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Rental - Overview
Under this Sub-Tab, you can create, edit and delete Rentals.
As a standard, if you create a subscription, the Rental Period is “YEAR” (annual-based).
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If required, you may also set up monthly/weekly rentals which can be invoiced as well - depending on the Product used for billing, this can also be reflected for the Customer’s periodic billing template. |
Setting up a new Rental
Create a new Product
First of all, a Product needs to exist for the new Rental, which is automatically added to the Billing template of the Customer renting any associated Subscription Object.
Make sure to define the chosen Product’s period (if applicable) to the billing cycle you want to use (e.g. every year for a Rental the Customer pays annually and thus is being rented the whole year).
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In case you do not actually charge anyone for this Rental, you can create a new Product at the price of 0€ and define it as a the billing Product, e.g. you want a new Rental for administrative purposes only. |
Creating a new Rental
Once you set up a new Product, you can start the process of creating a new Rental.
→ Click on this button to create a new Rental:
Click this Checkbox to create a new Rental (e.g. annual/monthly rentals):
Define a Rental Article and Product - these are usually the same, used at the POS and in the Back-Office, so define the same Product for both:
Click on Next to advance to the next step - setting up the individual Subscription Objects:
Click on Automatic to create a couple Subscription Objects at the same time, saving a lot of time:
Define a general Display Name (used for each individual Subscription Object) - please note the Description in the shown screenshot to see why we do this:
Location, Entry-Date and Memo are optional:
The location should relate to the correct Business Unit of this Rental
An optional Entry Date can help if you set up Subscription Objects in advance in the system
A Memo can be defined and is shown under Customers & CRM - Rented article
Tick the Checkbox next to Enabled, so each Subscription Object can be immediately assigned to Customers.
Click on “Add” to finalize setting up the new Subscription Objects for the new Rental:
Click on the new Rental:
Below the chosen Rental, there will be a table under “Subscription Objects”.
In this table, you can see the system automatically added numbers after the “-”, to efficiently and easily comprehend the newly enumerated Subscription Objects:
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A Memo for a Subscription Object, if the assigned one has one defined, is directly shown under Customers & CRM - Rented articles: |
Subscription details - managing the Subscription Objects
There are 4 sub-tabs available for you to create, manage, edit and delete your existing Subscription Objects.
This is where you create, edit, delete and assign Subscription Objects - we will now take a look at the functions of each sub-tab in-depth.
Subscription Objects - creating, editing, deleting and assigning them
This Sub-Tab lists the chosen Rental’s Subscription Objects, which you can manage here.
→ Click on this button to add a new Subscription Object (e.g. an additional locker):
Define the new Subscription Object:
→ Click on this button to save the new Subscription Object:
→ Click on this button to edit an existing new Subscription Object:
→ Click on this button to save the changes (e.g. an object is damaged and can only be rented at a later date):
→ Click on this button to delete a Subscription Object:
Since we don’t want to delete any of the new Subscription Object, we cancel:
Assigning a Subscription Object to a Customer
It is easier to assign Subscription Objects in Customers & CRM, directly under the Customer - this way, you can not accidentally choose the wrong Customer.
Still, you may choose to assign them here if you wish to do so.
→ Click on this button to start assigning a Subscription Object to a Customer:
Search for a Customer and, if you want, change the Subscription Object:
Define an “End Date” to end a subscription (and not be billed anymore) in advance - automatically:
Define the following checkboxes the way you require it for the Customer’s periodic billing template
→ Checked by default, adds the Billing Product of the Rental to the Customer’s periodic billing template.
→ Checked by default, sets the date of the “Next Billing”-cycle to the beginning of next year (e.g. 2024-01-01) in the periodic billing template of this Customer:
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→ Tick this Checkbox if you want to automatically create a POS-Ticket at the chosen POS Group:
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Currently, this will create a POS-Ticket in your POS-Group with 2 positions:
Naturally, you can delete any position and only bill the remaining one. |
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Naturally, the Customer can pay individually even without a created POS-Ticket after assigning a new Subscription Object, so this is merely optional - what matters the most are the 2 checkboxes prior for your annual billing cycle(s). Be sure to always check and adjust the periodic billing template to double check, if in doubt. |
Assign a Billing Template Category - this is very useful if you have multiple Sellers or/and different billing cycles, so Rentals can be billed separately or together with the membership fees:
Define an optional Note:
If defined, a note is shown separately to the Memo of the Subscription Object in Customers & CRM:
→ Click on this button to finish assigning a Subscription Object to a Customer:
If there is a name next to the Subscription Object, you have successfully assigned this object to a Customer:
Terminating a Rental subscription
→ Click on this button to start the termination of a rental subscription:
Define an End Date - if you define it in the past, the subscription will be immediately terminated:
Click on this button to manually end a subscription with the chosen End Date:
Subscription Articles
This shows the general information of the Product (=Rental Article) billed if you assign a Subscription Object to a Customer:
Currently available
This Sub-Tab shows all the currently available Subscription Objects for this Rental:
Those who are assigned will not show up, meaning, you can only assign unoccupied ones in this overview.
Currently Not Available Objects
This Sub-Tab shows all the currently unavailable Subscription Objects for this Rental:
Those who are not assigned will not show up, meaning, you can only terminate subscriptions in this overview.
All Objects
This table-overview shows all Subscription Objects of the Business Unit individually:
This overview shows you all Subscription Objects of this Business Unit. It shows:
Display Name
Location
Description
Customer
End (if defined)
Entry Date