Working with Protocols

Every time a rental object is shipped or returned, a delivery/return protocol will be created. In a protocol, you can make use of different functions.
This page describes how to use protocols and is separated into the following sections:

• Protocol Card
  • Delivery and Return Lines on a Protocol Card
• Process Several Rent Objects in a Protocol
• Add Several Contacts to Protocol
• Set Rent End Date in a Return Protocol
• Deposit additional texts in the protocol
• Open (service) item card from protocol

Protocol Card

This section describes the different fields found on a protocol card.

Delivery and Return Lines on Protocol Card

This section describes the columns in the delivery/return lines of a protocol card.

Process Several Rent Objects in a Protocol

You can process multiple rent objects in the same protocol. Please proceed as follows:

• Open a shipment/return protocol. For more information on Delivery or Return go the the respective sections.
• Select Process > Add another line from the menu bar.

• A new window with all rental contract lines opens.

• Select an object line you would like to add to the protocol and then click OK.
• The line will be added to the Delivery Lines / Return Lines and can be processed in the same protocol.

Add Several Contacts to Protocol

You can add multiple contacts to the same protocol. This way, the person in charge has the possibility to call another contact person in case the main contact is not available. Please proceed as follows:

• Open a shipment/return protocol. For more information on Delivery or Return go the the respective sections.
• Open the Contacts tab.
• If you select a contact for the Protocol Contact in the General tab, the contact will already be added to the table.
• To add several contacts to a protocol, click on the three dots in the Contact Name column.

• A list with all contacts that are linked to the rental contract opens.
• Select a contact from the list.
• All other fields will be filled in automatically.
• Repeat this step as often as needed. You might also add a contact manually so that it doesn’t get added to the system.
• If you activate the check box in the Default Contact column, the contact will always be listed first and will be automatically transferred to the Protocol Contact field in the General register.

Set Rent End Date in a Protocol

You can specify the ending date of the rent period in the return protocol. This way, no invoices will accidentally be sent to the customer. To set the rent period end in a return protocol, proceed as follows:

Note

To be able to enter an ending date for the rent period, the following requirements have to be met:

• The return protocol status has to be set to Open.
• The column Quantity to Process must be filled in in the return protocol. You can only enter an ending date if the Full Quantity has been returned. You cannot enter an ending date when it comes to partial returns.
• All checklists in the return protocol must be completed. For more information on checklists click here.

• Open a Return Protocol. For more information on this, click here.
• In the Return Lines, enter the ending date for the rent period in the Rent End Date column. Either, select a date from the calendar or enter h to select the current date.
• In the Rent End Date Reported On Date column under the Return Lines register, enter the date on which the rent end was reported. Either, select a date from the calendar or enter h to select the current date.
• In the Rent End Date Reported On Time column under the Return Lines register, enter the time on which the rent end was reported.
• Select Rent End Date > Register Rent End Date from the menu bar.
• The check box in the Rent End Date registered column will be set automatically. The field in the Quantity to Process column can no longer be edited.
• The date which has been entered in the Rent End Date column will be automatically transferred to the Invoice To column in the Lines register of the corresponding rental contract.
• If you want to edit the rent end date at a later time, you can do this by clicking Rent End Date > Undo Rent End Date Registration in the menu bar of the return protocol.

Deposit additional texts in the protocol

Additional texts that are deposited in a printed will also be shown on the printed protocol. You can enter free text or work with modules from Standard Text Codes. To deposit additional texts in protocol, please proceed as follows:

• Open a shipment/return protocol.
• Navigate to the Additional Text register.
• Optional Select a standard text code in the Text Code column. The text modules that are stored there, if applicable, will be automatically entered in the Additional Text column and can also be edited there, if needed. For more information on creating standard text codes, click here.
• In the Additional Text column, enter a free text which should be shown on the printed protocol.
• Your changes are saved automatically.

Open (service) item card from protocol

You can directly open the respective (service) item from the delivery or return lines of a protocol. Please proceed as follows:

• Open a shipment/return protocol.
• Navigate to the Delivery Lines or Return Lines register.
• Select Related > Rental Object from the menu bar.
• The respective (service) item card is opened.

In the next chapter, you will learn everything you need to know about the process of shipping/returning rental objects in case repairs have to be carried out.

Continue with next chapter