Exchange of Rented Items

Occasionally, rented items may become damaged or need to be serviced during the rental period. If an item is still required during the rental period and a rental loss is unacceptable, an exchange must occur where the rented item is returned and a new item is delivered to the customer.

The process for exchanging items with the Exchange Rental Item depends on the Transfer Posting setting in Rental Setup:

  • If Transfer Order, then a return transfer order and a shipment transfer order is created; the return transfer order is automatically posted but the shipment transfer order needs to be posted.
  • If Item Journal, then a request page opens for you to enter the Posting Date of the exchange and then the return and shipment are posted concurrently.

In both cases, the original rental line is returned and a new rental line is created. Additionally, only one unit can be exchanged at a time.

To exchange an item using transfer orders

  1. Open the rental contract with the item/machine to exchange.
  2. Select the line of the item/machine to exchange.
  3. On the Lines FastTab, choose Line > Functions > Exchange Rental Item.
    A transfer order opens for the return.
  4. In the Posting Date field, enter the date for the exchange.
  5. If the item/machine is serial tracked and there is more than one serial number:
    1. Choose Line > Item Tracking Lines > Shipment on the Lines FastTab.
    2. Enter the serial number to be exchanged.
    3. Choose the Close button.
  6. Post the transfer order with or without in-transit locations.
  7. Go back to the Rental Contract and notice that:
    • the item on the original line has been returned as of the date on the transfer order.
    • a new unshipped line exists that uses the date of the transfer plus one day as the Rental Start Date, the same Rental End Date as the original line, and the Unit Price Total Rental Time has been prorated accordingly.
  8. On the Home menu, choose the Transfer Orders action.
    The transfer order opens for the new line shipment.
  9. If the item/machine is serial tracked:
    1. Choose Line > Item Tracking Lines > Shipment on the Lines FastTab.
    2. Select the serial number manually or automatically using the Select Entries action.
    3. Choose the Close button.
  10. Post the transfer order with or without in-transit locations.
  11. Go back to the Rental Contract.

To exchange an item using an item journal

  1. Open the rental contract with the item/machine to exchange.
  2. Select the line of the item/machine to exchange.
  3. On the Lines FastTab, choose Line > Functions > Exchange Rental Item.
    The Register Rental Item Exchange request page opens.
  4. In the Posting Date field, enter the date for the item return.
  5. If the item/machine is serial tracked:
    1. Enter the serial number to be returned in the Serial No. Inbound field.
    2. Enter the serial number to be shipped in the Serial No. Outbound field.
  6. Choose the OK button.
  7. Go back to the Rental Contract and notice that:
    • the item on the original line has been returned as of the date on the Register Rental Item Exchange request page.
    • a new shipped line exists that uses the return date plus one day as the Rental Start Date, the same Rental End Date as the original line, and the Unit Price Total Rental Time has been prorated accordingly.

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