Rent Break
When it comes to rent contracts, you can request a rent break for (service) items and resources. If you request a rent break, you might be eligible for a rental discount for the interruption period. Rent breaks can already be defined in rental quotes. These breaks will then be transferred once the rental quote is
converted into a rent contract.
In this section you will learn how to request and approve a rent break for a (service) item or resource in rental documents and how to access the relevant rent break lines.
This chapter is divided into the following sections:
- Requesting Rent Break
- Requesting Rent Break for Multiple Contract Lines
- Approving Rent Break Request/Reset Approval
- Accessing Rent Break Lines
- Creating Repair or Swap Interruptions
Requesting Rent Break
To request a rent break in a rent contract or rental quote, please proceed as follows:
Note
To be able to request a rent break, there has to be a rent contract that is released and signed (for more information, open
Release Rent Contract).
In addition, the rental objects that are part of the rent contract must have been shipped (for more information, open
Return Rental Object via Rent Contract). The delivery/return resulting from the delivery must be released and posted.
- Use the quick search (ALT+Q) to find the Rental Quotes or Rent Contracts page.
- The Rent Contracts or Rental Quotes page is displayed.
- Select a rent contract or a rental quote from the list.
- The rent contract card or rental quote card opens.
- In case of a rent contract, select Interruption > Rent Break Request from the menu bar of the Object Lines FastTab. In case of a rental quote, select Interruption > Rent Break Request from the menu bar of the Lines FastTab.
- The Rent Break Requests Contract window opens. This window contains a table where you can view all rent break requests for this rent contract or rental quote.
- Select Actions > New Document > New from the menu bar. If you cannot find the Action menu option, click on More Options first.
- A line will be added to the table. Fill in the columns according to the table below. Your changes are saved automatically.
| Option | Description |
|---|---|
| Posting Needed | If you activate this field, the rental object return must be posted before the rent break can be approved. If this field is not activated, the rent break can be approved without having to post the rental object. |
| Request For | Specifies what the request is for. |
| Rent Break Start Date | Specifies the starting date of the rent break period. |
| Rent Break End Date | Specifies the ending date of the rent break period. |
| Buffer Period | In this column, you can define a value (e.g. 2D = +/- 2 Days). This value states how many days the return of the rental object can deviate from the rent break start date. For example, if a rental item is already returned two days before the start of the requested rent break, this value indicates whether or not the rental discount is still applicable for these additional days. |
| Comment | If needed, enter a comment regarding the rent break. |
| Copy Comment To Invoice | Select this checkbox if the text in the Comment column shall be printed in the invoice documents. |
| Quantity | Specifies the quantity for which the rent break is allowed. The quantity cannot be larger than the quantity in the contract line. |
| Unit of Measure Code | Specifies the unit of measure for the quantity. |
| Applies To Contract Line | This column specifies on which related contract lines the rent break will be applied. When selecting All, the rental discount will be applied to all recurring amounts. When selecting Rent, the rental discount will only be applied to rent. When selecting Selected, the rental discount will be applied to the selected contract lines. To select specific contract lines, choose Process > Add Contract Lines from the menu bar. |
| Rent Break Discount | Specifies what kind discount is applied for the rent break period. If you select Full, the value in the Discount in % column will automatically change to 100%. If you select Partial, you can define your own value in the Discount in % column. |
| Discount % | Specifies the discount percentage. |
| Status | Specifies the status of the rent break request. This column can have the value Open or Approved. |
| Interruption Closed | Specifies whether the rent break request is closed. |
| Customer E-Mail Sent | This checkbox will be activated automatically if an e-mail for the rent break request was sent to the customer. |
- Fill in the applicable fields. Your changes are saved automatically.
- The rent break request has been raised.
- You can close the Rent Break Requests Contract window.
- Close the Rent Contracts or Rental Quotes window.
Once you convert the rental quote into a rent contract, the rent break requests will automatically transferred.
Requesting Rent Break for Multiple Contract Lines
You can also request rent breaks for multiple contract lines.
To do so, please proceed as follows:
Note
The Rent Break Posting Needed field needs to be disabled in the Interruption Settings FastTab of the TRASER Rent Setup page in order to use this functionality.
- Use the quick search (ALT+Q) to find the Rent Contracts page.
- The Rent Contracts page is displayed.
- Select a rent contract from the list.
- The rent contract card opens.
- Select Actions > Interruption > Rent Break Request from the menu bar.
- The Rent Break For All Lines page opens.
The following options are available in the Request Information FastTab:
| Option | Description |
|---|---|
| Request For | Specifies what the request is for. This field is filled with the selected rent contract by default. |
| Rent Break Start Date | Specifies the starting date of the rent break period. |
| Rent Break End Date | Specifies the ending date of the rent break period. |
| Rent Break Discount | Specifies what kind discount is applied for the rent break period. If you select Full, the value in the Discount in % column will automatically change to 100%. If you select Partial, you can define your own value in the Discount in % column. |
| Discount % | Specifies the discount percentage. |
| Applies To | This column specifies on which related contract lines the rent break will be applied. When selecting All, the rental discount will be applied to all recurring amounts. When selecting Rent, the rental discount will only be applied to rent. When selecting Selected, the rental discount will be applied to the selected contract lines. To select specific contract lines, choose Process > Add Contract Lines from the menu bar. |
| Comment | A free text field for comments. |
- Fill out the request information as needed.
The following options are available in the Contract Lines FastTab:
| Option | Description |
|---|---|
| Selected | Specifies if this line should be taken into account for the rent break. |
| Request For | Specifies what the request is for. |
| Error Found | Specifies if an error was found for the contract line. |
| Error Text | A free text field for error texts. |
- Select the desired contract lines.
- Click OK to confirm your selection.
You have successfully requested a rent break for multiple contract lines.
Approving Rent Break Request/Reset Approval
This section describes how you can approve a rent break request in a rent contract or rental quote and how to reset said approval.
Note
If the Posting Needed field was activated in the rent break request, the rental object must first be returned before the rent break request can be approved.
To approve a rent break request, proceed as follows:
- Use the quick search (ALT+Q) to find the Rental Quotes or Rent Contracts page.
- The Rent Contracts or Rental Quotes page is displayed.
- Select a rent contract or a rental quote from the list.
- The rent contract card or rental quote card opens.
- In case of a rent contract, select Interruption > Rent Break Request from the menu bar of the Object Lines FastTab. In case of a rental quote, select Interruption > Rent Break Request from the menu bar of the Lines FastTab.
- The Rent Break Requests Contract window opens. This window contains a table where you can view all rent break requests for this rent contract.
- Mark the rent break request you would like to approve.
- Select Approval > Approve Request from the menu bar.
- The Status of the rent break request changes from Open to Approved.
If you want to reset the approval, please proceed as follows:
- Mark the approved rent break request that you want to reset.
- Select Approval > Reset Approval from the menu bar.
- The Status of the rent break request changes from Approved to Open.
- You can close the Rent Break Requests Contract window.
- Close the Rent Contracts or Rental Quotes window.
Accessing Rent Break Lines
You can view the rent break lines for a specific rental object. These contain all approved interruption periods for a rental object that are still open or have already been closed- To access the rent break lines, proceed as follows:
- Use the quick search (ALT+Q) to find the Rental Quotes or Rent Contracts page.
- The Rent Contracts or Rental Quotes page is displayed.
- Select a rent contract or a rental quote from the list.
- The rent contract card or rental quote card opens.
- In case of a rent contract, select Interruption > Interruption Lines from the menu bar of the Object Lines FastTab. In case of a rental quote, select Interruption > Interruption Lines from the menu bar of the Lines FastTab.
- The Contract Interruption Lines window opens.
| Option | Description |
|---|---|
| Price Description | Specifies the price description of the interruption line. |
| Status | Specifies the status of the interruption line. |
| Interruption Type | Specifies the reason for the interruption of the rent contract or rental quote. |
| Interruption Start Date | Specifies the start date of the rent interruption. |
| Interruption End Date | Specifies the end date of the interruption line. This field might be empty if no end date was set and the rent break is still active. |
- You can close the Contract Interruption Lines window.
- Close the Rent Contracts or Rental Quotes window.
Creating Repair or Swap Interruptions
If a repair or a replacement / swap is completely processed, an interruption discount can be granted to the customer. To do so, please proceed as follows:
Note
In order to use this function, the Modify Repair/Swap Interruptions function on the User Setup page must be activated.
Note
Please note that the function described here is only possible for interruption lines with the Repair or Swap type. Interruption lines with the Rent Break type can neither be modified nor deleted.
- Open a rental contract.
- In the Contract Objects register, select Interruption > Interruption Lines from the menu bar.
- The Contract Interruption Lines window opens.
- To create an interruption line, select Add Line from the menu bar.
- The Create Interruption window opens.
- Click on the three dots next to the Start Date field and select the desired line from the list of return lines.
- Click on the three dots next to the End Date field and select the desired line from the list of delivery lines.
- The Interruption Type field is automatically filled according to the information in the selected lines.
- Enter the desired discount for this interruption in the Discount % field.
- Confirm your entries with OK.
- The recorded interruption line is added.
- A notification is displayed on the upper side of the screen with the information that the invoice plan has to be updated in order for the interruption to be activated. Click on Update Invoice Plan in this notification.
- The invoice plan is updated in the background and the interruption line is active.
By selecting Deleting Line, an automatically created line for a swap or repair can be deleted. By selecting Modify Discount, the discount granted for the recorded line can be adjusted afterwards.
'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 invoice plans.
Continue with the next chapter