Rental Reservations
In the Rental Reservation page, enter the item to be rented, the period of renting and optionally for invoicing the price for the rate period. The Rental Start Date and the Rental End Date have to be entered for a Reservation.
Rental Reservations are accessed using Tell Me. Choose the 
icon, enter Rental Reservations, and then choose the related link.
Rental Reservation Page
The Rental Reservation page contains the same fields as the sales order, 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 Reservation 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 reservation. |
| No. of Archived Versions | Indicates the number of archived Rental Reservation versions (see Archive Rental Documents). |
| Rental Billing Unit | Indicates the billing unit 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 period. |
| Rental End Date | Indicates the end of the rental period; this date is optional. |
Lines FastTab
The fields on the Lines FastTab that are used with Rental Reservations are described in the following table; the remaining fields are not relevant for reservations.
| Field | Description |
|---|---|
| Rental Position | Identifies if the line is a Rental or Sales item. Each option filters the Item No. list accordingly: - Rental shows rental items - Sales shows all items |
| 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. |
| 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. This date is included in the item availability and is integral with the invoicing functionality (see Invoicing Parameters). |
| 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 |
| 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. |
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 Reservation 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.
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 Reservation 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 | Reservation > Header Texts / Footer Texts | If you are using the integration with COSMO Text Module, opens the header or footer text relating to the Rental Reservation. 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 Reservation Positions/Processing
In the Rental Reservation, you can enter positions to be reserved for rent (items/machines).
To record a rental position on a Rental Reservation
- Choose the icon, enter Rental Reservations, and then choose the related link.
- Choose the New action.
- In the Customer Name field, enter the customer name or number.
- In the Rental Billing Unit field, enter the code for the rental period.
- In the Rental Start Date field, enter the date the rental will begin.
- In the Rental End Date field, enter the date the rental will end.
- 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 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 Unit Price Total Rental Time field shows the total price for the complete rental duration.
- In the Quantity field, type the number of items to rent.
To assign item tracking to Rental Reservation lines
- Select the serial tracked item line.
- On the Lines FastTab, choose Line > Item Tracking Lines.
- Select or enter the serial number and quantity.
- Close the Item Tracking Lines page.
To create a Rental Contract from the Rental Reservation
- On the Home menu, choose the Make Contract action.
- Choose the Yes button to convert the Rental Reservation to a Rental Contract.
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