Rental and Sales Items with Warehousing

Certain rental items might have accompanying sales items that must be included in the rental and warehouse documents. Due to the differing structures of these documents, the following setup conditions are required:

  • Rental Setup
    • Posting Type = Transfer Order
    • Ignore Sales Positions in Transfer Order = on
  • Rental Location Card
    • Require Shipment = on
    • Require Receive = optional
    • Require Put-away = optional
    • Require Pick = optional

These conditions ensure that sales items can be processed through the warehouse as well as invoiced to the customer. Sales items are ignored on the Transfer Order and are added via a function to the Warehouse Shipment. Fittingly, no Rental Ledger Entries are created for these items. As sales items, they are not returned with the rental item and when it is time to invoice the Rental Contract, they are added to the Rental Invoice in a way similar to the Warehouse Shipment.

Example – Process Rental Item and Sales Items on Rental Contract with Warehousing

This example uses warehouse shipments, picks, receipts, and put-aways to show the interaction between COSMO Rental and Warehouse Management, as well as adds the serial number at the pick. Invoicing is described after shipment but could also be done after return.

Create Rental Contract and Warehouse Shipment

  1. Create a Rental Contract.
  2. In the Lines FastTab, enter the rental item/machine.
  3. In the Location Code field, enter the location that requires warehouse management processing.
  4. If rate parts are used, update the Location Code to match the location on the rental line.
    Note: This location is not required on one-time invoicing lines.
  5. Enter the quantity and update pricing as needed on rental and rate part lines.
  6. Enter the sales item (Rental Position = Sales). This can be a serialized or non-serialized item.
  7. In the Location Code field, enter the location that requires warehouse management processing.
  8. Enter the quantity and update pricing as needed.
  9. Choose the Create Shipment Transfer Orders action, and then close the confirmation message.
  10. Choose the Transfer Orders action and then open the Transfer Order.
    The Transfer Order opens with only the rental item/machine because sales items are not transferred. These lines will be added in the Warehouse Shipment.
  11. On the Home menu, choose the Create Whse. Shipment action, and then close the confirmation message.
  12. The Warehouse Shipment shows the rental items/machines to ship from the warehouse.

Add Sales Lines to Warehouse Shipment

Sales lines are not transferred from the Rental Contract to the Transfer Order, and therefore, are not transferred to the Warehouse Shipment. These item(s) are added using the Get Source Documents function, which will locate the coordinating sales lines created from the Rental Contract. An additional adjustment must be made via the removal of the rental item/machine set as a Sales item.

  1. On the Prepare menu, choose the Get Source Documents action.
  2. Locate and select the sales line from the list with Source Document = Sales Order and then choose the OK button.
    The sales items are added to the Warehouse Shipment, including a sales entry for the rental item/machine.
  3. Select the rental item/machine line with Source Document = Sales Order.
  4. Delete the selected line.

The Warehouse Shipment now contains the following lines:

  • Rental item/machine, Source Document = Outbound
  • Sales Item = Source Document = Sales Order

Ship Rental and Sales Items with Warehouse Shipment

  1. If picking is required for this location:
    1. Choose the Create Pick action, fill in the request page, choose the OK button to create the pick, and then choose the OK button to close the confirmation message.
    2. On the Shipment menu, choose the Pick Lines action, and then open the Warehouse Pick.
    3. Enter serial numbers if needed, choose the Register Pick action, and then choose the Yes button to register the pick.
    4. Go back to the Warehouse Shipment.
  2. If picking is not required for this location, enter serial numbers if needed.
  3. On the Home menu, choose the Post Shipment action.
  4. With the Ship option selected, choose the OK button to post the Warehouse Shipment, and then close the confirmation message.
  5. In the Transfer Order page, choose the Post action on the Home menu.
  6. With the Receive option selected, choose the OK button, and then close the confirmation message.
  7. Go back to the Rental Contract.

Depending on business processes, invoice now or when the rental item is returned.

Invoice Rental Item and Sales Item

Posting the Warehouse Shipment created Rental Ledger Entries for the rental item/machine but not for the sales item. Therefore, the sales item must be added to the Rental Invoice using the Get Shipment Lines function.

  1. In the Rental Contract, choose the Post action, and then choose the OK button to create the invoice.
  2. In the Create Rental Invoices request page, enter the invoicing period, and then choose the OK button.
  3. Close the confirmation message and then choose Documents > Invoices on the Related menu.
  4. Open the Rental Invoice and notice that the line has only the rental item/machine and any relevant rate parts.
  5. To add the sales item(s), choose Line > Functions > Get Shipment Lines on the Lines FastTab.
  6. Locate the Warehouse Shipment, select all related sales item(s), and then choose the OK button.
    The related sales items are added to the Rental Invoice lines.
  7. On the Home menu, choose the Post action, and then choose the Yes button to post the invoice.
  8. Close the confirmation message and then go back to the Rental Contract.

Return the Rental Items with Warehouse Receipt

  1. Ensure that the Work Date is the return date.
  2. In the Rental Contract line, fill in the Rental Return Date and Return Qty. to Receive fields.
  3. On the Home menu, choose the Create Return Transfer Orders action, and then close the confirmation message.
  4. Choose the Transfer Orders action and then open the Transfer Order.
  5. On the Home menu, choose the Post action.
  6. With the Ship option selected, choose the OK button.
  7. On the Home menu, choose the Create Whse. Receipt action, and then close the confirmation message.
  8. The Warehouse Receipt shows the rental items/machines to receive into the warehouse.
  9. On the Home menu, choose the Post Receipt action, and then choose the Yes button to post the receipt.
  10. Choose the OK button to close the confirmation messages.
  11. If put-away is required for this location:
    1. Choose the Lightbulb that opens the Tell Me feature icon, enter Warehouse Put-aways, and then choose the related link.
    2. Open the Warehouse Put-away for the returned rental item/machine.
    3. Choose the Register Put-away action and then choose the Yes button to register the put-away.
  12. Go back to the Rental Contract and complete any additional processing.

See Also

Posting

Feedback

Submit feedback for this page .