Rental Quotation
A rental quotation offers a customer things for hire: lines of items or services, each with a quantity, a hire period and a price. It is built on the same pattern as a sales order and posts nothing.
What it is for
The quotation is the start of a rental. A Rental Order copies its lines.
On Save, for a quotation of Sales Order Type SO: if the customer's settings in the legal entity require a pricing group, the customer's pricing group is put on the quotation; each item line's price is then read from item pricing for that group, and the header discount is the sum of the customer's discounts for the date. Each line's gross is Quantity times Price, less the line discount, and the header discount is taken off the total. An empty Site or Warehouse on a line takes the header's.
The one rule people get wrong: Customer, Customer for Invoice, Currency, Exchange Date, Exchange Rate, Posting Date and Project are filled before Create and locked by it. To change the customer, start a new quotation.
Every field in plain words
General
| Field | What it means | What to put |
|---|---|---|
| Quotation | The number | Required |
| Sales Order Type | The type | Required |
| Order Journal | The journal | |
| Return Reason | For a return | |
| Customer, Customer for Invoice, Name | Who hires, and who is invoiced | Required |
| Posting Date | The date | Required; it sets Exchange Date |
| Required Date, Notes | ||
| Date From, Date To, Duration | The hire period of the quotation | For information |
| Currency, Exchange Date, Exchange Rate | The currency | Required; the rate is read for the date, 1 for the company currency |
| Project | ||
| Customer Reference, Customer Reference Date, Customer Reference Return | The customer's own reference |
Other header tabs
Storage structure (Site, required; Warehouse), shipping (Delivery To, address, instruction, person, email, mobile), payment and pricing (Payment Method, Payment Term, Due Date, Pricing Group, Discount Group, Rebate Group), delivery (required and promise dates and times, Delivery Term, Delivery Mode), terms (Term Condition, Header, Footer), administration (Posting Profile, Responsible, Responsibility Central, Tax Zone, Tax Exempt number, Delivery Stop, Invoice Stop, credit control ticks), sales structure (Sales Region, Area, Territory, Sales Organization, Group, Distribution Channel, Commission Group, Sales Taker, Sales Responsible). The summary shows gross, discounts, net, tax, amount including tax, prepayment, free-of-cost amounts, quantity, gross weight and volume.
Lines
| Column | What it means | What to put |
|---|---|---|
| Sales | The line type | Item, or another type |
| Sales No, Name | What is hired | For items, the item lookup |
| Unit, Quantity | ||
| Date From, Date To, Duration, Duration Cycle | The hire period of the line | For information; nothing calculates from them |
| Price, Gross Amount, Discount %, Discount Amount, Net Price, Net Amount | The price | Gross is worked out on Save as Quantity times Price |
| Tax Amount, Amount Including Tax | ||
| Billing Units | Meant to open the billing units of the line | Does not open on this screen |
| Line Text |
How to configure it
Set the customer's pricing group and discounts in Receivables if quotations are to be priced automatically.
Scenarios
- An events company quotes three days' hire of a marquee and chairs. One line per item, with the dates on each line and the price per day.
What it is connected to
- Rental Order copies its lines.
- Lists and reports prints it.
If something looks wrong
- "Customer Account cannot be empty" or "Customer Account for Invoice cannot be empty". Fill both before Create.
- "Sale Order Lines cannot be empty". Add a line.
- "Pricing Group not define in Customer In Legalentity and it's cannot be empty". The customer's settings require a pricing group and none is set.
- "Sales Order - Line ID: ... - Customer effected date is not started of Item: ..." or "... Customer is expire of Item: ...". The item is approved for this customer only between dates that do not include the Posting Date.
- "Pre Payment Amount cannot be greater then Net Amount", "Pre Payment Percentage cannot be greater then 100 %", "Pre Payment remaining Amount cannot be negative". Correct the prepayment.
- The Billing Units column or the cost elements window shows nothing. They are not set up for this screen.
- The Gross Amount on a line looks far too big while typing. While you type, the screen multiplies the price by the quantity twice. Save works the gross out again as Quantity times Price; check the line after saving.