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 or 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 is then displayed on the left-hand side under the menu bar.
• Use the quick search (ALT+Q) to find the Extension Management page.
• The Extension Management page is displayed and shows a list of all the existing extensions (applications, modules, plug-ins).
• Navigate to the bottom and search for the following entries: TRASER Checklists, TRASER DMS Core, TRASER DMS Machine and TRASER Rental 365.
• Please make sure that the Description column shows the Installed value in green.
• If this is the case, TRASER Rental 365 has been fully installed and is ready for use. If this is not the case, please contact your administrator or your contact person at TRASER Software GmbH so that TRASER Rental 365 can be installed including all dependencies.
• Use the quick search (ALT+Q) to find the Company Information page.
• A list containing all company information for the role is displayed.
• Navigate to the bottom of the page and search for the User Experience FastTab.
• Open the FastTab 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 Rental 365. 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 for reference purposes, if you want to change the setup.

Semi-Automatic Setup

TRASER Rent 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 Rent Setup page.
• The TRASER Rent Setup page is displayed. When setting up the system, all fields will be empty at first.
• Select Actions > Setup Wizard.
• Maximize the dialog window so that all fields become visible. Click on the double 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 Measure.
  • 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 rent location setup page.
• Optional If you have already set up locations, click on Copy Rent Locations to define them as rent locations.
• Click on Open Rent Locations to add new rent locations.
• The Edit – Rent Location Overview page is displayed.
  • In the Location Code column, enter a unique code for the new location.
  • Use the Description column to enter a significant 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, as a customer location has already been predefined.. 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 additionally fill in the fields in the Location Setup and Address Information FastTab.
• In the Sales Location field, select a sales location which should be linked to the rent location.
• Use the Linked Location Code field to enter a location that you want to link to the rent location. The location can be left empty, if you are creating a customer location.
• Activate the Bin Mandatory toggle switch if it should be mandatory to enter a bin every time the location is selected, e.g., during commissioning or decommissioning of an item or in deliveries and returns. More information on bins can be found under Setting up Bins.
• In the Address Information FastTab, enter the address information for the location.
• Close the Edit – Rent Location Overview page by clicking Close.
• You will return to the rent 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 Rental 365 is now ready for use.
• Close the TRASER Rent Setup page.

Manual Setup

If you only want to change certain settings, navigate to the corresponding section:

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

(Rent) Locations

In order to fully utilize the functions of TRASER Rental 365, you have to set up specific locations for trading rent objects. To create the required (rent) locations, please proceed as follows:

• Use the quick search (ALT+Q) 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 Rent Location column is selected.
• If yes, you can close the window. If no rent 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 significant description for the location, e.g., Rent Location or Rent.
• In the General FastTab, activate the Rent Location toggle switch to define the location as a rent 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 needed.
• The location is now available as a rent location.
• Close the location card.
• Close the Locations page.
• Use the quick search (ALT+Q) to find the Inventory Posting Setup page.
• 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 rent 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 significant 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 Rent Location List page.
• A list containing all rent locations opens.
• Click on New to create a new rent location.

• Use the empty field in the Location Code column to enter a unique code for the rent location. We recommend to use the name of the rent location.
• Optional Use the empty field in the Description column to enter a significant description of the rent location.
• Select the location type Customer Location for at least one rent location to define it as a customer rent location.
• If you want to create more rent 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 additionally fill in the fields in the Location Setup and Address Information FastTab.
• In the Sales Location field, select a sales location which should be linked to the rent location.
• Use the Linked Location Code field to select a location that you want to link to the rent 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 deliveries/returns. More information on bins can be found under Setting up Bins.
• In the Address Information FastTab, enter the address information of the location.
• Close the Rent Location List page.

Setting up Bins

You can set up bins for rent 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 Rent Location List page.
• A list containing all rent locations opens.
• Click on New to create a new rent location or open a rent 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 was 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 was 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 Rent Location List page.
• A list containing all rent locations opens.
• Click on New to create a new rent location or open a rent 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 desired code for the bin you are creating.
• To add new lines, click into a new line.
• Your 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 Rent Location List page.
• A list containing all rent locations opens.
• Click on New to create a new rent location or open a rent location from the list.
• Select Actions > Bins from the menu bar.
• The Edit - Rental Bins window opens.
• Select the bin for which you would like to enter content.
• Select Actions > Bin Contents from the menu bar. If the Actions option is not displayed, first select 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 object to be stored in the Object No. column.
• Select 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 specify which object types require a bin, please proceed as follows:

• Use the quick search (ALT+Q) to find the Rent Location List page.
• A list containing all rent locations opens.
• Click on New to create a new rent location or open a rent 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 which object types (service item, item, resource, service) require a bin.
• To enter another object type, click on an empty line.
• Your changes are saved automatically. You have successfully specified which object types require a bin.

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

Invoicing

You have to set up additional financing parameters to ensure that the billing process, including all reports, postings and invoicing, functions correctly. This will prevent error messages during rent processes.

• Resources are relevant for storing the Recurring Costs and Fixed Price cost types, as there are daily recurring costs (rent, partial rent insurance, etc.) and one-off costs (delivery, return, cleaning, maintenance) during a 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 package.
• Number Series are required to clearly number rent quotes, rent contracts, reports, checklists, etc.
• Journals are required so that rent postings can be processed correctly.
• Use Contract Invoice Frequencies to specify the frequency at which invoices are created by default.

Resources

Important!

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

• Use the quick search (ALT+Q) to find the TRASER Rent Setup page.
• The TRASER Rent Setup page is displayed.
• Navigate 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 Rent Setup page.

• Use the quick search (ALT+Q) to find the Resources page.
• 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 rent objects and rent insurances,
  and
• a resource with fixed price that will be used for delivery, return, and other one-time 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 this description.
• Select the Rent Revenue value from the Calculation Type dropdown list.
• Select the OTHER entry in the Gen. Product Posting Group field. The VAT Prod. Posting Group field will be filled automatically. A live system might require a different value.
• Optional Fill in additional fields as needed.
• 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-Time Cost. The Search Word field will be filled automatically with this description.
• Select the Fixed Revenue value from the Calculation Type dropdown list.
• Select the OTHER entry in the Gen. Product Posting Group field. The VAT Prod. Posting Group field will be filled automatically. A live system might require a different value.
• Optional Fill in additional fields as needed.
• Close the resource cards.
• The Resources page should display the following resources:

• If yes, no further action is needed. If no, please go through the instructions in the Resources section again or check the data of the created resources.
• Close the Resources page.

Rent Revenue Items

• Use the quick search (ALT+Q) 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. Rent, Insurance, Logistics, or Combined.
• Optional Select the corresponding revenue type from the Revenue Type dropdown list. Possible revenue types are Rental, Insurance, Add. Revenue, Combined, Consumption, and Deposit.

• Select the corresponding resource from the Resource No. dropdown list.
  The resource for Recurring Revenues must be selected for the Rental, Insurance, or Combined revenue type.
  The resource for Fixed Prices must be selected for the Add. Revenue or Consumption revenue type.
• 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.
• A list containing all contacts is displayed.
• Click on New to create a new contact.
• An empty contact card opens.
• In the No. field in 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 PERSON contact template 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, select 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.
• 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 rent processes.
• Set up the following number series according to the given scheme and activate the Default Nos. checkbox for all number series.

• Please check if the Starting No. checkbox is selected for all number series mentioned above. If not, please select it.
• Optional Create additional number series as needed.
• Close the Number Series page.

All relevant number series for rent processes have been created. You can now proceed with the next step.

Journals

• Use the quick search (ALT+Q) to find the Item Reclassification Journals page.
• If journals have already been created, the Item Journal Templates List page is displayed first, showing a list of all existing journals.
• Select a journal.
• The Item Reclassification Journals page of the respective journal is displayed.
• Click on the three dots next to the Batch Name field.
• The Item Journal Batches 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 significant description, e.g., Journal for item transfer posting.
• In the No. Series column, select the M-UMLAGERUNG number series and click OK.
• Close the Item Reclassification Journals page.
• Use the quick search (ALT+Q) to open the Item Journal Templates page.
• A list containing all templates for item postings is displayed.
• In the Transfer line, select the M-UMLAGERUNG 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.
• A list containing all quote/contract reports is displayed.
• Select the Rent Contract value from the Usage dropdown list.
• Click into the first line of the table and enter the 70251625 value into the Report ID column. A live system might require a different value.
• Select the Rent Quote value from the Usage dropdown list.
• Click into the first line of the table 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.
• Click into the first line of the table 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.
• Click into the first line of the table and enter the 206 value into the Report ID column. A live system might require a different value.
• Select the Rent Credit Memo value from the Usage dropdown list.
• Click into the first line of the table 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 Order Types page.
• A list containing all order types opens.
• Check whether there is an order type where the Sale and Rental checkboxes are selected.
• If yes, no further action is needed. If no, please create a new order type. More information on this can be found under Setting Up Order Types.
• Close the Order Types page.

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.
• 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 invoice cycle.
  The value 1 means that one invoice is created per invoice cycle. The value 2 means that two invoices are created at the same intervals in each invoice cycle etc.
• Select which invoicing basis should be used via the dropdown list in the Invoice Cycle column.

• In the Moment of Invoice column, select 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)).
• Select the checkbox in the Invoice in Advance column, if rent contracts should be invoiced in advance.
• Optional If you selected 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 selected 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.
• Select the checkbox in the Current Period column to specify how the period start date and 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.
• Select the checkbox in the ‌Skip in Batch Invoicing column if the Skip in Batch Invoicing option should be activated automatically once this invoice frequency has been selected in a rent contract.
• Close the Contract Invoice Frequencies page.

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

Price Base

During the basic setup, already determine the price base you want to use to calculate rent classes and how you want to configure them.

The price base Day or Month for recurring costs is set up (line-by-line) in the Rent Classes. More information on this can be found under Setting Up Rent Classes.

The Number of Days in Month for the price base Month is set up in the TRASER Rent Setup via the Invoice Setup FastTab. More information on this can be found under TRASER Rent Setup.

For more information on creating or editing a base calendar, see Setting 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 Rent Setup

This page combines and defines all parameters that have been previously set up. The data you enter here is applied to all elements by default. If the parameters for individual quotes or contracts differ, 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 Rent Setup page.
• A page with different setup parameters is displayed.
• Please fill in the fields according to the table below to complete the basic setup. Mandatory fields are marked as bold.

• Close the TRASER Rent Setup page.

Permissions in TRASER Rental 365

To regulate the use of rental functions, you can grant different permissions to users via the User Setup page. All important information regarding the setup of rent-related user permissions can be found in the documentation for the User Setup Card.
Once you have assigned the permissions, the basic setup of TRASER Rental 365 in Microsoft Dynamics 365 Business Central has been successfully completed.

'Toggle Switch' Table

Icon	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 you need to know about managing rent class types.

Continue with the next chapter