Rent Card in OC Rental App

Buttons on the top bar

• Release

  • Button is used to confirm new rental.

    • Validates if there are correct data in Lines and filled Renter No.

    • Change of the contract status from Reservation to "Released":

      • We are still able to change dates, Rent Item and Renter No.

• New

  • once the rent is released, we are able to create via this button invoice or fee

• Handover Protocol

  • Formal record of the transfer of a rented item between the rental provider and the renter — either at the start or end of the rental period.

  • It Includes:

    • Document No. and Contract No.

    • Proviser’s and Renter’s details

    • Date and time of handover

    • Taking-Over details

    • Returning details

    • Handover Protocol Subform

    • Rental item(s) details (ID numbers, descriptions, serial numbers)

    • Condition of items at handover (e.g., clean, damaged, functional)

• Insert Package

  • Button is used to quickly add a predefined group of Rent Items created as a Package

  • More about packages is described in chapter Package creation in OC Rental App and Working with package in OC Rental App

  • When you click Insert Package, the system

    • Opens Insert Package window where is possible to select Package Code and define rental period

    • Items defined within the package are after confirmation automatically added to the rental lines

• Finish Whole Rent

  • Available when the Contract Status = Released

  • Change the status of the Rent to Finished

  • If there is empty return data, system asks if it can be used used current date and time

    • Yes → Return Date and Time is filled and system asks if to finish also invoicing

      • Yes → if all invoices are posted, invoice per not invoiced amounts is created

      • No → process is terminated, user must created additional invoice per not invoiced amounts manually via New/Invoice and system creates missing Invoice

    • No → Cancelled, status stays Released

• Cancel

  • Available when the Contract Status = Released

  • System asks: “Do you wish to cancel the card?”

    • Yes, status changes to Cancelled

    • No, status stays Released

• Finish Rent Line

  • Function is able to finish selected rent line

  • If there is empty return data, system asks if it can be used used current date and time

    • Yes → Return Date and Time is filled and system asks if to finish also invoicing

      • Yes → if all invoices are posted, invoice per not invoiced amounts is created

      • No → process is terminated, user must created additional invoice per not invoiced amounts manually via New/Invoice and system creates missing Invoice

• Print Contract

  • Triggering the process of printing of rental contract

• Actions/Function/Automatic Pre-booking

  • Function displays free rent items

• Related>Rent

  • Detailed Entry

    • Shows the breakdown of how a is treated with Rent Item within the reservation and rental process

    • There are displayed individual movements with starting and ending time, tariff groups, pricelist and daily amount

  • Item Rental Billing

    • Documentation of the process of invoicing, creation of credit memos and tariff changes for the Rental.

    • It is considered Rental duration, Tariffs (hourly, daily, monthly rates), discounts, VAT (if applicable) and additional fees

• Automate

  • Power Automate

    • More about Power Automate can be found on Microsoft Learn Power Automate on Microsoft Learn | Microsoft Learn (without guarantee)

General fast tab

• No.

  • A unique identification number assigned to a record (e.g., rental agreement, document, or item)

• Original Reservation No.

  • Reservation number from which was created Rental

• Renter No.

  • .A unique number assigned to a Customer in the system.

• Renter Name

  • Filled automatically after selection of Renter No.

• Renter Address

  • Filled automatically after selection of Renter No.

• Renter Address 2

  • Filled automatically after selection of Renter No.

• Renter City

  • Filled automatically after selection of Renter No.

• Renter Post Code

  • Filled automatically after selection of Renter No.

• Responsibility Center

  • Selection possible from created list of Responsibility Centers

• Contract Status

  • In Rents we have following statuses:

    • New, Released, Cancelled, Finished, Invoiced

• Invoice Count

  • Number of created and unposted invoices

• Posted Invoice Count

  • Number of created and posted invoices

• Monthly Rent

  • If boolean is turned ON, then monthly tariff is used in lines

• Last Posting Date

  • Date when the last invoice was posted

• Package Code

  • Once is inserted package, this field is filled by selected Package Code

• Package Description

  • Once is inserted package, this field is filled by its Package Description

• Job No.

  • Lookup to List of Projects

Lines fast tab

Function (Released Rent)

• Move Line To The New Rent

  • If user wants to move rent line to new rent, it is moved with all data (rent days, tariffs, renter no.) beside invoices to new rent. Old rent can be cancelled.

  • During this process, the message appears: “Transfer line with Rent Item xxx to new Rent ? Line has been transferred to new Rent No. xxx.

• Change Tariff

  • User enters:

    • Tariff Change Date - posting date for the Tariff Change

    • Tariff [Day]

  • In case there does not exist any invoice for this rent is tariff changed for the whole rental period regardless Tariff Change Date

  • In case there exists posted invoice for this rent calculated for whole rental period, is calculation following:

    • After changing tariff is created additional invoice or credit memo for the period from Tariff Change Date till Rent To Date with amount calculated as a difference between New Tariff minus Old Tariff multiplied by numer of days from Tariff Change Date till Rent To Date

  • Before changing tariff is recommended to create invoice for rental period, otherwise will be tariff changed for the whole

  • Based on the changed tariff (higher/lower), there is created additional invoice or credit memo by the system

• Change Rent Item

  • No invoice created yet, released rent

    • if there does not exists returned information and we enter date change information into field Rent Item Change Date (via Rent Item Change wizard), Returned Date and Time is filled

    • if there exists returned information and we enter other date information into field Rent Item Change Date (via Rent Item Change wizard), Returned Date and Time is overwritten

  • Invoice created for the original rent item

    • After changing an item is based on the Rent Item Change Date added returned information into original rent item line

    • Once we create another invoice via New/New Invoice, invoice for second line is created

    • While Finishing Whole Rent is created credit note for early return of the first item

Lines

• Rent From [Date]

  • The start date of the rental period.

• Rent From [Time]

  • The start time of the rental on the specified start date.

• Rent To [Date]

  • The end date of the rental period.

• Rent To [Time]

  • The end time of the rental on the specified end date.

• Returned [Date]

  • The calendar date when the rented item was returned by the customer.

  • We can fill these dates manually or we can use function Finish Whole Rent, that fills the return date and time based on system date

• Returned [Time]

  • The time when the rented item was returned by the customer.

  • We can fill these it manually or we can use function Finish Whole Rent, that fills the return date and time based on system date

• Late Return Toleration

• Rent Item Type

  • Classification of the rented item

  • By the selection of Rent Item Type (Furniture, Hand Tools, Machines, Electronic, Special) is filtered list of Rent Items

• Rent Item No.

  • List of Rent Items filtered by type which are available for rent

• Description

  • Description of selected Rent Item defined on Rent Item Card

• Tariff Group

  • A grouping that defines pricing rules or rates for similar rental items coming from Rent Item Card

• Tariff Subgroup

  • A more specific category under a tariff group with detailed pricing rules coming from Rent Item Card

• Pricelist Code

  • The identifier for a specific price list used to calculate rental charges defined on Rent Item Card

• Rent Item Deposit

  • Deposit is brought from selected Pricelist, it is not invoiced within the rental, must be created individual invoice via New/Create Fee/Fee Type - Deposit

  • Value is editable

• Item Location Code

  • The code that identifies where the rented item is stored or dispatched from, coming from Rent Item Card

• Tariff [Hour]

  • The hourly rental rate for the item.

  • It is used once in Tariff Pricelist has Post by Hour = YES

• Tariff [Day]

  • The daily rental rate for the item.

  • It is used once in Tariff Pricelist has Post by Hour = NO

• Tariff [Month]

  • The monthly rental rate for the item.

  • It is used rate from Tariff Pricelist from field Tariff - Month Rent

  • To be used monthly tariff in rental, the field Monthly Rent in General fast tab (Rent Card) must be switched to YES before creation an entry in Lines

• Rented Months

  • Calculated field

  • The number of full months the rent item is rented.

• Rented Days

  • Calculated field

  • The number of full days the rent item is rented.

• Rented Hours

  • The number of hours the item is rented (used when hourly Pricelist applies).

• Rent Amount

  • The total rental amount before tax per line.

• Rent Amount Incl. VAT

  • The total rental amount included tax per line.

• Discount %

  • The percentage discount applied to the rental price.

  • Currently is possible to define discounts only for packages

• Discount

  • Amount calculated from percentage

• Gen. Prod. Posting Group

  • Editable field

  • Defined in Tariff Group

• Rent Item Deposit

  • Informative field, does not increase Total Rent Amount

• Total Rent Amount

  • Rent Amount adjusted by discount

• Total Rent Amount Incl. VAT

  • Rent Amount including VAT adjusted by discount

• ID Number

  • Text field to identify rental, value from last line will be seen in Rent List

• Rent Item Apposition [Mechanic]

  • The name or code of the mechanic or technician who will install or set up the rented item at the customer’s location.

  • It is possible to choose from the list of Resources based assigned to Mechanic Resource Group which is selected in Rent Module Setup and Type of the resource must be Person

• Rent Item Delivery [Mechanic]

  • The mechanic responsible for delivering the rented item to the customer.

  • It is possible to choose from the list of Resources based assigned to Mechanic Resource Group which is selected in Rent Module Setup and Type of the resource must be Person

• Rent Item Delivery [Date]

  • The date when the rented item was delivered to the customer.

• Rent Item Delivery [Time]

  • The exact time the rented item was delivered on the delivery date.

• Rent Item Pickup [Mechanic Code]

  • The code or identifier of the mechanic who is assigned to pick up the rented item from the customer.

  • It is possible to choose from the list of Resources based assigned to Mechanic Resource Group which is selected in Rent Module Setup and Type of the resource must be Person

• Rent Item Pickup [Date]

  • The date on which the rented item is scheduled to or actually picked up.

• Rent Item Pickup [Time]

  • The time when the item is physically retrieved from the customer’s location.

• Package Item

  • Ticked once we added package item into Rent

• Package Item Description

  • Filled once we added package item into Rent

• Package Item Code

  • Filled once we added package item into Rent

User fast tab

• Authorized User No.

  • Selection is possible from list of Contacts of selected Renter

• Authorized User Name

  • Filled automatically based on selected Authorized User

• Mobile Phone No.

  • Filled automatically based on selected Authorized User

• Email

  • Filled automatically based on selected Authorized User

• Document No. 1

  • Text field to track and reference the specific document in the system.

• Document No. 2

  • Text field to track and reference the specific document in the system.

Addresses fast tab

• Delivery Address

  • Fields can be used in some printouts, by default are empty

    • Delivery Address

    • Delivery Address 2

    • Delivery City

    • Delivery Post Code

• Pick-up Address

  • Fields can be used in some printouts, by default are empty

    • Pick-up Address 1

    • Pick-up Address 2

    • Pick-up City

    • Pick-up Post Code

Invoicing fast tab

• Bill-to No.

  • Filled automatically by selected Renter No.

  • During change of Renter No. system asks if we want to change also Payer.

• Bill-to Name

  • Filled automatically based on Bill-to No.

• Payer Address

  • Filled automatically based on Bill-to No.

• Payer Address 2

  • Filled automatically based on Bill-to No.

• Payer City

  • Filled automatically based on Bill-to No.

• Payer Post Code

  • Filled automatically based on Bill-to No.

• Payer Registration No.

  • Must be entered manually

• Payer VAT Reg. No.

  • Filled automatically based on selected Bill-to No.

• Renting Cost Centre

  • Possible to select from Dimension Value List - DEPARTMENT

• Return Cost Centre

  • Possible to select from Dimension Value List - DEPARTMENT

• Invoicing Cost Centre

  • Possible to select from Dimension Value List - DEPARTMENT

• Gen. Bus. Posting Group

  • Populated from Customer Card based on Payer setup

• Created By

  • Identification of the user who created the record

• Last Modify By

  • Identification of the user who last time modified the record

• Payment Method Code

  • Populated from Customer Card based on Payer setup

Notes fast tab

• Contract Note 1

• Contract Note 2

• Invoice Note 1

• Invoice Note 2

Follow up:

How to create Rent Item

How to create Item

How to create Fixed Asset

How to do basic setup of OneCore Rental App

How to create rent - workflow