Assign Rental Objects

After a rent contract is released, the posted rent objects have to be assigned specifically to this contract in order to trigger the commissioning of the items on time and to simplify the resource planning. After assigning a rent object to a rent contract, a transfer order can be created to dispatch the rent object.
In this chapter you will learn how to call up a list of all rent objects to be delivered and how to trigger further processing, delivery and return of the rent objects. The whole disposition of rent objects can be handled using the Delivery Plan and Return Plan windows.

Here you can find the relevant sections on assigning and processing rental objects in TRASER Rental 365:

• Assigning Rent Objects via the 'Delivery Plan'
  • Columns and Header Elements of the 'Delivery Plan'
• Returning Rent Objects via the 'Return Plan'
  • Columns and Header Elements of the 'Return Plan'
• Assigning and Returning Rent Objects in a Released Rent Contract
  • Assigning Rent Objects in a Released Rent Contract
  • Returning Rent Objects via a Rent Contract
  • Subsequent Delivery of Rent Objects
• Creating a Picklist
  • Creating a Picklist via the Delivery Plan or Return Plan
  • Creating a Picklist via Delivery/Returns

Assigning Rent Objects via the 'Delivery Plan'

In this section you will learn how to call up a list of all rent objects to be delivered and how to assign rent objects via the Delivery Plan page. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Delivery Plan page.
• A list of all active contracts including the assigned rent objects and further contract parameters is displayed.

• Mark the line of the rent contract to which you want to assign a rent object.
• Check the information in the line for correctness.
• If the information is correct, select Next Status > Process Next Status.
• If a value has already been selected in the Next Status column, it will now be adopted and entered in the Status column.
• If no new status has been defined, a pop-up window will be opened where you can select the next status. The possible statuses of a rent object are defined in the object status flow of the respective rent class.
  You can find more information on the object status flow under Object Status Flow.
• Navigate to the Quantity column and enter the desired quantity that you want to assign to the rent object.
• Check the Delivery Location Code column and specify the location from where the rent object will be delivered.
• If the values Current Location and Delivery Location Code differ, then the rent object is not at the designated rental location yet.
  • Optional Select Transfer > Create Transfer Order to create a transfer order.
    You can find more information on this under Transferring Rent Objects Between Rental Locations.
• If Current Location and Delivery Location Code are the same, enter the date at which the rent object should be delivered into the Delivery Date column.
• Select Next Status > Process Next Status.
• A dialog window is opened. Confirm with Yes to enter further data.
• The delivery/return card for this order is opened.
• Check the pre-filled fields for correctness and optionally fill in the (remaining) fields to finish the order. You can find more information on the individual fields of the delivery/return card here.
• Scroll down to the end of the delivery/return card to get an overview of the rent parameters.

• In the Delivery Lines area, enter the quantity of the rent objects to be delivered into the Quantity to Process column.
• If all data is complete, select Status > Release.
• To post, select Posting > Post to deliver the rent object on the specified date.
• The rent object line will be deleted from the Delivery Plan and adopted into the Return Plan.
  You can find more information on this list under Returning Rent Objects via the 'Return Plan'.

Columns and Header Elements of the 'Delivery Plan'

Header Elements of the 'Delivery Plan'

This subsection will describe the individual header elements of the 'Delivery Plan' and their related functions.

Columns of the 'Delivery Plan'

This subsection describes all existing columns in the Delivery Plan. Depending on the status, various columns allow parameters to be entered or changed directly, should this be necessary.

Returning Rent Objects via the 'Return Plan'

This section describes how to return rent objects using the Return Plan. This list also serves as an overview of all delivered rent objects.

To return a rent object, please proceed as follows:

• Use the quick search (ALT+Q) to find the Return Plan page.
• A list containing all active rent contracts is displayed.

• Select the rent object for which you want to register a return.
• Select from the dropdown list of the Return Location Code column the code of the rental location to which the rent object will be returned to.
• Enter the date in the Return Date column at which the rent object will be returned.
• Select Next Status > Process Next Status.
• A pop-up window is displayed in which possible next statuses are proposed. The possible statuses of a rent object are defined in the object status flow of the respective rent class. You can find more information on the object status flow under Object Status Flow.
• The delivery/return card for this order is opened.
• Check the pre-filled fields of the delivery/return card for correctness and optionally fill in the (remaining) fields to finish the order. For more information on this, go to Delivery/Return Card.

• In the Return Lines area, enter the quantity of the rent objects to be returned, replaced or taken into repair into the Quantity to Process column.
• If all data is complete, select Status > Release.
• To post, select Posting > Post to deliver the rent object on the specified date.
• The line of the rent object will be deleted from the Return Plan and the rent contract will receive the Final Settlement status.
• Close the Return Plan page.

The rent contract is now finished and can be invoiced. For more information on this, go to Invoice Plans.

Columns and header elements of the 'Return Plan'

Header elements of the 'Return Plan'

This subsection will describe the individual header elements of the 'Return Plan' and their related functions.

Columns of the 'Return Plan'

This subsection describes all existing columns in the Return Plan. Depending on the status, various columns allow parameters to be entered or changed directly, should this be necessary.

Assigning and returning rent objects in a released rent contract

Assigning rent objects in a released rent contract

To assign rental objects in a released rent contract, please proceed as follows:

• Create a rent contract as described under Creating a Rent Contract or open the Rent Contracts page and select an active rent contract.
• Scroll down on the rent contract page card to the Object Lines area.
• Reserve the rent objects (for this see Creating a Reservation) or plan the rent objects (for this see Planning a Reservation).
• Mark the line of the rent object that you want to assign.
• Select Manage > Process Next Status.
• If a value has already been selected in the Next Status column, it will now be adopted and entered in the Status column.
• If no new status has been defined, a pop-up window will be opened where you can select the next status. The possible statuses of a rent object are defined in the object status flow of the respective rent class.
  You can find more information on the object status flow under Object Status Flow.
• Navigate to the Quantity column and enter the desired quantity that you want to assign to the rent object.
• Check the Delivery Location Code column and specify the location from where the rent object will be delivered.
• If the values Current Location and Delivery Location Code differ then the rent object is not at the designated rental location yet.
  • Optional Select Transfer > Create Transfer Order to create a transfer order.
    You can find more information on this under Transferring Rent Objects Between Rental Locations.
• If Current Location and Delivery Location Code are the same, enter the date at which the rent object should be delivered into the Delivery Date column.
• Select Next Status > Process Next Status.
• A dialog window is opened. Confirm the dialog window with Yes to open the delivery/return.
• The delivery/return card for this order is opened.
• Check the pre-filled fields for correctness and optionally fill in the (remaining) fields to finish the order. You can find more information on the individual fields of the delivery/return card here.
• Navigate to the Delivery Lines FastTab of the delivery card to get an overview of the rent parameters.
• Select the three dots in the Object No. column.
• The Rent Object Reservation window is opened.
• Select the desired rent object here. Use the existing filter on the page, if necessary.
• Subsequently select Select > Select from the menu bar.
• The window closes and the object number is entered in the respective line of the delivery/return.
• A dialog window is opened. Confirm the dialog window with Yes to enter further data.
• The rent delivery card for this order is opened.
• Check the pre-filled fields for correctness and optionally fill in the (remaining) fields to finish the order. You can find more information on the individual fields of the rent delivery/return card here.
• Scroll down to the end of the delivery card to get an overview of the rent parameters.
• Enter the quantity you want to process in the Quantity to Process column.

• If all data is complete, select Status > Release.
• To post, select Posting > Post to deliver the rent object on the specified date.

• The rent object will receive the delivered status.
• Repeat these steps for all rent objects in the rent contract.

Returning Rent Objects via a Rent Contract

To return rent objects via a rent contract, please proceed as follows:

• Open the rent contract for which you want to return rent objects.
• Select the line of the rent object that you want to return in the Object Lines FastTab.

• Optional Set the next status for the rent object in the Next Status column.
• Select from the dropdown list of the Return Location Code column the code of the rental location to which the rent object will be returned to.
• Enter the date in the Return Date column at which the rent object will be returned.
• Select Manage > Process Next Status.

• A dialog window opens. Confirm the dialog window with Yes to enter the return.
• The delivery/return card for this order is opened.
• Check the pre-filled fields for correctness and optionally fill in the (remaining) fields to finish the order. You can find more information on the individual fields of the delivery/return card here.
• Navigate to the Return Lines FastTab of the return card to get an overview of the rent parameters.
• In the Return Lines area, enter the quantity of the rent objects to be returned, replaced or taken into repair into the Quantity to Process column.
• If all data is complete, select Status > Release.
• To post, select Posting > Post to deliver the rent object on the specified date.
• The rent object will receive the returned status.
• Repeat these steps for all rent objects in the rent contract.
• Once all rent objects have the returned status, the rent contract will receive the Final Settlement status.

The rent contract is now finished and can be invoiced. For more information on this, go to Invoice Plans.

Subsequent Delivery of Rent Objects

You can create a new delivery on active rent contracts to subsequently add objects to a rent contract.

To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Rent Contracts page.
• The Rent Contracts page is displayed.
• Select the active rent contract for which you want to create a new delivery.
• The Rent Contract Card is displayed.
• Click on Contract > Create New Delivery in the menu bar.
• The Fast-Track Assistant is displayed.
• In the Location Code field, select the location of the (service) item or the resource.
• In the Return Date field, enter the return date for the new object.
• In the Object Type field in the Lines FastTab, specify if the line contains an Item, a Service Item or a Resource.
• In the Search field, you can use the object number to search for the requested object.
• You can also enter the object number directly into the Object No. field.
• Enter the delivered quantity of the object in the Quantity field.
• The other fields are filled in automatically if necessary.
• Click OK to confirm the details.
• The Edit - Rent Delivery Card page is displayed.
• Fill in the Delivery Card as usual.
• Post the delivery.

You have successfully created a new delivery for an active rent contract.

Transferring rent objects collectively to new address in a rental contract

Rent objects can be collectively transferred to a new delivery address in a rental contract. If the delivery address is not the same as the one where the rent object is to be picked up, the transfer can be performed for all lines at once via a function. The condition for this is that the delivery address has to be changed first via creating a additional contract.
Please proceed as follows:

• Open a rental contract.
• Create an additional contract and change the delivery address in the Delivery register.
• Activate the additional contract.
• A dialog window opens. If you confirm this dialog, all lines of the rental contract are transferred to the new delivery address. If the dialog is not confirmed, all lines have to updated and transferred manually to the new delivery address, if needed.
• The additional contract is activated and the delivery address is updated in the contract lines of the rental contract.

The rent objects have to be transferred afterwards to keep the contract history information up to date. Using the respective action, you can do this for all lines at once. Please proceed as follows:

• Use the quick search (ALT+Q) to find the Transfer To New Address page.
• A dialog window opens in which you can select if you want to transfer all or only a selection of rent objects.
• A dialog window opens in which you can select if you want to post the created transfer order.
• A dialog window states that the transport order was received.
• A dialog window states that the transport order was posted.

Creating Picklists

You can create picklists that contain all important information for fulfilling an order. This makes it easier for the warehouse staff to commission the rent objects and for the vendors to plan the route.

To create a picklist, please proceed as follows:

• Use the quick search (ALT+Q) to find the Rent Picklists page.
• The window for creating picklists is displayed.
• Click on New to create a new rental picklist.
• For this, complete the columns according to the specifications in the table below.

• Select Add > Add Lines.
• A list of all lines that can be added to the picklist is displayed.
• Mark the lines you want to add to the picklist. For this, click on the button with the three dots.
• Click OK to create the picklist.

Creating a Picklist via the Delivery Plan or Return Plan

You can also create a picklist directly via the Delivery Plan or Return Plan. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Delivery Plan or Return Plan page.
• A list of all lines that can be added to the picklist is displayed.
• Mark the lines you want to add to the picklist. For this, click on the button with the three dots.
• Select Documents > Create Picklist.
• A pop-up window is opened in which you can select if you want to create a new picklist or if the respective lines should be added to an existing picklist.
• Select Add to new picklist to create a new picklist.
• For this, complete the columns according to the specifications in the table below.

• Select Close to create the picklist.

Creating a Picklist via Deliveries/Returns

You can also create a picklist directly via a delivery or return. To do so, please proceed as follows:

• Open the desired delivery/return.
• Select Process > Create Picklist from the menu bar. This sets the values in the Quantity to Process column of the delivery/return to Zero.
• For this, complete the columns according to the specifications in the table below.

• Select Add > Add Lines.
• A list of all lines that can be added to the picklist is displayed.
• Mark the lines you want to add to the picklist. For this, click on the button with the three dots.
• Click OK to create the picklist.
• If you select Process > Set Qty. to Process from the menu bar of the open picklist, the values in the Quantity to Process column are automatically filled with the values from the delivery/return lines.
• Select Status > Release from the menu bar to release the picklist.
• Select Status > Register to register the picklist.
• The values from the Quantity to Process column in the picklist are transferred into the delivery/return.

In the next chapter you will learn everything important about checklists for the delivery of rent objects.

Continue with the next chapter