Entering terms and conditions for rental order

In this page, you can enter the terms and conditions that are applicable to the rental order. Tell me more

Select the “Edit Terms & Conditions” link in the “Create Rental Order” or “Edit Rental Order” page.

The “Edit Terms & Conditions” page appears.

The system displays the following

Date Format

The format in which the date field is displayed. This format is displayed from the "User Preferences" business component based on the login user ID. In case the format is not defined, the system displays the date format from the "Enterprise Modeling" business component by default.

The system displays the following fields in the “Rental Order Details” group box:

Rental Order #	The rental order for which the terms and conditions must be defined.
Amendment #	The amendment number of the rental order.
Rental Order Date	The date on which the rental order is created.
Status	The status of the rental order.
Part#	The part against which the rental order was created.
Part Description	The textual description of the part.
Customer#	The code of the customer for whom the rental order was created (Alphanumeric, 18).
Customer Name	The name of the customer for whom the rental order is created.
Total Rental value	The total rental value of the rental order. This value is calculated using the formula “Rental Charges + TCD Value (Rental Order) + Additional Charges.
Order Currency	The currency in which the rental order values are to be represented.

Enter the following fields in the “General Terms Agreement Details” group box:

GTA Reference #	The number identifying the General Terms Agreement reference document that you wish to attach to the rental order (Alphanumeric, 40).
Ref. Document Date	The date on which the reference document was created (Date Format).
GTA Remarks	Any remark pertaining to the General Terms Agreement (Alphanumeric, 255).
File Name	The file name of the General Terms Agreement reference document (Alphanumeric, 30).

Enter the following fields in the “Bill To Address” group box:

Bill To Customer #	Use the drop-down list box to select the customer to whom the rental charges are billed. The system lists all ‘Bill To’ or ‘Bill To and Ship To’ customers identified for the customer in the “Customer” business component. Data selection is mandatory.
Bill To Address	Use the drop-down list box to select the address of the ‘Bill To’ customer. The system lists all the addresses of the ‘Bill To’ customer as defined in the “Customer” business component. Data selection is mandatory.
Address	The primary address for billing purposes (Alphanumeric, 40).
Contact Person	The name of the contact person (Alphanumeric, 80).
Phone #	The phone number (Alphanumeric, 30).
E-mail	The e-mail address (Alphanumeric, 30).
Fax	The fax number (Alphanumeric, 30).

Enter the following fields in the “General Payment Terms” group box:

Advance Applicable	Use the drop-down list box to specify whether advance payment is applicable or not. The system lists the options “Yes” and “No”.
Advance Payable By Date	The date by which the advance payment must be made (Date Format). Mandatory, when the “Advance Applicable” field is set to “Yes”. This date must be later than or equal to the rental order date.
Advance Percent	The percentage of amount that is to be received as advance (Decimal). You must enter this field if you have set the “Advance Applicable” field to “Yes”.
Advance Percent On	Use the drop-down list box to select the option by which the advance payment must be made. The system lists the following options: Total Rental Value – Select this option to indicate that advance payment will be made on the total value of the rental order. Rental Charges – Select this option to indicate that advance payment will be made on the rental charges of the rental order. Rental Price – Select this option to indicate that advance payment will be made on the rental Price of the rental order. Data selection is mandatory if you have entered the “Advance Percent” field.
Advance Payable	The amount that is to be received as advance (Decimal). Data entry is mandatory when the “Advance Applicable” field is set as “Yes”. This value must be positive.
Advance Tolerance Percent	The maximum deficit / excess amount in percentage that can be received as advance (Decimal).
Pay Term	Use the drop-down list box to select the pay term applicable for the rental order. The system lists all pay terms, which are effective on rental order date, as created in the “Pay Term” business component. The system defaults with the Pay Term associated to the customer in the “Customer” business component. Data selection is mandatory.
Exchange Rate	Use the drop-down list box to select the option by which the exchange rate is determined. The system lists the following options: As of Order Date – Select this option to consider the exchange rate as on rental order date. As of Invoice Date – Select this option to consider the exchange rate as on invoice date.
Receipt Mode	Use the drop-down list box to select the receipt mode. The system lists all the receipt modes as defined in the “Bank Cash Definition” business component. Data selection is mandatory. The system defaults with the Receipt Mode mapped to the Customer in the interacting Customer Component.
Receipt Method	Use the drop-down list box to select the method by which the payment will be received. The system lists the following: Regular – to receive payment through regular method. ESR – to receive payment through the ESR method. In the ESR method, the amount to be paid is fixed and is equal to the invoice amount. ESR+ – to receive payment through the ESR+ method. In this method, the amount is not mentioned and the customer can adjust it with discounts, charges, prepayments etc. LSV – to receive through the LSV method. In this method, the customer’s bank account is charged directly instead of waiting for the customer to pay. Specific Bank – to receive payment through a specific bank.
Action On Non-payment	Use the drop-down list box to select the action to be taken on non-payment of advance. The system lists the following: Hold Order Processing – Select this option to hold rental order processing. Hold Release of Part – Select this option to hold release of part. Request Return of Part – Select this option to request for the return of the rented part.
DD Charges borne by	Use the drop-down list box to select the agency that would bear DD charges. The system lists “Customer”, “Self” and “None”.
Payment Notes	Any notes regarding the payment terms (Alphanumeric, 2000).

Enter the following fields in the “Insurance Payment Terms” group box:

Insurance Liability

Use the drop-down list box to indicate who should bear the insurance amount. The options are:

Self – indicates that the service provider will bear the insurance amount.
Customer – indicates that the customer will bear the insurance amount.
None – indicates that there is no insurance liability on this rental order.

Insurance Amount

The total insurance amount to be borne (Decimal). This value must be positive.

Mandatory, when you have selected “Self” or “Customer” in the “Insurance Liability” field.

Insurance Terms

The conditions, which could prevail for claiming the insurance (Alphanumeric, 150).

Enter the following fields in the “Ship To Address” group box:

Ship To Customer #	Use the drop-down list box to select the customer to whom the part must be shipped. The system lists all the ‘Ship To’ or ‘Ship To and Bill To’ customers identified for the customer in the “Customer” business component. Mandatory.
Ship To Address	Use the drop-down list box to select the address of the ‘Ship To’ customer. The system lists all the addresses of the ‘Ship To’ customer as defined in the “Customer” business component. Mandatory.
Address	The primary address for shipping purposes (Alphanumeric, 40).
Contact Person	The name of the contact person (Alphanumeric, 80).
Phone	The work phone number (Alphanumeric, 30).
E-mail	The e-mail address (Alphanumeric, 30).
Fax	The fax number (Alphanumeric, 30).

Enter the following fields in the “General Delivery Terms” group box:

Packaging Code	Use the drop-down list box to select the packaging code for the part. The system lists the packaging codes defined in the “Logistics Common Master” business component.
Packaging Notes	Any additional information pertaining to the packaging of part (Alphanumeric, 2000).
INCO Term	Use the drop-down list box to select the INCO term (International Commercial term) (Alphanumeric, 150). The system lists all INCO terms created in the “Logistics Common Master” business component.
Ship by	Use the drop-down list box to select the method by which the part will be shipped. The system lists all ‘active’ shipping methods defined in “Logistics Common Master” business component.
Port of Departure	The port from which the part will be sent (Alphanumeric 40).
Port of Destination	The port to which the part will be sent (Alphanumeric, 40).
Carrier #	The code of carrier to be used for part shipment (Alphanumeric, 20). Ensure that the carrier code is already defined in the “Maintain Carrier / Agency Codes” activity of the “Logistics Common Master” business component.
Shipping Payment	Use the drop-down list box to select the method of shipping payment. The system lists all the shipping payment methods in “Active” status defined in the “Logistics Common Master” business component.
Freight Billable	Use the drop-down list box to select whether the freight charge is billable to the customer or not. The system provides the options “Yes” and “No”.
Freight Amount	The amount charged as freight (Decimal).
Shipping Notes	Any additional information pertaining to the shipping of part (Alphanumeric, 2000).

Enter the following fields in the “Return Shipment Terms” group box:

Return to Location

Use the drop-down list box to select the organizational unit to which the part must be returned. The system lists all rental receipts organizational units in which the part can be received.

Data selection is mandatory. The System defaults with the location, from where the part was issued.

Note: The part, which is rented from a particular location, must be returned to the same location. If you wish to specify a different return location for a part, you must ensure that the “Allow Different Return Location” option is set to “Yes” in the “Set Options” activity.

Warehouse #

Use the drop-down list box to select the warehouse to which the part must be returned. The system lists all warehouses defined in the system.

Data selection is mandatory. The system defaults the warehouse, from where the part was issued.

The system displays the following field:

Address

The address of the warehouse.

Enter the following fields:

Carrier #	The code of the carrier to be used for part return shipment (Alphanumeric, 20). Ensure that the carrier code is already defined in the “Maintain Carrier / Agency Codes” activity of the “Logistics Common Master” business component.
Ship By	Use the drop-down list box to select the method by which the part will be shipped. The system lists all ‘active’ shipping methods defined in “Logistics Common Master” business component.
Freight Payable	Use the drop-down list box to select whether the freight charges must be borne by the customer. The system lists the options “Yes” and “No”.
Shipping Payment	Use the drop-down list box to select the method of return shipping payment. The system lists all the shipping payment methods in “Active” status defined in “Logistics Common Master” business component.
Packaging Notes	Any additional information pertaining to the packaging of part during return shipment (Alphanumeric, 2000).
Shipping Notes	Any additional information pertaining to the shipping of part (Alphanumeric, 2000).

Enter the following fields in the “Other Details” group box:

User Defined Detail 2	Any user defined detail regarding rental order terms and conditions (Alphanumeric, 30).
User Defined Option 2	Use the drop-down list box to select the user defined option. The system lists all the active user defined options defined for the ‘Rental Order’ transaction in “Logistics Common Master” business component.
User Defined Detail 3	Any user defined detail regarding rental order terms and conditions (Alphanumeric, 30).
User Defined Option 3	Use the drop-down list box to select the user defined option. The system lists all the active user defined options defined for the ‘Rental Order’ transaction in “Logistics Common Master” business component.
User Defined Detail 4	Any user defined detail regarding rental order terms and conditions (Alphanumeric, 30).
User Defined Option 4	Use the drop-down list box to select the user defined option. The system lists all the active user defined options defined for the ‘Rental Order’ transaction in “Logistics Common Master” business component.

Click the “Edit Terms & Conditions” pushbutton to update the terms and conditions defined for the rental order.

To proceed, carry out the following

Select the “Edit TCD Details” link at the bottom of the page, to enter the taxes, charges and discount details for the rental order.
Select the “Edit Penalty Charges” link at the bottom of the page, to specify the penalty charges details for the rental order.
Select the “Authorize Rental Order” link at the bottom of the page, to authorize the rental order details.
Select the “Maintain Additional Shipment Information” link to record the additional shipment details of the Carrier / Agency # to Rental Order.
Select the “Upload Documents” link at the bottom of the page, to facilitate the upload of documents against the rental order.
Select the “View Associated Doc. Attachments” link at the bottom of the page, to view the uploaded documents against the rental order

What you can do in this page

Specify general terms agreement details

Enter ‘Bill To’ customer details

Identify general payment terms

Entering insurance payment terms

Enter ‘Ship To’ customer details

Enter general delivery terms

Enter return shipment details

Specify general terms agreement details

You can specify the general terms agreement details for the rental order.

Enter GTA Reference number, Ref. Document date, additional remarks on GTA and file name of the reference document in the “General Terms Agreement Details” group box.

Enter ‘Bill To’ customer details

You can enter the details of the ‘Bill To’ customer to whom the part must be billed.

Select the ‘Bill To’ customer from ”Bill To Customer” field.
Select the corresponding address of the bill to customer from “Bill to Address” field.
Furnish address and contact information of the ‘Bill To’ customer.

Identify general payment terms

The various payment options for the rental order can be identified.

Select “Yes” or “No” in the “Advance Applicable” field to specify whether advance payment can be made for the rented part or not.
Enter the date on which the advance must be received, in the “Advance Payable by Date” field.
Enter the advance percent and advance tolerance percentage for the amount that can be paid in advance.
Select the appropriate option in the “Advance Payment On” field to specify the method by which the advance payment must be made.
Associate Pay Term with the rental order.
Enter “Receipt Method” and “Receipt Mode” fields to specify the payment receipt options.

Entering insurance payment terms

You can identify the insurance payment terms applicable for the rental order.

Specify insurance options by entering “Insurance Liability”, “Insurance Amount” and “Insurance Terms” fields.

Enter ‘Ship To’ customer details

You can enter the details of the ‘Ship To’ customer to whom the part must be shipped.

Select the ‘Ship To’ customer from ”ShipTo Customer” field.
Select the corresponding address of the ‘Ship To’ customer from “Bill to Address” field.
Furnish address and contact information of the ‘Ship To’ customer.

Enter general delivery terms

You can specify the delivery terms of the part applicable for the rental order.

Enter packaging code and packaging notes pertaining to the part packaging.
Select the appropriate INCO term.
Identify the method of shipment in the “Ship By” field.
Enter the “Port of Departure” and “Port of Destination” fields.
Identify the carrier by which the part will be shipped.
Select appropriate options in “Shipping Payment”, “Freight Billable” and “Freight Amount” fields.

Enter return shipment details

You can indicate the terms and conditions applicable for part return shipment.

Select the location to which the part must be returned, in the “Return To Location” field.
Identify the “Warehouse #” to which the part must be returned.
Enter carrier, shipping method, freight billable option, shipping payment, packaging notes and shipping notes for part return shipment.

Entering terms and conditions for rental order – An overview

In this page, you can enter the terms and conditions that are applicable to the rental order. You can identify the ‘Bill To’ customer and ‘Ship To’ customer and furnish relevant details. You can enter general terms agreement details, general payment terms and advance payment terms. In addition to this, you can specify general delivery terms for part shipment and information pertaining to the part return shipment can be entered. You can specify the user-defined options and details for the terms and conditions of the rental order.