Basic Setup of TRASER Rental 365

Before using the rent functions for the first time in Microsoft Dynamics 365 Business Central, it is necessary to prepare the system with the respective basic data. This chapter describes the initial setup of TRASER Rental 365 in Microsoft Dynamics 365 Business Central. When setting up a new system, these steps have to be carried out/checked.

Installation Check

First, you have to check if TRASER Rental 365 has been correctly installed and activated. This section describes how to check if TRASER Rental 365 has been installed and activated in your instance of Microsoft Dynamics 365 Business Central. To do so, please proceed as follows:

• Open the desired instance of Microsoft Dynamics 365 Business Central.
• Login with your credentials.
• Optional Change the company if you do not want to use the live system.
• Click on the gear icon in the menu bar and select My Settings.

• Click on the button with the three dots next to the Company window.

• A list containing all existing companies is displayed.
• Select the desired company and confirm you selection by clicking OK.
• The system will restart. The selected company will be displayed on the left-hand side under the menu bar.

• Use the quick search (ALT+Q) to find the Extension Management page in TRASER DMS 365.
• The Extension Management page is displayed and shows a list of all the existing extensions (applications, modules, plug-ins).

• Scroll to the bottom and search for the following entries: TRASER Checklists, TRASER DMS Core, TRASER DMS Machine and TRASER DMS Rental.
• Please make sure that the Description column shows the Installed value in green.
• If yes, TRASER Rental 365 has been fully installed and is ready for use.

• If not, please contact your administrator or your contact person at TRASER Software so that TRASER Rental 365 can be installed including all dependencies.
• Use the quick search (ALT+Q) to find the Company Information page in TRASER DMS 365.
• A list containing all company information for the role is displayed.
• Scroll to the bottom of the page and search for the User Experience FastTab.
• Open the entry by clicking on the line.
• Please make sure that the Experience field shows the Premium value.
• If yes, no more steps are necessary.
• If no, click on the three dots and select the Premium option under Experience.

• Close the Company Information page.

You can now see all content of TRASER Rental 365 in Microsoft Dynamics 365 Business Central.

Now, you have to set up TRASER DMS Rental. There are two ways to set up the basic parameters: semi-automatically or manually.

The semi-automatic setup will be carried out via the setup wizard. When you use the setup wizard, you can select pre-defined values or set up your own values.

If you want to set up the system manually, all steps have to be carried out manually. The manual setup is therefore especially recommended for experienced users. Furthermore, this section can be used as an encyclopedia to change the setup.

Semi-Automatic Setup

TRASER Rental Setup Wizard

This section describes how to set up the basic parameters for the rental functions semi-automatically. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the TRASER Rental Setup page in TRASER DMS 365.
• The TRASER Rental Setup page is displayed. When setting up the system, all fields will be empty at first.
• Select Actions > Setup Wizard.

• Maximize the pop-up window so that all fields become visible. Click on the arrow icon on the right-hand side.

• Click on Next Page to open the next page of the setup wizard.
• Keep the suggested number series or assign new number series by clicking on the arrow to open the dropdown list in the respective field.

• Click on Next Page to open the next page of the setup wizard.
• Here, select the units of measure by clicking on the arrow to open the dropdown list in the respective field.
  • If you want to create a new unit of measure, click on Create Unit of Measures.
  • Then, select the unit of measure in the respective field.

• Click on Next Page to open the next page of the setup wizard.
• Keep the suggested general product posting groups or assign new ones by clicking on the arrow to open the dropdown list in the respective field.

• Click on Next Page to open the next page of the setup wizard.

• Click on Inventory Posting Setup to set up the inventory posting.
• The Edit – Inventory Posting Setup page is displayed.
  • In the Inventory Posting Group column, enter the group that belongs to the location code RENT.
  • In the Inventory Account column, enter the account for inventory movements.

• Close the Edit – Inventory Posting Setup page by clicking Close.
• You will return to the rental location setup page.

• Optional If you have already set up locations, click on Copy Rental Locations to mark them as rental locations.
• Click on Open Rental Locations to add new rental locations.
• The Edit – Rental Location Overview page is displayed.
  • In the Location Code column, enter a significant code for the new location.
  • Use the Description column to enter a description for the location, e.g. a place or a building.
  • In the Location Type field, select an option from the list that is not Customer Location. You can set up a location as a Transfer Location, Sales Location or Vendor Location.

• If you leave the Location Type field empty, you have to fill in the fields in the Location Setup and Address Information FastTab.

• In the Sales Location field, select a sales location which shall be linked to the rental location.
• Use the Linked Location Code field to enter a location that you want to link to the rental location. The location can be left empty if you are creating a customer location.
• Activate the Bin Mandatory toggle switch if entering a bin every time a location is selected shall be mandatory, e.g. during commissioning or decommissioning of an item or in delivery and return protocols. For more information on bins, click on Setup Bins.
• In the Address Information FastTab, enter the address information for the location.
• Close the Edit – Rental Location Overview page by clicking Close.
• You will return to the rental location setup page.

• Click on Next Page to open the last page of the setup wizard.
• Click on Finish to complete the setup wizard.
• The setup has been completed. TRASER DMS Rental is now ready for use.
• Close the TRASER Rental Setup page.

Manual Setup

If you only want to change certain settings, click on one of the following links:

• (Rent) Locations
  • Set up Bins
• Invoicing
  • Resources
  • Rent Revenue Items
  • Dummy Contact
  • Number Series
  • Journals
  • Contract Invoice Frequencies
  • Price Base
• TRASER Rental Setup
• Permissions in TRASER Rental 365

(Rent) Locations

In order to use all of the functions in TRASER Rental 365 regarding the trade of rental objects, you have to set up specific locations. To create the required (rent) locations, please proceed as follows:

• Use the quick search (ALT+Q) in TRASER DMS 365 to find the Locations page.
• A list containing all locations is displayed.
• Check if a location has been set up where the checkbox in the Rental Location column is activated.
• If there is at least one rental location, you can close the window.

• If no rental location has been set up yet, click New > New to create a new location.
• The Location Card opens.

• Use the Code field in the General FastTab to enter a unique code for the location, e.g. RENTAL, RNT or RENT.
• Use the Name field in the General FastTab to enter a unique description for the location, e.g. Rental Location or Rental.
• In the General FastTab, activate the Rental Location toggle switch to mark the location as a rental location. You can find information on the status of the toggle switch in the 'Toggle Switch' Table.
• Optional You can also enter more parameters under Address & Contact, Warehouse, Bins and Bin Policies if required.
• The location is now available as a rental location.
• Close the location card.
• Close the Locations page.
• Use the quick search (ALT+Q) to find the Inventory Posting Setup page in TRASER DMS 365.
• A list containing all inventory posting codes is displayed.

• Click on New to create a new inventory posting code.
• The Inventory Posting Setup Card opens.
• Select the rental location you just created from the Location Code dropdown list.
• Select the RESALE value from the Inventory Posting Group dropdown list. A live system might require a different value.
• Optional In the Description field, enter a unique description for the inventory posting.
• Close the Inventory Posting Setup Card.
• Select the relevant accounts in the account columns. A live system might require different values. If you want to copy the existing values for demo purposes, you can press F8.
• Close the Inventory Posting Setup page.
• Use the quick search (ALT+Q) to find the Rental Location List page in TRASER DMS 365.
• A list containing all rental locations opens.
• Click on New to create a new rental location.

• Use the empty field in the Location Code column to enter a unique code for the rental location. We recommend to use the name of the rental location.
• Optional Use the empty field in the Description column to enter a description of the rental location.
• Select the location type Customer Location for at least one rental location to declare it as a customer rental location.

• If you want to create more rental locations, you can also choose the location types Transfer Location, Sales Location or Vendor Location.

• If you leave the Location Type field empty, you have to fill in the fields in the Location Setup and Address Information FastTab.

• In the Sales Location field, select a sales location which shall be linked to the rental location.
• Use the Linked Location Code field to select a location that you want to link to the rental location. The location can be left empty if you are creating a customer location.
• Activate the Bin Mandatory toggle switch if a bin code needs to be specified for the location during all item transactions, e.g. during commissioning or decommissioning of an item or in delivery or return protocols. For more information on bins, click on Setup Bins.
• In the Address Information FastTab, enter the address information for the location.
• Close the Rental Location List page.

Bins Setup

You can set up bins for rental locations. This section describes how to unlock bins for a location, create bins and enter contents. It also describes how you can define which object types require a bin.

To unlock bins for a location, please proceed as follows:

• Use the quick search (ALT+Q) to find the Rental Location List page in TRASER DMS 365.
• A list containing all rental locations is displayed.
• Click on New to create a new rental location or open a rental location from the list.
• Activate the Bin Mandatory toggle switch in the Logistic Setup FastTab.

• You can now set up bins for locations.

Note

Use the Default Bin Selection field to define bins. The choices determine how the default bin is defined.

• First-used Bin means that the bin that is used first during a posting will automatically be set as the default bin. This only applies if no default bin has been defined. If you have already set up a bin you can update it accordingly.
• Last-used Bin means that the bin that is used last during a posting will automatically be set as the default bin.
• Empty means that no bin will be set as the default bin during posting of a bin.

To create bins for a location, please proceed as follows:

• Use the quick search (ALT+Q) to find the Rental Location List page in TRASER DMS 365.
• A list containing all rental locations is displayed.
• Click on New to create a new rental location or open a rental location from the list.
• Select Actions > Bins from the menu bar.

• The Edit - Rental Bins window opens.

• Use the Bin Code column to enter the code for the bin you are creating.
• To add new lines, click into a new line.
• The changes are saved automatically. You have successfully set up bins for a location.

To enter content for a bin, please proceed as follows:

• Use the quick search (ALT+Q) to find the Rental Location List page in TRASER DMS 365.
• A list containing all rental locations opens.
• Click on New to create a new rental location or open a rental location from the list.
• Select Actions > Bins from the menu bar.
• The Edit - Rental Bins window opens.
• Select the bin you would like to enter content for.
• Select Actions > Bin Contents from the menu bar. If you cannot find the Actions button, you might have to click on More Options.

• The Rental Bin Contents window opens.

• Use the Object Type column to enter whether this bin contains a (service) item, a resource or a service.
• Select the number of the bin object from the Object No. column.
• Activate the checkbox in the Standard column if you want the bin to be the default bin for the entered object type and object number.
• Use the Quantity on Bin column to enter the number of objects on the bin.
• You have successfully added bin contents to a bin.

To determine what object types require a bin, please proceed as follows:

• Use the quick search (ALT+Q) to find the Rental Location List page in TRASER DMS 365.
• A list containing all rental locations is displayed.
• Click on New to create a new rental location or open a rental location from the list.
• Select Actions > Bin Mandatory for Object Types from the menu bar.

• The Edit - Bin Mandatory Object Type window is displayed.

• Use the Object Type column to specify what object types (service item, item, resource, service) require a bin.
• To enter another object type, click on an empty line.
• The changes are saved automatically. You have successfully defined which object types require a bin.

You have successfully set up rental locations that can be used to commission, transfer, deliver and return rental objects. You can now proceed with the next step.

Invoicing

You have to set up certain financing parameters so that the invoicing functionality including reports, postings and billings can be used. This will prevent error messages during rental processes.

• Resources are relevant for storing the Recurring Costs and Fixed Price cost types, as there are daily recurring costs (rent, partial rental insurance, etc.) and one-off costs (delivery, return, cleaning, maintenance) during rental.

• Rent Revenue Items are required to create rent classes. These are used to determine whether a rent class is based on an item, service item, service or resource.

• A Dummy Contact is needed for certain queries, in this case for rent prices of a rent class or rent class package.

• Number Series are required to clearly number rental quotes, rental contracts, reports, checklists, etc.

• Journals are required so that rental postings can be made correctly.

• Use the Contract Invoice Frequencies to define the frequency at which invoices are created by default.

Resources

Important!

Before you can create resources, you have to set up the corresponding invoice unit of measure codes in the TRASER Rental Setup. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the TRASER Rental Setup page in TRASER DMS 365.
• The TRASER Rental Setup page is displayed.
• Scroll to the Invoice Settings FastTab and open it.
• Use the Invoice Unit of Measure Day field to enter a unit of measure code for recurring revenues. By default, use the Day value.
• Use the Invoice Unit of Measure Month field to enter a unit of measure code for recurring revenues. By default, use the Month value.
• Use the Invoice Unit of Measure for fixed revenues field to enter a unit of measure code for fixed prices. By default, use the Piece value.
• Close the TRASER Rental Setup page.

• Use the quick search (ALT+Q) to find the Resources page in TRASER DMS 365.
• A list containing all resources opens.
• Click on New > New to create a new resource.
• An empty resource card opens.

Note

Two resources have to be created:

• a resource with recurring revenues that will be used for rental objects and rent insurances,
  and
• a resource with a fixed price that will be used for delivery, return and other one-off revenues.

• First, set up the resource for Recurring Revenues.
• Select the Machine value from the Type dropdown list.
• Use the No. field to enter a resource number or keep the number that is automatically created by the system.
• Use the Name field to enter a unique description for the resource, e.g. Rent, Rental or Recurring. The Search Word field will be filled automatically with the applicable description.
• Select the Recurring Revenue value from the Calculation Type dropdown list.
• For the Gen. Product Posting Group, select the entry OTHER. The VAT Prod. Posting Group field will be filled automatically. A live system might require a different value.
• Optional Fill in the rest of the fields as required.

• Click on the plus icon in the header of the resource card.
• Next, create a resource for Fixed Prices.
• Select the Machine value from the Type dropdown list.
• Use the No. field to enter a resource number or keep the number that is automatically created by the system.
• Use the Name field to enter a unique description for the resource, e.g. Fixed, Fixed Price or One-Off Cost. The Search Word field will be filled automatically with the applicable description.
• Select the Fixed Revenue value from the Calculation Type dropdown list.
• For the Gen. Product Posting Group, select the entry OTHER. The VAT Prod. Posting Group field will be filled automatically. A live system might require a different value.
• Optional Fill in the rest of the fields as required.

• Close the resource cards.
• The Resources page should display the following resources:

• If this is the case, you don’t have to perform any other steps.
• If this is not the case, please follow the instructions listed under Resources or check the data of the created resources.
• Close the Resources page.

Rent Revenue Items

• Use the quick search (ALT+Q) in TRASER DMS 365 to find the Rent Revenue Items page.
• A list containing all rent revenue items is displayed.

• You can also keep the values that have already been assigned. A live system might require different values.
• Optional Click on New or in an empty line to create a new rent revenue item.
• Optional Use the Revenue Item No. column to enter a unique code for the revenue item, e.g. Rental, Insurance, Logistics or Combined.
• Optional Select the corresponding revenue type from the Revenue Type dropdown list. You can choose from the Rental, Insurance, Add. Revenue, Combined, Consumption and Deposit revenue types.

• Select the corresponding resource from the Resource No. dropdown list.
  If you select the Rental, Insurance or Combined revenue type, you have to select the resource for Recurring Revenues.
  If you select the Add. Revenue or Consumption revenue type, you have to select the resource for Fixed Prices.
• Close the Rent Revenue Item page.

You have now set up one resource for recurring and one resource for non-recurring revenues. Furthermore, the resources have been linked to the corresponding rent revenue items that are assigned to rent classes. You can now proceed with the next step.

Dummy Contact

• Use the quick search (ALT+Q) to find the Contacts page in TRASER DMS 365.
• A list containing all contacts is displayed.

• Click on New to create a new contact.
• An empty contact card opens.

• In the No. field under the General FastTab, enter a number for the dummy contact, e.g. the number that is automatically created by the system or DUMMY.
• Use the Name field to enter a unique description for the dummy contact, e.g. Dummy or Rent Price Check.
• Select the Person value from the Type dropdown list.
• Navigate to the Invoicing FastTab.
• Open the Customer Template Code dropdown list and click on Select from full list.

• The Edit - Contact Conversion Templates page opens.
• In the line with the PERSON entry, click on the three vertical dots and then on Edit.

• The Customer Template Card for the contact template = PERSON opens.
• Select the DOMESTIC value from the Gen. Business Posting Group dropdown list.
• Select the DOMESTIC value from the VAT Business Posting Group dropdown list.
• Select the DOMESTIC value from the Customer Posting Group dropdown list.
• Optional Select the TRADE value from the Customer Price Group* dropdown list.

• Close the Customer Template Card.
• Check on the Edit - Contact Conversion Templates page whether the PERSON line is selected.
  • If the line has been selected, click OK.
  • If it is not selected, mark the PERSON line and click OK.
• Close the Contact Card of the dummy contact.
• Close the Contacts page.

Number Series

• Use the quick search (ALT+Q) to find the No. Series page in TRASER DMS 365.
• A list containing all number series is displayed.
• Optional If you are unable to edit the list, click on Edit List in the header.
• Click on New to create a new number series for rental processes.
• Set up the following number series according to the given scheme and activate the Standard No. checkbox for all number series.

• If everything was set up correctly, your number series table should look like the following table.

• Please check if the Starting No. checkbox is activated for all number series mentioned above. If it is not activated, please do so.
• Close the Number Series page.

All relevant number series for rental processes will be created. You can now proceed with the next step.

Journals

• Use the quick search (ALT+Q) to find the Item Transfer Journals page in TRASER DMS 365.
• If journals have already been created, the Journal Templates List page is displayed first showing a list of all existing journals.
• Select a journal.
• The Item Transfer Journal page of the respective journal is displayed.

• Click on the three dots next to the Journal Batch Name field.
• The Item Journal Batch Name page is displayed.
• To create a new transfer journal, click on New.
• Use the Name field to enter a unique name, e.g. Transfer.
• Optional Use the Description column to enter a description, e.g. Journal for an item transfer posting.
• In the No. Series column, select the R-TRANSFER number series and click on OK.

• Close the Item Transfer Journals page.
• Use the quick search (ALT+Q) to open the Item Journal Templates page in TRASER DMS 365.
• A list containing all templates for item postings is displayed.
• In the Transfer line, select the M-TRANSFER value for the Number Series column.

• Close the Item Journal Templates page.
• Use the quick search (ALT+Q) to find the Report Selection – Rental page in TRASER DMS 365.
• A list containing all quote/contract reports is displayed.

• Select the Rental Contract value from the Usage dropdown list.
• In the Manage area, click into the first line and enter the 70251625 value into the Report ID column. A live system might require a different value.
• Select the Rental Quote value from the Usage dropdown list.
• In the Manage area, click into the first line and enter the 70251625 value into the Report ID column. A live system might require a different value.
• Select the Rental Add. Contract value from the Usage dropdown list.
• In the Manage area, click into the first line and enter the 70251625 value into the Report ID column. A live system might require a different value.
• Select the value Rental Invoice from the Usage dropdown list.
• In the Manage area, click into the first line and enter the 206 value into the Report ID column. A live system might require a different value.
• Select the Rental Credit Memo value from the Usage dropdown list.
• In the Manage area, click into the first line and enter the 207 value into the Report ID column. A live system might require a different value.
• Close the Report Selection – Rental page.
• Use the quick search (ALT+Q) to find the Service Order Types page in TRASER DMS 365.
• A list containing all service order types opens.
• Check whether there is a service order type where the Sale and Rental checkboxes are enabled.

• If so, you don’t need to create a new service order type.
• If not, please create a new service order type. For more information on this, go to Setting Up Service Order Types.
• Close the page Service Order Types.

You have set up the requirements to post item transfers, create reports and create rent orders. You can now proceed with the next step.

Contract Invoice Frequencies

• Use the quick search (ALT+Q) to find the Contract Invoice Frequencies page in TRASER DMS 365.
• A list containing all contract invoice frequencies is displayed.
• Click on New to create a new invoice frequency.

• Use the Frequency Code column to enter a specific code for the invoice frequency, e.g. D for daily, W for weekly, M for monthly, 2xM for twice a month or E for end.
• Optional Use the Description column to enter a description for the frequency code.
• Use the Cycle per (Invoice Cycle) column to enter the invoicing cycle.
  The value 1 means that one invoice is created per invoicing cycle. The value 2 means that two invoices are created at the same distance from each other in each invoice cycle etc.
• Select which invoicing basis should be used via the dropdown list in the Invoice Cycle column.

• Select from the dropdown list in the Moment of Invoice column whether the invoice should be created and sent at the start of the invoice cycle (Before (Period)) or at the end of the invoice cycle (After (Period)).
• Activate the checkbox in the Invoice in Advance column if rental contracts shall be invoiced in advance.
• Optional When you activate the checkbox in the Invoice In Advance column, enter the period that must be invoiced immediately after the contract has been signed in the Advance Payment Date Formula Default column. Use codes like e.g. 2W for 2 weeks or 1M for 1 month.
• Optional If you activated the checkbox in the Invoice in Advance column, enter the default period for invoices to be paid in advance before the start or continuation of each rent period in the Invoice Date Adjustment Default column.
• Activate the checkbox in the Current Period column to specify how the period start date and the period end date is calculated. Example: If the invoice cycle Month has been selected for the current period, the period start date is always the first day of the month and the period end date is always the last day of the month.
• Optional If you selected the Week option in the Invoice Cycle column, select the weekday for the period end date from the dropdown list in the Weekday column.
• Activate the checkbox in the ‌Skip in Batch Invoicing column if the Skip in Batch Invoicing option shall be activated automatically once this invoice frequency has been selected in a rental contract.
• Close the Contract Invoice Frequencies page.

You have successfully set up all relevant invoice frequencies for a rental contract. You can now proceed with the final step.

Price Base

Already determine during the basic setup on which price base you want to calculate rent classes and how you want to configure them. You can find more information on the concept of price bases under Price Base.

The price base Day or Month for recurring costs is set up (line-by-line) in the Rent Classes. For more information on this, go to Set Up Rent Class.

The Number of Days in Month for the price base Month is set up in the TRASER Rental Setup via the Invoice Setup FastTab. For more information on this, go to TRASER Rental Setup.

For more information on creating or editing a base calendar, click Set up Base Calendar.

The previous section explained the difference between the two price bases and how to set up the price base for your needs. You can now proceed with the final step.

TRASER Rental Setup

This page shows all parameters that have been set up so far. The data you enter here will be applied to all elements by default. If you have selected different parameters for your quotes or contracts, the system might generate error messages. However, these can be ignored.
To conclude the basic setup of TRASER Rental 365, please proceed as follows:

• Use the quick search (ALT+Q) to find the TRASER Rental Setup page in TRASER DMS 365.
• A page with different setup parameters is displayed.
• Please fill in the fields according to the table below to complete the basic setup.

Pflichtfelder sind in Fettdruck markiert.

Pflichtfelder sind in Fettdruck markiert.

• Close the TRASER Rental Setup page.

Rental Permissions in TRASER Rental 365

To control the permissions regarding rental features, you can grant different permissions to users. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the User Setup page in TRASER DMS 365.
• A list containing all users opens.
• Select the user you would like to change permissions for by clicking on the relevant line.
• Click Card in the menu bar.

• The user permission card for the selected user is displayed.

• Navigate to the Rental FastTab and open it, if needed.
• Here, you can define the permissions for the selected user.
  • If a toggle switch is activated, the user will have permission to carry out the action. You can find information on the status of the toggle switch in the 'Toggle Switch' Table.
  • If the toggle switch is deactivated, the user does not have permission to carry out the action. You can find information on the status of the toggle switch in the 'Toggle Switch' Table.

• Close the User Setup page.

The basic setup of TRASER Rental 365 in Microsoft Dynamics 365 Business Central has been completed.

'Toggle Switch' Table

Symbol	Status	Description
	Disabled	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 you need to know about managing rent class types.

Continue with the next chapter