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 prices for rent classes and rent class packages. Thus, you can inform your customers about the expected costs in a quick and uncomplicated way. This applies to general prices as well as customer-specific prices including discounts.

To check rent prices, please proceed as follows:

Note

To use this function, a Dummy Contact No. must be specified in the TRASER Rental Setup. You can find more information about this in the TRASER Rental Setup chapter.

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

Blank page 'Rent Price Check'

  • In the Rent Class or Rent Class Package dropdown list, select if you want to check the rental prices for a rent class or a rent class package.
  • In the following Rent Class or Rent Class Package dropdown list, select the option for which you want to check the rent prices.
  • In the table at the lower part of the page, an overview of the rent class options and rent class package options including data of price, status and consumption is displayed.

Example: Rent Price Check for Rent Class Package

Option Description
Rent Price Description In this column, the individual positions of the rent class or rent class package will be displayed by line.
Price Type This column specifies the time at which each line will be calculated.
Consumption Price No. Specifies which price line will be used for rental invoicing.
Price Base This column specifies the price base at which the line will be calculated. You can change this value if a different price base is added in the relevant rent class or rent class package.
Requirement This column specifies whether a rent class or rent price line is Mandatory, Recommended or Optional.
Mandatory = The rent class or rent price line will always be included and cannot be deselected.
Recommended = The use of this rent class or rent price line is recommended, but will not be added automatically.
Optional = The rent class or rent price line is included automatically, but can be deselected in rental quotes, rental contracts and rent class packages.
Quantity This column specifies how many units of the selected line will be used for the calculation. If you change this value, the related lines in the rent class or rent class package will change as well. In case of a value ≥2, the total in the Line Price Excl. VAT or Line Price Incl. VAT column will be calculated automatically.
Unit Price Excl. VAT or Unit Price Incl. VAT This column specifies the rent price per position with the applicable price base.
If the Prices Incl. VAT toggle switch is activated, the column header will be Unit Price Incl. VAT and the rent price will be displayed including the applicable VAT of the customer.
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 specifies whether a customer-specific rent price exists for this line. If the checkbox is activated, a customer-specific rent price exists. This price can vary from the default rent price.
Discount % This column specifies the discount which is added for the line(s).
Line Price Excl. VAT or Line Price Incl. VAT This column specifies the total rent price for this line. If the quantity = 1, the line price matches the unit price. If the quantity is ≥2, the applicable sum will be displayed.
If the Prices Incl. VAT toggle switch is activated, the column header will be Line Price Incl. VAT and the rent price will be displayed including the applicable VAT of the customer.
Total Contract Line Amount Excl. VAT or Total Contract Line Amount Incl. VAT. This column specifies the total rent price for the whole rental period for the line. 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 Prices Incl. VAT toggle switch is activated, the column caption will be Total Line Amount Incl. VAT and the rent price will be displayed including the applicable VAT of the customer.
Consumption Type This column specifies which consumption type is used for consumption-dependent invoicing in the respective line.
Consumption Invoice Type This column specifies how the consumption is invoiced.
Usage Amount This column specifies which consumption amount the calculation is based upon.
Unit of Measure Code This column specifies the unit of measure code for this line.
  • Optional Select a customer in the Customer No. dropdown list if you want to view customer-specific prices. The table will display the rent prices of the selected customer. Varying rent prices and rent discounts for 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 to consider limited discounts.
  • Optional Activate the Prices Incl. VAT toggle switch to view the rent prices including the applicable VAT 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 toggle switch in the 'Toggle Switch' Table.
  • Optional Click on Reservation > Rent Class Reservation to create a rent class reservation with the selected parameters.

Note

The rent class reservation function is currently only available for rent classes. Once you select the Rent Class Package value in Rent Class or Rent Class Package, the Reservation menu item is removed from the menu bar.

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

Create Reservation

Working with Rental Contracts

Creating a Rental Contract

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

To create 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.
  • Click New.

New Rental Contract

  • An empty input screen for rental contracts opens.

Tip

A rental contract can also be created directly via a customer card. To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Customers page in TRASER DMS 365.
  • A list containing all customers is displayed.
  • 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.
  • To create a rental contract, fill in the fields of the General and Invoice Details FastTabs according to the following table.

Empty Rental Contract 1

FastTab Option Description
General Customer No. Here, select the customer number for the rental contract. The Customer Name field will be filled automatically. The Rental Contract No. is created automatically (see header) and cannot be changed.
The Contact field will be filled automatically.
Contract Start Date Here, select the start date of the rent period by clicking on the calendar symbol.
Requested Rent Period Start Date Here, select the start date of the rent period 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 are automatically converted into Days.
The following units of measure are possible:
D = Day
WD = Working Day
W = Week
M = Month
Q = Quarter
Y = Year
Estimated Contract End Date Select 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 independent from 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 will always be invoiced to the customer, even if all rent objects are returned prematurely (Minimum Rent Period option). Depending on the selected option, the fields above and below are renamed. If you leave this field empty, the set up invoice frequency of the rental contract is used. You can find more information on these options in the Setting the First Invoice Period or Setting a Minimum Rent Period sections.
First Invoice Date/Minimum Rental Until Date In this field, depending on the value selected in the First Invoice Period Option field, in you can either specify 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 prematurely.
Update Customized Calendar Here you can create a contract-specific calendar in which you can add a description to certain days or mark these days as holidays.
The set up base calendar is used by default. If this option was 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 a Base Calendar. Alternatively, you can also enter a calendar in the Rental Calendar field on the customer card. When the customer is selected in the rental contract, the public holidays from the stored calendar are then automatically transferred to the customized calendar in the rental contract.
Order Type Select the service order type the rental contract will be based on.
The Sale and Rental checkboxes must be activated for the selected service order type 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 toggle switch is activated if you select an applicable order type under Order Type (see 'Toggle Switch' Table for the status of the toggle switch).
The Rental and Internal Invoicing checkboxes 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 toggle switch in the 'Toggle Switch' Table.
Contract Status Reference This field specifies the contract status. Depending on the status, different contract actions are possible.
The default value of a new contract is Open.
Signature Status Reference This field specifies the signature status. The rent order can only be started if the rental contract is signed.
Open Add. Contract Exists Reference This toggle switch is activated if an open additional contract exists. An open additional contract is not yet activated.
For more information about additional contracts, see Creating an Additional Contract.
You can find information on the status of the toggle switch in the 'Toggle Switch' Table.
Active Add. Contracts Reference This field specifies how many additional contracts are activated. An activated additional contract is no longer open, but already running.
For more information about additional contracts, see Creating an Additional 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 the delivery of the contract objects.
Ship-to Time Prefix In this field, you can specify if the contract objects should be received until or from a certain time. This prefix applies to the entire rental contract. This prefix can be individually adjusted per line in the contract lines.
Ship-to Time This field specifies at which time the contract objects should be received by the customer. This time applies 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 a shipping agent code with which the rent object is expected to be shipped.
Ship-to From this dropdown list, select the address to which the products of the rental document will be shipped. By default, the address of the customer selected in the rental contract will be used. If you select Customer Address, 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 Specify the name of the recipient that products of the rental document shall be shipped to.
Name 2 Enter additional name information here.
Address Specify the address that products of the rental document shall 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 Specify the city that products of the rental document shall be shipped to.
County Optional Here you can enter an additional county or region in order to avoid confusion with similar sounding place names or to simplify destination determination for the deliverer.
Contract Objects In the table of this FastTab, the individual rent positions are displayed. This FastTab is also used to go through the individual contract phases. This area is only activated if the Contract Status = Active.
For more information about contract phases, see Contract Status.
Contract Contacts You can deposit multiple contacts in the table of this FastTab. This way, the person in charge has the option 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 specifies the replacement amount of all rental contract lines (Amount * Replacement Price).
Replacement % In this field, enter the replacement price percentage for the entire rental contract. This value is applied to all rent class lines for which the checkbox in the Manual Price column is deactivated.
Lines This area will be described in further steps and sections below 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 assigned to a rent class. You can find more information on assigning attributes here. If needed, activate the checkbox in the Print in Protocol column if you want the attributes to be printed in the protocol. Deactivate the checkbox if the attributes should not be printed in the protocol.
Additional Agreements In the table of this FastTab, the additional agreements for this rental contract are displayed. For more information on adding additional agreements, click here.
Invoice Details Invoice Frequency Here you select the invoice frequency. The entered value from the 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 toggle switch if the contract is supposed to be invoiced as combined shipments. All contracts with the same customer for which this toggle switch is activated will be summarized per invoice period in combined shipments.
Currency Code Optional Select the currency code for the contract from this dropdown list if it differs from the domestic currency.
Prices Incl. VAT Optional Activate this toggle switch if the pricing of the rental contract shall be displayed including VAT.
You can find information on the status of the toggle switch in the 'Toggle Switch' Table. If you are using a (service) order type where this option has already been activated, this toggle switch will be activated automatically. You can find more information on this in the chapter Service Order Types for Rental.
VAT Bus. Posting Group Select the VAT posting group to be used for the business premises from this dropdown list.
Payment Terms Code Specify the number of days after which the due date of the invoice occurs. The payment discount date and payment discount amount will also be affected by this value.
Enter 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:
D = Day
WD = Working Day
W = Week
M = Month
Q = Quarter
Y = 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 toggle switch, the rental contract will be skipped in stack invoicing and you can process the final invoice manually. This is useful if e.g. the rent end date has already been posted but the final invoice has not been written yet.
Skip Stack from Name In this field, the system automatically enters who selected the skipping in the Skip in Stack Invoicing field.
Invoicing Bill-to Select who will be invoiced from the dropdown list.
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 toggle switch 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 area can only be edited if the Contract Status = Open.
For more information about creating contract or GTC texts, clickCreating Contract or GTC Texts.
  • All changes are saved automatically.
  • To add entries to the rental contract, select Manage > Add Rent Class in the Lines FastTab.
    You may have to select 'More Options' first to view the Manage option.

Adding 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.

Adding a Rent Class to a Rental Contract (Alternative)

Adding 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 revenues. For more information on additional revenues, click Adding Additional Revenues.
  • Optional Assign a specific object number to a line. For more information on assigning specific object numbers, click Assigning 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 FastTab. For this, select a unit of measure deposited 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 on this, click Checking 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.

Adding Configuration Packages

Instead of rent classes, you can also add configuration packages to rental contracts. You will find more information on setting up configuration packages here.

  • To add configuration packages to the rental contract, click on Manage > Add Configuration in the Lines FastTab.
    You may have to select 'More Options' first to view the Manage option.
  • The Configuration Wizard opens, displaying all created Configuration Packages.
  • To select a configuration package, activate the Selected checkbox in the line of the configuration package.
  • Click on Next.
  • A list of all rent classes contained in the configuration package is displayed.
  • Enter a quantity for the rent classes you want to add to the rental contract in the Selected Quantity field.
  • Click on Next.
  • A list containing additional revenues is displayed. You can select/deselect them as needed.
  • Click on Next.
  • A list containing the selected rent classes of the configuration package is displayed.
  • In the header of the configuration wizard, enter the total price for the configuration package in the Price field.
  • Enter a price percentage for each rent class in the ‌Combined Invoice Percentage field.
  • Click on Next.
  • The configuration wizard is finished. Click Close to return to the rental contract.

You have successfully added a configuration package to the rental contract.

Adding Rent Objects

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

Adding 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.
Adding a Rent Object to a Rental Contract (Alternative)

Adding Rent Objects or 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 in the Lines FastTab. For this, select a unit of measure deposited 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.

Adding Items via Fast-Track Assistant

In an open rental contract, you can add items directly into the contract lines via the fast-track assistant.

To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Rental Contracts page in TRASER DMS 365.
  • The Rental Contracts page is displayed.
  • Select an open rental contract or create a new rental contract.
  • The Rental Contract page is displayed.
  • Click Contract > Item Fast-Track Assistant in the menu bar.
  • The Fast-Track Assistant is displayed.
  • 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 quantity of the object in the Quantity field.
  • The other fields are filled in automatically, if necessary.
  • Click OK to confirm the details.
  • The selected object has been added to the contract lines.
  • Fill in the rental contract as usual.

You have successfully added an item to a rental contract via the Fast-Track Assistant.

Rental Templates

By using rental templates, you can create default rental contracts with similar parameters more quickly. This is done by predefining parameters like rent classes, invoice plans and GTCs.

To create a rental template, please proceed as follows:

Tip

All parameters can be adjusted in created rental contracts, if necessary.

  • Use the quick search (ALT+Q) to find the Rental Templates page 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 an automatically assigned rental template number opens.

Create New Rental Template

  • Under Template Description, enter a specific label for this rental template. Choose a description that distinguishes this rental template from other rental templates at a glance.
  • Under Contract Start Date, enter a start date which will be applied to all rental contracts created with this template.
  • Under Default Contract Duration, enter the duration which will be applied to all rental contracts created with this template.
    Enter 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: D = Day ; WD = Working Day*; W* = Week*; M* = Month ; Q = Quarter ; Y = Year.
  • Select the default ordert type for this template under Order Type.
  • Optional Activate the Internal Contract toggle switch 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 toggle switch in the 'Toggle Switch' Table.
  • To add entries to the rental template, click on Line > Functions > Add Rent Class in the Lines FastTab.
    You might have to click on 'More Options' to view the Line option.

Adding a Rent Class to a Rental Template

  • The Rent Class Wizard opens. Follow the steps of the wizard to add rent classes to the rental template.
  • Check the parameters of each line after the Rent Class Wizard is finished and optional adjust them if needed.
Option Description
Combined Invoice Line Specifies whether the line is part of a combined price. You will find further information under Rent Prices & Rent Discounts .
Rent Class/Rent Class Package This column 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 This column specifies if a reservation exists for the rent object of this contract line.
Rental Purch. Document exists This column specifies if a rental purchase document exists for the rent object of this contract line.
Quantity This column specifies the quantity of the entry in the respective line. The value of this line is multiplied with the value of the Unit Price Excl. VAT column and the result is displayed in the Line Amount Excl. VAT 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 This column specifies if there is a customer-specific price.
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 is multiplied with the value of the Quantity column and the result is displayed in the Line Amount Excl. VAT 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 checkbox 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 checkbox 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 checkbox 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 checkbox is activated, the rent line is linked to a rent class and will be controlled by it.
Attached to Package Line This column specifies if the rent line is linked to a rent class package. If the checkbox is activated, the rent line is linked to a rent class package and will be controlled by it.
Salesperson Code This column specifies the name of the salesperson that is assigned to the customer.
Manual Price This column specifies if the unit price was set manually.
No Discount Activate this checkbox if the discount shall not be applied to this line.
Price Code This column specifies the applicable price code.
Replacement Price This column specifies the average replacement price for the respective rent class or for the selected 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 at which time the rent object should be received by the customer.
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 Excl. VAT column.
Line Amount Excl. VAT 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 product posting group of the rent line.
Consumption Type This column specifies the type of consumption after which the registered consumption is invoiced.
Consumption Invoice Type This column specifies the type of consumption invoice after which the registered consumption is invoiced.
Consumption Amount This column 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 This column specifies the consumption quantity of the rent period.
Invoice Frequency In this column you can specify a deviating invoice frequency for this rent line. If this field is empty, the value from the Invoice Frequency dropdown 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 In this column, you can enter a shipping agent code with which the rent object is expected to be delivered.
Requested Rent Period Start Date This column shows the customer’s requested 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 each 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 This column specifies how many rent objects have been delivered.
Qty. Returned This column specifies how many rent objects have been returned.
Sold This column specifies if the rent object was sold. This toggle switch is activated after the full quantity has been sold.
Qty. Sold (Base) This column specifies the sold quantity after posting 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 This column specifies if a sales order exists for the rent objects 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 In this column, you can specify deviating GTCs for the respective 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. This column specifies the version number of the GTCs of the respective rent line.
Invoice Status This column specifies the invoice status of this rent contract line.
  • The changes are saved automatically.
  • Select the default invoice frequency from the Invoice Frequency dropdown menu in the Invoice Details FastTab.
  • Optional Select the codes for the shortcut dimension in the Shortcut Dimension 1 Code and Shortcut Dimension 2 Code dropdown menus .
  • Optional Select the desired GTC Lines in the General Terms & Conditions FastTab.
    For more information on GTC texts, clickCreate Contract or GTC Texts.
  • You have to release the rental template to be able to use it. To do so, click Status > Release.

Release Rental Template

Note

If you want 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.

Creating a Graduated Rental Contract

You can define different prices based on the contract duration with a graduated rental contract. This way, you can charge different rent prices after certain contract 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. To create a graduated 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 an existing rental contract or create a new one.
  • Add a rent class that has a Duration-Based price code. For more Information about setting up price codes for individual rent classes, click here.
  • The prices defined in the price code are automatically used for the graduated rental contract.

Note

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

Creating an Additional Contract

For further information on working with additional contracts, click here.

Editing a Rental Contract

This section describes how to edit a rental contract. To do so, 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. 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 Rental Contracts page in TRASER DMS 365.
  • A list of all rental contracts is displayed.
  • Open the rental contract you want to edit.
  • Make the desired changes. Some already posted actions can not be edited anymore.

Note

If the rental contract is not in edit mode:

  • Click on the pen icon in the rental contract header:

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.

Deleting Lines

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 Rental Contracts page in TRASER DMS 365.
  • A list of all rental contracts is displayed.
  • Open the rental contract you want to edit.
  • To delete a line, click on it, then click on Manage > Delete Line.
    oder
    Click on the three vertical dots next to the Rent Class/Rent Class Package column in the selected line and click on Delete Line.

Delete Line

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

Releasing a Rental Contract

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

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. Please consider that you have to activate the respective notification on the My Notifications page first in order to receive this message. You can also set up that rental contracts can only be released if the selected payment method is a Cash Payment. You will find further information on setting up payment methods under Setting up Payment Methods. If you select the Ship Only Against Cash Payment option in the Blocked field on the customer card of the selected customer, a payment method with an activated Cash Payment option must be selected in rental contracts so that the contract can be released.

  • The Contract Status will be changed to Inactive.
  • To print the rental contract, click on Print/Send > Print Contract....
  • Click on Send To..., then select the desired file format in the dialog window 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 process.

Tip

If you want to print an overview of all rental contract objects that remain at the location of the customer, click on ‌Print Remaining Qty. Overview under Print/Send in the menu bar.

  • If you clicked on Send To..., Print or Preview, the contract can now be signed.
  • To sign the rental contract, click Status > Set Signature.
  • The Contract Status will be changed to Active.
  • The rental contract is now created and signed.

Tip

You can also add a customer signature via the Signpad integration at this point. To do so, click on Actions > Status > Add Customer Signature in the menu bar of the rental contract.

  • 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. to manage the next status (see Flow), Create Transfer Order or to 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:

Copying a Contract

It is possible to create a new contract with data from a previous quote, contract or rental template in just a few steps. To do so, 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.
  • Create a new contract by clicking New in the header.
  • Under the General FastTab, fill in the Customer Name, Contract Start Date if necessary Estimated Contract Duration (Days), Estimated Contract End Date and Order Type fields.
    For more information about certain fields, see Creating a Rental Contract.

Warning

Do not add rent classes!

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

Copy Rental Contract

  • The Select Document pop-up window opens.

Pop-up 'Select Document'

  • In the Copy From Document Type dropdown list in the Options FastTab, select if you want to copy a quote, contract or contract template (Rental Template).
  • In the Document No. line, select the quote, contract, or rental template number you want to copy.
  • Optional Activate the Copy Header toggle switch if you want to keep the header in the copied document. Otherwise, the header is empty.
    You can find information on the status of the toggle switch in the 'Toggle Switch' Table.
  • Optional Activate the toggle switch Recalculate Prices if you want to recalculate the prices of the rent price lines in the copied document. Otherwise, the prices from the copied document remain the same.
    You can find information on the status of the toggle switch in the 'Toggle Switch' Table.

Note

The Extended FastTab is only relevant for advanced or technical users like administrators and can be ignored when 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 also be overwritten).
  • You can now edit or process the rental contract. For more information, click Releasing a Rental Contract.

Note

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

Migrating a Rental Contract

You can migrate a delivered rent object to a new rental contract. It will be registered as Returned in the old rental contract and imported into the new rental contract with the Delivered status including all parameters. The old rental contract will be set to the Final Settlement status and can no longer be edited.

Note

To enable migrating rental contracts, the Migrate Objects toggle switch must be activated in the user setup card on the User Setup page. Additionally, a number series for ‌Migration Document Nos. must be assigned on the TRASER Rental Setup page.

Warning

Once a rent object has been migrated, the old rental contract can no longer be edited via ‌Process Next Status, but only via the migration function in the new rental contract.

Contract migration consists of three steps:

  • Preparing migration
  • Releasing a newly created rental contract
  • Finishing migration

To migrate a contract, please proceed as follows:

  • Open the rental contract whose contract objects you want to migrate.
  • Make sure that all rent objects of the relevant rental contract have been (at least partially) delivered.

Note

If consumption lines exist, make sure that they are up-to-date. The latest registered consumption value will be imported into the new rental contract. For more information on registering consumption values, click here.

  • Select Actions > Functions > Contract Migration > Migrate to New Contract from the menu bar.
  • The Rental Contract Wizard opens.
  • Enter the Customer No. here. The remaining fields will be filled in automatically. The Order Type field can still be edited.
  • Fill in the Requested Rent Period Start Date and ‌Estimated Contract End Date fields. The Estimated Contract Duration field will be filled automatically.
  • Confirm your settings with OK.
  • Select Yes if you want to open the newly created rental contract.

Tip

Optional: You can also create a new rental contract and import the desired data from the old rental contract into the newly created rental contract.. To do so, please proceed as follows:

  • Select Actions > Functions > Contract Migration > Prepare Migration from the menu bar.
  • The Contract Selection page opens, where you can select the desired rental contract including the lines for the migration. Lines that have already been returned cannot be selected.
  • The selected information will be imported into the newly created rental contract.
  • Prepare the newly created rental contract and release it afterwards.
  • Select Actions > Functions > Contract Migration > Migrate Object from the menu bar.

Warning

This action cannot be undone!

  • The contract objects will be migrated and are set to the Delivered status.
  • The contract objects in the old rental contract are set to the Returned status and the old rental contract is set to the Final Settlement status.

Note

Current rent breaks have not been transferred to the new rental contract. Future rent breaks have been deleted and must be entered again. For more information on rent break requests, click here.

  • The contract migration is now complete.

Canceling a Rental Contract

This section describes how to cancel a rental contract. To do so, 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 must be Signed.

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

Canceling a Rental Contract

  • Click Yes to confirm the dialog.

'Cancel Rental Contract' dialog

  • 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 cannot be used again.
  • To remove the canceled rental contract from the list of all rental contracts, you must archive this rental contract. You will find more information on this under Archiving a Rental Contract.
  • Close the Rental Contracts page.

Archiving a Rental Contract

This section describes how to archive a rental contract to remove it from the list of all rental contracts. To do so, 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 Rental Contracts page in TRASER DMS 365.
  • A list of 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 rental contracts is displayed.
  • The archived rental contract can be viewed in the Rental Archive.
  • Close the Rental Contracts page.

Restoring an Archived Rental Contract

This section describes how you can restore a rental contract. This is useful if a customer requests the same rental contract again or if the rental contract shall be used as a template. In this case, restoring does not mean that the archived rental contract is available again after executing this function. Instead, this function creates a new rental contract based on the data of the archived rental contract. To restore a rental contract, please proceed as follows:

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

Restoring a Rental Contract

  • The Restore Document window is displayed.
  • The Customer Name and Contact No. fields will be prefilled with the data from the archived rental contract. You can also edit these fields and e.g. enter a different customer.
  • Fill in the Contract Start Date, Estimated Contract Start Date (Days) and Estimated Contract End Date fields.
  • Activate the Recalculate Prices toggle switch if the prices should be recalculated in the new rental contract. If you deactivate the toggle switch, the prices from the archived rental contract will be transferred into the new rental contract.
  • Confirm your settings with OK.

Restore document

  • A dialog window opens, asking if you want to open the newly created rental contract. Click Yes to open the rental contract. Select No if you want to stay on the Rental Archive page.

Deleting a Rental Contract

This section describes how to delete a rental contract. To do so, please proceed as follows:

Warning

A deleted rental contract cannot be reactivated. Please check if you want to delete the rental contract or if you want to archive it instead. Archived rental contracts can be reused from the Rental Archive.
In some cases it is sufficient to edit or pause a rental contract.

Note

The Contract Status must be Open to delete a rental contract.
In addition, there must not be any postings or invoices.

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

Delete Rental Contract

  • Click Yes to confirm the dialog.

'Delete Rental Contract' dialog

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

Contract Status

A rental contract goes through multiple contract statuses during processing. The current status can be viewed in the General FastTab of the rental contract. The contract status will be set automatically by the system. The following subsection describes which contract statuses exist and when they are set by the system.

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

Document Status

A rental contract goes through multiple document statuses during processing. The current status can be viewed in the General FastTab of the rental contract. The document status will be set automatically by the system. The following subsection describes which document statuses exist and when they are set.

Document Status Description
Open Once the rental contract is created, it receives the Open document status.
Authorized Once a rental contract is released, it receives the Released document status.

Signature Status

A rental contract goes through multiple signature statuses during 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 which signature statuses exist and when they are set.

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

Setting 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 revenues later or how to assign a specific object number to a line. Creating contract and GTC texts is also part of this section.

Updating a Customized Calendar

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

To update a customized calendar, 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.
  • Click on New to create a new rental contract or open an existing open rental contract for which you want to create a customized calendar.
  • In the General FastTab, select the Create Customized Calendar option from the dropdown list.
  • The Edit - Customized Calendar Entries page 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.
  • To synchronize the customized calendar with the invoice calendars in the contract lines and to make sure that the data is consistent, click on Actions > Invoice > Full Calendar Synchronization in the menu bar of the rental contract.

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

You have successfully updated a customized calendar.

Adding Additional Components

You can add additional components to already added rent classes of the rental contract. To do so, 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 Rental Contracts page in TRASER DMS 365.
  • A list of all rental contracts is displayed.
  • Click on New to create a new rental contract or open an existing open rental contract to which you want to add additional components.
  • Navigate to the Lines area.
  • Click on the line of the rent class to which you want 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 that shall be added to the rental contract. Only items or resources previously marked as Rent Component can be added. For more information on this, click here.
  • The rental contract is displayed with updated contract lines.
  • You can now release the rental contract or make further changes.

Adding Additional Agreements

You can add additional agreements to the rental contract which are not bound to a rent class or rent class package. These additional agreements apply to 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 the additional lines. To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Standard Text Codes page in TRASER DMS 365.
  • The Standard Text Codes page 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.
  • Under Description, enter a specific description of the standard text.
  • Your changes will be saved automatically.
  • To add extended texts for a standard text code, click on Extended Texts in the menu bar. They will be included in the rental contract.
  • The Extended Text Overview page is displayed.
  • Click New in the menu bar.
  • The page to set up extended texts opens.
  • Navigate to the Lines FastTab.
  • 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 toggle switch to display the extended text for additional agreements in the rental contract.
  • Your changes will be 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, 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 to which you want to add additional agreements or create a new contract.
  • Navigate to the Add. Agreements FastTab.
  • Under No., select a standard text code for the additional agreements from the dropdown 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 at your discretion.
  • Your changes will be saved automatically.
  • The next step is to release the rental contract.

Adding Attributes

You can add certain attributes to rent classes of the rental contract. To do so, please proceed as follows:

Note

Before you can enter the exact values of the attributes in the rental contract, the attributes must first be deposited in the used rent class. For more information about this, click Assigning Attributes.

  • Use the quick search (ALT+Q) to find the Rental Contracts page in TRASER DMS 365.
  • A list of 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 FastTab.
  • The previously added attributes of this rent class are displayed.

Add Attributes

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

Note

If you assigned certain attribute values to a rent class, these attribute values will be used as filters when you want to reserve a rent class in the contract objects. Only rent classes which match with the assigned attribute values will be displayed on the reservation page. For more information on reservations and assigning rent objects, click Assigning a Rental Item to a Released Rental Agreement.

Adding Text Lines

You can add text lines subsequently to already added rent classes of the rental contract. To do so, 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 Rental Contracts page in TRASER DMS 365.
  • A list of all rental contracts is displayed.
  • Click on New to create a new rental contract or open an existing open rental contract to which you want to add text lines.
  • Navigate to the Lines area.
  • Click on the line of the rent class to which you want to add text lines.
  • Click on Manage > Add Text Lines.

Add Text Lines

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

Contract Text Wizard

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

Adding Comments

You can add comments to a rental contract or additional contract to share certain information or to take notes. To do so, 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.
  • Click on New to create a new rental contract or open an existing open rental contract to which you want to add comments.
  • Select Contract > Comments from the menu bar.
  • A list containing all comments is displayed.

Comment List

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

The comments included in a rental contract or an additional contract are also displayed in the Comments area 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.

Creating Contract or GTC Texts

With contract or GTC texts, you can set individual texts or define standard texts for each rental order which are applicable for all rental quotes or rental contracts. These texts can also be created for additional contracts or contract templates. The texts included in a rental contract can be printed in order to provide a printed version for customers or for filing.

Creating Contract Texts

To add contract texts, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Contract Text List page in *.
  • To create a new contract text, click on New.
  • A dialog window opens. In the Doc. Type dialog window, select if you want to add text lines to a quote, a contract, an additional contract or a contract template.
  • Optional Under Language Code, select the language in which the text lines are written. This is useful if you manage rental orders in different languages.
  • Optional Under Order Type, select the order type that the text lines shall apply to.
  • Click Yes to confirm the dialog.
  • The new text card opens.
  • Optional Activate the ‌Print Salutation toggle switch if a salutation shall be printed on the contract reports.
  • Add text lines as needed by clicking on the button with the three dots under Start Text Exists, Lessor Text Exists, Lessee Text Exists or End Text Exists.
  • The text editor opens.
  • To add and format text, please 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 Lines Text FastTab. The texts are added to the related sections of the contract.
    • In the Line Type column, select if you want to add an Additional Text, a text for Rent Objects, a text for Payment Method & Terms, a GTC text, a text for Additional Agreements or a text for Shipping Information.
    • In the Line Header Exists column, select if the related contract lines text should include a headline.
      • To add a headline, click No and edit the text in the Text Editor.
      • If a text is now included, the line displays Yes.
    • In the Line Start Text Exists column, select if the related contract lines text should include an additional text before the relevant contract lines.
      • To add a headline, click No and edit the text in the Text Editor.
      • If a text is now included, the line displays Yes.
    • In the Line End Text Exists column, select if the related contract lines text should include an additional text after the relevant contract lines.
      • To add a headline, click No and edit the text in the Text Editor.
      • If a text is now included, the line displays Yes.
  • Close the text card.
Creating GTC Texts

To add GTC texts, please proceed as follows:

  • Use the quick search (ALT+Q) to find the General Terms & Conditions page 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 for the general terms & conditions opens.

New Card for GTC

  • Enter a unique label for the GTC text under the General FastTab in the GTC Code field.
  • Enter the date from when the GTC text is supposed to be valid in the Valid From field.
  • Optional Enter a date until when the GTC text is supposed to be valid in the Valid Until field.
  • To add a new page to the GTC text, click on No in the Terms & Conditions Text FastTab in the Content Exists column.
  • The text editor opens.
  • To add and format text, please 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 on Yes in the relevant line in the Content Exists column. 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 bar. The number in the Version No. field is counted up and you have to fill in the Valid From field again. The new version is also displayed on the General Terms & Conditions page.

Printing GTC texts

To print GTC texts, please proceed as follows:

  • Use the quick search (ALT+Q) to find the General Terms & Conditions page in TRASER DMS 365.
  • A list with all GTC texts is displayed.
  • Open the desired GTC text or create a new one.
  • Select Operation > Print from the menu bar.
  • The Rental GTC page opens.
  • Select the desired printer in the Printer field.
  • Activate the Hide Header/Footer button in the Options FastTab if you want to hide the header/footer in the print.
  • Enter the number of printouts in the No. of Copies.
  • 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 exceeded, the print will be canceled.
  • To start printing, click Print.
  • You can view a preview of the printout by clicking Preview.
  • You can download the printout as a PDF or a Microsoft Word document under Send to to send it via email.

Note

GTC Texts can be printed simultaneously with a quote, a contract, or an additional contract by default. To do so, the relevant options must be activated in the TRASER Rental Setup in the Report Setup FastTab.

Assigning Specific Object Numbers to Lines

You can assign a specific rent object to a rental contract line. This is useful e.g. if the customer needs a specific machine for staffing or compatibility reasons.

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

Important!

To use this option, the Selecting of Object No. in contract allowed toggle switch must be activated in the TRASER Rental Setup.

Note

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

  • 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 in which you want to assign a specific object number to a line.
  • Click in the line of the rent object to which you want 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.

Adding a Specific Object Number

  • A new window opens.
  • Select an available object in the lower section under Rental Reservation Matrix.
  • Click Select > Select in the menu bar.

Select specific Rent object

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

Specific Rent Object selected

  • The rent object is now planned for this line, i.e. it cannot be reserved or planned for other rental contracts.
  • Close the Rental Contracts page.
Editing or Deleting a Specific Object Number

To edit or delete a specific object number, 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 in which you want to edit or delete a specific object number.
  • Click in the line of the rent object whose specific object number you want to edit or delete.
  • Click on Functions > Remove Object No. to delete the specific object number.
    You might have to click on 'More Options' to view the Functionsoption.

Deleting a specific object number

  • 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 you want 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.

Linking a Rental Contract to a Campaign

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

Selecting an Alternative Rent Class

This section describes how to select a rent object from an alternative rent class in a rental contract. This is useful if a rent object is unavailable in a rent class, but is available in a different rent class. This way, the (service) item can still be delivered. To select an alternative rent class, please proceed as follows:

Note

The Alternative rent classes allowed option must be activated on the TRASER Rental Setup page to enable selecting an alternative rent class. You can find more information about this in the TRASER Rental Setup chapter.

  • 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 to which you want to add an alternative rent class or create a new contract.
  • In the Contract Objects FastTab, select the Alternative Rent Class > Select Alternative Rent Class option from the menu bar.
    You might have to click on 'More Options' to view the Alternative Rent Class option.

Selecting an Alternative Rent Class

  • A window with every available rent class opens.
  • Select the desired rent class.
  • The checkbox in the Alternative Rent Class Selected column is activated.
  • You can now view which rent class has been selected instead in the FactBox area (ALT+F2) in the Object Line Details FastTab under Alternative Rent Class.
  • To reset the alternative rent class and reuse the previous rent class, select the Alternative Rent Class > Reset Rent Class option from the menu bar of the Contract Objects FastTab.
    You might have to click on 'More Options' to view the Alternative Rent Class option.

Adding Several Contacts to a Rental Contract

You can include multiple contacts in an open rental contract. This way, the person in charge has the option to call another contact person in case the main contact is not available. When the rent object is further processed, these contacts will also be included in the protocol. To add contacts to 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 to which you want 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, click on the three dots in the Contact Name column in the Contract Contact FastTab.

Contact Name three dots

  • The Contacts window opens in which the contacts that are linked to the customer from the rental contract are displayed.
  • Select the desired contact.
  • To manually add a contact to the contract, complete the information of the table in the Contract Contacts FastTab.
  • The Contact Type field can be used to add more details to the contact.
  • When the rent object is further processed, these contacts will also be included in the protocol.

Setting a 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 be accidentally 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 must be met:

  • The Status of the rent object in the Contract Objects FastTab must either be Delivered or Returned.
  • You can only enter a rent end date if the full quantity has been returned. You cannot enter a rent end date with only a partial return.
  • Open a rental contract.
  • In the Contract Objects FastTab, select Manage > Register Rent End Date from the menu bar.
  • The window Set Rent End Date opens.

Setting a 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 automatically enter 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 checkbox in the Rent End Date registered column will be activated automatically. The field in the Quantity to Process column can now no longer be edited.
  • The date which was entered in the Rent End Date field will be automatically transferred to the Invoice To column in the Lines FastTab.
  • If you want to edit the rent end date at a later time, you can undo the setting of the rent end date by clicking Rent End Date > Undo Rent End Date Registration in the menu bar of the Contract Objects FastTab.

Revenues

Setting up Additional Revenues

You can create additional revenues to be used in rental contracts and rent 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 Microsoft Dynamics 365 Business Central to find the Contract Additional Revenue Setup page.
  • The Contract Additional Revenue Setup page is displayed.
  • Select New > New from the menu bar.

Note

Alternatively, you can 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
Active Select 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 be used in connection with the On Delivery price type.
Price Mandatory Specify if a price is mandatory for this contract line.
Hide Line in Print Specify if the price line shall be 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 In this column, enter a GTC code for the additional revenue line.
Contract Type Select which contract types the additional revenue line applies to.
Linked Cost No. Here, enter the additional costs of the rental purchase contract which are linked to the revenue line. Further information on setting up additional costs in rental purchase documents can be found here.
Linked Cost Description Here, enter a description for the additional costs of the rental purchase contract.
  • Your entries will be saved automatically.

You have successfully created an additional revenue.

Adding Additional Revenues

You can add additional revenue to lines of the rental contract. To do so, please proceed as follows:

Note

The additional revenues must be included in the used rent class and must not have been added to the contract lines yet.
For more information on creating rent classes or defining additional revenues, click here.

Note

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

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

Selecting Additional Revenues

  • A new window opens.
  • In the Standard Description column, click on the label of the entry you want to apply.

Selecting Additional Revenues

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

Additional Revenues added

Adding Variable Revenues

You can add variable revenues to the lines of the rental contract which either apply to the entire rental contract or only to a certain rent class or rent class package.

Adding Variable Revenues for a Rent Class or a Rent Class Package

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

Note

Before you can add variable revenues for a rent class or a rent class package in a rental contract, you must define a revenue entry with a variable price type in the rent class or rent class package. You can find more information on this under Defining Additional Costs.

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

  • Use the quick search (ALT+Q) to find the Rental Contracts page in TRASER DMS 365.
  • Click on New to create a new rental contract or open an existing open rental contract to which you want to add additional revenues.
  • Navigate to the Lines area.
  • Add a new rent class or rent class package. Once you add a rent class or a rent class package to a contract, the previously set line for variable costs will be automatically displayed in the contract lines.
  • Select this line.

Adding a Variable Revenue

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

Variable Revenue Table

  • Fill in the columns according to the following table.
Column Description
Invoice Date Enter the date on which the revenue line is supposed to be invoiced.
Text Code Here you can 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.
Status This field will be filled automatically.
  • To add the revenue, click on Approval > Approve Request.
  • To display the revenue line on the invoice plan, click Actions > Invoice > Recalculate Invoice Plan.
  • You have added a variable revenue which relates to a certain rent class or rent class package.

Adding Variable Contract Revenues

You can also add variable revenues that relate to the entire rental contract, e.g. shipping costs that should be invoiced to the customer for every delivery in the rental contract.

Note

Before you can add variable revenues in a rental contract, you have to set them up first. To do so, please proceed as follows:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the Contract Additional Revenue Setup page.
  • A list with all contract revenues is displayed.
  • Click on New to create a new contract revenue.
  • Complete the columns according to the table below.
Column Description
Active Activate this checkbox if you want 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 if the contract revenue line is Mandatory, Recommended or Optional.
Price Code Enter the price code here. You must leave this field blank to be able to later add variable contract revenues to the rental contract.
Unit Of Measure Code (on registration) Enter the unit of measure with which the line is invoiced if the price type was set to Once or On Registration.
Price Type Here, select the price type for the contract revenue line. To be able to later add variable contract revenues to the rental contract, select Variable.
Revenue Item No. Select how the contract revenue shall be invoiced. You must select Fixed for variable costs.
Invoice Only Once Optional Activate the checkbox in this column if the price line should only be invoiced once. This can only be used in connection with the On Delivery price type.
Price Mandatory Optional Activate the checkbox in this column if the rental contract must contain a price for this line.
Hide Line in Print Optional Activate the checkbox 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 In this column, specify 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.
  • You have set up a revenue line that you can later add to a contract.

To add variable contract revenues to lines of a contract, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Rental Contracts page in TRASER DMS 365.
  • Click on New to create a new rental contract or open an existing open rental contract to which you want to add additional contract revenues.
  • Navigate to the Lines area.
  • Add a new rent class or rent class package. Once you add a rent class or rent class package to a contract, the lines previously set in Additional Contract Revenues Setup will be displayed automatically in the top section of the contract lines. If they are not inserted automatically, you can add them later in the Lines FastTab via Functions > Add general additional revenue.
  • Select the line to which you want to add revenues.
  • Click on Invoicing > Variable Revenue.

Adding Variable Contract Revenues

  • The page for adding variable contract revenues is displayed.
  • Fill in the columns according to the following table.

Contract Variable Revenue

Column Description
Invoice Date Enter the date on which the revenue line is supposed to be invoiced.
Text Code Here you can 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.
Status This field will be filled automatically.
  • To add the revenue, click on Approval > Approve Request.
  • To display the revenue line on the invoice plan, click Actions > Invoice > Recalculate Invoice Plan.
  • You have added a variable revenue which relates to the entire contract.

Prices and Discounts

Setting a Rental Discount

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

Creating All-In Prices

You can combine rent classes to an all-in price. This all-in price is a percentage composition of the selected rent classes. You can modify the percentage distribution individually. A requirement for this is that the rental contract contains multiple rent classes. To create an all-in price, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Rental Contracts page in TRASER DMS 365.
  • The Rental Contracts page is displayed.
  • Select the rental contract for which you want to create an all-in price or create a new one.
  • The Rental Contracts page is displayed.
  • Navigate to the Lines FastTab.
  • Select the rent classes that shall be combined to an all-in price via CTRL+Left Click.

Note

You can click on All-In Prices > ‌Toggle Rent Class Filter in the menu bar of the Lines FastTab to hide all rent classes that are already part of an all-in price package.

  • Click All-In Prices > Create/Update All-In Prices in the menu bar.
  • The All-In Price Wizard opens.
  • Enter a description for the all-in price in the Price Description field.
  • In the Price Base field, select if the price shall be invoiced daily or monthly.
  • Enter the price in the Price field.
  • The ‌Total Percentage Allocated field specifies the total percentage of the all-in price.
  • Enter the percentage of the all-in price for the related rent class in the Price Lines of the ‌Combined Invoice Percentage field.
  • Confirm your settings with OK.
  • The contract line was set as a Manual Price.
  • The all-in price will now be displayed in the Lines FastTab of the rental contract.

You have successfully created an all-in price.

Corrections

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, please proceed as follows:

Note

In this section, the date correction will be done from a rental contract. The date correction can also be done on the Posted Deliveries or Posted Returns pages. To do so, 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 bar.
  • The Date Correction Wizard opens.
  • Use the quick search (ALT+Q) to find the Rental Contracts page in TRASER DMS 365.
  • The Rental Contracts page is displayed.
  • Select a rental contract from the list.
  • The rental contract card opens.
  • In the Contract Objects FastTab, select the Manage > Date Correction option from the menu bar.

Open the Date Correction

  • The Date Correction Wizard opens.

Date Correction Wizard

  • In the Options FastTab, select the Document Type that shall 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.
  • In the Correction Option field, select if you want to correct the Rent Start Date, Shipment Date, Rent End Date or Return Date.
  • You can find the currently posted date for the respective 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 want 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 in a rental contract with the rent class. For more information on creating price codes in rent classes, click Creating Price Codes for a Rent Class. If you want to change the price code of a rent class later in the rental contract, you can either select a different price code stored for this rent class or only copy the price from the price code stored for the rent class to the rental contract. The contract line will be marked as Manual Price. To use a price code adjustment in a rental contract, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Rental Contracts page in TRASER DMS 365.
  • The Rental Contracts page 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 want to set a different price code for this contract line. The Rent Price Codes window opens with all price codes stored for this rent class. Select the desired price code. It will now be used in the contract line.
  • Select the Only Copy Price option if you only want to copy the stored price of another rent class to the contract line. The Select Price Code window opens with an overview of all price codes created for this rent class including the stored prices. Select the desired price code. The price will now be used in the contract line. The checkbox in the Manual Price column of the contract line is activated, indicating that a manual price has been stored for this contract line.
  • Select the Create document based price code option if you want to create a new price code that only applies to the related document. The Price Code Card window opens where you can set up the new price code. For more information on price codes, click Creating Price Codes for a Rent Class. The newly created price code can only be applied to the related document and will be marked as For Document on the ‌Rent Price Code List page.

Email

Opening Email Setups in Rental Contracts

You can open and edit email setups previously added to contacts in rental contracts. This 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 apply to this email in the Type field.
  • Enter the desired sender email address in the Email field. If you have already added a contact to the rental contract, you can also select an email address from the contact card by clicking on the three dots.
  • Your entries will be saved automatically.

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

Sending Rent End Registrations or Rent Breaks Collectively in One Email

You can also collectively send an email regarding a rent break or the rend end dates 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 Rental Contracts page in TRASER DMS 365.
  • The Rental Contracts page is displayed.
  • Open the desired rental contract.
  • Click on Print/Send > Email Rent Break... or Email Rent End... in the menu bar.
  • Select Send Email for all Lines in the dialog window to send an email for all lines or select 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 a collective email for rent breaks or rent end dates.

Document Creation

Creating a Rental Purchase Request from a Rental Contract

You can already create a rental purchase request from a rental contract before it is released. This is important to e.g. check in advance if the vendor can deliver the requested rent object on time. You can find more information on working with rental purchase requests in the Rental Purchase Requests section. To create a rental purchase request 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 from which you want to create a rental purchase request or create a new contract.
  • Select the desired contract lines for which you want to create a rental purchase request.
  • In the Lines FastTab, select Purchase > Create Rental Purchase Request from the menu bar.
    You might have to click on 'More Options' to view the Rental Purchase option.

Create a Rental Purchase Request Menu Bar

  • The Vendors window opens.
  • Select the desired vendor for the delivery of the rental object.
  • In the following dialog window, select if you want to open the rental purchase request directly.
  • If you want to open the rental purchase request later, click the Rental Purchase > Open Purchase Document option in the menu bar of the Lines FastTab.

If a rental purchase document was already created from a rental contract, a Yes is displayed in the Rental Purch. Document exists column in the Lines FastTab. By clicking Yes, the list with existing rental purchase documents linked to this rental contract opens.

Rental Purchase Document exists

Creating a Rental Purchase Contract from a Rental Contract

You can already create a rental purchase contract from a rental contract before it is released. This is important to e.g. check in advance if the vendor can deliver the requested rent object on time. To create a rental purchase contract 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 from which you want to create a rental purchase contract or create a new contract.
  • Select the desired contract lines for which you want to create a rental purchase contract.
  • In the Contract Objects FastTab, select the Rental Purchase > Create Rental Purchase Contract option from the menu bar.
    You might have to click on 'More Options' to view the Rental Purchaseoption.

Creating a Rental Purchase Contract Menu Bar

  • The Vendors window opens.
  • Select the desired vendor for the delivery of the rental object.
  • In the following dialog window, select if you want to open the rental purchase contract directly.
  • If you want to open the rental purchase contract later, click the Rental Purchase > Open Purchase Document option in the menu bar of the Lines FastTab.
  • The created rental purchase contract is now automatically linked to the rental contract.

If a rental purchase document was already created from a rental contract, a Yes is displayed in the Rental Purch. Document exists column in the Lines FastTab. By clicking Yes, the list with existing rental purchase documents linked to this rental contract opens.

Rental Purchase Document exists

Creating a Rental Purchase Contract when Signing a Rental Contract

Note

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

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

To create a rental purchase contract when signing 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 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 linked rental purchase requests exist now, a dialog window opens, asking if you want to convert the linked requests into rental purchase contracts.

Note

This function can only be executed once. If you select No in the following dialog window, 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 opens and can be manually converted into a rental purchase contract.

Creating a Sales Order from a Rental Contract

You can create a sales order for an item directly from 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 must have a value upon return.
To use this feature, the respective item must not be an External Machine.

For more information on sales orders, click here

To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Rental Contracts page in TRASER DMS 365.
  • The Rental Contracts page is displayed.
  • Choose a Rental Contract with a returned item you want 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 FastTab have already been filled.
  • Enter a value into the Location Code field in the Options FastTab.
  • The lines in the Sales/Scrap Posts FastTab show the items to be included 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 will be deactivated.
  • To confirm, please click on Yes.
  • A dialog window opens, asking if you want to open the new sales order.
  • To confirm, click Yes.
  • The Edit - Sales Order page is displayed.

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

Creating Purchase Orders from a Rental Contract

You can create a purchase order for a service item specifically needed for a rental contract from that rental contract.
A requirement for this is that the rental contract has an open document status and that the service item is not in stock.

For more information on this, click here.

Invoicing

Setting an Invoice Frequency

By default, the standard invoice frequency selected in the TRASER Rental Setup is set in new rental contracts. However, you can change the invoice frequency in rental contracts. To do so, 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 Rental Contracts page in TRASER DMS 365.
  • A list of all rental contracts is displayed.
  • Click on New to create a new rental contract or open an existing open rental contract for which you want to change the invoice frequency.
  • Navigate to the Invoice Details FastTab and click in the Invoice Frequency dropdown list.
  • A pop-up window opens in which you can select a (deviating) invoice frequency.

New Invoice Frequency

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

Note

To invoice a rental contract in advance, you have to select an invoice frequency with Moment of Invoice = Before (Period).

Setting the First Invoice Period

By setting a first invoice period, you can specify when the first invoice shall be sent to the customer independently of the set invoice frequency. After the first invoice has been sent to the customer, the following invoices are created according to the invoice frequency set in the rental contract. To set a first invoice period, 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.
  • Click on New to create a new rental contract or open an existing open rental contract for which you want to set a first invoice period.
  • Navigate to the General FastTab.
  • In the First Invoice Period Option field, select the First Invoice Period option.

You now have two ways to set up the interval.

  • Either enter the number of days following 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 enter the desired first invoice date directly into the First Invoice Date field.

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

Setting a 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. To define a minimum rent period, 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.
  • Click on New to create a new rental contract or open an existing open rental contract for which you want to define a minimum rent period.
  • Navigate to the General FastTab.
  • In the First Invoice Period Option field, select the Minimum Rent Period option.

You now have two ways to set up the minimum rent period.

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

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

Creating a Rental Contract with Consumption-Based Invoicing

It is possible to set the rent price for a rental contract based on consumption data. To to this, please proceed as follows:

Note

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

  • 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 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 Consumption price type to the contract and select the desired consumption type. For more information on adding consumption data to a rent class, click Creating a Rent Class.
  • Register the consumption data in the individual processing stages to include them in the invoice plan. Use the corresponding return or rent break protocols.
  • The registered values are included in the invoice plan and are invoiced according to the invoice cycle. For more information about creating invoices, click Creating an Invoice from a 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.
To synchronize the consumption data, please proceed as follows:

  • 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 rental contracts.
  • The Consumption Interface Type column shows the label of the consumption type which is used for the item or service item.
  • Assign the corresponding 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.

Setting 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 on creating payment conditions for customers, click Setting Up Payment Conditions For Customers per Area.

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. Additionally, it is displayed if the contribution margin is achieved with these used documents. This overview is useful to see at a glance 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 at least one rental purchase request.
  • the rental contract contains contract lines where the Line Amount Excl. VAT column in the Lines FastTab is filled in.
  • the Invoice Frequency field is filled in the Invoice Details FastTab of the rental contract.

The calculation list can be displayed in the FactBox area (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 CM % line is highlighted in green.
  • If the set up contribution margin has not been met, the value in the CM % line is highlighted in red.

'Toggle Switch' Table

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

Symbol Status Description
Toggle switch not active
Toggle switch not active
Deactivated The option is not activated and the related function not available.
Toggle switch active
Toggle switch 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