Rental Contracts

This chapter covers the administration of rent contracts.

This chapter is divided into the following sections:

• Rent Price Check
• Working with Rental Contracts
  • Creating a Rental Contract
    • Rental Templates
    • Adding Rent Classes or Rent Class Packages
    • Adding Configuration Packages
    • Adding Rent Objects
    • Adding Items via the Fast-Track Assistant
      • Creating a Graduated Rental Contract
    • Creating an Additional Contract
  • Editing a Rental Contract
    • Deleting Lines
  • Releasing a Rental Contract
  • Copying a Rental Contract
  • Migrating a Rental Contract
  • Canceling a Rental Contract
  • Archiving a Rental Contract
    • Restoring an Archived Rental Contract
  • Deleting a Rental Contract
  • Contract Status
    • Document Status
    • Signature Status
  • Setting More Rent Parameters
    • Updating Customized Calendars
    • Adding Additional Components
    • Adding Additional Agreements
    • Adding Attributes
    • Adding Text Lines
    • Adding Comments
    • Creating Contract and GTC Texts
      • Creating Contract Texts
      • Creating GTC Texts
      • Printing GTC Texts
    • Assigning Specific Object Numbers to Lines
      • Editing or Deleting a Specific Object Number
    • Linking a Rental Contract to a Campaign
    • Selecting an Alternative Rent Class
    • Adding Several Contacts to a Rental Contract
    • Setting a Rent End Date in a Rental Contract
• Revenues
  • Setting up Additional Revenues
  • Adding Additional Revenues
  • Adding Variable Revenues
    • Adding Variable Revenues for a Rent Class or a Rent Class Package
    • Adding Variable Contract Revenues
• Prices and Discounts
  • Setting a Rental Discount
  • Creating All-In Prices
• Corrections
  • Date Correction in Assumption/Return Protocols
  • Price Code Correction
• Email
  • Opening Email Setups in Rental Contracts
  • Sending Rent End Registrations or Rent Breaks Collectively in One Email
• Document Creation
  • Creating a Rental Purchase Request From a Rental Contract
  • Creating a Rental Purchase Contract From a Rental Contract
  • Creating a Rental Purchase Contract When Signing a Rental Contract
  • Creating a Sales Order from a Rental Contract
  • Creating Purchase Orders from a Rental Contract
• Invoicing
  • Setting the Invoice Frequency
  • Setting the First Invoice Period
  • Setting the Minimum Rent Period
  • Creating a Rental Contract With Consumption-Based Invoicing
  • Setting up Payment Conditions
  • Calculation List in Rental Contracts

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:

• 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.

• 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.

• 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.
  • The Edit - Rental Reservation page opens.
  • Reserve the desired rent class as described in this chapter: Create Reservation via the 'Rental Reservation' Page.

• 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.

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.

• 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.

• 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.

• 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.

• The Rent Class Wizard opens.

Adding Rent Classes or Rent Class Packages

Add Rent Classes or Rent Class Packages 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.

• 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.

• 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.

• 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).

• Activate or deactivate the check box in the Selected column for the price lines which you like to apply to the rental contract.

• 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.

• Activate or deactivate the check box in the Selected column for the contract components which you like to apply to the rental contract.

• 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.

• Activate or deactivate the check box in the Selected column for the contract texts which you like to apply to the rental contract.

• 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.

• 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.

• Rent class packages (green) and rent classes (blue) are displayed in rental contracts as follows:

• 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.

• The Add Rent Objects and Resources Wizard opens.

Adding Rent Objects or Resources

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

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.

• 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.

• Active the check box for those price lines in the Selected column that you want to transfer to the rental contract.

• 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.

• Active the check box for those contract components in the Selected column that you want to transfer to the rental contract.

• 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.

• Active the check box for those contract texts in the Selected column that you want to transfer to the rental contract.

• 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.

• 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.

• 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:

• 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.

• A new rental template mask with an automatically assigned rental template number opens.

• 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.

• 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.

• 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.

• 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.

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

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.

• Select Status > Reset Signature.

• Select Print and Send > Retract Print 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.
• 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:

• If the pen icon has a circle around it, you can edit the rental contract.

• The changes are saved automatically.
• Release the contract again by following the steps in Create Rental Contract.
• Close the Rental Contracts page.

Deleting Lines

• 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.

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

Releasing a Rental Contract

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

• 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.

• 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.

• 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.

Next Steps:

• Setting More Rent Parameters
• Contract Status
• Reserving Rent Objects
• Planning Rent Objects
• Commissioning Rent Objects
• Assigning Rent Objects
• Creating an Additional Contract

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.

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

• The Select Document pop-up window opens.

• 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.

• 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.

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.

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.

• 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.

• 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.

• 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:

• 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.

• Click Yes to confirm the dialog.

• The rental contract is canceled and now has the Contract Status '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:

• 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.

• 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.

• 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.

• 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:

• 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.

• Click Yes to confirm the 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.

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.

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.

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 Customized Calendars
• Adding Additional Components
• Adding Additional Agreements
• Adding Attributes
• Adding Text Lines
• Adding Comments
• Creating Contract and GTC Texts
• Assigning Specific Object Numbers to Lines
  • Editing or Deleting a Specific Object Number
• Linking a Rental Contract to a Campaign
• Selecting an Alternative Rent Class
• Adding Several Contacts to a Rental Contract

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.

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:

• 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.

• 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.

• 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.

• The previously defined descriptions and extended texts are automatically included when you select a standard text code.

• 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:

• 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.

• 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.

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:

• 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.

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

• 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.

• 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.

The following sections contains an overview of the functions in the Menu Bar:

Function	Description	Options
Paragraph	Use this function to adjust the paragraph formatting.	Paragraph (Standard Paragraph), Heading 1 (Heading 1), Heading 2 (Heading 2), Heading 3 (Heading 3)
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
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
Bold	Use this function if you want the text to appear in bold.
Italics	Use this function if you want the text to appear in italics.
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.
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.
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.
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.
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.
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.
Add Table	Via this function, you can add a table to the page. For more information on this, go to Adjust Table.
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.
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.

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.

• 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

Line Options

Cell Options

• 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.

• 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.

The following sections contains an overview of the functions in the Menu Bar:

Function	Description	Options
Paragraph	Use this function to adjust the paragraph formatting.	Paragraph (Standard Paragraph), Heading 1 (Heading 1), Heading 2 (Heading 2), Heading 3 (Heading 3)
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
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
Bold	Use this function if you want the text to appear in bold.
Italics	Use this function if you want the text to appear in italics.
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.
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.
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.
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.
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.
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.
Add Table	Via this function, you can add a table to the page. For more information on this, go to Adjust Table.
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.
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.

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.

• 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

Line Options

Cell Options

• 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.

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:

• 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.

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

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

• 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.

• The specific object number is now deleted.
• Optional Assign a new object number. You can find more information on this under Assigning a Specific Object Numbers to Lines.
• Close the Rental Contracts page.

Linking a Rental Contract to a Campaign

• 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.

• 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:

• 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.

• 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.

• 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.

• 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.

You can choose between the following options:

• 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:

• 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.

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

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

• The rental contract is displayed again.
• You can now release the rental contract or make further changes.

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.

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.

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

• Fill in the columns according to the following table.

• 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.

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

• 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.

• 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.

• The Date Correction Wizard opens.

• 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.

• 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.

• A dialog window opens.

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.

• 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.

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.

• 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.

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.

• If linked rental purchase requests exist now, a dialog window opens, asking if you want to convert the linked requests into rental purchase contracts.

• 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.

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:

• 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.

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

• The rental contract is displayed again.
• You can now release the rental contract or make further changes.

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:

• 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.

• 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.

• 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
	Deactivated	The option is not activated and the related function not available.
	Active	The option is activated and the related function available.

In the next chapter you will learn everything important about rent prices and rent discounts.

Continue with the next chapter