The General Setup screen (Administration > Setup > Eralis Rent > Rental General Setup) contains setup elements that impact and control the overall processing in Eralis Rent. The screen is separated into two tabs.
- General tab: Contains setup options that control the system processing.
- Forms tab: Contains a list of forms or print layouts that can be printed from the various transactions within Eralis Rent.
Note: It is not recommended to change setup options on the General tab (except for cost processing elements) once transactions have been processed in the system.
The User for Post Costs field defines the user that will be responsible for posting costs related to rental transactions. Eralis Rent keeps track of all equipment that has be dispatched to a Job. While an equipment item is on the Job, there could be revenue generated through the rental invoicing; however, there is also a cost associated with having the item on a Job. This cost includes opportunity cost, as well as the cost of maintaining the equipment. The system allows the company to charge the Job with the costs for the equipment that is dispatched on the Job. This cost is set per equipment item and is charged daily.
When the user logs into Eralis Rent, they will be prompted to post the costs for the equipment for the period since the last posting date through to the current date. The Costs Last Post field indicates the date up until when the last cost has been posted.
The Process Cost button is used to manually post the costs associated to the rental equipment and is intended for situations when the person designated may not be available to post the costs for a period.
The next options in the setup relate to the calculation of available rental equipment. When processing a dispatch, the system provides the on-hand, committed, incoming and available qualities in a similar manner to SAP Business One.
- On-hand Quantity: The standard calculation of what should physically be in the warehouse at that point in time.
- Committed Quantity: The quantity that has been picked by other dispatchers.
- Incoming Quantity: The quantity that is on the committed quantity rental returns.
The Days to Look Forward option is only available if the Include Returns in Incoming Stock option is enabled. The system will take the current date and add on the number of days specified in the field, then only look at the committed rental returns with the return date within that period to calculate the incoming return quantity.
The Include Return/Resume Date in Invoice is an important option to understand as it directly impacts the invoicing calculations. When the system calculates the rental invoice, the system requires a start date and an end date to determine the invoice period. The start date is either the date the equipment was dispatched, or in the case where previous rental invoices have been created, the day after the last Invoice To date. The end date is either the date the equipment is returned, or the Invoice To date specified by the user. With this option enabled, the system will take into account the planned rental returns. If the company takes the view that the day the equipment is returned the customer did not get full use of it, and as such should not be charged for it, then this option should not be ticked. However, if the company rents equipment out for a day and the item is dispatched and returned in one day then this option should be ticked.
As in all parts of SAP Business One, General Ledger determination is highly important, as it relates to the Sales and COGS determination for rental equipment and associated invoicing.
The GL Determination field has two options available.
- Rental Equipment: The General Ledger determination by Rental Equipment uses the Sales and COGS General Ledger accounts specified on the Rental Equipment Master screen. These values are copied to the Sales and Cost of Sales account fields on the resulting Job line. When an invoice is created, the system will look to the Sales and Cost of Sales account fields on the Job line. If these fields are populated, the system will use these values; if not, the system will use the Sales and Cost of Sales on the header of the Master Job. This provides the company with the ability to separate the rental incoming COGS to separate GL accounts inside the income statement.
- Eralis Job: The system will look back to the Eralis Job System Initialization setup to see which of the following General Ledger determination methods is configured in Eralis Job:
- Job Type: Uses the default Sales and COGS accounts from the header of the Master Job.
- Item Determination: Looks to the General Ledger determination method set on the billing code for the Rental Equipment Item.
The Enable Search by Item Name checkbox is related to the Dispatch Manager and Return Manager. With this option enabled, the Name field in the search grid is changed to a search field, so the user can search based on the Rental Equipment Name instead of just the code.
The Forms tab of the Eralis Rent General Setup allows the company to define the print layout files that are available for each available area or transaction. These print layout files can be written using either Crystal Reports or the Eralis Report Writer. They must be saved in the same folder that is specified on the Forms tab of the Eralis Job System Initialization screen (Administration > System Initialization > Job > General Settings - Forms tab). It is important to note that multiple print layouts can be specified for each of the categories, but a comma must be inserted to separate the various form files.
The following print layout options are available:
- Rental Equipment Form File List – This is intended to provide basic details about the rental equipment. The form can be printed from the Print button on the Rental Equipment Master screen.
- Dispatch Form File List – This allows the user to print basic dispatch details and a picking list of the equipment required. The form can be printed from the Print button on the Dispatch Manager screen. It can also be printed at the conclusion of the dispatch process when the system prompts the user to print a document.
- Return Form File List – This provides the basic details about the return that is being processed. It can be printed from the Print button on the Return Manager screen, or at the end of the return process when the system prompts the user to print a document.
- Variance Form File List – This document provides the basic details about variances and the nature of the processing. It can be printed from the Print button on the Variance Manager screen or at the end of the variance processing.
- Variance Instance Form File List – This can be printed from the Print button on the Variance Manager screen when an instance is highlighted.