How To: Create a quotation, reservation or contract
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to How to... Rental
Create a quotation, reservation or
contract
The function to create a quotation reservation or
contract can be started from the main CRM, search screen section
"activity: rental". The next screen is displayed.
The button "new" will be activated the moment
an account is selected.
When a new contract is created many of the
fields are pre filled based on the information of
- The account
- The resource
- The contract template
- or a combination of the pre mentioned
fields
Al the sections that have pre filled fields are
explained in the next paragraphs
The "contract number" is a combination of
(e-Synergy account number + unique number (4
positions))
General
If fields can be retrieved from more then place
the priority is given by a number
(1) High
(2) Medium
(3)
Low
The information of the contract template is
only pre filled if:
- The division of the resource (employee) =
division account
- cost center is the resource cost center
code
- Combination division / cost center is
defined in the contract templates
| fieldname |
Account |
Contract
Template |
Resource |
Jobsite |
| Contact |
The main contact
on the customer card |
|
|
|
| Expiry
date |
|
Today + number of
days filled in the field "Quotation: Term of validity" |
|
|
| Account
manager |
The manager of the
contact of the standard delivery address (2) |
|
|
The manager of the
contact of the jobsite address (1) |
| Contract
classification |
|
Contract
classification |
|
|
| Delivery
method |
Delivery method
section "financial" |
|
|
|
Address
| fieldname |
Account |
Contract
Template |
Resource |
Jobsite |
| Address
1 |
|
|
|
Address
1 |
| Address
2 |
|
|
|
Address
2 |
| Address
3 |
|
|
|
Address
3 |
| Postcode |
|
|
|
Postcode |
| City |
|
|
|
City |
| County |
|
|
|
County |
| Country |
|
|
|
Country |
| State |
|
|
|
State |
| Phone |
|
|
|
Phone |
| Fax |
|
|
|
Fax |
| Purchase order
(customer)
Can be mandatory if setting is
enabled |
|
|
|
Pre filled from
extra address master data
Mandatory if setting is activated
in extra
 |
| Jobsite
name |
|
|
|
Jobsite
name |
| Jobsite
number |
|
|
|
Jobsite
number |
| Insurance
company |
|
|
|
Insurance
company |
| Insurance
limit |
|
|
|
Insurance
limit |
| Expiration
date |
|
|
|
Expiration
date |
| Sector |
|
|
|
Pre filled from
extra address master data |
Invoice
| fieldname |
Account |
Contract
Template |
Resource |
Jobsite |
Selection
code
Also in general rental setting (3) |
|
Selection code
(2) |
|
Pre filled from
extra address master data (1) |
| Contract
type |
|
Contract
type |
|
|
| Invoice
type |
|
Invoice type
(2) |
|
Pre filled from
extra address master data (1) |
| Invoice
frequency |
|
Invoice frequency
(2)
Only useful if contract type = Periodical |
|
Pre filled from
extra address master data (1)
Only useful if contract type =
Periodical |
| Invoicing:
reference (days) |
|
Number of days
that are subtracted from the day the first invoice can be
sent
Example:
start date: 6/10/2002
frequency:
weekly
calculated first invoice date: 6/17/2002
reference
days: -7
First invoice day: 6/10/2002 |
|
|
Invoicing: Day
(fixed) (Y/N)
Only on invoicing monthly or longer
period |
|
Invoicing: day -
fixed |
|
|
Day
Only in
combination with day fixed = Y |
|
Day |
|
|
| Tax
information |
Free textfield
4 |
|
|
|
Financial
| fieldname |
Account |
Contract
Template |
Resource |
Jobsite |
| Invoice
code |
Pulled from the
journal the account is connected to in the back office (1) |
Invoice code
(2) |
|
|
| Payment
condition |
Payment condition
section "financial" (1) |
Payment condition
(2) |
|
|
| Warehouse |
|
Warehouse |
|
|
| Discount |
Discount % section
"financial" |
|
|
|
| Cost
center |
|
|
Cost center
resource |
|
| Division |
Division section
"financial" |
|
|
|
Tax
Tax
priority item / customer is general setting rental |
|
Defaults for the
rental lines if no specific tax information is entered in the back
office for the account or the item |
|
|
Contract lines
Create rental, sales, transportation and
discount/charge lines
Rental lines
In order to select a rental item the item and
item number search options are used.
In order to explain why the system adds lines
to a selected item number or asks the user to add items "item relations"
on item level or "item number attachments" are used these options are
displayed below.
Item relations
These relation types are also defined in the
rental settings.
When an item that has one of the above
mentioned item relations the system pops up whit a selection screen after
adding the line to a contract
example
definition:
Selected item "CAT 430D BACKHOE LOADER" on a
contract
Item number attachments
Item number attachments are normally entered in
the system using the "item number interface".
It is possible to create
an item number in logistic maintenance and add the attachment information
in the extra serial number maintenance function of the rental module.
Attachment are automatically added to the contract. The difference between
mandatory rental relations and attachments is that attachment have a link
on item number level.
example
definition:
Selected serial number "U1133" (item:
430DITNPK) in contract:
Transport lines
Sales lines can separately be added to the
contract. But is also possible to link sales items to a rent item in the
item relations.
For transportation lines the following information can
be entered
If the transportation item number is filled in
the transport line, a request will be created on the planning board of the
transportation item number. The transportation is not visible on the
planning board of the items numbers that are linked to the transport
line.
Field information
The contact that is filled
is the main contact of the account
Invoice indicator: transport items
can be invoiced on the first or the last invoice
Transport lines can be
invoiced on a separate invoice.
Invoiced (Y/N) can be edited by the
rental manager in order to invoice the same line once more or not at all.
(Note that this is absolute a correction function)
Remarks
(external) can be used on the contract or invoice lay-out.
Sales lines
Sales lines can separately be added to the
contract. But is also possible to link sales items to a rent item in the
item relations.
For sales lines the following information can
be entered
Field information
Invoice indicator: sales
items can be invoiced on the first or the last invoice
Sales lines can
be invoiced on a separate invoice.
Invoiced (Y/N) can be edited by the
rental manager in order to invoice the same line once more or not at all.
(Note that this is absolute a correction function)
Remarks
(external) can be used on the contract or invoice lay-out.
Discount/charge lines
Discount /charge lines can separately be added
to the contract. It is also possible to link discount items to a rent item
in the item relations. It is also possible that a discount item is added
to the contract template (used for insurance purposes).
For discount/charge items the following
information can be entered.
Field information
If de discount line is linked to a "Link
(line)" the discount charge will only affect the linked
line
Invoice indicator: discount/charge items can be invoiced on
all, the first or the last invoice
Discount/charge lines can be
invoiced on a separate invoice.
Discounts and charges can be entered in
amounts or percentages
- Negative amounts or percentages are
charges
- Positive amounts or percentages are
discounts
Invoiced (Y/N) can be edited by the rental
manager in order to invoice the same line once more or not at all. (Note
that this is absolute a correction function)
Remarks (external) can be
used on the contract or invoice lay-out.
Remark lines
Remarks (external) and (internal) can be used
on the lay-outs.