Rental Quotes
In the Rental Quote page, enter the item/machine to be rented, the period of renting and invoicing, and the price for the rate period. In addition to the Rental Billing Unit, the Rental Start Date, Rental End Date (optional), Invoicing Period, and Rate Unit Price can be entered.
Rental Quotes are accessed using Tell Me. Choose the 
icon, enter Rental Quotes, and then choose the related link.
Rental Quote Page
The Rental Quote page contains the same fields as the sales quote, plus the rental-specific fields, which are described with other relevant fields in the following sections.
General FastTab
The fields on the General FastTab relevant for a Rental Quote are described in the following table.
| Field | Description |
|---|---|
| Customer No. / Customer Name | Indicates the number and name of the customer who will receive the rental items and be invoiced by default. |
| Address .. Contact | Identifies the contact information for the rental quote. |
| No. of Archived Versions | Indicates the number of archived Rental Quote versions (see Archive Rental Documents). |
| Rental Billing Unit | Indicates the billing period on the rental line as set up in the Rental Price List page. Defaults from the Def. Rental Billing Unit field in the Rental Setup page but can be changed as needed. |
| Rental Start Date | Indicates the beginning of the rental contract period. |
| Rental End Date | Indicates the end of the rental contract period; this date is optional. |
Lines FastTab
The fields on the Lines FastTab are described in the following table.
| Field | Description |
|---|---|
| Rental Position | Identifies if the line is a Rental or Sales item or a Rate Component. Each option filters the Item No. or Rate Component No. list accordingly: - Rental shows rental items - Sales shows all items - Rate Part shows rate part rent rate components - One-Time Invoicing shows one-time invoicing rent rate components |
| Type | Identifies what is being rented or sold. The options are G/L Account, Item, and Resource. |
| No. | Number of the G/L Account, Item, or Resource. |
| Rate Component No. | Contains the number of the Rate Component if the Rental Position field is set to Rate Part or One-Time Invoicing. These lines are related to the item line above. |
| Description | Description of the G/L Account, Item, or Resource. |
| Location Code | Defaults from the Rental Location Code field on the Rental FastTab. If a Rental Location Code is specified on the Rental FastTab on the Customer Card, it defaults to this field. For Rental line types, this field must indicate the proper rental location to process the Rental Contract. |
| Customer Location Code | Defaults from the Customer Location Code field on the Customer Card. This field must be filled in to process the Rental Contract. |
| Quantity | Number of units to be rented or sold. |
| Unit of Measure Code | Measurement of units to be rented or sold. |
| Rental Billing Unit | Determines the Rate Unit Price on the rental line as set up in the Rental Price List page. Defaults from the General FastTab or the rental item/machine if one was specified. |
| Min. Rental Period | Specifies the minimum rental period to be initially invoiced, regardless whether invoices are created calendar based or not, or whether the rental item is returned earlier. For more information, see Minimum Rental Periods. |
| Rental Start Date | Beginning of the rental contract period. |
| Rental End Date | End of the rental contract period; this date is optional. |
| Rate Unit Price | Price from the Rental Billing Unit/Rental Price combination set up for the rental item. |
| Unit Price Total Rental Time | Total price for the complete rental duration: Number of Rate Periods resulting from the Rental Start Date and Rental End Date fields * Rate Unit Price For example: - If Rental Billing Unit = MONTH, Rental Period = 2/1/2022 – 2/28/2022, and Rate Unit Price = 300, then the Unit Price Total Rental Time = 300. - If Rental Billing Unit = DAY for the same period (28 days), and Rate Unit Price = 9.5, then Unit Price Total Rental Time = 266 (28 * 9.5). The total is also based on whether the Calendar Based checkbox is selected (see Invoicing Parameters). |
| Amount Total Rental Time | Total price based on the following calculation: Quantity * Unit Price Total Rental Time - Rental Line Discount Amount |
| Unit Price | Specifies the price for one unit on the Rental Quote line. Used with Sales and One-Time Invoicing rental positions. |
| Line Amount | Specifies the net amount, excluding any invoice discount amount, that must be paid for products on the line. Used with Sales and One-Time Invoicing rental positions. |
| Line Discount % | Specifies the discount percentage that is granted for the item on the line. |
| Rental Line Discount Amount | Specifies the discount amount that is granted for the rental item on the line. |
| Total No. of Rate Units | Indicates the total rental time calculation and the quantity of rate units as determined by the Rental Start Date and Rental End Date. |
Actions on Lines FastTab
Actions on the Line and Functions menus on the Lines FastTab relating to COSMO Rental are described in the following table.
| Menu | Action | Description |
|---|---|---|
| Line | Line Texts | If you are using the integration with COSMO Text Module, opens the text relating to the Rental Quote line. In the Edit Text page, existing text can be viewed or edited, or new text can be added. For more information, see COSMO Text Module. |
| Item Tracking Lines | Opens the Item Tracking Lines page where you assign serial numbers to the rental machines. | |
| Functions | Split Line | Opens the Split Rental Line page where you can split an existing rental line, which is useful when needing to ship to/from separate locations. For more information, see Split Rental Line. |
Rental FastTab
As with other information entered at the header level, the information entered in the fields on the Rental FastTab will default to the lines, making data entry simpler when entering multiple rental lines. The fields on this FastTab have no effect on sales positions. Field values that are not needed here can be used as default for the creation of a Rental Contract from the Quote.
Fixed Rate FastTab
The fields on the Fixed Rate FastTab are used for allocating the rate/price changes to all lines. For more information, see Fixed Rate Invoicing.
Actions
The relevant actions on the Rental Quote are described in the following table.
| Menu | Action | Description |
|---|---|---|
| Actions | Rental Disposition | Opens the Graphical Rental Disposition page, which allows you to perform rental planning processes using a visualized planning tool. For more information, see Graphical Planning Board. |
| Related | Quote > Header Texts / Footer Texts | If you are using the integration with COSMO Text Module, opens the header or footer text relating to the Rental Quote. In the Edit Text page, existing text can be viewed or edited, or new text can be added. For more information, see COSMO Text Module. |
Rental Quote Positions/Processing
In the Rental Quote, you can enter positions to be offered for rent (items/machines) and also positions to be sold (items, resources, and G/L accounts) along with the rental. Only rental items/machines can be rented; items without this attribute can be sold only.
Sales positions are entered the same as a regular sales line while the rental positions have more requirements.
To record a sales position on a Rental Quote
- Choose the icon, enter Rental Quotes, and then choose the related link.
- Choose the New action.
- In the Customer No. field, enter the customer number or name.
- On the Lines FastTab, choose the Sales option in the Rental Position field.
- In the Type field, enter Item, Resource, or G/L Account.
- In the No. field, enter the relevant sales item, resource, or G/L account.
- In the Location Code field, enter a location if the inventory is posted using locations.
- In the Quantity field, enter the number of units to be sold.
- Fill in other standard Microsoft Dynamics 365 Business Central fields as needed.
Notă
Sales items can only be added to a Rental Quote if the following conditions apply:
1. Rental Setup, Posting Type = Transfer Order
2. Rental Setup, Ignore Sales Positions in Transfer Order = on
3. Warehouse Location requires Warehouse Shipments, others are optional
For more information, see Rental with Warehouse Management.
To record a rental position on a Rental Quote
- Choose the icon, enter Rental Quotes, and then choose the related link.
- Choose the New action.
- In the Customer No. field, enter the customer number or name.
- In the Rental Billing Unit field, enter the code for the rental period.
- Enter the date the rental will begin in the Rental Start Date field.
- If known, enter the date the rental will end in the Rental End Date field. If this date affects the period entered in the Min. Rental Period field, you will need to adjust either field.
- In the Invoice Period field, enter how the periods on the invoice are created. The options are Day, Week, Month, Two Months, Quarter, Half Year, Year, and Fixed Rate.
For more information, see Invoicing Parameters. - In the Lines FastTab, select Item in the Type field.
- In the No. field, enter the rental item/machine, and then press Enter. Notice the following:
- The designated Rental location defaults to the Location Code field (if assigned to the customer).
- The customer location defaults to the Customer Location Code field.
- The Rental Billing Unit and Invoice Period fields are updated from the General FastTab.
- The Min. Rental Period has the value from the item/machine or the same value as in the Rental FastTab if no value was assigned to the item/machine.
For more information, see Minimum Rental Periods. - The Rate Unit Price field has the value from the price list if no minimum quantity was defined.
- The Total No. of Rate Units is updated if a starting and ending rental period was entered.
- Related rent rate components are added below the item/machine line, if the Insert Rate Components field is set to Always in Rental Setup.
- In the Quantity field, type the number of items to rent.
To create a Rental Contract from the Rental Quote
- On the Home menu, choose the Make Contract action.
- Choose the Yes button to convert the Rental Quote to a Rental Contract.
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