This chapter discusses these topics:
Before you use the JD Edwards EnterpriseOne Rental Management system, you must set up information specific for rental management. You define this information to customize the system for your business needs.
This table describes the setup information for the JD Edwards EnterpriseOne Rental Management system:
| Feature | Setup Task |
|---|---|
| Activating the Rental Management system | Activate the Rental Management system setup to configure the system for your business needs and to set up default values. |
| Constants | Set up rental constants to establish system behavior specific for a business unit to process rental requests, allocate costs, process periodic billing, process asset return, and reserve equipment and items. |
| Actions | Set up actions to establish how the Rental Management system integrates with core JD Edwards EnterpriseOne systems through sales orders, purchase orders, and work orders. |
| Line Types | Set up line types to group actions and apply actions to a rental contract. |
| Rental Item Details | Set up the item as a rental item. |
| Next Numbers | Set up the next number for the action number in the Work With Next Number program (P0002). |
The JD Edwards EnterpriseOne Rental Management system provides an EnterpriseOne page that enables you to:
Access Watchlists that you have set up. Watchlists represent collections of items that match user-defined criteria. You create watchlists for information and tasks that you want to track easily.
Access rental contract programs, One View Reporting programs, programs to set up the JD Edwards Enterprise Rental Management system, and programs to inquire information related to your rental contracts.
You use the One View Reporting programs to analyze your rental contracts. The JD Edwards EnterpriseOne Rental Management system includes three One View Reporting programs:
One View Rental Contract Inquiry (P54R200)
One View Rental Contract Profitability Inquiry (P54R210)
One View Related Order Inquiry (P54R220)
See "One View Reporting for Rental Management" in the JD Edwards EnterpriseOne Applications One View Reporting User Guide.
This section provides an overview of system activation and discusses how to activate the Rental Management system.
Before you can enter and process rental contract data, you must activate the JD Edwards EnterpriseOne Rental Management system. The Rental Management system code is 54R. To activate system 54R, a record containing this data must exist in the OneWorld System Control File table (F99410):
The Data Item field contains SY54R.
The Use Module field contains Yes.
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Note: If you do not create the SY54R record in the F99410 table, rental management business functions and programs will not function properly. However, the system does not issue an error. |
| Form Name | Form ID | Navigation | Usage |
|---|---|---|---|
| Work With EnterpriseOne System Control | W99410A | System Setup (G54R40), Activate Rental Management | Access forms to activate JD Edwards EnterpriseOne systems. |
| EnterpriseOne System Control - Revisions | W99410B | On Work With EnterpriseOne System Control, click Add. | Activate the Rental Management system. |
Access the EnterpriseOne System Control - Revisions form.
Enter SY54R in this field to activate the JD Edwards EnterpriseOne Rental Management system. You must also enter a description in the field directly below this field. For example, enter Rental Management.
Select this option to activate the JD Edwards EnterpriseOne Rental Management system.
This section provides an overview of rental management constants and discusses how to set up rental management constants.
Constants are the default settings that the JD Edwards EnterpriseOne Rental Management system uses to process rental requests, allocate costs, generate billings, process asset return, and reserve assets. You must set up the constants in the Rental Constants program (P54R01) before you perform any processes.
You can set up constants by business unit and company. If the constants for the business unit are not available, the system uses the company constants. You can set up constants for the default company 00000 and blank business unit. All companies and business units can use the information that you set up for company 00000.
| Form Name | Form ID | Navigation | Usage |
|---|---|---|---|
| Work With Rental Constants | W54R01A | System Setup (G54R40), Rental Constants | Review available constants records. |
| Rental Constants Revisions | W54R01B | Click Add on the Work With Rental Constants form. | Enter rental constants for a company and business unit. |
Access the Rental Constants Revisions form.
Enter a value from the 40/CM UDC table that determines the inventory cost method that the system uses when allocating cost for owned assets.
Enter the value that specifies the number of days that are added to the system date to determine the Return Material Authorization (RMA) date.
To process an inbound return purchase order, the Select On Date for the rental contract detail record must be less than or equal to this RMA date. The Select On Date is retrieved from the Action Details table (F54R021).
Enter 5, 6, or 7 to specify the number of billable days in a week for your business unit. If you enter 5, Saturdays and Sundays are non-billable days. If you enter 6, Sundays are non-billable days. If you enter 7, all days in a week are billable days.
An alternative to entering the billable days per week is to use a calendar by selecting the Billing Calendar option. If your business unit does not bill during holidays and weekends, using a calendar might be a better option.
Select this option to indicate that the system uses a billing calendar and enter a calendar name in the field. The calendar that you use must be defined in the Work Day Calendar Type UDC table (42/WD).
Enter the number that the system uses as the minimum rental period. Also, enter the unit of measure for the minimum rental period. The unit of measure must be defined in the Rental Contract Unit of Measure UDC table (54R/RU).
If you rent out assets for less than the minimum, the minimum is still charged. The system uses the value in this field as a the default rental period in the Rental Contract Detail Revisions form.
Enter the number of days that the system uses as the default rental period. Also, enter the unit of measure for the default rental period. The unit of measure must be defined in the Rental Contract Unit of Measure UDC table (54R/RU).
The system uses the value in this field to arrive at the projected end date of the rental contract, and populates the projected end date in the Rental Contract Detail Revisions form. You can override the default projected end date.
Select this option to allow users to reserve the asset. When you select this option, the system enables the Reservation Contract option on the Rental Contract Header Revisions form. If the Reservation Contract option is selected, it indicates that the contract is a reservation contract.
When you select the Reserve Assets option, the system enables the Asset Reservation Period field, and you can enter the default period that you want to reserve the asset. You can override this value on the Rental Contract Header Revisions form.
Enter the number of days or months that you want to reserve the asset.
Select this option if you want the system to transfer items automatically from one business unit to another business unit within a company through the Transfer Order functionality.
Enter the statuses that a related sales order must have in order to be closed. You can specify three statuses. To close a rental contract, the status of all the related sales orders associated with the rental contract must match any of the status codes entered in these fields. The statuses that you enter must exist in the Activity/Status Codes UDC table (40/AT).
Enter the statuses that a related purchase order must have in order to be closed. You can specify three statuses. To close a rental contract, the status of all the related purchase orders associated with the rental contract must match any of the status codes entered in these fields. The statuses that you enter must exist in the Activity/Status Codes UDC table (40/AT).
Enter the statuses that a related service order must have in order to be closed. You can specify three statuses. To close a rental contract, the status of all the related service orders associated with the rental contract must match any of the status codes entered in these fields. The statuses that you enter must exist in the Work Order Status UDC table (00/SS).
This section provides an overview of actions, and discusses how to set up action definitions and action details.
Rental contracts can be associated with different types of orders, such as sales orders, purchase orders, and service orders. In the rental management process, these orders are called related orders. The type of related orders and their details depend on what you set up in the Rental Action Definition program (P54R02). The JD Edwards EnterpriseOne Rental Management system interacts with other JD Edwards EnterpriseOne systems when you process related orders.
When you set up an action, you first define the action in the Action Definitions form and enter details of the action in the Action Details form. An action can have several detail lines with different detail information. You can inquire actions that are already set up and available in the system. In the inquiry form, you know that an action has associated details if the action line in the grid has a green dot.
When you set up action definitions, you specify:
The program and the version of the program that the system uses to process the related order.
For example, you specify the P4210 program and the ZJDE0001 version to use to process a sales order.
The name of the version.
Whether to generate related orders interactively, or through a batch process.
The system saves action definitions in the Action Definitions table (F54R02).
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Note: You can set up an action with version ZJDE0004 of the P4210 program specifically for item transfers. |
Each action has associated information specific to the action. You define action details when you set up an action. You can also access Action Details from the Row menu of the Action Definitions form. An action can have several detail lines. You can associate actions to business units in the Action Details form, or you can choose not to specify business units. When you enter rental contracts, you can apply all actions that are set up without business units, to all companies and business units.
The Action Details form enables you to associate various dates, such as, the contract start date, requested delivery date, etc, from the rental contract to the related orders. You use the 54R/DU UDC table to associate the dates in the Rental Contract form to the Action Details form. After you successfully enter a rental contract in the system, you generate related orders for the rental contract. When you generate related orders, the system updates the related orders date fields with the dates from the Rental Contract form.
The system saves action details in the Action Details table (F54R021).
| Form Name | Form ID | Navigation | Usage |
|---|---|---|---|
| Action Definition Inquiry | W54R02A | System Setup (G54R40), Action Definition | Inquire actions, and review definitions of the actions. |
| Action Definition Revisions | W54R01B | On the Action Definition Inquiry form, click Add. | Enter action definitions. |
| Action Details | W54R02C | Click Action Details from the Row menu. | Enter details of actions. |
Access the Action Definition Revisions form.
The system uses the next number functionality, and populates a number that identifies the action for rental contracts. You can have action numbers up to 3 (three) digits. The system uses the Action Number next number that you set up for system 54R (Rental Management) in the Work With Next Number program (P0002).
Enter a description of the action.
Enter a value from the 54R/PG UDC table that indicates the program to use for generating related orders.Values are:
P17714 (Work orders)
P4210 (Sales Orders)
P4310 (Purchase Orders)
Enter the version of the program that the system uses to generate rental contract related orders.
Enter a value from the 54R/TI UDC table that indicates the method used to generate related orders for the rental contract. Values are:
Blank: Generate related orders interactively. If you leave this field blank, the system provides an option to generate related orders interactively when you enter the rental contract.
1: Generate related orders by interactive or batch method. If you choose this value, the system provides an option to generate related orders interactively when you enter the rental contract. Alternately, you can also use the Related Order Generation program (R54R100) to generate related orders through the batch method.
Access the Action Details form.
Select this option if you want the system to add the number of days in the RMA Generation Days field in the Rental Constants form to the system date to determine the RMA date.
To process an inbound return purchase order, the Select On Date for the rental contract detail record must be less than or equal to this RMA date. The Select On Date is retrieved from the Action Details table (F54R021).
Enter a value from the 54R/LS UDC table that indicates the status of the rental contract line. Values are:
100: Open
200: Outbound
300: Billing
400: RMA
700: Transferred Order
800: Canceled
900: Closed
The Action Details form also includes date fields for related orders (Sales Order, Purchase Order, or Work Order): Select On Date, Sales Order Requested Date, Sales Order Promised Date, Sales Order Canceled Date, Sales Order Promised Delivery Date, Sales Order Promised Ship Date, Sales Order Internal Tax Date, Purchase Order Requested Date, Purchase Order Promised Date, Work Order Planned Start Date, and Work Order Requested Date.
The system provides a 54R/DU UDC table that associates the date fields in the Contract Header Revisions form to the date fields in the related order that will be generated once the contract is entered successfully. You decide which dates in the Contract Header Revisions form to use in the related order by specifying a value from the 54R/DU UDC table in each of the date fields in the Action Details form.
This section provides an overview of line types for rental management, and discusses how to set up line types for rental management.
You set up actions to control how the system processes related orders that are associated with rental contracts. To apply a group of actions that are relevant to a rental contract, you use the Line Type and Action Association program (P54R03) to set up line types. Then, when you enter the rental contract in the Rental Management system, you specify the line type to use for the rental contract. The system passes the actions associated with the specified line type to use for the rental contract.
You can set up a line type specific for a business unit, and with specific ship to or customer address number. Lines types that you set up without specifying business units, and ship to or customer address numbers, can be used for all business units.
You specify the line type to use when you enter the rental contract detail information in the Rental Contract Detail program (P54R11). The P54R11 program searches the Line Type and Action Association Header table (F54R03) for a matching line type, along with the Business Unit and Customer or Ship To field combination in the following sequence:
Line Type, Business Unit, Ship To
Line Type, Business Unit, Customer
Line Type, Business Unit, blank
Line Type, blank, blank
For each line type, you can specify the billing method to use: recurring contract billing with price from the Item Master table (used typically for rental items); one-off contract billing with price from the Item Master table (used typically for sale items); and one-off sales order billing (used for sale items, and billing happens though the sales order system).
| Form Name | Form ID | Navigation | Usage |
|---|---|---|---|
| Work With Rental Line Type And Action Association | W54R03A | System Setup (G54R40), Line Type and Action Association | Inquire line types. |
| Rental Line Type And Action Association Revisions | W54R03C | On the Work With Work With Rental Line Type And Action Association form, click Add. | Enter a line type. |
Access the header section of the Rental Line Type And Action Association Revisions form.
Enter a code that you use to group actions. You use this code in the Rental Contract Entry program (P54R10) to apply actions to the rental contract. Line types control how the system integrates with core JD Edwards EnterpriseOne systems (through sales orders, purchase order, and service orders) by linking actions with business units. The system validates the code that you enter against the values in the Line Type Search program (P4203).
Enter an alphanumeric code that identifies the rental center that the system uses for tracking and reporting purpose. For example, the system provides reports of open accounts payable and accounts receivable by business unit to track assets by responsible department.
Enter a value from the 54R/BM UDC table that indicates the billing method to use for items. Values are:
1: Recurring contract billing with price from the Item Master. Used typically for rental items.
2: One-off contract billing with price from the Item Master. Used typically for sale items.
3: One-off sales order billing. If you choose this method, the system does not bill the item through the Rental Contract Billing Generation program (R54R300). You must bill the item through the sales order system.
Enter the address number of the customer the asset is rented to, or the address number associated with the location to which you ship the asset that is rented out.
After you enter a value in this field, you must select either the Customer or the Ship To option to specify whether the address number is for the customer who is associated with the rental contract, or the address number of the location where the asset is shipped.
Select this option to indicate that the address number that you enter in the Address Number field is the address number of the customer that the asset is rented to.
Select this option to indicate that the address number that you enter in the Address Number field is the address number associated with the location where you ship the asset that is rented out.
You can save the line type header information before you enter the detail information.
Access the detail section of the Rental Line Type And Action Association Revisions form.
The detail area of the form contains three grid sections:
The first section contains the actions that you selected from the second section (Action Search section). You can use the Delete button to delete an action from this grid. The system saves the information in this section in the Line Type and Action Association Detail table (F54R031).
The Action Search section contains all the actions that are available in the Action Definition table (F54R02). You can search and filter actions using the Query By Example (QBE) fields. You select actions from this section and click the Select button. When you click the Select button, the selected actions move to the first section.
The Action Details section displays details of the action that you select in the Action Search section. The system populates the information in this section from the Action Details table (F54R021).
This section provides an overview of the Rental Item Details program (P54R41), and discusses how to set up inventory items as rental items.
Before you create a rental contract, you must first specify that the item you are renting out is a rental item. You use the Rental Item Details program (P54R41) to specify that the item is for rent. The item must exist with the business unit, location, and serial number combination (for serialized items) in the Item Location table (F41021).
For each item that you specify as a rental item, you must also specify the rental billing unit of measure. The rental billing unit of measure can be monthly, weekly, or daily. The system uses the rental billing unit of measure when you run the periodic billing of the rental contract. The system provides the option to add a single item or multiple items at a time. You cannot delete a rental item for which a rental contract has been created.
The system saves rental item details in the Rental Item table (F54R41T).
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Note: For items that will be billed using Billing Method 2 (one-off contract billing) or 3 (one-off sales order billing), you do not need to set them up in the Rental Item Details program (P54R41). |
Before you complete the tasks in this section, you must verify that the item exists in the Item Location table (F41021) with the business unit, location, and serial number combination (for serialized items).
| Form Name | Form ID | Navigation | Usage |
|---|---|---|---|
| Work With Rental Item Details | W54R41B | System Setup (G54R40), Rental Item Details | Inquire rental items. |
| Multiple Rental Item Details | W54R41C | Click Add on the Work With Rental Item Details form. | Enter information for multiple rental items. |
| Single Rental Item Details | Click the Form menu on the Work With Rental Item Details form, and click Add Single Item. | Enter information for a rental item. |
Access the Multiple Rental Item Details form or the Single Rental Item Details form.
Select this option to indicate that the item is a rental item. This option is selected by default. When you do not select this option, the system populates the Rental Retirement Date field with the system date.
Select this option to indicate that the asset record is required for the item.
Enter the date the item became a rental item. This is an informational field.
Enter the date when the item is retired from rental.
Enter a value from the R54R/UM UDC table that the system uses as the rental billing unit of measurement. Values are:
DY: Per day
WK: Per week
MO: Per month
The system populates the value that you enter in this field when you enter the rental contract for the item in the Rental Contract Entry program (P54R10).
Enter a value from the 54R/IS UDC table that indicates the status of a serialized rental item. Values are:
Blank: Available
01: Rented
02: In Transit
03: Out of Service
Enter a value from the 54R/DT UDC table that indicates the disposition type of a serialized item.
Enter a disposition date of a serialized item.
Enter a value that indicates the type or category of a rental item.
Next numbers is an automatic numbering utility. The JD Edwards EnterpriseOne Rental Management system uses a standard next number for Action Number. You need to set the starting action number prior to using the system. Use the Work With Next Number program (P0002 or enter NN in the Fast Path field) to set up the action number for system 54R - Rental Management. You should not select the Check Digit Used option. The system finds the next available number in the Next Numbers - Automatic table (F0002) and assigns that number to the document.
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See: "Setting Up Next Numbers" in the JD Edwards EnterpriseOne Applications Financial Management Fundamentals Implementation Guide |