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Create Menu - Rental Quotations - Create Reservations (Accept Quotation)

This page describes the ' Create Reservations (Accept Quotation)' function on the Create menu in the Rental Quotation record window. If you are using iOS or Android, the ' Create Reservations (Accept Quotation)' function is on the + menu.

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When a Customer accepts a Rental Quotation, you can create an Agreement and suitable Rental Reservations from the Quotation. To do this, first open the Rental Quotation in a record window and/or ensure you have saved all changes and then select 'Create Reservations (Accept Quotation)' from the Create menu (Windows/macOS) or + menu (iOS/Android). A new Agreement containing details from the Quotation will be created, and new Rental Reservations will be created for each row in the Quotation.

The new Agreement will be opened in a window entitled 'Agreement: Inspect'. This means that it has been created and saved, and is being opened for checking. The new Rental Reservations will be listed on the 'Reservations' card in the Agreement, from where you can open them if you need to check them.

If you enter an Agreement yourself, you will need to mark it as OK and save before being able to create connected Rental Reservations. However, if you use this 'Create Reservations (Accept Quotation)' function to create an Agreement from a Quotation, the Agreement and the Rental Reservations will be created simultaneously and the Agreement will not be marked as OK. This gives you the opportunity to check that the Agreement is correct and to add any final details as necessary. You will need to mark the Agreement as OK and save before being able to proceed further (e.g. before being able to create Items Out records to mark the handing of the Rental Items to the Customer).

The Agreement Number of the new Agreement will be copied back to the Existing Agree. field in the header of the Quotation. The Status of the Quotation will be changed to Accepted and the Decision Date will be set to the current date. The Quotation and the Agreement will be connected to each other through the Link Manager facility. This allows you to open the Agreement quickly and easily when reviewing the Quotation, and similarly to open the Quotation from the Agreement.

Separate Rental Reservations will be created for each row in the Quotation. The Charge Type, Start Date, End Date, Charge From date and Charge Until date will be copied to a new Rental Reservation from the originating row in the Quotation or, if not specified in the row, from the relevant field in the header or on the 'Dates' or 'Options' card in the Quotation.

You can only create an Agreement and Rental Reservations from a Quotation if the Status of the Quotation is Open and if you have not marked the Quotation as Closed. As creating an Agreement and Rental Reservations causes the Status of the Quotation to be changed to Accepted, you will usually not be able to create more than one Agreement and set of Rental Reservations from a particular Quotation. However, you can change the Status back to Open, save the Quotation and then use the 'Create Reservations (Accept Quotation)' function again. This will create a second set of Rental Reservations and connect them to the existing Agreement. If you remove the Agreement Number from the Existing Agree. field at the same time as changing the Status back to Open, a new Agreement will be created as well, with the second set of Rental Reservations connected. If you need to prevent the running of the 'Create Reservations (Accept Quotation)' function more than once from a particular Quotation, select the Maximum One Quotation Per Agreement option in the Rental Settings setting. This will prevent you from changing the Status of an Accepted Quotation (or of a Rejected Quotation) back to Open. If you are using this option, you should usually not change the Status of a Quotation to Accepted yourself, because this will prevent you from using the 'Create Reservations (Accept Quotation)' function for the first time.

After creating an Agreement and Rental Reservations, proceed as follows:

  • When you have checked that the Agreement is correct and complete, mark it as OK and save.

  • Create Items Out records to record the handing over of the rented Items to the Customer

  • As the end of the rental period approaches, an option is to create a Collection record that lists the rented Items that are to be returned. These can be used as reminders and scheduling devices and as notifications for the Customer

  • Create Items In records to record the returning of the rented Items from the Customer

  • Add all rental charges and any extra charges as necessary to the Agreement so that they can be invoiced to the Customer

  • Inspect the returned rented Items

  • Create the Invoice

  • Mark the Agreement as Finished. You cannot mark an Agreement as Finished if there are any connected Rental Reservations with Rental Items that have not been returned or if you have not yet invoiced all charges.
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The Rental Quotation register in Standard ERP:

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