Rental Order Template

In order to utilize a template-style order for rental items, it is best to set the items up as a Bill of Materials - which will include a generic rental item and the monthly payment items. The explanation below is for one of the possible ways to set up the items.

Step 1:

The "parent" item (the generic item) is the item number used in Order Entry.

To add the "parent" item, go to:

Inventory Control (Module 5)
- Add new items (Task 1)
  - Enter (ADD) new items (Sub-task 1)

Be sure the parent item is set to zero price & cost and it is in the report class and product code that applies. The dimensional type on the item should be set to R (repro no quantity). A suggestion is to "number" all rental items with the same pre-fix for ease in item look-up and reporting. Below is a sample "parent" item setup for rental items, with the key fields.

01. Item #: RTN-RENTAL

02. Description: Rental Items

03. Item G/L # : 131-00 INVENTORY - HARDWARE

04. Sell by: Each

05. Stock by: Each

06. Master units: 1

07. Avg. cost : 0.00

08. Last cost : 0.00

11 - 19 Prices Levels 1 thru 9. All prices should be zero

20. Taxable: N Non-Taxable (however, it may be taxable if applicable)

21. Item Type: M Material/Labor/Rent/Hold

22. Input format: 0

23. Product code: 3 Rentals

24. Report class: 27 Rentals

25. Serialized? : N

26. Dimensional?: R Repro-no quantity

27. Net priced? : N

28. Quan Table : N/A

Step 2:

The next task that needs to be done is to set-up the "component" items (the monthly payment items). To add the "component" item, go to:

Inventory Control (Module 5)
- Add new items (Task 1)
  - Enter (ADD) new items (Sub-task 1)

The component item is set up like the example above. As a suggestion, set-up the items using the same pre-fix, with the various months, for example: REN-JANUARY, REN-FEBRUARY, etc.

Step 3:

Also an item needs to be setup for the actual item. This item can be used strictly for renting or it can also be sold.

Inventory Control (Module 5)
- Add new items (Task 1)
  - Enter (ADD) new items (Sub-task 1)

01. Item #: HP-PRINTERS

02. Description: HP Printers

03. Item G/L # : 131-00 INVENTORY - HARDWARE

04. Sell by: Each

05. Stock by: Each

06. Master units: 1

07. Avg. cost : 0.00

08. Last cost : 0.00

11 - 19 Prices Levels 1 thru 9. Price Level 1 could be the amount charged for the item. Depending if the item is sold and/or rented would determine on which level to put the price.

20. Taxable: N Non-Taxable (however, it may be taxable if applicable)

21. Item Type: M Material/Labor/Rent/Hold

22. Input format: 0

23. Product code: 4 Hardware

24. Report class: 29 Printers

25. Serialized? : Y

26. Dimensional?: R Repro-no quantity

27. Net priced? : N

28. Quan Table : N/A

The key differences are the pricing and that the item is serialized. By serializing the item, it can be tracked through reporting and found through the "find open orders by" function in Order Processing.

Step 4:

Next, the "component" items (the monthly payment items) need to be identified and grouped with the "parent" (the generic item) item. To set this up, go to:

Inventory Control (Module 5)
- Bill-of-Materials (Task 28)
  - Bill-of-Materials Maintenance (Sub-task 1)

Below is a sample Bill of Material, with the key fields:

01. Parent item : RTN-RENTAL

02. Sequence # : (use 010,020 etc, this establishes the order the components will appear on the sales order)

03. Component # : REN-JANUARY

04. Quantity : 1

05. BOM qty-type: P for per # of parents specified in order

Add a new record for each of the twelve months.

Step 5: (automated)

For each item that is rented, a serialized record is needed. A record is entered into the system automatically when the item is "received". The records can be found in:

Inventory Control (Module 5)
- Serialized Item Master (Task 20)

Step 6:

There is an Inventory Control parameter that must be set to ensure the "component" items are pulled in during order entry when the "parent" item is entered.

Find: AUTOBUILD'BOM=YES Check BOM package (YES/NO) - used in OEDSUB

Process:

After the setups of the items are done (and most of the work), then the application of the process can be used. The sales order will reflect the actual rented item and the "parent" item with the monthly items (the"components") appearing automatically. The monthly items can be deleted if necessary (i.e. - a 6 month lease).

To hold the order open for billing every month, the order will have a backorder status. Doing this allows the order to be invoiced monthly or as often as deemed necessary.

A backorder report can be generated monthly for particular items (i.e. REN-FEBRUARY) to verify that billing is completed for the various rental orders.