Minimum Rental Periods
The minimum rental period defined in Rental Setup and on individual items/machines determine how long an item/machine must be rented. For example, you could require that an excavator must be rented for at least a week due to transport costs and clean-up purposes, or all vehicles only have a daily rate and therefore must be rented for at least a day.
The Minimum Rental Period in the lines of the rental document is used as the start and end dates when the Rental Shipment is posted. When the rented item/machine is returned, the amount invoiced to the rental customer is based on the date in the posted Rental Return.
Minimum rental period in rental document header
The setting in the Min. Rental Period field in Rental Setup will transfer to the field in the Rental FastTab of the rental documents. This is a default setting to ensure that all rental documents have a predetermined minimum rental requirement and is based on the period defined in the Rental Start Date and Rental End Date fields:
- If the rental period on the rental document is shorter than the default period, a message will open stating that you need to adjust your ending date.
- If the rental period on the rental document is longer than the default period, no message is generated.
Minimum rental period in rental document lines
Items/machines can have minimum rental periods as well but the default from the rental document header will maintain some control over it.
- If the rental period from the item/machine is shorter than the rental period in the header, the Min. Rental Period and Rental End Date fields in the line will be updated to match the header.
- If the rental period from the item/machine is longer than the rental period in the header, a message will open stating that the Min. Rental Period field has been extended from <the default> to <the value from the item/machine> and that the Rental End Date has been adjusted. Both values are updated in the line(s), not the header.
Changing minimum rental period in rental document header
If you change the value in the Min. Rental Period field in the Rental FastTab, a message opens asking if you want to update the value in the lines as well. Choosing the Yes button will update the lines and choosing the No button will keep the original values in the lines.
Changing minimum rental period in rental document lines
Changing the value in the Min. Rental Period field in the rental document lines only affects the lines; no changes are made to the header.
- If you change the value to shorten the rental period, a message will open stating that the Min. Rental Period field has been extended from <previous value> to <new value> and that the Rental End Date needs to be adjusted.
- If you change the value to extend the rental period, a message will open stating that the Min. Rental Period field has been extended from <previous value> to <new value> and that the Rental End Date has been adjusted.
Minimum rental period in invoicing
The first rental invoice is always created for the minimum rental period, which is controlled by the Rental Ledger Entry created on delivery to the customer. If the customer returns the rental item(s) before the minimum rental period expires, the first rental ledger entry is not changed. The second rental invoice switches to the standard invoicing based on the invoice period.
The following table shows different ways to use the Minimum Rental Period.
| Min. Rental Period | Calendar Based | Billing Unit | Invoice Period | Rental Start Date | Rental End Date | Invoicing Period 1 | Invoicing Period 2 |
|---|---|---|---|---|---|---|---|
| <none> | Yes | DAYS | Month | 5/20/2022 | 6/25/2022 | 5/20/2022 - 5/31/2022 | 6/1/2022 - 6/30/2022 |
| 30D | Yes | DAYS | Month | 5/20/2022 | 6/25/2022 | 5/20/2022 - 6/19/2022 | 6/20/2022 - 6/30/2022 |
| 10D | Yes | DAYS | Month | 5/20/2022 | 6/25/2022 | 5/20/2022 - 5/30/2022 | 5/31/2022 - 5/31/2022 |
| <none> | No | DAYS | Month | 5/20/2022 | 6/25/2022 | 5/20/2022 - 6/19/2022 | 6/20/2022 - 7/19/2022 |
| 30D | No | DAYS | Month | 5/20/2022 | 6/25/2022 | 5/20/2022 - 6/19/2022 | 6/20/2022 - 7/19/2022 |
| 10D | No | DAYS | Month | 5/20/2022 | 6/25/2022 | 5/20/2022 - 5/30/2022 | 5/31/2022 - 6/19/2022 |
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