Rental Contracts

This chapter covers the administration of rent contracts.

This chapter is divided into the following sections:

Rent Price Check

By using the rent price check, you can easily view applicable rent pricing for rent classes and rent class packages. Thus, you can give your customers information about the expected costs in a quick and uncomplicated manner. This applies to general pricing and customer specific pricing including discounts as well.

Please proceed as follows to check rent prices:

Note

Have a Dummy Contact No. in the rental setup to use this function. You can find more information about this in the TRASER Rental Setup chapter.

  • Use the quick search (ALT+Q) to find the page Rent Price Check in TRASER DMS 365.
  • The page Rent Price Check will open. The dummy contact no. is added automatically in the Contact No. field.

Blank page 'Rent Price Check'

  • Select in the Rent Class or Rent Class Package drop-down list for which type you want to check the rental pricing.
  • Select in the following Rent Class or Rent Class Package drop-down list the option for which you want to check the rental pricing.
  • In the table at the lower part of the page will be an overview of the rent class options and rent class package options including data of price, status and consumption.

Example: Rent Price Check for Rent Class Package

Option Description
Rent Price Description In this column, the positions of the rent class or rent class package will be displayed by line.
Price Type This column shows the time at which each line will be calculated.
Consumption Price No. Specifies which price line will be used for invoicing of the rent.
Price Base This column shows the price base at which the line will be calculated. You can change this value, if a different price base is added in the rent class or rent class package.
Requirement This column shows whether a rent class or rent price line is Mandatory, Recommended or Optional.
Mandatory = The rent class or rent price line will always be added and cannot be deleted.
Recommended = The use of this rent class or rent price line is recommended but it won’t be automatically added.
Optional = The rent class or rent price line is automatically included but can be removed in rental quotes, rental contracts and rent class packages.
Quantity This column shows how many units of the selected line will be included in the calculation. If you change this value, its lines in the rent class or rent class package will change as well. In case of a value ≥2, the total in the line Line Price Excl. VAT or Line Price Incl. VAT will be calculated automatically.
Unit Price Excl. VAT or Unit Price Incl. VAT This column shows the rent price per position with the applicable price base.
If the slider Prices Incl. VAT is activated, the column header will be Unit Price Incl. VAT and the rent price will be displayed including the VAT of the costumer.
Price Code Specifies the defined label of the price code.
Replacement Price Specifies the replacement price for the rent class. This label can be set in the rent class card ( Creating a rent class).
Rent Price Exists This column shows whether this line has a customer specific rent price. The check box is activated when a customer rent price exists. This price can vary from the default rent price.
Disc. % This column shows the discount which is added for the line(s).
Line Price Excl. VAT or Line Price Incl. VAT This column shows the default rent price for this line. By quantity  =  the line price matches the unit price. By quantity ≥2 the applicable sum will be viewed.
If the slider Prices Incl. VAT is activated, the column header will be Line Price Incl. VAT and the rent price will be displayed including the VAT of the costumer.
Total Contract Line Amount Excl. VAT or Total Contract Line Amount Incl. VAT. This column shows the total rent price for the line’s whole rental period. If the quantity  =  1, the line price matches the unit price multiplied with the contract duration. If the quantity is ≥2 the applicable sum multiplied with the contract duration will be displayed.
If the boolean Prices Incl. VAT is activated, the column caption will be Total Line Amount Incl. VAT and the rent price will be displayed including the VAT of the costumer.
Consumption Type This column shows which consumption type is used for consumption dependent billing in the line in question.
Consumption Invoice Type This column shows how the consumption is billed.
Usage Amount This column shows which consumption amount the calculation is based upon.
Unit of Measure Code This column shows the unit of measure code for this line.
  • Optional Select a customer in the Customer No. drop-down list if you want to view customer specific prices. The table will display the rent prices for the selected customer. The varying rent prices and rent discounts of this customer will be included.
  • Optional Select a different date in the Check Date field to include the price at a different time in the future or limited discounts.
  • Optional Activate the Price includes VAT slider to view the rent prices including the sales tax of the customer. The values in the Unit Price Excl. VAT or Unit Price Incl. VAT and Line Price Excl. VAT or Line Price Incl. VAT columns will be recalculated accordingly.
    You can find information on the status of the boolean in the Table ''Boolean''.
  • Optional Click on Reservation > Rent Class Reservation to create a rent class reservation with the selected parameters.

Note

This function of rent class reservation is currently only available for rent classes. After you select the value Rent Class Package in Rent Class or Rent Class Package, the Reservation menu item is removed from the menu line.

  • Optional If you like to directly create a new customer or contact from the rent price check, select New > New Contact or New > New Customer in the menu line.
    • Click Yes to confirm the dialog.
    • A new contact or customer card opens.
  • Close the Edit - Rental Reservation page.
  • Close the Rent Price Check page.

Create Reservation

Create Rental Contract

This section describes how to create a rental contract without a previous rental quote. If you like to create a rental contract from an existing rental quote, follow the instructions in the Convert Rental Quote to Rental Contract section.

Please proceed as follows to create a rental contract:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Click New.

New Rental Contract

  • An empty input screen for rental contracts opens.

Tip

A rental contract can also be created directly at a customer card. Please proceed as follows:

  • Use the quick search (ALT+Q) to find the page Customers in TRASER DMS 365.
  • A list containing all customers opens.
  • Select the customer for which you want to create a rental contract.
  • Under New Document, click on New Rental Contract

Create rental contract via customer

  • An input screen for a rental contract opens. The Customer Name field will already be filled.
  • Fill in the blanks of the General and Invoice Details sections with the quota of the following table to create a rental contract.

Empty Rental Contract 1

Register Option Description
General Customer No. Select here the number of the customer for the rental contract. The field Customer Name will be filled automatically. The Rental Contract No. is created automatically (see header) and cannot be modified.
The Contact field will be filled automatically.
Contract Start Date Select here the start date of the rent period by clicking on the calendar symbol.
Requested Rent Period Start Date Select the start date of the rent period which is requested by the customer by clicking on the calendar symbol. This date will be also used in connection with the Estimated Contract End Date for the calculation of the rent price. The start date of the rent period cannot be earlier than the Contract Start Date.
Estimated Contract Duration (Days) Optional Enter the length of the rent period here (at least 1 Day) If you confirm your entry using the TAB key, the Estimated Contract End Date field will be filled automatically.
Enter here an integer number as the value directly followed by the unit of measure, e. g. 5D equals 5 days incl. weekends and holidays or 1M equals 1 month. The values automatically translate to Days.
The following units of measure are possible:
T = Day
WT = Working Day
W = Week
M = Month
Q = Quartal
J = Year
Estimated Contract End Date Select here the date for the end of the rental period by clicking on the calendar symbol. If you have already entered a value under 'Estimated Contract Duration (Days)', this field might already be filled.
First Invoice Period First Invoice Period (Days)/Minimum Rent Until (Days) Depending on the value that is selected in the First Invoice Period Option field, you can either specify in this field after how many days the customer should receive the first invoice or how long the minimum rent period should be which is always invoiced even if all rent objects are returned ahead of time. If a number is entered here, the respective date is automatically calculated in the First Invoice Date or Minimum Rent Until Date field, based on the contract starting date.
First Invoice Period Option In this field you can select if you want to set up a period which is independent to the invoice frequency set in the rental contract after which the customer will automatically receive the first invoice (First Invoice Period option) or if you want to set up a minimum rent period which the customer will always be invoiced even if all rent objects are returned ahead of time (Minimum Rent Period option). Depending on the selected option, the captions of the field above and below are adapted. If you leave this field empty, the set up invoice frequency in the rental contract will be used. You can find more information on these options in the sections Set First Invoice Period or Set Minimum Rent Period.
First Invoice Date/Minimum Rental Until Date Depending on the value that is selected in the First Invoice Period Option field, you can either specify in this field the date on which the customer should receive the first invoice or the date on which the minimum rent period ends which is always invoiced even if all rent objects are returned ahead of time.
Update customized calendar Here you can create a customized calendar in which you can add a description to certain days or mark these days as holidays.
The set up base calendar is used as default. In case it has been activated in the setup, the country of the customer is used as reference for holidays.
You can find more information on creating a base calendar under Setting up Base Calendar.
Order Type Select the service order type which will be the base for the rental contract.
The Sale and Rental check boxes must be activated for the selected service order type if you like to use this order type for a rental contract.
You can find information about the setup of service oder types in Setting Up Service Order Types and Service Order Types in Rental.
Internal Contract Reference This slider is activated if you select an applicable order type under Order Type (see table 'Boolean' for the status of the boolean).
The Rental and Internal Invoicing check boxes must be activated for the order type.
An internal customer must also be set up.
You can find information about setting up internal customers under Setting up Internal Invoicing.
You can find information on the status of the boolean in the Table 'Boolean'.
Contract Status Reference This field shows the contract status. Depending on the status, different contract activities are possible.
The default value of a new contract is Open.
Signature Status Reference This field shows the signature status. The rent order can only be started if the rental contract is signed.
Open Add. Contract Exists Reference This slider is activated if an open add. Contract exists. An open add. contract is not activated.
For more information about add. Contracts, see Create Add. Contract.
You can find information on the status of the boolean in the Table 'Boolean'.
Active Add. Contracts Reference This field specifies how many add. contracts are activated. An activated add. Contract is no longer open but already running.
For more information about add. Contracts, see Create Add. Contract.
Contact Reference This field is filled automatically if you select a customer under Customer Name. This contact can be edited by clicking on the button with the three dots.
Shipping Ship-to Date In this field you can enter the requested delivery date for handing over the contract objects.
Ship-to Time Prefix In this field you can define if the contract objects should be delivered until or from a certain time. This prefix relates to the entire rental contract. This prefix can be individually adjusted per line in the contract lines.
Ship-to Time This field specifies to which time the contract objects should be received by the customer. This time relates to the entire rental contract. This time can be individually adjusted per line in the contract lines.
Shipping Agent Code In this field you can enter an shipping agent code with which the rent object is expected to be shipped.
Ship-to Select from this drop-down list the address where the products on the rental document will be shipped to. By default the address of the customer which is selected in the rental contract will be used. If you select Another Customer, you can enter the address of a different customer. The shipping address will be entered automatically in the applicable documents. If you select Alternate Shipping Address, you can choose a new shipping address.
Name Here you can specify the name of the recipient that products on the rental document will be shipped to.
Name 2 Enter additional name information here.
Address Here you can specify the address that products on the rental document will be shipped to.
Address 2 Enter additional address information here.
Post Code Enter the postal code here. If the postal code is stored in the system, the city will be entered automatically.
City Here you can specify the city that products on the rental document will be shipped to.
County Optional Here, you can enter a county or region in order to avoid confusion with place names that sound the same and to make it easier for the vendor to find the right direction.
Contract Objects The individual rent positions are displayed in the table of this FastTab. This FastTab is also used to go through the individual contract phases. This pane is only activated if the Contract Status = Enabled.
For more information about contract phases, see Contract Status.
Contract Contacts In the table of this register, you can deposit several contacts. This way, the person in charge has the possibility to call another contact person in case the main contact is not available. For more information on depositing contacts, click here.
Line Price Replacement Amount (Total) This field shows the replacement amount of all lines in the rental contract (Amount * Replacement Price).
Replacement % In this field, the percentage of the replacement price for the whole rental contract is entered. This value is applied to all rent class lines for which the check box in the Manual Price column is deactivated.
Lines This pane will be described in further steps and sections under this table. You can find an overview of all the individual columns in the Rent Class Wizard section.
Object Attributes This table shows the attributes which were assigned to a rent class. You can find more information on assigning attributes here. If needed, activate the check box in the Print in Protocol column if you want the attributes to be printed in the protocol. Deactivate the check box if the attributes should not be printed in the protocol.
Additional Agreements In the table of this register, the additional agreements for this rental contract are displayed. For more information on adding additional agreements, click here.
Invoice Details Invoice Frequency Select here the frequency of invoicing. The entered value from TrASER Rental Setup will be used by default.
You can find more information on setting the invoice frequency under Setting the invoice frequency.
Combine Contracts Optional Activate this boolean if the contract is supposed to be invoiced as combined shipments. All contracts with the same customer, for which this boolean is activated, will be summarized per invoice period in combine shipments.
Currency Code Optional Select in this drop-down list the currency code for the contract if it varies to the domestic currency.
Prices Incl. VAT Optional Activate this silder if the pricing of the rental contract should be displayed inlcuding the VAT.
You can find information on the status of the boolean in the Table 'Boolean'. If you are using a (service) order type where this option has already been activated, this boolean will be activated automatically. You can find more information on this in the chapter Service Order Types for Rental.
VAT Bus. Posting Group Select in this drop-down list the VAT posting group which should be used for the business premises.
Payment Terms Code Specify here after how many days the due date of the invoice occurs. The payment discount date and payment discount date discount amount will also be influenced by this value.
Enter here an integer number as the value directly followed by the unit of measure, e. g. 5D equals 5 days incl. weekends and holidays or 1M equals 1 month.
The following units are possible:
T = Day
WT = Working Day
W = Week
M = Month
Q = Quartal
J = Year
Shortcut Dimension 1 Code Optional Enter the code for shortcut dimension 1 here.
Shortcut Dimension 2 Code Optional Enter the code for shortcut dimension 2 here.
Skip in Stack Invoicing Optional If you activate this slider, the rental contract will be skipped in stack invoicing and you can edit the final invoice manually. This can be beneficial if the rent end date is already posted but the final invoice is not supposed to be written yet.
Skip Stack from Name The system automatically enters in this field who defined the skipping in the Skip in Stack Invoicing field.
Billing Bill-to Select from the drop-down list who will receive the invoice.
The address of the customer selected in the rental contract is used by default.
If you select Another Customer, a different customer will be invoiced.
If you select Custom Address, you can enter a different recipient address for the customer selected in the rental contract. The customer’s address stored in the system will not be overwritten by this.
Foreign Trade EU 3-Party Trade Optional Activate this boolean if the transaction is related to trade with a third party within the EU.
Area Optional Specify the area of the customer or vendor for the purpose of reporting to INTRASTAT.
General Terms & Conditions Optional Select for which document line number which kind of GTC text or code should be used in the Line FastTab. This pane can only be edited if the Contract Status = Open.
For more information about creating contract or GTC texts, clickCreate Contract or GTC Texts.
  • All changes are saved automatically.
  • For adding entries to the rental contract, select Manage > Add Rent Class in the Lines register.
    You may have to select 'More Options' first to show the Manage option.

Add a Rent Class to a Rental Contract

Tip

New rental contract lines can be also added in the rental contract header by clicking Contract > Add Rent Class.

Add a Rent Class to a Rental Contract (Alternative)

Add Rent Classes or Rent Class Packages

Add Rent Classes or Rent Class Packages Wizard – Step 1

Add Rent Classes Wizard Step 1

The upper part is meant for filtering rent classes or rent class packages. The lower part displays the filtering results.

  • Select under Rent Class/Rent Class Package if you like to filter for rent classes or rent class packages. If you leave this field blank, both rent kinds are filtered for.

Note

If you filtered for a Rent Class, you can select under Object Type Filter for Rent Class the rent class kind that you like to use. This way, you can narrow your search further down.

Objektart-Filter für Mietklasse

If you filtered for Rent Class Packages, this filter option is not displayed.

  • Enter the requested quantity in the Selected Quantity column if you like to add a Rent Class. The Selected Unit of Measure field will be filled automatically.
    *A value ≥1,00 must be entered. If the value is 0,00 in the Selected Quantity column, the rent class will not be used.
  • Optional If necessary, you can change the unit of measure of the rent class via the Unit of Measure Code (Delivery) column under the Lines register. For this, select a deposited unit of measure for this rent class from the list. This is only possible for items. You can find more information on depositing an alternative unit of measure for a rent class here.
  • Optional Select an invoice calendar in the Selected Invoice Calendar column.
    For more information about creating invoice calendars, clickSet up Base Calendar.
  • Optional The Has linked Rent Classes columns shows if there are any linked rent classes. By clicking on Yes, a window is opened which shows the linked rent classes. Linked rent classes are automatically additionally added to the rent document.
  • Click Next when you selected the desired quantity.
  • The Second Step of the Add Rent Classes Wizard opens.

Add Rent Class Package

  • Activate the check box in the Selected column to add a Rent Class Package
  • Optional Select an invoice calendar in the Selected Invoice Calendar column.
    For more information about creating invoice calendars, clickSet up Base Calendar.

Note

If you deactivate a rent class in a rent class package which is marked as Optional, the related price lines of this rent class are also deactivated and hidden.

  • Click Next when you selected the desired packages.
  • The Second Step of the Add Rent Classes Wizard opens.
Add Rent Classes Wizard – Step 2

In the next step you can select or deselect add. revenue for the previous selected rent classes or rent class packages. Add. Revenue will be added directly for a rent class (see also Create Rent Class).

Add. Revenue Select Rent Class

  • Activate or deactivate the check box in the Selected column for the price lines which you like to apply to the rental contract.

Note

Price Lines with Mandatory requirement can not be deselected.

  • Click Next when you selected the desired price lines.
  • To edit the selection of rent classes or rent class packages, click Previous.
  • To Add more rent classes or rent class packages, click Add.
  • The Third Step of the Add Rent Classes Wizard opens.
Add Rent Classes Wizard – Step 3

In the next step you can select or deselect contract components for the previous selected rent classes or rent class packages. Contract components will be added directly for a rent class (see also Assign Contract Components). This step is skipped if no contract components are assigned to this rent class or rent class package.

Contract Components Select Rent Class

  • Activate or deactivate the check box in the Selected column for the contract components which you like to apply to the rental contract.

Note

Contract components with Mandatory requirement can not be deselected.

  • Click Next when you selected the desired contract components.
  • To edit the selection of price lines, click Previous.
  • To Add more rent classes or rent class packages, click Add.
  • The Fourth Step of the Add Rent Classes Wizard opens.
Add Rent Classes Wizard – Step 4

In the next step you can select or deselect contract texts for the previous selected rent classes or rent class packages. Contract texts will be added directly for a rent class (see also Assign Contract Texts). This step is skipped if no contract texts are assigned to this rent class or rent class package.

Contract Texts Select Rent Class

  • Activate or deactivate the check box in the Selected column for the contract texts which you like to apply to the rental contract.

Note

Contract texts with Mandatory requirement can not be deselected.

  • Click Next when you selected the desired contract texts.
  • To edit the selection of contract texts, click Previous.
  • To Add more rent classes or rent class packages, click Add.

Note

If the rent class to be added is a linked rent class, the linked rent class can also be selected or deselected in the next step. It can only be deselected if the linked rent class is not mandatory. If the linked rent class should be added, the deposited additional revenues, contract compontents and contract texts of the linked rent class can be selected or deselected afterwards.

Linked rent classes are recognizable by an indent underneath the main rent class in the lines of the rental contract.

Linked rent class indented in rental contract

In addition, the check box in the Linked to Rent Line column is activated.
If the main rent class is later deleted from the contract lines, the linked rent class remains as an independent rent class in the contract lines.

  • The Fifth Step of the Add Rent Classes Wizard opens.
Add Rent Classes Wizard – Step 5
  • The Add Rent Classes Wizard is completed.
  • Click Close to close the window.
    • Optional You can restart the Add Rent Classes Wizard by clicking Start. The previous input will be saved and the First Step of the process will be displayed.

Add Rent Classes Wizard Step 5

  • Rent class packages (green) and rent classes (blue) are displayed in rental contracts as follows:

Finished Rental Contract Lines

  • Optional Add a discount to individual rent classes. For more information about rent discounts, click Rent Discounts.
  • Optional Add additional revenue. For more information about add. revenue, click Add Additional Revenues.
  • Optional Assign a specific object no. to a line. For more information about assigning specific obejct nos., click Assign specific Object Numbers to Lines.
  • Optional If necessary, you can change the unit of measure of the rent class via the Unit of Measure Code (Delivery) column under the Lines register. For this, select a deposited unit of measure for this rent class from the list. This is only possible for items. You can find more information on depositing an alternative unit of measure for a rent class here.
  • Optional Check the availability of selected rent classes before releasing and printing the contract. For more information about this, click Check Ledger Entry Availability.
  • Optional To open a rent class or rent class package card directly from the rental contract, mark the desired rent class in the Lines area and select Manage > Rent Class or Rent Class Package from the menu bar.
  • The rental contract is now finished and can be released.

Add Rent Objects

  • To add rent objects to the rental contract, click on Manage > Add Rent Object in the Lines register.

Add a Rent Object to a Rental Contract

Tip

New rental contract lines can be also added in the rental contract header by clicking Contract > Add Rent Object.
Add a Rent Object to a Rental Contract (Alternative)

Add Rent Objects and Resources

Rent Object Wizard – Step 1

Rent Object Wizard Step 1

The upper area can be used to filter rent object or resources. The lower area will show the filtered results.

  • Choose via the Object Type Filter whether you would like to see items, service items, resources or services. If you leave the field empty, all object types will be displayed.
  • If you have selected an object type, the Object Number Filter is displayed in which you search for specific object numbers, if needed.

Note

You can further filter the results by selecting the rent object category that you would like to use in the Rent Object Category field.
In addition, you can also filter by text if you select Text Search. If you apply this filter, the description of the rent objects/ resources will be examined.

Note

In addition to the filter options regarding the Object Category, Rent Object Category and Text Search you can also filter by Attributes. Attributes are added on the item or service item card. Before you can search for attributes, you have to enter something into the Object Type Filter.

  • Select Rent Objects > Filter by Attributes.

Nach Attributen filtern

  • A new window opens where you can enter the attribute code as well as the attribute value.

Confirm the entered attribute values by clicking OK.

  • To add a rent object, enter the quantity of the rent object in the Selected Quantity field.
    *You have to enter a value ≥1,00. If you enter the value 0,00, the rent object won’t be transferred.
    If you enter a value, the system checks if the rent object/ resource can be reserved for the time period of the rental contract. If the object or resource can’t be reserved, click Rent Objects > Object availability by date to open the reservation page of the selected rent object/resource. You can find more information on reservations under Reservations.
  • Optional If necessary, you can change the unit of measure of the rent object via the Unit of Measure Code (Delivery) column under the Lines register. For this, select a deposited unit of measure for this rent object from the list. This is only possible for items. You can find more information on depositing an alternative unit of measure for a rent class here.
  • Optional Into the Selected Unit of Measure field, enter the unit of measure for the rent object.
  • Optional In the Selected Invoice Calendar column, select an invoice calendar.
    For more information on invoice calendars click Set up Base Calendar.
  • Optional The Has linked Rent Classes columns shows if there are any linked rent classes. By clicking on Yes, a window is opened which shows the linked rent classes. Linked rent classes are automatically additionally added to the rent document.
  • After selecting the quantity, click on Next.
  • Step 2 of the rent object wizard is displayed.
Rent Object Wizard – Step 2

Next, you can select/deselect additional revenues for the selected rent objects/resources. Additional revenues are added directly to a rent class (please see Create a Rent Class). If you add this rent class to a rent object, the additional revenues will be automatically transferred to the rent object/ resource.

Select additional revenues for rent object

  • Active the check box for those price lines in the Selected column that you want to transfer to the rental contract.

Note

Price lines marked as Mandatory cannot be deactivated.

  • After selecting the desired price lines, click on Next.
  • To change the selection of rent objects/resources, click on Back.
  • To add additional rent objects/resources, click on Add.
  • Step 3 of the rent object wizard will be displayed.
Rent Object Wizard – Step 3

Next, you can select/deselect contract components for the selected rent objects/resources. Contract components are added directly to a rent class (please see Assign Contract Components). If you add this rent class to a rent object or resource, the additional revenues will be automatically transferred to the rent object/ resource.
If there are no contract components for this rent object/resource, this step will be skipped.

Select contract components for rent object

  • Active the check box for those contract components in the Selected column that you want to transfer to the rental contract.

Note

Components marked as Mandatory cannot be deactivated.

  • After selecting the desired contract components, click on Next.
  • To change the selection of the price lines, click on Back.
  • To add additional rent objects/resources, click on Add.
  • Step 4 of the rent object wizard will be displayed.
Rent Object Wizard – Step 4

Next, you can select/deselect contract texts for the selected rent objects/resources. Contract texts are added directly to a rent class (please see Assign Contract Text Lines). If you add this rent class to a rent object or resource, the additional revenues will be automatically transferred to the rent object/ resource.
If there are no contract texts for this rent object/resource, this step will be skipped.

Select contract texts for rent object

  • Active the check box for those contract texts in the Selected column that you want to transfer to the rental contract.

Note

Texts marked as Mandatory cannot be deactivated.

  • After selecting the desired contract texts, click on Next.
  • To change the selection of the contract components, click on Back.
  • To add additional rent objects/resources, click on Add.

Note

If the rent object to be added is linked to another rent object, the linked rent object can also be selected or deselected in the next step. It can only be deselected if the linked rent object is not mandatory. If the linked rent object should be added, the deposited additional revenues, contract compontents and contract texts of the linked rent objects can be selected or deselected afterwards.

Linked rent objects are recognizable by an indent underneath the main rent object in the lines of the rental contract.

Linked rent class indented in rental contract

In addition, the check box in the Linked to Rent Line column is activated.
If the main rent object is later deleted from the contract lines, the linked rent object remains as an independent rent object in the contract lines.

  • Step 5 of the rent object wizard will be displayed.
Rent Object Wizard – Step 5
  • The rent object wizard has been completed.
  • Click Close to close the window.
    • Optional You can also restart the wizard by clicking Start. The changes you made the first time will be preserved and you will go back to Step 1 of the rent object wizard.

Rent Object Wizard Step 5

  • Optional If necessary, you can change the unit of measure of the rent object via the Unit of Measure Code (Delivery) column under the Lines register. For this, select a deposited unit of measure for this rent class from the list. This is only possible for items. You can find more information on depositing an alternative unit of measure for a rent class here.
  • Optional To open a rent object card directly from the rental contract, mark the desired rent object in the Lines area and select Manage > Rent Object from the menu bar.
  • The rental contract is now finished and can be released.

Release Rental Contract

  • To publish the rental contract, click Status > Release.

Release Rental Contract

Tip

When a rental contract is released, a check of the customer’s credit limit is performed. If the customer has an overdue balance, a message will be displayed above the contract header. If you select More Details next to this message, you will receive more information on the current balance and credit limit of the customer.

Message overdue balance

Please consider that you have to activate the respective message on the My Notifications page first in order to receive this message.

  • The Contract Status will be changed to Inactive.
  • To print the rental contract, click Print Send > Print Contract....

Print Rental Contract

  • A pop-up window opens.

Pop-up window 'Print Rental Contract'

  • Click on Send To..., select the desired file format and click on OK to save a local copy of the rental contract.
    oder
    Click on Print to open a PDF file of the rental contract in a new browser window.
    oder
    Click on Preview & Close to open a preview file of the rental contract in a pop-up window.
    oder
    Click on Cancel to cancel the printing.
  • If you clicked on Send To..., Print or Preview, the contract can be signed.
  • To sign the rental contract, click Status > Set Signature.

Sign Rental Contract

  • The Contract Status will be changed to Active.
  • The rental contract is now created and signed.
  • Scroll down to the end of the rental contract. The Contract Objects are displayed in a new list and can be edited by clicking the Manage button. E. g. manage the next status (see Process Flow), Create Transfer Orders or join lines.

Contract Objects

Tip

To view all not archived rental contracts of a certain customer, click on Navigate > Rental Contracts in the customer card.

!Show rental contracts of a customer

A list with all not archived rental contracts for this customer is displayed.

Next Steps:

Copy Contract

In a few steps you can create a new contract with data of a quote, other contract or rental template. Please proceed as follows:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Create a new contract by clicking New in the header.
  • Under the General register, fill in the fields Customer Name, Contract Start Date, if necessary Estimated Contract Duration (Days), Estimated Contract End Date and Order Type.
    For more information about certain fields, see Create Rental Contract.

Warning

Do not add rent classes.

  • Click at the header of the rental contract on Contract > Copy.

Copy Rental Contract

  • The Select Document pop-up window opens.

Pop-up 'Select Document'

  • Select in the Copy From Document Type drop-down list in the Options FastTab if you like to copy a quote, contract or contract template (Rental Template).
  • Select in the Document No. line the quote, contract, or rental template number which you want to copy.
  • Optional Activate the slider Copy Header if you want to copy the header to the document. Otherwise, the header is empty.
    You can find information on the status of the boolean in the Table 'Boolean'.
  • Optional Activate the slider Recalculate Prices if you want to recalculate the prices of the price lines in the copied document. Otherwise, the prices are copied from the other document.
    You can find information on the status of the boolean in the Table 'Boolean'.

Note

The Extended FastTab is only relevant for advanced or technical user like administrative users and can be ignored while copying a document.

  • Confirm the input by clicking OK.
  • All parameters are now copied to the new rental contract (The data from the first step will be overwritten).
  • You can now edit or process the rental contract. For more information click Release Rental Contract.

Note

If you copy an already Released and Signed contract, the status of the new contract will be reset to Open.

Rental Templates

You can create default rental contracts with similar parameters easier by using rental templates. This way, you can predefine parameters like rent classes, invoice plans and GTC.

Please proceed as follows to create a rental template:

Tip

All parameters can be adjusted in created rental contracts as well.

  • Use the quick search (ALT+Q) to find the page Rental Templates in TRASER DMS 365.
  • A list with all rental templates is displayed.
  • To create a new template click on New.

New Rental Template

  • A new rental template mask with automatically assigned rental template number opens.

Create New Rental Template

  • Enter under Template Description a specific label for this rental template. Choose a description that can help to differentiate this template from others quickly.
  • Enter under Contract Start Date a start date which can be adopted for every rental contract with this template.
  • Enter under Default Contract Duration the duration which can be adopted for every rental contract with this template.
    Enter here an integer number as the value directly followed by the unit of measure, e. g. 5D equals 5 days incl. weekends and holidays or 1M equals 1 month. The following units are possible: T = Day ; WT = Working Day*; W* = Week*; M* = Month ; Q = Quartal ; J = Year.
  • Select the default ordert type for this template under Order Type.
  • Optional Activate the slider Internal Contract if the contract should be posted internally.
    You can find information about setting up internal customers under Setting up Internal Invoicing.
    You can find information on the status of the boolean in the Table 'Boolean'.
  • To add entries to the rental template, click in the Lines register on Line > Functions > Add Rent Class.
    You might have to click on 'More Options' to view the Line option.

Add a Rent Class to a Rental Template

  • The Rent Class Wizard is opened. Follow the steps of the wizard to add rent classes to this rental template.

Add Rent Classes Wizard

Add Rent Classes or Rent Class Packages Wizard – Step 1

Add Rent Classes Wizard Step 1

The upper part is meant for filtering rent classes or rent class packages. The lower part displays the filtering results.

  • Select under Rent Class/Rent Class Package if you like to filter for rent classes or rent class packages. If you leave this field blank, both rent kinds are filtered for.

Note

If you filtered for a Rent Class, you can select under Object Type Filter for Rent Class the rent class kind that you like to use. This way, you can narrow your search further down.

Objektart-Filter für Mietklasse

If you filtered for Rent Class Packages, this filter option is not displayed.

  • Enter the requested quantity in the Selected Quantity column if you like to add a Rent Class. The Selected Unit of Measure field will be filled automatically.
    *A value ≥1,00 must be entered. If the value is 0,00 in the Selected Quantity column, the rent class will not be used.
  • Optional If necessary, you can change the unit of measure of the rent class via the Unit of Measure Code (Delivery) column under the Lines register. For this, select a deposited unit of measure for this rent class from the list. This is only possible for items. You can find more information on depositing an alternative unit of measure for a rent class here.
  • Optional Select an invoice calendar in the Selected Invoice Calendar column.
    For more information about creating invoice calendars, clickSet up Base Calendar.
  • Optional The Has linked Rent Classes columns shows if there are any linked rent classes. By clicking on Yes, a window is opened which shows the linked rent classes. Linked rent classes are automatically additionally added to the rent document.
  • Click Next when you selected the desired quantity.
  • The Second Step of the Add Rent Classes Wizard opens.

Add Rent Class Package

  • Activate the check box in the Selected column to add a Rent Class Package
  • Optional Select an invoice calendar in the Selected Invoice Calendar column.
    For more information about creating invoice calendars, clickSet up Base Calendar.

Note

If you deactivate a rent class in a rent class package which is marked as Optional, the related price lines of this rent class are also deactivated and hidden.

  • Click Next when you selected the desired packages.
  • The Second Step of the Add Rent Classes Wizard opens.
Add Rent Classes Wizard – Step 2

In the next step you can select or deselect add. revenue for the previous selected rent classes or rent class packages. Add. Revenue will be added directly for a rent class (see also Create Rent Class).

Add. Revenue Select Rent Class

  • Activate or deactivate the check box in the Selected column for the price lines which you like to apply to the rental contract.

Note

Price Lines with Mandatory requirement can not be deselected.

  • Click Next when you selected the desired price lines.
  • To edit the selection of rent classes or rent class packages, click Previous.
  • To Add more rent classes or rent class packages, click Add.
  • The Third Step of the Add Rent Classes Wizard opens.
Add Rent Classes Wizard – Step 3

In the next step you can select or deselect contract components for the previous selected rent classes or rent class packages. Contract components will be added directly for a rent class (see also Assign Contract Components). This step is skipped if no contract components are assigned to this rent class or rent class package.

Contract Components Select Rent Class

  • Activate or deactivate the check box in the Selected column for the contract components which you like to apply to the rental contract.

Note

Contract components with Mandatory requirement can not be deselected.

  • Click Next when you selected the desired contract components.
  • To edit the selection of price lines, click Previous.
  • To Add more rent classes or rent class packages, click Add.
  • The Fourth Step of the Add Rent Classes Wizard opens.
Add Rent Classes Wizard – Step 4

In the next step you can select or deselect contract texts for the previous selected rent classes or rent class packages. Contract texts will be added directly for a rent class (see also Assign Contract Texts). This step is skipped if no contract texts are assigned to this rent class or rent class package.

Contract Texts Select Rent Class

  • Activate or deactivate the check box in the Selected column for the contract texts which you like to apply to the rental contract.

Note

Contract texts with Mandatory requirement can not be deselected.

  • Click Next when you selected the desired contract texts.
  • To edit the selection of contract texts, click Previous.
  • To Add more rent classes or rent class packages, click Add.

Note

If the rent class to be added is a linked rent class, the linked rent class can also be selected or deselected in the next step. It can only be deselected if the linked rent class is not mandatory. If the linked rent class should be added, the deposited additional revenues, contract compontents and contract texts of the linked rent class can be selected or deselected afterwards.

Linked rent classes are recognizable by an indent underneath the main rent class in the lines of the rental contract.

Linked rent class indented in rental contract

In addition, the check box in the Linked to Rent Line column is activated.
If the main rent class is later deleted from the contract lines, the linked rent class remains as an independent rent class in the contract lines.

  • The Fifth Step of the Add Rent Classes Wizard opens.
Add Rent Classes Wizard – Step 5
  • The Add Rent Classes Wizard is completed.
  • Click Close to close the window.
    • Optional You can restart the Add Rent Classes Wizard by clicking Start. The previous input will be saved and the First Step of the process will be displayed.

Add Rent Classes Wizard Step 5

  • Check the parameters of each line after the Add Rent Classes Wizard is finished and optional adjust them if needed.
Option Description
Combined Invoice Line Specifies whether line is part of a combined price. You will find further information under: Rent Prices & Rent Discounts.
Rent Class/Rent Class Package Specifies the name of the added rent class or the added rent class package.
Object Type This column specifies the type of the rent class object.
Object No. This column specifies the number of the rent class object.
Serial No. This column specifies the serial number of the rent class object.
Reservation Exists Specifies if a reservation exists for the rent object from this contract line.
Rental Purch. Document exists Specifies if a rental purch. document exists for the rent object from this contract line.
Quantity This column specifies the quantity of the entry in the respective line. The value of this line will be multiplied with the value of the Unit Price Excl. VAT column and the result will be displayed in the Line Amount Excluding Tax column.
Unit of Measure Code (Delivery) This column specifies the code of the unit of measure in which the rent line will be delivered.
Rent Price Exists Specifies if there is a specific price for this customer.
Price Description This column specifies a description of the rent line position.
Unit Price Excl. VAT This column specifies the gross unit price of the rent line entry. The value of this line will be multiplied with the value of the Quantity column and the result will be displayed in the Line Amount Excluding Tax column.
Unit of Measure Code (Invoice) Specifies the code of the unit of measure in which the rent line will be invoiced.
Skip Line in Print Specifies if the rent line will be hidden in the print. If the check box is activated, the rent line will not be printed on documents. This function is only available for lines with a Variable price type. You will find further information under: Rent Prices & Rent Discounts.
Print in Protocol If the check box is activated in this column, the comment lines of the rent class object are printed on rental protocols.
Transfer Text Lines to Order If the check box is activated in this column, the comment lines of the rent class object are transferred to the rent order.
Attached to Rent Line This column specifies if the rent line is linked to a rent class. If the check box is activated, the rent line is linked to a rent class and will be controlled by it.
Attached to package line Specifies if the rent line is linked to a rent class package. If the check boy is activated, the rent line is linked to a rent class package and will be controlled with it.
Salesperson Code This column specifies the name of the salesperson that is assigned to the customer.
Manual Price Specifies if the unit price is set manually.
Price Code Specifies the applicable price code.
Replacement Price Specifies the average replacement price for the rent class or for the specified rent object.
Replacement Line Amount This column specifies the total replacement price for this line (Amount * Replacement Price).
Replacement % This column specifies what percentage of the rent object’s replacement price is applied to the rent price.
Price Type This column specifies the price type for this rent line. You will find further information under Price Types and Definitions.
Requested Delivery Date This column specifies the requested delivery date for this rent line. This way, the rent object can be shipped to the customer on time.
Ship-to Time Prefix Specifies if the rent object should be received until or from a certain time.
Ship-to Time Specifies to which time the rent object is supposed to be received.
Has Invoice Lines This column specifies if invoice information was entered in case the price type is set to Variable or Once.
Consumption Line No. Specifies the number of the Consumption Line. This number will be used for invoicing to a consumption based rental contract.
Price Base This column specifies the price base of the respective rent line.
You can find more information on the price base under Price Base.
Line Discount % This column specifies the discount percent for the respective rent line. If this column is empty, no discount is applied.
The entered amount must be ≥0 and ≤100 and can not have more than 5 decimal places.
The discount is calculated automatically and is included in the Line Amount Excluding Tax column.
Line Amount Excluding Tax This column specifies the gross total for this rent line. The value is calculated automatically and is the sum of the Quantity and Unit Price Excl. VAT columns minus the percentage of the Line Discount % column.
VAT Prod. Posting Group Specifies the VAT Prod. Posting Group of the rent line.
Consumption Type Specifies the type of consumption after which the registered consumption is invoiced.
Consumption Invoice Type Specifies the type of consumption invoice after which the registered consumption is invoiced.
Consumption Amount Specifies which quantity is invoiced if the consumption invoice type matches the invoice cycle. You can find more information about this in the chapter Contract Invoice Frequencies.
Manual Consumption Period Amount Specifies the consumption quantity of the rent period.
Invoice Frequency Specifies the deviating invoice frequency for this rent line. If this field is empty, the amount from the Invoice Frequency drop-down list in the Invoice Details FastTab is used.
Invoice Calendar This column specifies the invoice calendar for this rent line. If this field is empty, all days of the contract duration are invoiced.
You can find more information on creating an invoice calendar under Setting up Base Calendar.
Shipping Agent Code You can enter a shipping agent code in this column with which the rent object is expected to be delivered.
Requested Rent Period Start Date This column shows the start date of the rent period. This date will be also used in connection with the Estimated Contract End Date for the calculation of the rent price. The date field will be filled automatically with the date of the contract header. It can be changed separately for every main line of a rent class or a rent class package.
Estimated Contract End Date This column specifies the estimated end date of the rental contract.
Invoice From This column specifies from when the invoicing should take place.
Invoice Until This column specifies by when the invoicing is due.
Qty. Delivered Specifies how many rent objects are delivered.
Qty. Returned This column specifies how many rent objects have been returned.
Sold Specifies if the rent object is sold. This slider is activated after the full quantity is sold.
Qty. Sold (Base) Specifies the sold quantity after the posting of the sales order. The Qty. Sold field can only be filled for unit lines or rent lines that are sold after the rent period.
Sales Order Exists Specifies if a sales order exists for the rent object from this contract line.
Shortcut Dimension 1 Code Optional Enter the code for shortcut dimension 1 here.
Shortcut Dimension 2 Code Optional Enter the code for shortcut dimension 2 here.
GTC Code Specifies deviating GTCs for each rent line. If this field is empty, the General Terms & Conditions from the General Terms & Conditions FastTab are used.
For more Information about the General Terms & Conditions, clickCreate Contract or GTC Texts.
Version No. Specifies the version number of the GTCs of the rent line.
Invoice Status This column shows the invoice status for this rent contract line.
  • The changes are saved automatically.
  • Select in the Invoice Details FastTab in the Invoice Frequency drop-down menu the default invoice frequency.
  • Optional Select in the Shortcut Dimension 1 Code and Shortcut Dimension 2 Code drop-down menus the codes for the shortcut dimension.
  • Optional Select in the General Terms & Conditions FastTab the desired GTC Lines.
    For more information about GTC texts, clickCreate Contract or GTC Texts.
  • You have to release them to use this rental template. To do this, click Status > Release.

Release Rental Template

Note

If you like to edit the rental template again, click Status > Reopen.

Reopen Rental Template

  • Close the Rental Template page.

You can now use the rental template when you use the Copy Contract function.

Create Graduated Rental Contract

You can define different prices based on the contract duration with a graduated rental contract. This way, you can charge different prices after certain durations. Graduated rental contracts are used with price codes. To use price codes, you have to activate the advanced pricing first. For more Information about setting up price codes for individual rent classes, click here. Please proceed as follows to create a graduated rental contract:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Open an existing rental contract or create a new one.
  • Add a rent class, that has a price code of the type Duration Based. For more Information about setting up price codes for individual rent classes, click here.
  • The in the price code defined prices are automatically used for the graduated rental contract.

Note

If you edit the contract duration in a graduated rental contract in the General register under Estimated Contract Duration (Days), an add. Contract for this graduated rental contract is automatically created and activated.

Set more Rent Parameters

This section describes how to set a rent discount and an invoice frequency for a rental contract. It also covers how to add additional revenue later and assign a specific object number to a line. Creating contract and GTC texts is also part of this section.

Set Rental Discount

For more information about setting rent discounts, go to the Rent Discounts chapter.

Set Invoice Frequency

By default the default invoice frequency is set in new rental contracts which are selected in TRASER Rental Setup You can also change the invoice frequency in rental contracts. Please proceed as follows:

Note

This invoice frequency can only be edited if the Contract Status = Open.

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Click on New to create a new rental contract or open an existing open rental contract for which you like to change the invoice frequency.
  • Navigate to the Invoice Details FastTab and click in the Invoice Frequency drop-down list.
  • A pop-up window is displayed in which you can select a (deviating) invoice frequency.

New Invoice Frequency

  • Click on the desired invoice frequency and close the pop-up window by clicking OK.

Note

To invoice a rental contract up front, select an invoice frequency with Moment of Invoice = Before (Period).

Set First Invoice Period

By setting a first invoice period you can specify when the customer should receive the first invoice independently of the set invoice frequency. After the customer received the first invoice, the following invoices are created according to the invoice frequency set in the rental contract. Please proceed as follows to set a first invoice period:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Click on New to create a new rental contract or open an existing open rental contract for which you like to set a first invoice period.
  • Navigate to the General tab.
  • In the First Invoice Period Option field, select the First Invoice Period option.

You can now set up the interval in two ways.

  • Either enter the number of days after the contract start date in the First Invoice Period (Days) field, after which the invoice should be created. The date is automatically calculated and entered into the First Invoice Date field.
  • Or you enter the desired first invoice date directly into the First Invoice Date field.

If you want to change from a first invoice period to a Minimum Rent Period after releasing the rental contract, an additional contract is needed.

Set Minimum Rent Period

A minimum rent period specifies the period which the customer always has to pay even if all rent objects are returned before the end of this period. Please proceed as follows to define a minimum rent period:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Click on New to create a new rental contract or open an existing open rental contract for which you like to define a minimum rent period.
  • Navigate to the General tab.
  • In the First Invoice Period Option field, select the Minimum Rent Period option.

You can now set up the minimum rent period in two ways.

  • Either enter the number of days after the contract start date in the Minimum Rent Until (Days) field, until the rent has to be paid. The date is automatically calculated and entered into the Minimum Rent Until Date field.
  • Or you enter the desired end date of the minimum rent directly into the Minimum Rent Until Date field.

If you want to change from a minimum rent period to a First Invoice Period after releasing the rental contract, an additional contract is needed.

Update customized calendar

You can create customized calendars for a rental contract. This calendar will be synchronized contract-specific with the invoice calendars of rent class, rent class packages and rent objects.

To update a customized calendar, please proceed as follows:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Click on New to create a new rental contract or open an existing open rental contract for which you like to create a customized calendar.
  • In the General register, select the Create Customized Calendar option from the drop-down list First Invoice Interval.
  • The page Edit - Customized Calendar Entries opens.
  • The Date field specifies the date which you want to edit.
  • The Day field specifies the day of the week of the selected date.
  • Activate the Free field to mark the selected date as a free day.
  • Enter a description for the free day in the Description field.
  • Close the Edit- Customized Calendar Entries page.
  • The selected free days are now added to the invoice calendars in the contract lines.

Note

Free days are also automatically added to the invoice calendars of newly added rent classes, rent class packages or rent objects.

Once free days were added to an invoice calendar, they have to be removed manually from the individual invoice calendars. Removing free days via the Edit - Customized Calendar Entries page only deactivates that free are automatically added to newly added rent classes, rent class packages or rent objects.

You have successfully updated a customized calendar.

Additional Revenues

Set up Additional Revenues

You can create additional revenues to be used in rental contracts and classes which can also be linked to additional costs from rental purchase contracts.
To set up additional revenues in contracts, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the page Contract Additional Revenue Setup.
  • The page Contract Additional Revenue Setup is displayed.
  • Select New > New from the menu bar.

Note

You can alternatively create an additional revenue from a price template. To do so, select New > New From Price Template from the menu bar.

You can choose between the following options:

Option Description
Acive Choose if the additional revenue is active.
Price Type Enter the price type of the additional revenue.
Revenue Item No. Enter the revenue item number which is used for invoicing the additional revenue.
Invoice Only Once Activate this option if the revenue line should only be invoiced once. This can only used in connection with the price type On Delivery.
Price Mandatory Choose if a price is mandatory for this contract line.
Hide Line in Print Specifies if the price line is hidden by default in the print. This can only be set up for variable cost lines.
Price Base Specifies the price base for the Recurring price type.
Standard Invoice Calendar Specifies the days to be invoiced. If this field is not filled, all days will be invoiced.
GTC Code Enter a GTC Code for the additional revenue line here.
Contract Type Choose for which contract type the additional revenue line applies to.
Linked Cost No. Enter the additional costs of the rental purchase contract linked to the revenue line here. Further information on setting up additional costs in rental purchase documents can be found here.
Linked Cost Description Enter a description for the additional costs of the rental purchase contract here.
  • Your entries will be saved automatically.

You have successfully created an additional revenue.

Add Additional Revenues

You can add additional revenue to lines of the rental contract. Please proceed as follows:

Note

The add. Revenue has to be included in the used rent class and can not be used in the contract lines yet.
For more information about creating rent classes or defining additional revenues, click here.

Note

Add. revenue can only be added if the Contract Status = Open.

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Click on New to create a new rental contract or open an existing open rental contract for which you like to add additional revenue.
  • Navigate to the lines pane.
  • Click on the line of the rent class for which you like to add additional revenue.
  • Click on Functions > Add Additional Revenue.
    You might have to click on 'More Options' to view the Functions option.

Select Add. Revenue

  • A new window opens.
  • Click in the Standard Description column on the ledger entry which you like to apply.

Select Add. Revenue

  • The window closes automatically and the selected ledger entry will be added to the lines.

Add. Revenue added

Add Variable Revenues

You can add variable revenue to the lines of the rental contract which are either applied to the entire rental contract or only certain rent classes or rent class packages.

Add variable revenue for a rent class or a rent class package

You can add variable revenue which are related to a certain rent class or rent class package. Those are unexpected costs which can be defined freely, e.g. waiting periods that the customer can be charged for.

Note

Before you can add variable revenue for a rent class or a rent class package in a rental contract, you have define a revenue ledger entry of the price type variable in the rent class or rent class package. You can find more information about this under Define Additional Costs.

To add variable revenue to a rent class or a rent class package, proceed as follows:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in Microsoft Dynamics 365 Business Central.
  • Click on New to create a new rental contract or open an existing open rental contract for which you like to add additional revenue.
  • Navigate to the lines pane.
  • Add a new rent class or rent class package. As soon as you add a rent class or rent class package to a contract, the previously set line for variable costs will be displayed automatically in the contract lines.
  • Select this line.

Add Variable Revenue

  • Click on Invoicing > Variable Revenue.
  • The page for adding variable revenue is displayed.

Variable Revenue Table

  • Fill in the columns by following the quota of the following table.
Column Description
Invoice Date Enter the date to which the revenue line is supposed to be invoiced.
Text Code Select a standard text code for the variable revenue. If you select a standard text code, the Price Description field will be filled automatically.
Price Description Enter a unique label for this revenue. If you selected a text code before, this field will be filled automatically.
Amount Excl. VAT Enter the amount of the revenue here.
Status The field will be filled automatically.
  • To add the revenue, click on Approval > Approve Request.
  • To display revenue lines on the invoice plan, click Actions > Invoice > Recalculate Invoice Plan.
  • You have added a variable revenue which is related to a certain rent class or rent class package.
Add Contract Variable Revenues

You can also add variable revenues which include the entire rental contract, e.g. shipping costs which the customer can be charged for by every shipping of the rental contract.

Note

Before you can add variable revenue in a rental contract, you have to set it up first. Do the following:

  • Use the quick search (ALT+Q) to find the page Contract Additional Revenue Setup in Microsoft Dynamics 365 Business Central.
  • A list with all contract revenues is displayed.
  • To create a new contract revenue click on New.
  • Complete the columns according to the table below.
Column Description
Active Activate this check box if you like to activate the contract revenue line.
Standard Description Enter a unique label for the contract revenue line, e.g. Variable Costs. This description will be displayed later in the contract line.
Requirement Select here if the contract revenue line is Mandatory, Recommended or Optional.
Price Code Enter the price code here. To be able to add contract variable revenues in the rental contract later, leave this field blank.
Unit Of Measure Code (on registration) Enter here the unit of measure with which the line is invoiced in case the price type was set to Once or On Registration.
Price Type Select the price type for the contract revenue line here. To be able to add contract variable revenues in the rental contract later, select Variable.
Revenue Item No. Enter how the contract revenue should be invoiced. Select Fixed for variable costs.
Invoice Only Once Optional Activate the check box in this column if the price should only be invoiced once. This can only used in connection with the price type On Delivery.
Price Mandatory Optional Activate the check box in this column if the rental contract must contain a price for this line.
Hide Line in Print Optional Activate the check box in this column if the price line should be hidden in prints by default. This function is only available for cost lines with a Variable price type.
Price Base Optional Enter the price base (e.g. Day) in this column. This function is only available for cost lines with a Recurring price type.
Standard Invoice Calendar Optional In this column, enter the days that should be invoiced. If this field is not filled, all days will be invoiced.
GTC Code Optional In this column, enter a GTC code for this additional revenue line.
Contract Type Optional Specify in this column if these additional revenues apply to All contract types or only to a Selection of contract types. If the Selection option is selected, the option Contract Type is displayed in the menu bar of the page. To select the desired contract types from a list, select Contract Type > Select Contract Types from the menu bar. To freely add the desired contract types, select Contract Type > Contract Type Mapping from the menu bar.
  • Close the Contract Additional Revenue Setup page.
  • The revenue line is set up. You can add it later to a contract.

To add contract variable revenue to lines of the contract, proceed as follows:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in Microsoft Dynamics 365 Business Central.
  • Click on New to create a new rental contract or open an existing open rental contract for which you like to add additional contract revenues.
  • Navigate to the lines pane.
  • Add a new rent class or rent class package. As soon as you add a rent class or rent class package to a contract, the previously in Contract Additional Revenue Setup set line will be displayed automatically in the contract lines. If they are not inserted automatically, you can do this later in the Lines register in Functions > Add general additional revenue.
  • Select the line for which you like to add revenues.
  • Click on Invoicing > Variable Revenue.

Add Contract Variable Revenues

  • The page for adding contract variable revenue is displayed.
  • Fill in the columns by following the quota of the following table.

Contract Variable Revenue

Column Description
Invoice Date Enter the date to which the revenue line is supposed to be invoiced.
Text Code Select a standard text code for the variable revenue. If you select a standard text code, the Price Description field will be filled automatically.
Price Description Enter a unique label for this revenue. If you selected a text code before, this field will be filled automatically.
Amount Excl. VAT Enter the amount of the revenue here.
Status The field will be filled automatically.
  • To add the revenue, click on Approval > Approve Request.
  • To display revenue lines on the invoice plan, click Actions > Invoice > Recalculate Invoice Plan.
  • You have added a variable revenue which is related to the entire contract.

Add additional components

You can add additional components to the already added rent classes of the rental contract. Please proceed as follows:

Note

Additional components can only be added if the Contract Status = Open.

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Click on New to create a New rental contract or open an existing open rental contract for which you like to add additional components.
  • Navigate to the lines pane.
  • Click on the line of the rent class for which you like to add additional components.
  • Click on Functions > Add Additional components.
    You might have to click on 'More Options' to view the Lineoption.

Add additional components

  • The Select Rent Class/Package Components window opens.
  • Select the component which will be added to the rental contract. Only articles or resources can be added which were previously marked as Rent Component. For more information on this, go here.
  • The rental contract is displayed with updated contract lines.
  • You can now release the rental contract or make further changes.

Add Attributes

You can add certain attributes to rent classes of the rental contract. Please proceed as follows:

Note

Before you can enter the exact values of the attributes in the rental contract, the attributes have to be included in the used rent class. For more information about this, click Assign Attributes.

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Click on New to create a New rental contract or open an existing open rental contract.
  • Add a new rent class for which you have previously assigned attributes.
  • Select the rent class in the contract lines.
  • Navigate to the Object Attributes register.
  • The previously added attributes of this rent class are displayed.

Add Attributes

  • Fill in the Attribute Value field.
  • If needed, activate the check box in the Print in Protocol column if you want the attributes to be printed in the protocol. Deactivate the check box if the attributes should not be printed in the protocol.
  • Your selection is saved automatically.

Note

Assigned attribute values are used as filters when you like to reserve a rent class in the contract objects. Only the rent classes are displayed on the reservation page which match with the attribute values. For more information about reservations and assigning rent objects, click Assign rental item to a released rental agreement.

Add Text Lines

You can add text lines to the already added rent classes of the rental contract. Please proceed as follows:

Note

Text lines can only be added if the Contract Status = Open.

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Click on New to create a New rental contract or open an existing open rental contract for which you like to add text lines.
  • Navigate to the lines pane.
  • Click on the line of the rent class for which you like to add text lines.
  • Click on Manage > Add Text Lines.

Add Text Lines

  • The Contract Text Wizard opens.
  • Enter the desired text in the Contract Text column.

Contract Text Wizard

  • When you are ready, confirm by clicking OK.
  • The rental contract is displayed with updated contract lines.
  • You can now release the rental contract or make further changes.

Add Comments

It is possible to add comments in a rental contract or add. contract to share information or take notes. Please proceed as follows:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Click on New to create a New rental contract or open an existing open rental contract for which you like to add comments.
  • Click Contract > Comments in the menu line.
  • A list containing all comments is displayed.

Comment List

  • The workdate is automatically inserted in the Date column. The date can be adjusted if required.
  • Enter the notes and annotations in the Comment column. Formatting or lists are not possible.
  • Close the Comments page.

The in rental contract or add. contract included comments are also displayed in the Comments pane in the FactBox (ALT+F2).
When rental quotes are converted into a rental contract or additional contracts are activated, the deposited comments are automatically transferred into the rental contract.

Create a Rental Contract with consumption based Billing

It is possible to set the rent price for a rental contract on base of consumption data. Do the following for a set up:

Note

To be able to use consumption prices in a rental contract, the desired rent class has to have a line with the price type Consumption.
For more information about adding consumption data to a rent class, click Creating a Rent Class.

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Open the rental contract to which you want to add a consumption based price line.

    oder

    Create a new consumption based rental contract. For more information about creating a new rental contract, click Create Rental Contract.
  • Add a rent class with the price type Consumption to the contract and select the desired consumption type. For more information about adding consumption data to a rent class, click Creating a Rent Class.
  • Register the consumption data in the individual process stage to include them in the invoice plan. Use the different protocols for a return or rent break.
  • The registered values are included in the invoice plan and are invoiced according to the invoice cycle. For more information about creating invoices, click Create Invoice from Rental Contract.

Tip

The consumption data from the rental contract can be synchronized with the consumption data of an item or service item. This way, the consumption of the rental order is included and calculated into the consumption protocol of the item or service item.
Please proceed as follows to synchronize the consumption data:

  • Open the Consumption Types page.
  • A list with all consumption types is displayed.
  • The Consumption Code column shows the label of the consumption type which is used for the rent contracts.
  • The Consumption Interface Type column shows the label of the consumption type which is used for the item or service item.
  • Assign the Consumption Interface Type and the related Unit of Measure Code to the Consumption Code to add the registered consumption data from rental contracts to certain items or service items.

Consumption Types

  • Close the Consumption Types page.

Assign specific Object Numbers to Lines

You can assign a specific rent object to a rental contract line. This e. g. makes sense if the customer needs a certain machine for personal or compatibility reasons.

To assign a specific object number to a rental contract line, proceed as follows:

Important!

To use this option, the Selecting of Object No. in contract allowed slider in the TRASER Rental Setup has to be activated.

Note

Specific object numbers can only be assigned to lines in a rental contract with the Contract Status = Open. This is not possible with inactive or active rental contracts with existing posting.

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Open the rental contract for which you like to assign a specific object number to a certain line.
  • Click in the line of the rent object for which you like to assign a specific object number.
  • Click on Line > Functions > Add Object No..
    You might have to click on 'More Options' to view the Lineoption.

Add specific object number

  • A new window opens.
  • Select an available object in the lower panel under Item Rental Reservation Matrix.
  • Select in the menu list Select > Select.

Select specific Rent object

  • The number is added in the Object No. column to the rental contract line of the selected rent object.

Specific Rent Object selected

  • The rent object is now planned for this line i. e. it can not be resvered or planned for other rental contracts.
  • Close the Rental Contracts page.

Edit or delete a specific Object No.

If you like to edit or delete a specific object number, proceed as follows:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Open the rental contract for which you like to edit or delete a specific object number.
  • Click in the line of the rent object for which you like to edit or delete the object number.
  • Click on Functions > Remove Object No. to delete a specific object number.
    You might have to click on 'More Options' to view the Functionsoption.

Delete specific object number

Add Additional Agreements

You can add additional agreements to the rental contract which are not bound to a rent class or package. The additional agreements are used for the entire contract and will be displayed on the posted document.

Note

To add additional agreements to a rental contract, you have to define the standard text codes for this additional line. Please proceed as follows:

  • Use the quick search (ALT+Q) to find the page Standard Text Codes in TRASER DMS 365.
  • The page Standard Text Codes is displayed.
  • To define a new code click on New in the menu bar.

Create Standard Text Codes

  • Enter a unique Codeto label the standard text.
  • Enter under Description a specific description of the standard text.
  • Your changes are saved automatically.
  • To add extended texts for a standard text code click on Ext. Texts in the menu bar. They will be included in the rental contract.
  • The page Extended Text is displayed.
  • Click New in the menu bar.
  • The page to set up extended texts opens.
  • Navigate to the Lines register.
  • Click in a line to add an extended text.
  • Add a text under Text.
  • Navigate to the Rental FastTab.
  • Activate the Rent Contract Additional Agreement slider to display the extended text for additional agreements in the rental contract.
  • Your changes are saved automatically.
  • You can now use the standard text code in rental contracts. The defined extended texts are included in the rental contract.

To add additional agreements to the rental contract, proceed as follows:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Open the rental contract for which you like to add additional agreements or create a new contract.
  • Navigate to the Add. Agreements FastTab.
  • Select under No. a standard text code for the additional agreements from the drop-down list.

Additional Agreement

  • The previously defined descriptions and extended texts are automatically included when you select a standard text code.

Contract Additional Agreement

  • You can edit or expand the extended texts as you wish.
  • Your changes are saved automatically.
  • The next step is to release the rental contract.

Create Contract or GTC Texts

Set individual texts or define standard texts for every rental order with contract or GTC texts. They apply for all rental quotes and rental contracts. You can also create texts for add. contracts or contract templates. The in rental contracts included texts can be printed as well. This way, you can store or hand over a copy to the customer.

Create Contract Texts

Please proceed as follows to add contract texts:

    • Use the quick search (ALT+Q) to find the page Contract Text List in TRASER DMS 365.
  • A list with all contract texts is displayed.
  • To create a new text click on New.

Create a new Contract Text

  • A new text card opens.

New Text Card

  • Select in the Contract Header Text FastTab in the Doc. Type drop-down list if you like to add text lines to a quote, contract, add. Contract or contract template.
  • Optional Select the language in the Language Code drop-down list in which the text lines are written. This makes sense if you manage rental orders in different languages.
  • Add text lines by click at either Start Text Exists, Lessor Text Exists, Lessee Text Exists or End Text Exists on the button with the three dots.

Add Contract Texts

  • The text editor opens.
  • To add and format text, proceed as follows:
Working in the text editor

The text editor includes a menu bar at the top (green frame) and an input panel at the bottom (blue frame). The menu bar contains options to set up the formatting for the contents you put into the panel.

Text Editor

The following sections contains an overview of the functions in the Menu Bar:

Menu Bar

CAUTION!

Right now (January 2021), the functions are only available in English. However, there is a German translation available.

Function Description Options
Absatz
Paragraph
Use this function to adjust the paragraph formatting. Paragraph (Standard Paragraph),
Heading 1 (Heading 1),
Heading 2 (Heading 2),
Heading 3 (Heading 3)
Schriftgröße
Text Display Size
Use this function to adjust the text display size. You can only choose between the available text display sizes 9, 11, 13, Default (Default Text Display Size), 17, 19, 21
Schriftart
Font
Use this function to adjust the font of the text. You can only choose between the available fonts Default (Default Font),
Arial,
Courier New,
Georgia,
Lucida Sans Unicode,
Tahoma,
Times New Roman,
Trebuchet MS,
Verdana
Fettdruck
Bold
Use this function if you want the text to appear in bold.
Kursivdruck
Italics
Use this function if you want the text to appear in italics.
Link
Link
Use this function to add a link to a website.
• first, enter the description text for the link.
• highlight the description text and click on the Link icon. A new field appears where you can enter the hyperlink address.
• enter the full link and confirm your entry by clicking on the green tick.
Link
Auflistung
Collection
Use this function to create a list with dashes (Bulletpoints).
Via the functions Increase Indent and Decrease Indent you can move the listing levels to create a hierarchical list.
Aufzählung
Bulleted List
Use this function to create a list with numbers.
Via the functions Increase Indent and Decrease Indent you can move the listing levels to create a hierarchical list.
Einzug erhöhen
Increase Indent
Via this function, you can move the selected paragraph to the right-hand side.
Use the functions Bulleted List and Numbered List to insert subordinate elements for hierarchical presentations.
Einzug verringern
Decrease Indent
Via this function, you can move the selected paragraph to the left-hand side.
*Use the functions Bulleted List and Numbered List to insert elements for hierarchical displays.
Zitat
Citation
This function creates a gray line on the right-hand side and indents the entered text. Furthermore, the font style will be changed to italics.
Tabelle hinzufügen
Add Table
Via this function, you can add a table to the page.
For more information on this, go to Adjust Table.
Aktion rückgängig
Undo
Click this, if you want to undo the previous change. You can undo all changes you have made in the text editor since last opening it.
Aktion wiederherstellen
Redo
Click this, if you want to revoke the previous undo command. You can restore all changes you have made in the text editor since last opening it; unless other actions were carried out.
  • Enter your content into the panel and make changes to your formatting.

Tip

You can copy existing texts (including graphics) from other sources such as a word processor or web pages and put them into the input panel. Formatting is automatically applied based on the available options in the text editor and can be adjusted after.

Add Table

It’s very easy to create simple table; however, the system also allows you to set up more complex tables. To create a table, please proceed as follows:

  • In an empty line, click on the Add Table icon.
  • A drop-down window with multiple lines and columns opens. These represent the number of lines and columns of the table you’re creating.
  • Move your mouse over the line/column that should represent the last line/column of the new table. The area on the left and above the table will turn blue and represents the new table.

Define table pane

  • Click on the line to create a table with the selected number of lines and columns.
  • Enter text into the cells and change the format it via the functions in the menu bar.

You can also use table-specific functions to edit columns, rows and cells seperately.

Column Options
Column Options

Function Description
Header column
(Header Column)
Activate this slider to define or highlight the selected column incl. all columns to the left of the selected cell as heading column(s).
Insert column left
(Insert column on the left)
Click this to insert a column on the left-hand side.
Insert column right
(Insert column on the right)
Click this to insert a column on the right-hand side.
Delete column
(Delete a column)
Click this to delete the column with the selected cell.
Select column
(Select a column)
Click this to select the entire column.

Line Options
Line Options

Function Description
Header row
(Line as Header)
Activate this slider to define or highlight the selected line incl. all lines above the selected lines as heading lines.
Insert row above
(Insert a row above)
Click this to insert a row above the selected line.
Insert row below
(Insert a row below)
Click this to insert a row below the selected line.
Delete row
(Delete a row)
Click this to delete the selected line.
Select row
(Select a row)
Click this to select the entire line.

Cell Options
Cell Options

Function Description
Merge cell up
(Merge with cell above)
Click this to merge the selected cell with the cell above.
Merge cell right
(Merge with cell on the right-hand side)
Click this to merge the selected cell with the cell on the right-hand side.
Merge cell down
(Merge with cell below)
Click this to merge the selected cell with the cell below
Merge cell left
(Merge with cell on the left-hand side)
Click this to merge the selected cell with the cell on the left-hand side.
Split cell vertically
(Split cell vertically)
Click this to split the selected cell into two parts and to create a new cell on the right-hand side of the selected cell.
Split cell horizontally
(Split cell horizontally)
Click this to split the selected cell horizontally and to create a new cell below the selected cell.

Tip

Go to the next cell by clicking the TAB key. Clicking the TAB key at the end of the table creates new lines.

Note

To insert a new paragraph before or after a table, click on the square above the top cell of the table to select the whole table and then click on the white paragraph symbol in the blue circle to add a paragraph before or after the table.

Absatz vor oder nach Tabelle hinzufügen

  • Close the text editor.
  • Optional Add more texts in the Contract Header Text FastTab.
  • Optional Add more texts in the Contract Lines Text FastTab. The texts are added to that section of the contract.
    • Select in the Line Type column if you would like to add an Additional Text, Text for Rent Objects, Text for Payment Method & Terms, GTC-Text or Text for additional agreements.
    • Select in the Line Header Exists column if the contract lines text should include a header.
      • To add a header, click No and edit the text in the Text Editor.
      • If a text is included now, the line displays Yes.
    • Select in the Line Type Text Exists column if the contract lines text should include an additional text for the applicable contract line.
      • To add a header, click No and edit the text in the Text Editor.
      • If a text is included now, the line displays Yes.
    • Select in the Line End Text Exists column if the contract lines text should include an additional text after the applicable contract lines.
      • To add a header, click No and edit the text in the Text Editor.
      • If a text is included now, the line displays Yes.
  • Close the text card.
Create GTC Texts

Please proceed as follows to add GTC texts:

  • Use the quick search (ALT+Q) to find the page General Terms & Conditions in TRASER DMS 365.
  • A list with all GTC texts is displayed.
  • Select New in the menu bar to create a new GTC text.
  • A new card opens for the general terms & conditions.

New Card for GTC

  • Enter a unique label for the GTC text under the General FastTab in the GTC Code field.
  • Enter in the Valid From field the date from when the GTC text is supposed to be valid.
  • Optional Enter in the Valid Until field a date to when the GTC text is supposed to be valid.
  • To add new page to the GTC Text, click in the FastTab Terms & Conditions Textunder Content Exists on No.
  • The text editor opens.
  • To add and format text, proceed as follows:

The text editor includes a menu bar at the top (green frame) and an input panel at the bottom (blue frame). The menu bar contains options to set up the formatting for the contents you put into the panel.

Text Editor

The following sections contains an overview of the functions in the Menu Bar:

Menu Bar

CAUTION!

Right now (January 2021), the functions are only available in English. However, there is a German translation available.

Function Description Options
Absatz
Paragraph
Use this function to adjust the paragraph formatting. Paragraph (Standard Paragraph),
Heading 1 (Heading 1),
Heading 2 (Heading 2),
Heading 3 (Heading 3)
Schriftgröße
Text Display Size
Use this function to adjust the text display size. You can only choose between the available text display sizes 9, 11, 13, Default (Default Text Display Size), 17, 19, 21
Schriftart
Font
Use this function to adjust the font of the text. You can only choose between the available fonts Default (Default Font),
Arial,
Courier New,
Georgia,
Lucida Sans Unicode,
Tahoma,
Times New Roman,
Trebuchet MS,
Verdana
Fettdruck
Bold
Use this function if you want the text to appear in bold.
Kursivdruck
Italics
Use this function if you want the text to appear in italics.
Link
Link
Use this function to add a link to a website.
• first, enter the description text for the link.
• highlight the description text and click on the Link icon. A new field appears where you can enter the hyperlink address.
• enter the full link and confirm your entry by clicking on the green tick.
Link
Auflistung
Collection
Use this function to create a list with dashes (Bulletpoints).
Via the functions Increase Indent and Decrease Indent you can move the listing levels to create a hierarchical list.
Aufzählung
Bulleted List
Use this function to create a list with numbers.
Via the functions Increase Indent and Decrease Indent you can move the listing levels to create a hierarchical list.
Einzug erhöhen
Increase Indent
Via this function, you can move the selected paragraph to the right-hand side.
Use the functions Bulleted List and Numbered List to insert subordinate elements for hierarchical presentations.
Einzug verringern
Decrease Indent
Via this function, you can move the selected paragraph to the left-hand side.
*Use the functions Bulleted List and Numbered List to insert elements for hierarchical displays.
Zitat
Citation
This function creates a gray line on the right-hand side and indents the entered text. Furthermore, the font style will be changed to italics.
Tabelle hinzufügen
Add Table
Via this function, you can add a table to the page.
For more information on this, go to Adjust Table.
Aktion rückgängig
Undo
Click this, if you want to undo the previous change. You can undo all changes you have made in the text editor since last opening it.
Aktion wiederherstellen
Redo
Click this, if you want to revoke the previous undo command. You can restore all changes you have made in the text editor since last opening it; unless other actions were carried out.
  • Enter your content into the panel and make changes to your formatting.

Tip

You can copy existing texts (including graphics) from other sources such as a word processor or web pages and put them into the input panel. Formatting is automatically applied based on the available options in the text editor and can be adjusted after.

Add Table

It’s very easy to create simple table; however, the system also allows you to set up more complex tables. To create a table, please proceed as follows:

  • In an empty line, click on the Add Table icon.
  • A drop-down window with multiple lines and columns opens. These represent the number of lines and columns of the table you’re creating.
  • Move your mouse over the line/column that should represent the last line/column of the new table. The area on the left and above the table will turn blue and represents the new table.

Define table pane

  • Click on the line to create a table with the selected number of lines and columns.
  • Enter text into the cells and change the format it via the functions in the menu bar.

You can also use table-specific functions to edit columns, rows and cells seperately.

Column Options
Column Options

Function Description
Header column
(Header Column)
Activate this slider to define or highlight the selected column incl. all columns to the left of the selected cell as heading column(s).
Insert column left
(Insert column on the left)
Click this to insert a column on the left-hand side.
Insert column right
(Insert column on the right)
Click this to insert a column on the right-hand side.
Delete column
(Delete a column)
Click this to delete the column with the selected cell.
Select column
(Select a column)
Click this to select the entire column.

Line Options
Line Options

Function Description
Header row
(Line as Header)
Activate this slider to define or highlight the selected line incl. all lines above the selected lines as heading lines.
Insert row above
(Insert a row above)
Click this to insert a row above the selected line.
Insert row below
(Insert a row below)
Click this to insert a row below the selected line.
Delete row
(Delete a row)
Click this to delete the selected line.
Select row
(Select a row)
Click this to select the entire line.

Cell Options
Cell Options

Function Description
Merge cell up
(Merge with cell above)
Click this to merge the selected cell with the cell above.
Merge cell right
(Merge with cell on the right-hand side)
Click this to merge the selected cell with the cell on the right-hand side.
Merge cell down
(Merge with cell below)
Click this to merge the selected cell with the cell below
Merge cell left
(Merge with cell on the left-hand side)
Click this to merge the selected cell with the cell on the left-hand side.
Split cell vertically
(Split cell vertically)
Click this to split the selected cell into two parts and to create a new cell on the right-hand side of the selected cell.
Split cell horizontally
(Split cell horizontally)
Click this to split the selected cell horizontally and to create a new cell below the selected cell.

Tip

Go to the next cell by clicking the TAB key. Clicking the TAB key at the end of the table creates new lines.

Note

To insert a new paragraph before or after a table, click on the square above the top cell of the table to select the whole table and then click on the white paragraph symbol in the blue circle to add a paragraph before or after the table.

Absatz vor oder nach Tabelle hinzufügen

  • Close the text editor.

  • Optional To add another page to the GTC Text, click in the next empty line in the table under the General Terms & Conditions Text FastTab. Proceed as described above.

  • Optional To edit a GTC text, click in theContent Exists column on Yes. The text editor opens and you can edit the text of this page.

  • Optional To create a new version of the GTC text, click on New in the menu line. The number in the Version No. field is counted up and you have to reenter the Valid From field. The new version is also displayed on the General Terms & Conditions page.

Print GTC Texts

Please proceed as follows to print GTC texts:

  • Use the quick search (ALT+Q) to find the page General Terms & Conditions in TRASER DMS 365.
  • A list with all GTC texts is displayed.
  • Open the desired GTC text or create a new one.
  • Click Operation > Print in the menu line.
  • The Rental GTC page opens.
  • Select in the Printer field the desired printer.
  • Activate in the Options FastTab the Hide Header/Footer button if you like to hide the header/Footer in the print.
  • Enter in the No. of Copies field how many copies should be printed.
  • You can set up a maximum printing time in the Advanced FastTab Maximum Time Generating Time) or how many lines should be included in the print.(Maximum number of lines). If the entered values are passed, the print will be canceled.
  • To start the print, click Print.
  • You can view a preview of the print by clicking Preview.
  • You can download the print as PDF or Microsoft Word Document under Send to to possibly send it later in an email.

Note

GTC Texts can be printed simultaneously with quotes, contracts, or add. Contracts by default. The options have to be activated in the TRASER Rental Setup under the Report Setup FastTab.

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Open the rental contract which you like to link to a campaign or create a new contract.
  • Select the Campaign No. field in the General FastTab. You might have to click Show more to view this field.

Link Rental Contract to a Campaign

  • A list with already existing campaigns.
  • Select the desired campaign from the list or create a new one.

Set up Payment Conditions

You can set up certain payment conditions for a customer. If you create a rental contract for this customer, the payment conditions are automatically included in the contract. For more information about creating payment conditions for customers, click Setting Up Payment Conditions For Customers per Area.

Select Alternative Rent Class

This section describes how to select rent object from an alternative rent class in a rental contract. This can be helpful when a rent object is not available in a certain rent class but in another one. This way, the (service) item can still be delivered. Please proceed as follows to select an alternative rent class:

Note

To select an alternative rent class, the Alternative rent classes allowed option on the TRASER-Rental Setup page has to be activated. You can find more information about this in the TRASER Rental Setup chapter.

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Open the rental contract which you like to add an alternative rent class for or create a new contract.
  • Select in the Contract Objects register the option Alternative Rent Class > Select Alternative Rent Class from the menu line.
    You might have to click on 'More Options' to view the Alternative Rent Class option.

Select Alternative Rent Class

  • A window with every available rent class opens.
  • Select the desired rent class.
  • The check box in the Alternative Rent Class Selected column is activated.
  • You can view which rent class is now selected in the FactBox pane (ALT+F2) under the Object Line Details register under Alternative Rent Class.
  • To reset the alternative rent class and to reuse the other rent class from before, click in the Contract Objects register the option Alternative Rent Class > Reset Rent Class.
    You might have to click on 'More Options' to view the Alternative Rent Class option.

Open Email Setups in Rental Contracts

You can open and edit email setups previously added to contacts in rental contracts. That way, you can manage the sender email address depending on the document type.

  • Click on Contact > Email Addresses in the menu bar of the rental contract.
  • The Contract Emails page is displayed.
  • Select the email scenarios to be used for this email in the Type field.
  • Enter the desired email address in the Email field. If you have already added a contact to your rental contract, you can also choose from the email addresses in the contact card by clicking on the three dots.
  • Your entries will be saved automatically.

For further information on adding email settings to contacts, click here.

Add Several Contacts to Rental Contract

You can include multiple contacts in an open rental contract. This way, the person in charge has the possibility to call another contact person in case the main contact is not available. If the rent object is processed further, all of the contacts will be included in the protocol as well. Please proceed as follows to create a contact in the rental contract:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Open the rental contract for which you like to add contacts or create a new contract.

You can either select a contact from the contacts linked with the customer or enter a contact manually.

  • To deposit a contact linked to a customer, select the three dots in the Contact Name column under the Contract Contact register.

Contact Name three dots

  • The Contacts window opens in which the contacts, which are linked to the customer, are displayed.
  • Select the desired contact.
  • To add a contact manually to the contract, fill in the information of the table in the Contract Contacts register.
  • The Contact Type field can be used to add more details to the contact.
  • If the rent object is processed further, all of the contacts will be included in the protocol as well.

Contract Status

A rental contract goes through multiple contract statuses while in it’s processing. The current status can be viewed in the General register of the rental contract. The contract status will be set automatically by the system. The following subsection describes what type of contract statuses exist and when they are set.

Contract Status Description
Open When the rental contract is created, it will have the status Open.
Inactive When a rental contract is released but not signed yet, it will have the status Inactive.
Active When a rental contract is signed, it will get the status Active. The signature also activates the contract lines in which the contract objects are processed in. The Invoice Plan of this rental contract is also now available.
Final Settlement When all contract objects are returned in the contract numbers, the rental contract will receive the status Final Settlement. This means, there are still invoice lines open for invoicing.
Closed When the Final Invoice for this rental contract is posted, the rental contract gets the status Closed. This rental contract is now closed.

Document Status

A rental contract goes through multiple document statuses while in it’s processing. The current status can be viewed in the General register of the rental contract. The document status will be set automatically by the system. The following subsection describes what type of document statuses exist and when they are set.

Document Status Description
Open When the rental contract is created, it will have the document status Open.
Authorized When a rental contract is released, it will get the document status Released.

Signature Status

A rental contract goes through multiple signature statuses while in it’s processing. The current status can be viewed in the General register of the rental contract. The signature status will be set automatically by the system. The following subsection describes what type of signature statuses exist and when they are set.

Signature Status Description
Open When the rental contract is created, it will get the signature status Open.
Empty When a rental contract is released, the signature status will be Empty.
Signed When a rental contract is signed, it will get the status Signed.

Edit Rental Contract

This section describes how to edit a rental contract. Please proceed as follows:

Note

The Contract Status has to be Open. If a rental contract is inactive or active and there are already existing postings, it can not be edited anymore. In this case, an additional contract may be created or a credit memo may be created.

Note

If nothing has been posted yet in the rental contract, it can be reopened again. To reopen an active rental contract without any existing postings, please proceed as follows:

  • Click on Status > Reopen.

Reopen Rental Contract

  • Select Status > Reset Signature.

Reset Signature

  • Select Print and Send > Retract Print Contract....

Retrack Print

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Open the rental contract that you want to edit.
  • Make the desired changes. Some already posted actions can not be edited anymore.

Note

When the rental contract is not in edit mode:

  • Click in the rental contract header on the Pen-Icon:

Editing locked

  • If the pen icon has a circle around it, you can edit the rental contract.

Symbols

  • The changes are saved automatically.
  • Release the contract again by following the steps in Create Rental Contract.
  • Close the Rental Contracts page.

Delete Line

Note

Lines can only be deleted in a rental contract with Contract Status = Open. Already posted lines can not be deleted.

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Open the rental contract that you want to edit.
  • To delete a line, click on it and afterwards on Manage > Delete Line.
    oder
    Click in this line on the three vertical dots next to the Rent Class/Rent Class Package column and click on delete line.

Delete Line

  • This line is deleted.
  • Close the Rental Contracts page.

Create Add. Contract

This section describes how you can add an additional contract to a rental contract. This makes sense if you need to edit the rental contract retroactively. You can make changes to an active rental contract as well as a closed rental contract retroactively. Please proceed as follows to create an add. Contract to a rental contract:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Select the rental contract for which you want to create an add. contract.
  • Click in Actions > Add. Contract on Create Add. Contract.

Create Add. Contract

Tip

When creating an additional contract, a check of the customer’s credit limit is performed. If the customer has an overdue balance, a message will be displayed above the contract header. If you select More Details next to this message, you will receive more information on the current balance and credit limit of the customer.

Message overdue balance

Please consider that you have to activate the respective message on the My Notifications page first in order to receive this message.

  • An empty input screen for rental contracts opens.
  • Fill in the blanks by following the quota of the lower table to set the basic parameters of the add. contract.

Edit Additional Contract

Register Option Action
General Customer Name Enter the name of the customer for which you like to create the add. contract.
Valid From Contract Start Optional Activate this slider when the add. contract is supposed to be valid (retroatcively) from the beginning of the main rental contract. In this case the Start Date Add. Contract is entered automatically.
You can find information on the status of the boolean in the Table 'Boolean'.
Start Date Add. Contract Enter the start date for the additional contract here. This field will be filled automatically if you activated the slider Valid From Contract Start.
Add. Contract Duration (Days) Optional Enter the duration of the additional contract and confirm the input with the TAB key. In this case the End Date Add. Contract is filled automatically.
If the End Date Add. Contract is deviating from the end date of the main rental contract, a warning will be displayed that temporary add. Contract is created. This one is limited and does not apply to the total rental period. Confirm the dialog box by clicking Yes to create a temporary additional contract.
Temporary Additional Contract
End Date Add. Contract Enter the end date for the additional contract here.
If the End Date Add. Contract is deviating from the end date of the main rental contract, a warning will be displayed that temporary add. Contract is created. This one is limited and does not apply to the total rental period. Confirm the dialog box by clicking Yes to create a temporary additional contract.
Estimated Contract End Date Optional The field will be filled automatically and displays the end date of the main rental contract. If you change this date, the run time of the main contract will change as well.
Minimum Rent Period (Days) Enter the minimum rent period of the contract here. The payment of this time period will be independent from the actual rent period.
Order Type Optional Select the order type here. This field will be filled automatically with the value of the main rental contract.
Internal Contract Reference If this slider is activated, the additional contract is an internal contract.
You can find information on the status of the boolean in the Table 'Boolean'.
Signature Status Add. Contract Optional Select here the status of the add. contract. Otherwise the status will be edited in the header such as described in Create Rental Contract.
Add. Contract Type Select in the drop-down list which type of additional contract it is. If you select Administrative, no signature is needed from the customer.
Contact Reference This field shows the contact of the customer. This one is automatically transfered from the main rental contract and can be modified.

Delete Add. Contract Line

  • To release the additional contract, click Status > Release.

Release Add. Contract

  • To sign the additional contract, click Status > Set Signature.

Sign Add. Contract

  • To print the additional contract, click Print/Send > Print Contract.

Print Add. Contract

  • To activate the additional contract, click Add. Contract > Activate Additional Contract.

Activate Add. Contract

  • Click Yes to confirm the dialog.

Dialog box 'Activate Add. Contract'

  • The add. Contract is now created.
  • Click Close to close the window.
  • Close the Rental Contracts page.

Date Correction in Delivery/Return Protocols

This section describes how to change data of an already posted ship-to or return protocol. You can change the start or end date of the rental or the ship or return date. To change the date of a protocol, proceed as follows:

Note

This section describes how to correct the out of a rental contract. The date correction can also be done in the Posted Deliveries or Posted Returns pages. Please proceed as follows:

  • Go to the Posted Deliveries or Posted Returns page.
  • Select a document from the list.
  • Click Process > Date Correction in the menu line.
  • The Date Correction Wizard is displayed.
  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • The page Rental Contracts is displayed.
  • Select a rental contract from the list.
  • The rental contract card opens.
  • In the Contract Objects register, select the option Manage > Date Correction from the menu bar.

Open the Date Correction

  • The Date Correction Wizard is displayed.

Date Correction Wizard

  • Select in the Options FastTab the Document Type which is supposed to be displayed. You can view the delivery protocols in the lower section of Delivery. You can view the return protocols in the lower section of Return.
  • Select in the Correction Option field if you like to correct the Rent Start Date, Shipment Date, Rent End Date or Return Date.
  • You can find the currently posted date for the protocol in the Rent Start Date/Shipment Date or Rent End Date/Return Date column.
  • Enter the new date for this Posting in the *Correction -Date column.

Date Correction Columns

  • Click OK to confirm your input.
  • Confirm the dialog with Yes if you like to process the correction.
  • The modified date will be displayed in the rental contract.

Price Adjustment

Price Codes will be included for rent classes and therefore added automatically with the rent class in a rental contract. For more information about creating price codes in rent classes, click Create price codes for a rent class. If you like to change the price code of a rent class later in the rental contract, you can either select a different price code or only copy the price from the price code which is stored in the rent class in the rental contract. The contract line will be marked as Manual Price. To use a price code adjustment inside a rental contract, do the following:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • The page Rental Contracts is displayed.
  • Select a rental contract from the list.
  • The rental contract card opens.
  • Click in the Lines FastTab in the Price Code column on the button with the three dots.

Price Code Adjustment Button Three Dots

  • A dialog window opens.

Price Code Adjustment Selection Window

You now have the following options:

  • Select the Select a new Price Code option if you like to set a new price code for this contract line. The Rent Price Codes window opens with all of the price codes from this rent class displayed. Select the desired price code. This one will be used for this contract line.
  • Select the Only Copy Prices option if you only want to copy the stored price of another rent class in the contract line. The Select Price Code window opens in which you can view an overview for all price codes of this rent class including the stored prices. Select the desired price code. This price will be used for this contract line. The check box in the Manual Price column is activated through which is displayed that a manual price is stored for this contract line.

Cancel Rental Contract

This section describes how to cancel a rental contract. Please proceed as follows:

Warning

A canceled rental contract cannot be reactivated. Make sure that you really want to cancel this rental contract.

Note

The Contract Status must be Active to cancel a rental contract. The Signature Status has to be Signed.

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Select the rental contract which is supposed to be canceled.
  • Under Actions > Functions, click on Cancel Contract.

Cancel Rental Contract

  • Click Yes to confirm the dialog.

Dialog box 'Cancel Rental Contract'

  • The rental contract is canceled and now has the Contract Status 'Canceled'.

Rental Contract Canceled

  • The canceled rental contract will still be in the list of all rental contracts but can not be used again.
  • To remove the canceled rental contract from the list of all rental contracts, archive this rental contract. For more information about this, click Archive Rental Contract.
  • Close the Rental Contracts page.

Archive Rental Contract

This section describes how to archive a rental contract to remove it from the list of all rental contracts. Please proceed as follows:

Note

The Contract Status must be 'Closed' or 'Canceled' to archive a rental contract.

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Select the rental contract which is supposed to be archived.
  • Under Actions > Functions, click on Archive Document.

Archive Rental Contract

  • The rental contract window is closed and the list with all renal contracts is displayed.
  • The archived rental contract can be viewed in the Rental Archive.
  • Close the Rental Contracts page.

Restore Archived Rental Contract

This section describes how you can restore a rental contract. This can be beneficial if a customer requests the same rental contract or if the rental contract is supposed to help as a template. Restoring does not mean that the archived rental contract is available again after this function. This function creates a new rental contract on the base data of the archived rental contract. Please proceed as follows to restore a rental contract:

  • Use the quick search (ALT+Q) to find the page Rental Archive in TRASER DMS 365.
  • A list with all archived rent documents is displayed.
  • Select the rental contract for which you like to create a new document.
  • Select New > Restore from the menu bar.

Restore Rental Contract

  • The window Restore Document is displayed.
  • The Customer Name and Contact No. field will be prefilled wit the data of th e archived rental contract. But you can also edit these fields and enter for example a different customer.
  • Fill in the Contract Start Date, Estimated Contract Start Date (Days) and Estimated Contract End Date fields.
  • Activate the Recalculate Prices slider if the prices should be recalculated in the new rental contract. If you deactivate the slider, the prices from the archived rental contract will be inserted.
  • Confirm your settings with OK.

Restore document

  • A dialog window opens if you like to open the created rental contract. Press Yes to open the rental contract. Select No if you want to stay on the Rental Archive page.

Delete Rental Contract

This section describes how to delete a rental contract. Please proceed as follows:

Warning

A deleted rental contract cannot be reactivated. Please make sure if you want to delete the rental contract or if you like archive it. Archived rental contracts can be reused from the Rental Archive.
Sometimes, it is enough to edit or pause a rental contract.

Note

The Contract Status must be 'Open' to delete a rental contract.
There must be no posting or invoicing issued the past.

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Select the rental contract which is supposed to be deleted.
  • Click in the rental contract header on the garbage can icon.

Delete Rental Contract

  • Click Yes to confirm the dialog.

Dialog box 'Delete Rental Contract'

  • The rental contract is now deleted.
  • Close the Rental Contracts page.

Calculation List in Rental Contracts

This section describes how you can view the calculation list in rental contracts. This provides an overview on the rent amount, amounts from linked rental purchase documents and the contribution margin to be achieved. It is also displayed if the contribution margin is achieved with these used documents. This overview helps to quickly view if the calculation is good or something has to be modified.

Note

The calculation list is only displayed in rental contracts if:

+ the rental purchase functionality on the TRASER Rental Setup page is activated.
+ the rental contract is linked to a minimum of one rental purchase request.
+ the rental contract includes contract lines which have Lines where the Line Amount Excluding Tax is filled.
+ the Invoice Frequency field is filled in the rental contract at the Invoice Details FastTab.

The calculation list can be displayed in the FactBox pane (ALT+F2). You can find this overview in the Contribution Margin Forecast FactBox.

Contribution Margin Forecast in Rental Contracts FactBox

  • If the contribution margin set up on the TRASER Rental Setup page has been met, the value in the DB % line is highlighted in green.
  • If the set up contribution margin has not been met, the value in the DB % line is highlighted in red.

Set Rent End Date in a Rental Contract

You can set the end of the rent period in a rental contract to end the invoice plan before the return protocol is posted. Setting the rent end date has the advantage that after this date no invoices will accidentally be sent to the customer. The rent end date can also be set via the later created return protocol. To set the rent end date in a rental contract, please proceed as follows:

Note

To be able to enter an ending date for the rent period, the following requirements have to be met:
+ The Status of the rent object under the Contract Objects register must either be Delivered or Returned.
+ The rent end date can only be set if the full quantity is returned. You cannot enter an ending date when it comes to partial returns.

  • Open a rental contract.
  • Under the Contract Objects register, select Manage > Register Rent End Date from the menu bar.
  • The window Set Rent End Date is displayed.

Set Rent End Date in a Rental Contract

  • Enter the desired end date into the Rent End Date field. Either, select a date from the calendar or enter h to select the current date.
  • In the Return Date field, enter the return date on which the contract objects have been returned.
  • Optional Enter the end date for the vendor into the Rent End Date (Vendor) field. This will be entered into the rental purchase contract.
  • In the Rent End Date Reported On Date field, enter the date on which the rent end was set.
  • In the Rent End Date Reported On Time field, enter the time on which the rent end was set.
  • The check box in the Rent End Date registered column will be set automatically. The field in the Quantity to Process column can now no longer be edited.
  • The date which has been entered in the Rent End Date field will be automatically transferred to the Invoice To column in the Lines register.
  • If you want to edit the rent end date at a later time, you can undo the registration this by clicking Rent End Date > Undo Rent End Date Registration in the menu bar of the Contract Objects register.

Creating a Rental Purchase Request from a rental contract

You can already create a rental contract from a rental purch. request before it is released. This can be helpful when you want check if the vendor can ship the rent object on time. You can find more information on working with rental purchase requests under the Rental Purchase Requests section. Please proceed as follows to create a rental purch. Request from a rental contract:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Open the rental contract from which you want to create a rental purchase request or create a new contract.
  • Tag the desired contract lines for which you want to create a rental purchase request.
  • In the Lines register, select Purchase > Create Rental Purchase Request from the menu bar.
    You might have to click on 'More Options' to view the Rental Purchaseoption.

Create Rental Purchase Request Menu Line

  • The Vendors window opens.
  • Select the desired vendor to ship the rental object.
  • Select in the following dialog window if you like to directly open the rental purchase request.
  • If you want to open the rental purchase request later, click the option Rental Purchase > Open Purchase Document in the menu line of the Lines register.

To find out if a rental purch. document is already created from a rental contract, check in the Rental Purch. Document exists column in the Lines register for a Yes. By clicking Yes, the list with included rental purch. documents which are linked to this rental contract opens.

Rental Purchase Document exists

Creating a rental purchase contract from rental contract

You can already create a rental purchase contract from a rental contract before it is released. This can be helpful when you want check if the vendor can ship the rent object on time. Please proceed as follows to create a rental purchase contract from a rental contract:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Open the rental contract from which you want to create a rental purchase contract or create a new contract.
  • Mark the desired contract lines for which you want to create a rental purchase contract.
  • Select in the Contract Objects register the option Rental Purchase > Create Rental Purchase Contract from the menu bar.
    You might have to click on 'More Options' to view the Rental Purchaseoption.

Creating a rental purchase contract menu line

  • The Vendors window opens.
  • Select the desired vendor to ship the rental object.
  • Select in the following dialog window if you like to directly open the rental purchase contract.
  • If you want to open the rental purchase contract later, click the option Rental Purchase > Open Purchase Document from the menu line of the Lines register.
  • The created rental purchase contract is now automatically linked to the rental contract.

To find out if a rental purch. document is already created from a rental contract, check in the Rental Purch. Document exists column in the Lines register for a Yes. By clicking Yes, the list with included rental purch. documents which are linked to this rental contract opens.

Rental Purchase Document exists

Creating a rental purchase contract when signing the rental contract

Note

To be able to create a rental purchase contract when signing the rental contract, the following preconditions have to be met:

  • There is a linked rental purchase request for at least one line of the rental contract.
  • The rental contract is not yet signed.

Please proceed as follows to create a rental purchase contract when signing a rental contract:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • A list with all rental contracts is displayed.
  • Open the rental contract from which you want to create a rental purchase contract or create a new contract.
  • Release the rental contract and mark it as signed. You can find more information on releasing a rental contract here.

Note

You can only release and sign a rental contract if you have the respective permissions. More information on user permissions can be found here: TRASER DMS Rental Permissions.

  • If there are now linked rental purchase requests, a dialogue window opens in which you are asked whether you want to convert the linked requests into rental purchase contracts.

Note

The function that is described here can only be executed once. If you select No in the following dialogue winow, the rental contract is signed and the linked rental purchase requests will remain. Once the rental contract is signed, a rental purchase request can only be converted manually into a rental purchase contract. You can find more information on converting a rental purchase request into a rental purchase contract here.

  • If you select No, the rental contract is signed and the linked rental purchase requests will remain.
  • If you confirm with Yes, a list with the linked rental purchase requests opens.
  • Select the desired rental purchase request which you want to convert into a rental contract.
  • The selected rental purchase request is opened and can manually be converted into a rental purchase contract.

Send Rent End Registrations or Rent Breaks collectively in one Email

You can also send an email regarding a rent break or the rend end dates collectively for all lines or for lines, which have not been sent via email yet.

To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • The page Rental Contracts is displayed.
  • Open the rental contract you would like to edit.
  • Click on Print/Send > Email Rent Break... or Email Rent End... in the menu bar.
  • Choose Send Email for all Lines in the dialog window to send an email for all lines or Send Email for lines not sent via Email previously, to send an email for all lines which have not been sent yet.
  • Click OK to confirm your selection.

You have successfully sent an email for rent breaks or rent end dates collectively.

Create a Sales Order from a Rental Contract

You can create a sales order for an item directly in a rental contract. This is possible for a single or multiple items.

Note

Please note that the respective item has to be returned in the rental contract and that the for sale field in the protocol card needs to have a value during the return.
To use this feature, the respective item must not be an External Machine.

For more information on Sale Orders, click here

To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the page Rental Contracts in TRASER DMS 365.
  • The page Rental Contracts is displayed.
  • Choose a Rental Contract with a returned item you wish to sell.
  • Click on Actions > Functions > Sales Options > Create Sales Order (After Return) in the menu bar.
  • The Sale and Scrap Wizard is shown.
  • The Context, Contract No. and Order Type fields in the Options register have already been filled out.
  • Enter a value into the Bin Code field in the Options register.
  • The Sales/Scrap Posts line register shows items to be considered in the sales order.
  • The Rental Contract No., Object Type, Object No. and Available Qty. (Base) fields have been filled automatically.
  • Enter a value into the Owner Location Code field.
  • Optionally, enter a value into the Owner Location Description field.
  • Click OK to confirm your input.
  • A hint is displayed indicating that the selected objects of the sales order are deactivated.
  • To confirm, please click on Yes.
  • A dialog is shown asking if you want to open the new sales order.
  • To confirm, please click on Yes.
  • The page Edit - Sales Order is displayed.

You have successfully created a sales order from a rental contract.

'Boolean' Table

The following table describes the boolean status for this chapter.

Symbol Status Description
Boolean not active
Boolean not active
Disabled The option is not activated and the related function not available.
Boolean active
Boolean active
Active The option is activated and the related function available.

In the next chapter you will learn everything important about rent prices and rent discounts.

Continue with the next chapter