Rental ProcessingRental ProcessingFor Sage 100 ERP

Rental Processing for Sage 100 ERP Rental Billing Options Loading Items into Orders – Scanning Items Rental Availability Displays – Serialized Inventory Reservation Rental Shipping – Sales & Rental / Rental Only Items Invoice Generation – Invoice Data Entry / Invoice Generation Rental Returns Monthly Invoice Generation – Scheduled Billing Kit Processing Serialized Inventory – Inspection Status Setting Sub Rentals Missing and Damaged Activity Log / Swap Items Inquiries / Reports

Options that impact rental invoice generation What are the conditions preventing invoice generation How to view the status of current rental order When is a rental line closed When a rental line cannot be returned

Rental Order – Billing Options

1st line’s billing options:Billing type- Periodic Bill Code -MonthlyBilling Day -31Start Billing Date-9/1/2012End Billing Date-10/31/2012Extended Rental- ProratePricing- Time Based

Rental Order – Billing Options

2nd line’s billing options:•Bill Code -Monthly•Billing Day -None•Start Billing Date-9/13/2012•Billing type- Periodic •End Billing Date-11/13/2012•Extended Rental- Best Pricing•Pricing- Time Based

Rental ShippingThe Rental Status for Order line is set to Open and the Rental Item Status is Rent only after the Rental Order line is shipped and the Shipment is updated:

Business Insights Explorer-Rental Status

After Rental lines are shipped you can use Business Insights Explorer-Rental Status View to navigate through rental data, and preview rental related data for the

selected row to follow a rental transaction from beginning to end.

Rental Status View

Rental Status View

Order Selection for Invoice Generation

Running Rental Invoice Generation for 9/13/2012 Date will select only the

second line of Order#RO00010 as the Billing Day for the first line is set to 31.

Invoice Generation Report

Invoice will be generated for the period from 9/13/2012 to 10/12/2012 with respective Amount calculated as 1M=1*80*2=160

Invoice Generated for the first Billing Period

Invoice Generation for End of Month Billing Rental

In order to have Invoice generated for the first line (with end of month billing) it is necessary to enter 9/30/2012 as the generation date (billing day is 31, but the last day for September is 30).

Invoice Generation Report for the First Rental Period

The Invoice will be generated for period 9/13/2012 to 9/30/2012

Invoice Generated for the First Rental Period

Rental Status View after Invoice is Generated

Refresh the Rental Status View. Now the Invoice Generated flag is set to Yes and Billed Invoice Number column populated with respective Invoice number.

Rental ReturnRental lines cannot be returned until an invoice number is updated and the Invoice Generatedflag is set to Yes (not applicable for Upon Return and Scheduled Billing types) for a rentalOrder line in the Rental Status view.

Rental ReturnAfter updating the generated Invoice you can proceed with Rental Return Entry:

Rental Status View after Return

The Item Status is changed to Returned in the Rental Status View:

Invoice Generation for the next billing period:As the Billing Day is 31 for the first rental line, this Order will be selected by the Invoice Generation for the next billing period: from 10/1/2012 to 10/31/2012 if the Invoice Generation Date is set to 10/31/2012:

Invoice Generation Report

As there is not exact Billing Day specified for the second line and Billing Type is

periodic the second line will be also selected in the Invoice Generation for 10/31/2012.

Options impacting Rental Invoice Generation

Start Billing Date End Billing Date Actual End Date (Return Date) /Early/Late/End Billing Date Bill Code Billing Day /None/Day/ Days In Month (for Monthly Billing) Billing Type /Up Front/Periodic/Periodic Noncontinuable/Upon

Return/Scheduled/A. Continue Billing (Only for Up Front) /Periodic/Upon

Return/None/ Bill Period in Advance (Only for Periodic Billing Type) Minimum One Period Rental Charge

Scheduled Billing Scheduled Billing option allows the user to make out billing schedule for a Rental order or

a Rental line and charge the customer for scheduled usage. The Billing Type may be set to Scheduled on the Customer Rental Information screen

meaning the customer should be billed according to the defined billing schedule. For Scheduled Billing type the Bill Code is defaulted to “D” (Daily), Extended Rentals is defaulted to Round Up and disabled.

For Scheduled Billing type rentals the Billing periods and consequently rental Price are calculated after Billing Schedule is defined:

Scheduled Billing

Scheduled BillingBilling periods are calculated based on the actual billing days defined by current billingschedule. In our example it is 52D. The Unit Price is calculated respectively as 47* Daily Rate= 47*10=470

The Billing Schedule may be created/modified after the Rental Order is already shipped.The Invoice generation programs will not allow generating Invoices for Billing schedule rentals if there is not a Billing schedule defined.Running the Rental Invoice Generation on any Date of the Billing Schedule will generate an Invoice for all dates scheduled. The Invoice generation report will show the Dates (Date ranges) for which the customer is billed.

Invoice Generation for Scheduled Billing

When Rental Line is Closed

The Rent Status is set to Close in the following cases: Rental Line is returned and there isn’t any open issue with billing. That is if the Item Status is Missing/Damaged (in the Rental Status View) the Missing/Damaged Billed flag should be Yes.If the Item Status is Returned and the Billed To Date is equal to Actual End Date.Rental Order is closed and removed to History if all Rental Lines are closed and there are not any unshipped Sales Lines in the Order

Rental Processing for Kit Items

The Rental Kit checkbox allows specifying whether or not Kit Pricing should be applied in the Sales Order Data Entry when current Kit is rented.

If the Rental Kit checkbox is not selected the Kit Item allowed for rent is automatically exploded in the Rental Order irrespective of the Explode Kit Items option set in the Item Maintenance Additional tab.

Rental Kits Upon entering a Kit Item in the rental order the parent Item number is replaced with a

comment line indicating sales kit number. All the components of that kit are presented as regular line items. The components allowed for rent are processed as regular rental items.

Kit Pricing If the Rental Kit checkbox is selected on the Rental Information screen Kit Pricing

is applied for current kit in the Sales Order Entry. It is necessary to select the Kit Pricing checkbox in the secondary grid of the Sales

Order Entry when entering a Kit Item if you want the Unit Price to be calculated only for Kit parent Item.

Invoice Generated for Rental Kit

When generating Invoice (from Invoice Data Entry or by the Rental Invoice Generation program) the Rental Misc Charge line with respective Extension Amount is added only for the parent Item.

Rental Kits without Kit Pricing Applied

If the Kit Pricing checkbox is not selected while entering a Kit Item the Unit Price is calculated only for Kit components and the parent Item Unit Price is zero:

Invoice for Rental Kit without Kit Pricing Applied

In this case, when rental order is invoiced either by the Invoice Data Entry or by the Rental Invoice Generation program, Rental Misc. Charge lines with respective Extension Amounts are loaded into the Invoice lines only for the component rental Items.

Track Missing/Damaged Rentals

The Track Missing/Damaged Rentals program allows for generating Invoices/Credit Memos, IM Issue transactions for missing/damaged rentals or just closing the line without any transaction.

Missing/Damaged Rentals Listing

Select Generate Invoice action to bill the customer for missing/damaged rentals. The Unit Price for a missing/damaged item is defaulted to the Item’s standard price.

Print/Preview the list of Orders with Miss/Damaged Items for which Invoice should be generated to bill the customer for missing/damaged items.

Invoice for Missing/Damaged Rentals The Comment field on the Header tab: RTN: Missing/Damaged rentals indicates that the

Invoice is generated for Missing/Damaged rental line. A comment line is added in the Invoice if the Missing/Damaged Item is Serial.

It is necessary to Update the Invoice to have the Missing/Damaged Billed flag set to Yes and to be able to close the line.

Issue Missing/Damaged Items Choose the Issue Inventory action to generate Issue Transaction and record issues

of Rental Items out of inventory lines. Transaction will be generated for the warehouse the rentals have been shipped from.

Missing/Damaged Rentals Listing

Preview/Print the Missing/Damaged Rentals listing prior to I/M Issue transaction is generated.

Issue Transaction for Missing/Damaged Rentals

The Comment field of the generated Issue transaction is populated with “Generated by Miss/Dam Rentals” text.

The Serial Items are automatically distributed (Distribution of the Return Entry is carried over to the Transaction entry) in the generated Issue Transaction if there is Qty Available for current Serial number during the Issue Generation. After the Issue Transaction is updated, the Issue Generated flag is set to "Yes" in the Rental Status View.

If the Close Only action is selected the missing/damaged rental is considered as billed/issued but invoice/IM Issue transaction is not actually generated.

Serialized Inventory – Inspection Status Setting

The Serial Status Inspection program allows for inspection of Serial Items being

returned. It is necessary to have respective Status Code selected for Rental Return

Default Status in the Sales Order Options.

Serial Status InspectionIf during inspection it is found out that the Item is damaged, needs repair or

something else then it’s necessary to select corresponding status code from the lookup list and press the Set button.

Sub Rental Processing Sub-Rental processing enables renting items from Vendors (Sub-Rental PO

generation) for the purpose of renting out those items.

It is necessary to setup a warehouse for sub-rental inventory.

Automatic PO GenerationIf rentals are ordered from the Sub Rental Warehouse the user can generate Purchase Order(s) for the rental lines by the Sub-Rental PO button.

Reports Open Sales Order Report Open Orders by Item Report

Serialized Items Rental Board Serialized Items Rental Board is intended for displaying information about Rental

Serials and their statuses. A rental period for a serial is represented as a range of

cells.