Best Practice for Re-Rent Set Up and Billing

1. Adding Re-Rent Equipment to the Equipment Program

1. Enter the Serial Number – Input the equipment’s serial number.
2. Enter a Unit Number & Control Number – Assign a unique unit number and control number for tracking purposes.
3. Check "Re-Rent Inventory" – Ensure the equipment is marked as re-rented.
4. Check "Customer Owned" – Indicate that the equipment is owned by a customer.
5. Enter Customer Information – Provide details about the customer from whom the equipment is re-rented.

2. Creating the Rental Document and Contract

1. Create a Rental Document – Initiate a new rental document in the system.
2. Enter Rental Info Details – Input necessary rental details, such as rental period, rates, and customer information.
3. Create the Rental Contract – Generate the official rental contract based on the entered details.
4. Enter Re-Rented Equipment Information – Navigate to the Rental Tab and add the re-rented equipment in the same manner as an internally owned rental unit. If the internal cost for the Re-Rent will be entered via AP Invoice, cost should not be entered on the Rental tab. 

3. Generating a New Purchase Order for Re-Rent Equipment

1. Enter Purchase Order Header – Open the Purchase Order module and initiate a new PO. Follow standard practice for assigning Branch, Department, Vendor and Next PO # and click Save.

4. Entering Re-Rent Equipment Details in the PO Misc Tab

1. Enter the Description – Provide a clear description of the re-rented equipment.
2. Enter the Account Number – Input the account number associated with rental costs.
3. Enter the Control Number – Specify the control number of the re-rented equipment for tracking. 
4. Enter the Amount – Input the rental cost and click Add to save the entry.
5. Receive the Misc Line Item – Once the invoice is received, process the miscellaneous line item per standard procedures.

5. Entering the AP Invoice in AP Invoice Entry

1. Generate a New Journal – Open AP Invoice Entry and create a new journal entry.
2. Enter Vendor Information – Input the vendor details for the re-rented equipment.
3. Enter the AP Invoice Number – Record the invoice number from the vendor.
4. Select the Correct Payables Account – Choose the appropriate AP account for payment processing.
5. Enter the Associated PO# – Use the PO field to import costs and link to the control number.
6. Click "Add" – Finalize the invoice entry by adding it to the AP Distribution.

6. AP Invoice Distribution Process

1. Click the PO Import Tab – Navigate to the PO Import section within AP Invoice Entry.
2. Select the PO Entry – Choose the corresponding Purchase Order (PO) associated with the re-rented equipment.
3. Click Import – Import the PO details to tie the costs to the AP invoice distribution.

7. Finalizing the AP Invoice Entry

1. Distribute PO Details – Ensure the PO Import process successfully distributes the cost to respective GL Account(s).
2. Verify Cost Allocation– Confirm that the costs are applied to:
   • The Control Number of the re-rented equipment.
   • The GL Account associated with the Rental Cost. 
3. Click "Post" – Finalize and post the AP Invoice Entry to complete the process.