by choosing the
icon, enter Graphical Rental Disposition, and then choose the related link. - From the rental documents (quote, reservation, contract) by choosing the Rental Disposition action on the Actions menu.
The following graphic shows rental documents with different colors for contracts (in green), reservations (in yellow), quotes (in red) as well as the work date highlight (in orange).
Notă
If the Graphical Rental Disposition page is opened from a rental document, and parameters (such as planning horizon start/end date) set in the Graphical Rental Setup page do not match the related rental settings, then a message will inform the user that the rental falls outside of these parameters and the data cache needs to be updated.
- Choosing the Yes button will update the parameters in the Graphical Rental Setup page and, therefore, the rental document will be shown in the Graphical Rental Disposition page.
- Choosing the No button will disregard the data cache update and the rental document will not be shown in the Graphical Rental Disposition page.
Additionally, based on settings in the Graphical Rental Setup page, it is possible to show or hide quotes, reservations, contracts, service orders, or rental items/machines without inventory. This topic uses the default values: all types of rental documents are visible but service orders and rental items/machines without inventory are not.
Rental Document Creation Basics
The left pane of the chart shows the rental items/machines and their related rental documents or serial numbers. In general, the process for creating rental documents is the same whether the item/machine is serial tracked or not; however, for serial tracked items you have the option of moving the rental document to specific serial number(s) after creation in the Graphical Rental Disposition page instead of using the Item Tracking Lines page. The right pane shows the item/machine availability and the existing rental documents for specified time frames.
If you create a rental document from the left pane, the Rental Start Date and Rental End Date values are arbitrary and must be updated manually, which might be required for the document to be visible in the Graphical Rental Disposition page.
If you create the rental documents in the right pane, the selected date (based on the Zoom to ... setting) is considered:
- If the Zoom to ... is set to Month, the Rental Start Date will be like the selected date range and the Rental End Date will be a week later.
- If the Zoom to ... is set to Week, the Rental Start Date will be set to the selected day and the Rental End Date will be a day later.
- If the Zoom to ... is set to Day, the Rental Start Date and Rental End Date values will be set to the selected day.
For example, if the Zoom to... is set to Week and you tap and hold (or right-click) on the "16" in Week 29 and select Create Rental Quote, then the Rental Start Date will be July 16 and then Rental End Date will be July 17.
Regardless of which side the rental document is created from, the order/document/posting date is always set to the Work Date.
To create a rental document
- On either the left or right pane, tap and hold (or right-click) the item/machine line.
- In the context menu, choose to create the rental quote, rental reservation, or rental contract.
- In the Customers page, choose the rental customer and then choose the OK button.
- In the confirmation message, choose Yes to open the rental document.
- Update the Rental Start/End Dates as needed and enter the Quantity in the line.
- Make any other changes as needed.
To assign serial numbers to a rental document
After creating the rental document, you can assign the serial number(s) in the Item Tracking Lines page from the rental document or from the Graphical Rental Disposition page. If assigning from the Graphical Rental Disposition page, tap and hold (or right-click) the rental document and then choose Item Tracking Lines from the context menu. Upon closing the Item Tracking Lines page, the rental document will be allocated to the selected serial number(s) in the Graphical Rental Disposition page.
To assign the serial numbers using the drag and drop feature in the Graphical Rental Disposition page, see To choose serial numbers.
To create a rental document with multiple items/machines
When creating a rental document that has multiple items/machines, for example, a car rental with a child seat and a bike rack, you first create the rental document for one of the items/machines and then add the other items/machines to the rental document. Then in the Graphical Rental Disposition page, the same rental document will be visible in each item/machine group, where you can adjust each document individually. This means that if you move one of the rental documents to a different time frame, the other rental documents are not moved (i.e., dates are not changed).
Moving Rental Documents
There are two types of movements for rental documents in the Graphical Rental Disposition page:
- Non-serial tracked documents can only be moved horizontally within the entry, which means you can change the time frame of the rental periods.
- Serial tracked documents can also be moved vertically within its group, which means you can choose different serial numbers as well as change the time frame of the rental periods.
To change time frames
Entire time frames can be changed or just start/end dates:
- To move an entire rental document to another date, tap and hold (or click) the line and move it forward or backward to a new date.
- To move a start or end date of a rental document, tap and hold (or click) the start or end date of the line and extend or shorten the time frame.
In either case, the rental document line color will change to gray until the update process is complete. Then it will change back to the rental document color.
There are some rules for changing time frames:
- Released rental documents that have not yet been shipped cannot be moved until reopened.
- Released rental documents that have been shipped cannot be moved at all.
To choose serial numbers
The first line within the expanded item/machine group holds all the rental documents that do not have assigned serial numbers. To assign a serial number, tap and hold (or click) the line and move it to the serial number row. If necessary, you can move it to a different time frame as well.
If the rental document has more than one item/machine, the rental document will remain on the unassigned rental document line until it has been completely allocated.
Example
A rental reservation has been created for two motorcycles. The rental document is shown on the first line with a quantity of 2 (image 1). The document is moved to one of the serial numbers for a quantity of 1. The unassigned line is updated to a quantity of 1 (image 2). Then the unassigned line is moved to one of the other serial numbers for a quantity of 1. No rental documents remain on the unassigned line (image 3).
To view rental documents
To view a rental document, tap and hold (or click) and then choose Open Rental Quote/Reservation/Contract.
Planning Board Visuals
Apart from the different colors that can be assigned to the rental documents, there are other visuals to help rental planners quickly see the status and availability of their rental items/machines.
Open vs Released Rental Documents
Open rental documents have a solid color line from start to end. Released documents have the same solid color but a white forward slash overlay as well as black starting and ending points to indicate that they cannot be extended/shortened.
Rental Status on Documents
In addition to rental document number, customer name, and quantity, the Rental Status (Rented, Returned, Finished) is shown on the rental document lines.
Outbound and Inbound Shipping Times
If Outbound and Inbound Shipping Times are entered on a rental document line, pink boxes are shown at the beginning and ending of the rental document time frame. The outbound/inbound shipping time information is shown in the tooltips.
Availability
For each of the items/machines, the right pane shows the availability on the main line for the displayed period with numbers and blocks:
- numbers: indicate the availability numerically
- gold = indicates the complete inventory in Rental, Rented, or In-Transit locations
- black = indicates the available inventory in the Rental location only
- red = indicates there is no available inventory
- blocks: indicate the availability visually
- aqua and gold blocks show when items/machines are available to varying degrees.
- similar to the numbers, the gold blocks indicate the complete inventory and the aqua shows the available inventory.
The availability is based on the posting date of the purchase or positive adjustments in the Item Ledger Entries.
The rental documents within each group correspond to the ebb and flow of the availability.
Example
If you started with 20 items/machines and then rent one of them, the number will change to 19 for the rental period and the block for that period will change as well. During the time period in which they are in the rental process, the gold block is visible at the top while the aqua block becomes smaller because fewer items/machines are available. If two more items/machines are rented during the same period, the numbers and blocks change accordingly. The gold "20" is indicating that you still have a complete inventory of 20 but only 17 available to rent. When the items are returned, the numbers and blocks are updated, and the last block will show the 20 available items/machines again.
Service Orders
A service order will be shown in the Graphical Rental Disposition page only if the Repair Status Code and Starting Date fields are populated in the Service Order line. If no Finishing Date is entered in the Service Order line, the date in the Expected Finishing Date field in the Details FastTab is used. If neither finishing date is defined, the service order will extend indefinitely.
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