Updated: 26.01.2023

Rent Objects

All objects that can be a value component to a rental contract are referred to as rent objects in TRASER Rental 365. Basically, this includes all items or service items which are referred to as rent objects once they have been commissioned for rent. The term Rental Object is used synonymously to Rent Object in other modules.

Here you can find the relevant sections on managing rental objects:

Rent Status of a Rent Object

The following sections describe how to create, identify or edit a rent status for rent objects.

Creating a Rent Status for Rent Objects

You can create different rent statuses for being able to specify if a rent object is rentable, rentable to a limited extend, or not rentable. Furthermore, you can specify if this rent status can be selected in e.g. checklists or service orders. To create a new rent status, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Status page.
  • Fill in the columns according to the following table to create a new rent status or to edit an existing rent status.
Column Description
Status Code Here you can enter a specific code for the rent status.
Description In this column you can enter a significant description of the rent status, e.g. if the rent object is currently in repair.
Use in Protocol Activate the checkbox if the rent status should be selectable in a return protocol.
Use in Service Activate the checkbox if the rent status should be selectable in a service order.
In Repair Activate the checkbox for the rent status which should automatically be assigned to a service item once a service order is created. Only one rent status can be activated in this column.
Rented Activate the checkbox for the rent status which should automatically be assigned to a service item once it is delivered for rent. Only one rent status can be activated in this column.
Set On Commissioning Activate the checkbox for the rent status which should automatically be assigned to a service item once it is activated. Only one rent status can be activated in this column.
Create Order On Posting Activate the checkbox if a rent order should be created once the rent status is set during posting of a protocol.
Service Order Type In this column, enter the service order type that should be linked to the rent status. This service order type is inserted automatically when a service order including a rent object with this rent status is created.
Object Unavailable Activate the checkbox if the rent object is marked as not available on the TRASER RentBoard 365.

Editing the Rent Status of a Rent Object

The rent status of a rent object can be viewed e.g. in the service item list. This is useful to be able to see at once which service items are rentable and which have to be repaired first. You can edit the rent status of a service item either in the item card of the service item or in a service order or return protocol. The various options are described below.

Editing the Rent Status via the Service Item Card

To change the rent status via the Service Item Card, please proceed as follows:

  • Use the quick search (ALT+Q) to find the page Service Items.
  • Open an existing service item or create a new one.
  • Choose Rental > New Rent Status from the menu bar.
  • The Rent Status window is displayed with a list of the selectable rent statuses.
  • Select the respective rent status by clicking on the name in the Status Code column.
  • Click OK to confirm your selection.
  • The rent status is automatically inserted on the service item card under the Rent FastTab in the Rent Status field. The rent status is also shown in the Service Item List in the Rent Status column.

You have successfully edited the rent status via the service item card.

Editing the Rent Status via a Service Order

To change the rent status via a Service Order, please proceed as follows:

  • Use the quick search (ALT+Q) to find the page Service Orders.
  • Open an existing Service Order or create a new one.
  • From the Lines FastTab, select a new rent status from the drop down list in the New Rent Status Object column.
  • The rent status is now also displayed on the service item card under the Rental FastTab. The rent status is also shown in the Service Item List in the Rent Status column.

You have successfully edited the rent status via a service order.

Editing the Rent Status via a Return Protocol

To change the rent status via a Return Protocol, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Return Plan page.
  • Mark the desired return contract in the table.
  • To create a new protocol, select Next Status > Process Next Status from the menu bar or select Protocol > Open Protocol to open an already existing protocol.
  • The protocol card is displayed.
  • From the Return Lines FastTab, select a rent status from the list in the New Rent Status Object column. Please note that this field is mandatory for the Service Item object type.

You have successfully edited the rent status via a return protocol.

Note

If you cannot select the desired rent status in the return protocol, please check if the checkbox for this rent status is activated on the Rent Status page.

Checking the Utilization of a Rent Object

By using the utilization overview you can see how high the utilization of your individual rent objects is. To check the utilization of a rent object, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Items or Service Items page.
  • Open the item or service item for which you want to view the utilization.
  • Navigate to the Utilization FastTab and open it in case it is closed.
  • The Utilization Chart is displayed.

Utilization of item or service item

  • The middle area (in this case: 17.12.20..17.01.21) specifies the time period that is shown in the chart. The last part (in this case: Week) specifies the type of time period that is shown in the chart.
  • You can filter the utilization by Day, Week, Month, Quarter or Year.
  • Via the Previous Period button, you can view the utilization for the previous period.
  • Via the Next Period button, you can view the utilization for the next period.
  • The x-axis shows the exact date of the selected period.
  • The y-axis shows the availability and the utilization of the item or service item in percent.
  • Move your mouse pointer over one of the bars in the chart to view the percentage.

You have successfully checked the utilization of a rent object.

Creating and Assigning Rent Object Categories for Rent Objects

You can set up different rent object categories which can be assigned to the rent objects later. This makes it easier to e.g. filter rent objects while adding rent objects.

Creating Rent Object Categories for Rent Objects

To define rent object categories, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Object Category page.
  • Click on New to define a new category.
  • Enter a code for the category in the Code field.
  • The check box ‌Object Type Mapped is automatically activated.
  • Enter a significant description for the category into the Description field.
  • Select Object Type Mapping from the menu bar.
  • Select the desired object type from the drop down menu in the Object Type column.
  • Close the Rent Object Category page.

You have successfully defined a rent object category.

Assigning Categories to Rent Objects

After having created rent object categories, you can now assign these categories to the rent objects. The category of a rent object can be viewed and changed in the item card. To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Items or Service Items page.
  • Select New to create a new item or open an existing item for which you want to assign a rent object category.
  • Navigate to the Rental FastTab.
  • Under Object Category Code, select the category you want to assign to the rent object.
  • Close the Item Card page.

Commissioning a Rent Object

In this section you will learn how to commission a (service) item.
After Commissioning, a rent object is exclusively available for rent and is maintained independently of the sales stock.

Note

The item or service item has to be in stock, purchased or ordered to be commissioned as an rent object. Please also note that a commissioned (service) item can neither be sold nor transferred between sales locations. It has to be decommissioned first.

To commission a rent object, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Items or Service Items page.
  • Open the card of the item or service item that you want to commission.

Tip

You can also activate several rent objects at once. For this, select Rent > Commission Multiple from the menu bar of the (service) item list. The Multiple Commission Wizard opens. Proceed as described below.

  • Select Rental > Commissioning from the menu bar.
  • To view a list of available rental locations, click on the button under To Rental Location under the Commissioning FastTab.
  • Select the desired target rental location from the rental locations list and click OK.
  • The selected target rental location is shown under To Rental Location.
  • Click OK.
  • Confirm the dialog window by clicking OK.

You have successfully commissioned an item or service item. This can be recognised by checking if the Available for Rent boolean under the Rent FastTab is now activated.

Decommissioning a Rent Object

In this section you will learn how to decommission a (service) item. After Decommissioning, the respective (service) item is available again for selling, transferring or scrapping.

Note

The rent object must not be reserved, planned or rented. It must be available in the rental location in order for it to be deactivated. For deactivating a rent object, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Items or Service Items page.
  • Open the (service) item card of the rent object that you want to decommission.

Tip

You can also deactivate several rent objects at once. For this, select Rent > Decommission Multiple from the menu bar of the (service) item list. The Multiple Decommission Wizard opens. Proceed as described below.

  • Check in the Rental area of the rent object if the Available for Rent boolean is activated. You can find information on the status of the toggle switch in the 'Toggle Switch' Table.
  • For decommissioning, select Rental > Decommission from the menu bar.
  • The Decommission Assistant is displayed.
  • Please fill in the fields according to the specifications in the table below to decommission the rent object.
FastTab Option Action
Decommissioning From Rental Location Reference Here the source rental location is displayed at which the rent object is commissioned at the moment.
From Owner Location From Owner Location Here the owner location is specified where the rent object should be decommissioned.
Available Locations and Quantities Location Code Select here at which location the rent object shall be decommissioned. For this, click in the respective line.
Bin Code Optional Here you can select the exact bin code at which the rent object should be decommissioned. You will find more information on bins in the Setup Bins chapter.
Chosen Quantity Enter here the quantity to be decommissioned. The selected quantity cannot be more than the remaining rental quantity.
Remaining Rental Quantity Reference Here is stated which quantity of the rent object is still commissioned for rent.
  • Finally, click OK.
  • Confirm the following dialog window by clicking OK.
  • The rent status in the Rental FastTab is being reset.

The rent object is now decommissioned and can be sold, transferred or scrapped. The Item or Service Item page can be closed. You have successfully decommissioned a rent object.

Transferring Rent Objects Between Rental Locations

In this section you will learn how to transfer rent objects between their rental locations or how to cancel a rental transfer order. To create a rental transfer order, please proceed as follows:

Post Shipment

Note

To proceed with this process, the following conditions have to be met:

  • More than one rental location is set up. You can find more information on the setup here.
  • The rent object to be transferred is commissioned at the source rental location.
  • The rent object to be transferred is not planned, reserved or rented.
  • Use the quick search (ALT+Q) to find the Rental Transfer Orders page.
  • Click on New to create a new Rental Transfer Order.
  • Navigate to the General FastTab.
  • Enter a number for the rental transfer order in the Transfer No. field.
  • Select the source rental location via the selection field in the ‌From Rental Location Code field.
  • Select the target rental location via the selection field in the To Rental Location Code field.
  • Navigate to the Transfer Line FastTab.
  • Select in the Object Type column if you want to transfer an item or service item.
  • Select the rent object to be transferred in the Object No. column.
  • Enter the quantity to be transferred in the Quantity column.
  • Fill in the remaining columns as required.
  • To release the rental transfer order for posting, select Status > Release from the menu bar.
  • Then, select Post > **Post Shipment ** from the menu bar.

The rental transfer order is posted and shipped. The fields Shipped On Date, ‌Shipped On Time and ‌Qty. Shipped in the Transfer Line FastTab are automatically filled with the current data and cannot be edited. You have successfully posted a rental transfer.

Post Receive

Once the rent object has arrived at the target rental location, the receive has to be posted. Only then the rent object will be available at the target rental location.

Note

To proceed with this process, the following conditions have to be met:

  • There exists a posted shipment, which means the fields Shipped On Date, Shipped On Time and Quantity Shipped are filled.
  • The rent object is not transferred to a sales location. In this case, the rental ledger entry that should be transferred must be selected.
  • Use the quick search (ALT+Q) to find the Rental Transfer Orders page.
  • Open the rental transfer order for which you want to post the receive.
  • Check the information in the rental transfer order.
  • If all information is correct, click Post > **Post Receive ** in the menu bar.
  • Click Yes to confirm the dialog.

The rental transfer order is now completed and is no longer shown in the list of rental transfer orders. The rent object is now activated at the target rental location.

Cancel Shipment

If a shipment was falsely created or you want to make changes to a rental transfer order, you can cancel a posted shipment. In this case the shipment will be reset and the input field can be edited again. To cancel a shipment, please proceed as follows:

Note

To proceed with this process, the following condition has to be met:

  • There exists a posted shipment, which means the fields Shipped On Date, Shipped On Time and Quantity Shipped are filled.
  • Use the quick search (ALT+Q) to find the Rental Transfer Orders page.
  • Open the rental transfer order for which you want to cancel the shipment.
  • To cancel the shipment, click Cancel >**Cancel Shipment ** in the menu bar.
  • Click Yes to confirm the dialog.

You have successfully canceled the shipment of a rental transfer order. If you reset the status of the rental transfer order, you can edit the order and post a new shipment.

Warning

You can also delete the rental transfer order via the bin symbol at the top of the screen. Please note that a deleted rental transfer order cannot be restored.

Marking a Rent Object as Rent Component

If a rent object is marked as a rent component, this item can be included in a contract as a contract component via a rent class or rent class package. For more information on how to assign contract components to a rental class or rental class package, click here. To mark a rent object as a rent component, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Items page.
  • Open the item which you want to mark as a rent component or create a new item.
  • In the Rental FastTab, activate the Rent Component boolean.
  • If the field Rent Component is active, all fields in the Rental FastTab will be hidden and the Component Sales Price field is displayed.
  • Enter the sales price of the component here. You can also change the sales price on the rent class card.

You have successfully marked a rent object as a rent component.

Assigning Rent Classes for Specific Objects

Rent objects can be assigned specific rent classes in their (service) item card. In this case only this rent class can be selected for this rent object in rental contracts. This way, errors will be minimized. To assign a specific rent class to a rent object, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Items or Service Items page.
  • Open a (service) item or create a new one.
  • Select Rental > Create Rent Class from the menu bar.
  • A window for editing the newly created rent class is displayed. The information on the rent object are already deposited in the General FastTab.
  • You will now be able to edit the rent class as described in Creating Rent Class.
  • Then, activate the rent class by activating the Active toggle switch in the General FastTab. You can find information on the status of the toggle switch in the 'Toggle Switch' Table.
  • Close the window.
  • The rent class you just created will be automatically entered in the Rent Class field under the Rental FastTab of the rent object.
  • If this rent class is now added to a rental contract, the object number of the rent object will also be filled into the contract lines. This also applies if the rent class is part of a rent class package.
  • Optional In the next step, you can now commission the rent object.

You have successfully assigned a specific rent class to a rent object.

Setting a Replacement Price for Rent Objects

You can set up a price for (service) items which will be used if the (service) item has to be newly purchased. To set up a replacement price for (service) items, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Items or Service Items page.
  • Open a (service) item or create a new one.
  • In the Rental FastTab, enter the requested price for the replacement in the Replacement Price field. Your changes will be saved automatically.

You have successfully added a replacement price to a (service) item.

You can mark a rent object as a optional, mandatory or recommended component by linking it to another rent object. To do so, please proceed as follows:

  • Use the quick search (ALT+Q) to find the Items or Service Items page.
  • Open the desired (service) item or create a new one.
  • Navigate to the Linked Rent Objects FastTab on the (service) item card.
  • Select the rent object to be linked and complete the information based on the following table:
Option Description
Linked Object Type Select the type of the rent object to be linked in this column.
Linked Object No. Select the object number of the linked rent object in this column.
Linked Variant Code Optional If there are variants of the rent object, you can enter the variant code here.
Rent Class This column specifies the rent class of the linked rent object and is automatically filled by the system after selecting the object number.
Description This column specifies the description of the linked rent object and is automatically filled by the system after selecting the object number.
Description 2 In this column you can specify another description of the linked rent object.
Quantity In this column, enter the quantity of the linked rent objects.
Unit of Measure Code This column specifies the unit of measure code of the linked rent object and is automatically filled by the system after selecting the object number.
Available for Rent This checkbox specifies if the rent object is available for rent and is automatically filled by the system after selecting the object number.
Requirement Specifies in this column if the linked rent object is a necessary, optional or recommended component of the rental contract. The Recommended option is selected by default.
  • Your changes will be saved automatically.
  • Close the Item Card page.

You have sucessfully linked two rent objects.

'Toggle Switch' Table

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

Symbol Status Description
Button Rent Object not available for Rent Deactivated The option is not activated and the related function not available.
Rent Object Available For Rent Active The option is activated and the related function available.

In the next chapter you will learn everything important about managing resources.

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