Invoice Plans

In TRASER Rental 365, invoices can either be created via the Create Billing for Rent page or directly from a rental contract. Both the individual lines and the related costs and credit memos can be compiled individually for an invoice. This allows various types of invoicing, e.g. consumption invoices, final invoices or partial invoices.

Each action in a contract can change the number, type and value of the invoice plan lines. With every new posting, the invoice plan is recalculated by TRASER Rental 365. This includes e.g.:

• Entering or modifying the invoice frequency,
• Entering or modifying the contract duration,
• Entering or modifying rent class (packages),
• Creating additional contracts,
• Creating credit memos.

Here you can find the relevant sections on managing invoice plans:

• Checking Invoicing Status
• Viewing Invoice Plan Preview
• Viewing Invoice Plan
• Creating Invoice
• Creating Combined Invoice
• Creating Invoice From Rental Contract
• Creating Invoices For Certain Invoice Plan Lines
• Allocating Rent Revenues
• Adding Text Lines to Invoice Document
• Create Credit Memo
• Updating All Invoice Plans
• Consumption Invoices
  • Viewing Invoice Plan Consumption
  • Creating Consumption Invoice
  • Creating Consumption Credit Memo
• Final Invoice Summary Setup

Checking Invoicing Status

If several contracts exist in parallel, it becomes difficult to maintain overview of all parameters and pending invoicings. For you to not lose the overview, color codes were implemented to see the status of a rental contract at one glance.
To find out if a contract is already closed but not yet invoiced, please proceed as follows:

• Use the quick search in (ALT+Q) to find the Rental Contracts page.
• A list of all rental contracts is displayed.
• Optional Sort the list in ascending order by the column Estim. Contract End Date.
  • Rental contracts in a yellow font are currently being invoiced.
  • Rental contracts in a red font have exceeded their estimated end date and have not been invoiced yet.
  • Rental contracts in a black font have not reached their estimated end date yet.

This way you can find out quickly which rental contracts need action, e.g. invoicing or adjusting the estimated end date. Furthermore, you can track the invoice status of the rental contracts.

In the next section you will learn how to view the invoice plan preview of a rental contract or rental quote.

Viewing Invoice Plan Preview

To maintain a detailed overview on the invoice lines of a rental contract or rental quote, you can view the invoice plan preview in TRASER Rental 365. The invoice plan preview contains all necessary information, e.g. the status, the invoice type, and all price information. Furthermore, you can apply filters to view all invoice information regarding consumption. To view the invoice plan preview, please proceed as follows:

• Use the quick search (ALT+Q) to find the Rental Quotes or Rental Contracts page in TRASER DMS 365.
• A list containing all rental contracts or rental quotes is displayed.
• Open the contract or quote for which you want to view the invoice preview.
• Select Actions > Invoice > Preview Invoice Plan from the menu bar.

• A preview of the invoice plan with all its invoice lines is displayed.
• If you want to view the consumption plan instead, select the Consumption option under Plan Type.

• A preview of the consumption plan with all its invoice lines is displayed.

Viewing Invoice Plan

To create e.g. invoices, you need the invoice plan of a rental contract. This contains all necessary information, e.g. the status, the invoice type, and all price information. To open the invoice plan of a rental contract, please proceed as follows:

• Use the quick search (ALT+Q) to find the Rental Contracts page in TRASER DMS 365.
• A list of all rental contracts is displayed.
• Open the contract for which you want to view the invoice preview or create a new one.
• Select Invoice > Invoice Plan from the menu bar.
• The respective invoice plan of the related rental contract with all invoice lines is displayed.

In the next section you will learn how to create an invoice from a rental contract.

Creating Invoice

Depending on the invoice frequency, an invoice can be created before or after closing a rental contract. Partial or consumption invoices can also be invoiced. To create an invoice, please proceed as follows:

• Use the quick search (ALT+Q) in TRASER DMS 365 to find the Create Billing for Rent command.
• A page for creating a rental invoice is displayed.

• Please fill in the fields according to the specifications in the table below to create a rental invoice.

More filters can be activated, if needed.

• Click OK to create the rental invoice based on the defined parameters.
• Click Yes in the then displayed dialog window to open the created rental invoice.
• The Rent Order card is displayed.
• Check the data and click on Posting > Post or Post and Send if you want to send the invoice directly to the customer.

• Click Yes in the displayed dialog window to post the invoice.

• The invoice is posted.
• Close the Rental Order card.
• Close the Create Billing for Rent card.

Creating Combined Invoice

If a customer has made several contracts, you can use the function to create combined invoices. All contracts that have the same customer and were concluded in a specific period are then being included in a single invoice.

To create a combined invoice, please proceed as follows:

• Use the quick search (ALT+Q) in TRASER DMS 365 to find the Create Billing for Rent command.
• A page for creating a rental invoice is displayed.

• Please fill in the fields according to the specifications in the table below to create a combined invoice.

• After that, navigate to the Filter: Contract Header FastTab.
• Select from the dropdown list the Yes option under Combine Contracts.
• Click OK to create the combined invoice.
• Click Yes in the then displayed dialog window to open the created combined invoice.
• The Rent Order card is displayed.
• Check the data and click on Posting > Post or Post and Send if you want to send the combined invoice directly to the customer.

• Click on Yes in the displayed dialog window to post the combined invoice.

• The invoice is posted.
• Close the Rental Order card.
• Close the Create Billing for Rent card.

Creating Invoice From Rental Contract

Depending on the invoice frequency, an invoice can be created before or after closing a rental contract. Partial or consumption invoices can also be invoiced. To create an invoice from a rental contract, please proceed as follows:

• Use the quick search (ALT+Q) to find the Rental Contracts page in TRASER DMS 365.
• A list of all rental contracts is displayed.
• Open the rental contract that you want to invoice.
• To create a new invoice, select Invoice > Create Billing from the menu bar.
• The window Create Billing for Rent is displayed.
• Please fill in the fields according to the specifications in the table below to create a rental invoice.

More filters can be activated, if needed.

• Click on OK to create the rental invoice based on the defined parameters.
• Click Yes in the then displayed dialog window to open the created rental invoice.
• The Rent Order card is displayed.
• Check the data and click on Posting > Post or Post and Send if you want to send the invoice directly to the customer.

• Click Yes in the displayed dialog window to post the invoice.

• The invoice is posted.
• Close the Rental Order card.
• Close the Rental Contract card.
• Close the Rental Contracts page.

Creating Invoices For Certain Invoice Plan Lines

To create an invoice for certain invoice plan lines only, please proceed as follows:

• Use the quick search (ALT+Q) to find the Rental Contracts page in TRASER DMS 365.
• A list of all rental contracts is displayed.
• Open the rental contract that includes lines you want to invoice.
• Select Invoice > Invoice Plan from the menu bar.

• The invoice plan with all available invoice plan lines is displayed.
• Mark the lines you want to invoice. For this, click on the button with the three dots.
• Select Invoice > Create Invoice.

• A pop-up window is displayed in which you can select the posting option.
• Confirm the posting option by clicking OK.
• Click on Yes to open the document.
• Check the data and click on Posting > Post or Post and Send if you want to send the invoice directly to the customer.
• Click Yes in the displayed dialog window to post the invoice.

• The invoice is posted.
• Close the Rental Order card.
• Close the Contract Invoice Plan card.
• Close the Rental Contracts page.

Allocating Rent Revenues

If two rental objects of the same kind are registered to one customer, e.g. in case of repair or replacement, you can split the costs between two rental objects. The billing will then be on one invoice line but with different percentages or fixed prices. This way you avoid invoicing rental objects that were returned or replaced twice in full. You can find more information on replacements or returning rental objects under Repairs, Replacement, Consumption.

To register revenue allocations, please proceed as follows:

• Use the quick search (ALT+Q) to find the Rental Contracts page in TRASER DMS 365.
• Select Invoice > Invoice Plan from the menu bar.
• The invoice plan with all available invoice plan lines is displayed.
• Mark the line for which you want to enter the revenue allocation.
• Select Invoice > Create Invoice.
• A pop-up window is displayed in which you can select the posting option.
• Confirm the posting option by clicking OK.
• Click on Yes to open the document.
• Navigate to the Lines FastTab inside the document.
• Select Line > Related Information > Revenue Allocation Specification.

• The Sales Revenue Alloc. Specification page is displayed.
• You can now enter the revenue allocation for the relevant rent objects. For this, complete the columns according to the specifications in the table below.

• Close the Sales Revenue Alloc. Specification page.
• To finish the posting, select Posting > Post or Post and Send in the document.

Adding Text Lines to Invoice Document

You can add text lines to an invoice document including additional information that will later be shown on the posted invoice. To add text lines to an invoice document, please proceed as follows:

• Create an invoice. To do so, please proceed as described above.
• Open the Rental Order card.
• Navigate to the Lines FastTab.
• Select a random line in the invoice document.
• Click on the button with the three dots and subsequently on New Line.

• Add a description to the line which is then shown on the posted invoice later.
• If you want to subsequently post the invoice, click on Posting > Post or Post and Send if you want to send the invoice directly to the customer.
• Click Yes in the displayed dialog window to post the invoice.

• The invoice is posted.

Create Credit Memo

To create a credit memo for an invoice, please proceed as follows:

• Use the quick search (ALT+Q) to find the Rental Contracts page in TRASER DMS 365.
• A list of all rental contracts is displayed.
• Open a rental contract or create a new contract.
• Select Invoice > Invoice Plan from the menu bar.

• The invoice plan with all available invoice plan lines is displayed.
• Mark the line for which you want to create a credit memo. For this, click on the button with the three dots.
• Select Correction > Create Credit Memo in the menu bar.

• A window opens in which you can create a credit memo line.
• Complete the applicable fields. You can enter the price of the credit memo under Unit Price.
• Click OK.
• The credit memo is listed in the invoice plan lines and receives the Open status.
• To invoice the credit memo, mark the respective line und select Invoice > Create Billing from the menu bar.
• A pop-up window is displayed in which you can select the posting option.
• Confirm the posting option by clicking OK.
• Click on Yes to open the document.
• Only the credit memo is listed in the document.
• Check the data and click on Posting > Post or Post and Send if you want to send the invoice directly to the customer.
• Click Yes in the displayed dialog window to post the invoice.

Updating All Invoice Plans

In the Role Center, you can update the invoice plans of all existing rental contracts at once. This can be useful to e.g. avoid overlooking invoices that have already been created. To update all invoice plans at once, please proceed as follows:

• Open the Role Center for the rental area.
• In the Actions area of the role center, select Update Invoice Plans.
• The Update Invoice Plans window is displayed.

• Optional If necessary, you can filter to limit the number of the invoice plans that should be updated.
• Confirm with OK.
• The selected invoice plans have been updated.

Consumption Invoices

For more information about consumption invoices, click here.

Viewing Invoice Plan Consumption

To create e.g. consumption invoices, you need the consumption invoice plan of a rental contract. This contains all necessary information, e.g. the status, the invoice type, and all price information. To open the consumption invoice plan of a rental contract, please proceed as follows:

• Use the quick search (ALT+Q) to find the Rental Contracts page in TRASER DMS 365.
• A list of all rental contracts is displayed.
• Open the contract for which you want to view the invoice preview or create a new one.
• Select Invoice > Invoice Plan Consumption from the menu bar.
• The respective consumption invoice plan of the related rental contract with all invoice lines is displayed.

Final Invoice Summary Setup

You can define text lines that contain information on the contract header or the contract object lines. These text lines are then integrated in the rental contract during creation of the final invoice. To set up the final invoice summary, please proceed as follows:

• Use the quick search (ALT+Q) to find the Final Invoice Summary page.
• The Final Invoice Summary page is displayed.

• In the Sorting No. column, assign numbers to set the order in which the text lines are later to be shown in the contract.
• In the Type column, select whether you want to define contract header information (Contract option) and object line information (Object Line option) for the text lines.
• In the Description column, enter a significant description of the defined text line.

With this first step, you have now set that a text line should be defined in the final invoice which either contains information from the contract header or the contract object lines,. Please proceed as follows to define the text contents of these text lines:

• Mark the desired text line on the Final Invoice Summary page for which you want to define text contents.
• Select Edit Text from the menu bar.
• The Final Invoice Summary Lines window opens.

• Here you can also assign numbers in the Sorting No. column to set the order in which the text lines are later to be shown in the contract.
• In the respective columns Option 1 Line to Option 6 Line, select which information should be displayed in the text line (e.g. First Delivery or First Return). A different number of columns and different options can be selected for the Contract or Object Line options.

The Text column works with placeholders. A placeholder consists of a percent sign '%' and a following number (e.g. '%1'). The number inside the placeholder refers to the respective column that contains the number in its column name. The information that was selected in this column will be inserted into the text line instead of the placeholder.

For example: '%3' would display the information that was selected in the Option 3 Line. If you have selected the Contract No. option in the Option 3 column, the respective contract number will be automatically inserted into the Text column instead of the placeholder.

• In the Text column, enter the desired information.
• Your changes will be saved automatically. Close the Final Invoice Summary Lines page as well as Final Invoice Summary.

'Toggle Switch' Table

The following table describes the toggle switch status for this chapter.

Symbol	Status	Description
	Deactivated	The option is not activated and the related function not available.
	Active	The option is activated and the related function available.

In the next chapter you will learn everything important about rental purchasing of rent objects.

Continue with the next chapter