Creating Documents From Rent Contracts

Documents from other areas of the TRASER DMS 365 can be created from rent contracts for further processing. This chapter is divided into the following sections:

Creating a Sub-Rent Request from a Rent Contract
Creating a Sub-Rent Contract from a Rent Contract
Creating a Sub-Rent Contract when signing the Rent Contract
Creating a Sales Quote from a Rent Contract
Creating a Sales Order from a Rent Contract
Creating Purchase Orders from a Rent Contract
Creating a Transport Order without a Rent Return from a Rent Contract

Creating a Sub-Rent Request from a Rent Contract

You can already create a sub-rent request from a rent 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 sub-rent requests in the Sub-Rent Requests section. To create a sub-rent request from a rent contract, please proceed as follows:

Use the quick search (ALT+Q) to find the Rent Contracts page.
A list of all rent contracts is displayed.
Open the rent contract from which you want to create a sub-rent request or create a new contract.
Select the desired contract lines for which you want to create a sub-rent request.
In the Lines FastTab, select Purchase > Create Sub-Rent Request from the menu bar.
You might have to click on 'More Options' to view the Sub-Rent option.
The Vendors page is displayed.
Select the desired vendor for the delivery of the rent object.
In the following dialog window, select if you want to open the sub-rent request directly.
If you want to open the sub-rent request later, click the option Sub-Rent > Open Purchase Document in the menu bar of the Lines FastTab.

If a sub-rent document was already created from a rent contract, a Yes is displayed in the Sub-Rent Document Exists column in the Lines FastTab. By clicking Yes, the list with existing sub-rent documents linked to this rent contract opens.

Creating a Sub-Rent Contract from a Rent Contract

You can already create a sub-rent contract from a rent 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 sub-rent contract from a rent contract, please proceed as follows:

Use the quick search (ALT+Q) to find the Rent Contracts page.
A list of all rent contracts is displayed.
Open the rent contract from which you want to create a sub-rent contract or create a new contract.
Select the desired contract lines for which you want to create a sub-rent contract.
In the Object Lines FastTab, select the option Sub-Rent > Create Sub-Rent Contract from the menu bar.
You might have to click on 'More Options' to view the Sub-Rent option.
The Vendors page is displayed.
Select the desired vendor for the delivery of the rent object.
In the following dialog window, select if you want to open the sub-rent contract directly.
If you want to open the sub-rent contract later, click the option Sub-Rent > Open Purchase Document from the menu bar of the Lines FastTab.
The created sub-rent contract is now automatically linked to the rent contract.

Creating a Sub-Rent Contract when Signing a Rent Contract

Note

To be able to create a sub-rent contract when signing a rent contract, the following requirements must be met:

There is a linked sub-rent request for at least one line of the rent contract.

The rent contract is not yet signed.

To create a sub-rent contract when signing a rent contract, please proceed as follows:

Use the quick search (ALT+Q) to find the Rent Contracts page.
A list of all rent contracts is displayed.
Open the rent contract from which you want to create a sub-rent contract or create a new contract.
Release the rent contract and mark it as signed. You can find more information on releasing a rent contract here.

Note

You can only release and sign a rent contract if you have the respective permissions. More information on user permissions can be found here: Permissions in TRASER Rental 365.

If linked sub-rent requests exist now, a dialog window opens, asking if you want to convert the linked requests into sub-rent contracts.

Note

This function can only be executed once. If you select No in the following dialog window, the rent contract is signed and the linked sub-rent requests will remain. Once the rent contract is signed, a sub-rent request can only be converted manually into a sub-rent contract. You can find more information on converting a sub-rent request into a sub-rent contract here.

If you select No, the rent contract is signed and the linked sub-rent requests will remain.
If you confirm with Yes, a list with the linked sub-rent requests opens.
Select the desired sub-rent request which you want to convert into a rent contract.
The selected sub-rent request opens and can be manually converted into a sub-rent contract.

Creating a Sales Quote from a Rent Contract

You can create a sales quote directly from a rent contract. To do so, please proceed as follows:

Use the quick search (ALT+Q) to find the Rent Contracts page.
The Rent Contracts page is displayed.
Choose a Rent Contract that you want to create a quote for.
Click on Actions > Functions > Sales Options> Create Sales Quote in the menu bar.
The sales quote card is displayed.
The Customer No., Customer Name and Order Type fields in the General FastTab have already been filled.
Fill in any additional fields in the General FastTab as needed.
Navigate to the Lines FastTab.
Add sales lines. For more information on creating sales lines, click here.
After adding sales lines, select Home > Release from the menu bar of the sales quote.
The status of the sales quote changes to Released.

You have successfully created a sales quote from a rent contract. You can now print the sales quote or create a sales order from the quote.

Tip

To keep an overview of all sales quotes associated with a rent contract, click Related > Documents > Sales Quotes in the menu bar of an open rent contract. You will then see a list of all sales quotes linked to that rent contract.

Creating a Sales Order from a Rent Contract

You can create a sales order for a (service) item/rent object directly from a rent contract. This is possible for a single or multiple (service) items/rent objects at once.

Note

Please note that the respective (service) item has to be returned in the rent contract and that the for sale field in the delivery/return card must have a value upon return. To use this feature, the respective (service) 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 Rent Contracts page.
The Rent Contracts page is displayed.
Choose a Rent Contract with a returned (service) 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 are automatically filled by the system.
In the Location Code field under the Options FastTab, select the location at which the (service) item shall be decommissioned for rent.
Navigate to the Sales/Scrap Entries FastTab. Here you will find a list of all (service) items for which a sales order can be created.
Select the line(s) which should be transferred to the sales order by activating or deactivating the checkbox in the Selected column.

Tip

You can select or clear all checkboxes at once using the Select All or Deselect All functions in the menu bar of the FastTab.

The Rent Contract No., Object Type, Object No., Vendor Item No. and Available Qty. (Base) fields have been filled automatically.
Select the applicable owner location in the Owner Location field.
Optional 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. Afterwards, the Edit - Sales Order page is displayed.

You have successfully created a sales order from a rent contract and can now process it further as usual.

Tip

To keep an overview of all sales orders associated with a rent contract, click Related > Documents > Sales Orders in the menu bar of an open rent contract. You will then see a list of all sales orders linked to that rent contract.

In addition, you can manually display the Scrapping Ledger Entries and Sales Ledger Entries fields on the Rent Contracts page and in the General FastTab of the rent contract card using the Personalize function to keep track of open sales and scrapping ledger entries at all times.

Creating Purchase Orders from a Rent Contract

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

For more information on creating purchase orders from a rent contract click here.

Creating a Transport Order without a Rent Return from a Rent Contract

You can create a transport order from a rent contract without an existing rent return. This way, a transport can be planned without having to know which rent objects are returned. To do so, please proceed as follows:

Open a rent contract.
Mark the line with the rent object that is not yet returned in the Object Lines FastTab.
Select Contract > Create Transport Order from the menu bar of the General FastTab.
The Vendors window is displayed.
Select the desired vendor and then confirm with OK.
The Rental Locations window is displayed.
Select the desired rent location at which you want to return the rent object, then confirm your selection with OK.
A dialog window is displayed in which you can decide to open the newly created transport order.
If you select Yes, a window is displayed with the purchase order which you can then process further.