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This text refers to program version 8.5

Rental Extra Charges

This page describes the Rental Extra Charges setting in the Rental module.

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You can add extra charges to an Agreement at any time. You can do this from the Agreement itself (providing the Status of the Agreement is Active), and from any connected record (i.e. from Rental Reservations, Items Out and In, Collections and Rental Item Inspections). Examples might be costs incurred in raising Agreements, preparing Items for rental and shipping rented Items to the Customer. These extra charges will be added to the Invoice.

To add an extra charge to an Agreement from the Agreement or from any connected record, open the record in a record window and select 'Add Charge' from the Create menu (Windows/macOS) or + menu (iOS/Android) (in the case of the Agreement itself, select 'Charge' from the Create or + menu). In all cases, an 'Agreement Charges: New' window will appear, allowing you to record the extra charge.

As part of the process of adding an extra charge, you will need to specify an Item to represent the extra charge. Specifying an Item will bring a default price in to the Agreement Charge (this will be the usual sales price of the Item (i.e. its Price in the Price List in the Agreement or its Base Price)), and will also control the Sales Account and VAT Code that will be used for the extra charge when it is invoiced.

The Rental Extra Charges setting allows you to specify an Item that will be used by default whenever you add an extra charge, and also to specify a quantity. You can specify that different Items will be used as defaults depending on the record from where you added the extra charge (e.g. you can specify that a particular Item will be used in extra charges that you add from Agreements and a different Item will be used in extra charges that you add from Rental Reservations).

Specify in each field the Item and quantity that is to be copied to new extra charges when you create them from each register (i.e. specify the Item and quantity that will be copied to the 'Agreement Charge: New' window from each register).

If you leave any field empty, no default will be offered to the 'Agreement Charge: New' window when you open it to add extra charges from the relevant register.