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Working with Rental Contracts

Currently the system is set up to perform a stock overview update every night. This process calculates the stock as it was two days ago (As set currently). These Day-by-day stock overviews are the basis for the (Rental) Contracts.

Each week a Rental Order is created per Customer IF that Customer has any stock at all.

If The Rental Contract is made for a Customer Group, a single Rental Order is created for that group, adding all the member's Stock to that single Rental Order. 

Currently the following Rental Contract Types are implemented:

  • NBK Forwarding:
    • Current Level
      • The amount of stock at the end of the week is used for the calculation
    • Outbound
      • The number of outbound HU's are added to the outbound dossier
    • Highest Level 
      • The highest level of pallets that week is used for the calculation
      • For NBK this is set up to be a Fixed price with overflow surcharge
  • NBK Warehousing
    • Current Level Next
      • The amount of Stock at the end of the week is used for calculation, but is invoices the next week

Step 0: Process 'Calculate HU Stock'

Setup the scheduling of the process 'Calculate HU Stock'. This process will calculate the stock per day.

This will be done every night at 0:30. This is necessary to be able to calculate the rental revenues correctly.

De parameter 'days_past' staat op 2 dagen. Dit betekent dat in bovenstaand voorbeeld de 'stock' voor 2 dagen geleden wordt berekend.

Dit is 31/3/2015.

Process --> Calculate Hu Stock --> process schedule.

Step 1: Setup a Rental Contract

Go to Contracts - Rental Contracts and click Add.

You can either fill out single Customers, or a Customer Group. The same applies to Suppliers. When saved, the next screen appears to be filled out:

The fields in the left define how a calculation is done and which Handling Units the Rental Contract has effect on. 

StatusIf set to valid, the Rental Contract is active,
Customer (Group)Customer (Group) to which this Contract applies
Supplier (Group)Supplier. Default this will be your company

Each Rental Contract should have one ore more agreements. Click Add.

UnitUnit on which rent is based. Commom used units are: pallet, case, cbm
Agreement Type

Can be Huidig Nivo, Hoogste Nivo, Hoogste Nivo (NW), Uitslag

CURRENT_LEVEL: Use the current level


HIGHEST_LEVEL: Based rental calculation on the highest level of that period → Check this

OUTBOUND: Only calculate rental based on outbound

Calculation MethodUsed when for example different units are converted to one (E.g. Cartons, boxes and cases to case). See below: Cases for Calculation Methods
LocationLocation(s) to which the Rental Contract applies
Product GroupsTo limit the Rental Contract to a certain Product Group(s)
Free DaysNumber of days that will not be included in the Rent. If the value is 7, it means 'free until next monday'

Internal Description
External Description
Invoice TypeSINGLE (separate invoice per rental order) or ORDER (Grouped invoice per month)

NB Agreement Type: Hoogste Nivo concerns the entire stock, Huidig Nivo concerns Handling Units, That's why No Product Groups can be selected in Hoogste Nivo


The Tarrif column defines the rate that is used for calculation that are currently valid. More timespans can be defined under the Agreement Validity tab in a similar way.

Valid FromBegin Date for which the Rate is used
TillEnd Date, mostly left empty
Start AtNumber of units to start calculating from. Mostly 0 or <empty>
UpTo Type

Can be set to a value of unlimited

AmountAmount charged per unit
Min AmountMinimum Amount or <empty>

NB Min Amount:

When a Rental Contract has more than one agreement and a Minimum Amount applies to all these Agreements, the Min Amount should be filled out on Contract Level (Contract Tariff). On Agreement Level the Min Amount should then be left empty.

NB Product Dimensions:

This section is used to specify Product Dimensions to filter on. E.g. 6 Bottles.

NB Agreement Surchrge:

When an Agreement Surcharge is added, check if the invoice Type. This is mostly the same as the Invoice Type on Agreement Level.

Step 2: Rental Orders (overview)

In Logistics - Rental Orders, all generated Rental Orders are listed. To view details click the Rental order and the following screen appears:

This screen shows the overview of the Rental Order, The tabs below (Handling Unit, Rental Order Quantities, Stock Handling Overview) are used to check if values are OK

Step 3: Generate Rental Revenue

From The top Action button select Generate Rental Revenue if one ore more Rental Contracts are applicable for that Rental Order.

After this action, you can view the Rental Revenue under that tab.

Per Rental Contract a Rental Revenue Line is added.

Step 4: Set To Process

To be able to generate an invoice, the Rental Revenue Lines have to be set To Process. (Status will go from Open to To Process)

You can set each line to Process individually by right-clicking that line and selecting Set To Process.

To set all lines To Process in one go, select Set To Process from the top Action button.

Step 5: Generate Invoice

From the top Action button select Generate Invoice. And the following Popup appears:

The date-field is the invoice date. (CHECK :WHAT IS THIS DATE FOR?)

When the Only generate invoice for selected order is NOT checked and the revenues are set to MONTH, an invoice for the entire month is generated.

Once the Invoice is Generated, it is listed under Finance - Invoices.

Extra: Cases for Calculation Method

Extra: Configuration Fixed Amount per month

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