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Rental Set Up

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Overview

This document will serve as a primer for creating an Ascent Rental organization.  It requires, at a minimum, the Ascent for Salesforce package, also known as Ascent ERP, the Ascent Rental package, changes to many page layouts, along with Custom Settings and rental specific data requirements on trade agreements and locations.

Optionally, if financial transactions are required, installation and configuration of AFP (Ascent Financial Package) and ARF (Ascent Rental Financials) are necessary.

Installation: these applications must be installed in order for Ascent Rentals to function:

  1. Ascent4Salesforce (Ascent ERP)
  2. Ascent Rental

Optionally, these packages can be installed if you require financial transactions to be created:

  1. Ascent Financial Package (AFP)
  2. Ascent Rental Financials (ARF)

Your Ascent Engagement Manager or Ascent Business Partner can perform the installation of the latest and most appropriate versions of the above mentioned packages.

Page Layouts

Ascent Rental package requires that many of the regular Ascent for Salesforce page layouts get customized to reflect rental related features.  This section will review each of them in detail.

The first screen for each page layout will show the standard Ascent page layout, followed by the enhanced rental page layout and the fields required to be added. 

Location: since the rental package uses additional fields to determine whether the location is a rental location or not, and whether this location should be “Counted in Inventory”.

Unformatted page layout:

 

Fields to add:

  • Is Customer Location – this field indicates if this location is a customer location, which means that it was created as a result of packing material to this customer.
  • Type – this field states whether this location is a rental location.

Newly formatted page layout:

Type field has these attributes.  If blank or set to Sale, it is a sales location.  If set to Rent, then it is a rental location.

Item Master: the item master page layout needs to be changed not only to reflect new rental related fields, but new related lists.

Unformatted page layout:

Fields to add:

  • ATP Fulfillment Offset # of Days – used in calculating ATP for shipping fulfillment
  • ATP Return Offset # of Days – used in calculated return of material for ATP calculation
  • Delay Monthly Price – similar to QR Delay Unit Price
  • Item Purpose – values can be –None–, Both, Sale, or Rent.  –None– or Sale both mean this item is to be sold only.  Rent means this item can only be rented.  Both means that this item can be rented or sold.
  • Monthly Price – in the absence of a trade agreement, this price is what will be used if the order type is “Monthly”.
  • QR Delay Unit Price – this price is what gets billed if the unit is returned past the return date.
  • QR Event Price – in the absence of any trade agreement for this item, this field contains the default price when the opportunity/quote/sales order type is “Event”.
  • QR Unit – Defaults to Day
  • QR Unit Price – this is the unit price if you choose the “Daily” QR Period and do not have a trade agreement for this item.  
  • Rental Quantity on Hand – this is the quantity of inventory that resides in a location that has a type of “rent”.
  • Rental Quantity on Order – this is the sum of quantities on all “RPOs” – Rental Purchase Orders, that get created as a result of running Rental Master and selecting Create RPO. 

 These fields can be added to a new section, called “Rental Information”, but of course, they can be put anywhere on the layout.

Newly formatted section of page layout after adding a new section and new fields:

Trade Agreement: new types of trade agreements exist in the rental package.

Unformatted page layout:

First, you have to go to Object Manager and make a change to the field called “Applies To”:

Click Trade Agreement and get this next screen:

Click Fields & Relationships and get this:

Click on field Label “Applies To”:

Scroll down to Values:

Select New and type in “Rental Order”:

After hitting Save, scroll down to see the added value:

 

Fields to add:

QR Period – this indicates what the billing cycle will be.  It can be:

Newly formatted page layout:

Opportunity:

Unformatted page layout:

 

Fields and pages to add:

You need to add Ascent Rental buttons to the layout, Clone Opp&Lines, Create Rental Quote, and Create Rental Order:

You need to remove the Opportunity Sales Lines VF Page, viewOO, from the page layout and add Rental Opportunity and Sales Opportunity Lines to the layout:

Lastly, you should add a new Rental Information section and associated rental fields:

  • Purpose – can be Sale, Rent, Combined (both Sale and Rent on one order), Loan (can be zero priced), Re-Rental Return Order or Return Problem
  • Period – can be Daily, Weeky, 28-Day, Monthly, Yearly, Event, 28-Day Single Shift, or 30-Day
  • Duration – this equates to the number of Periods this rental order is for
  • Delivery Date Out – this is when the material should be shipped out the door
  • Return Date In – this is when the material should be returned  
  • Event Start Date – the start of the event, if Period equals Event
  • Event End Date – the end date of the event, if Period equals Event
  • Return Condition – manually entered field, could be the condition the material is in upon return

Newly formatted page layout:

Sales Quotes:

Unformatted page layout (display courtesy of performing Create Quote button on previously displayed opportunity):

Buttons to add:

You need to remove Ascent buttons from the layout – Clone Quote , View Quote, Quote2PDF, Email Quote, and Make Sales Order.

  • For Salesforce Classic, add Ascent Rental buttons to the layout, Clone Quote, Quote2PDF (rental version) and Create Rental Order. 
  • For Lightning, add Email, Quote2PDF, and Create Rental Order.

Next, remove the viewQuotes and viewQuoteswithFieldSet from the page layout and add SaleQuoteLines and RentQuoteLines:

Lastly, add a new section called Rental Information:

  • Purpose – can be Sale, Rent, Combined (both Sale and Rent on one order), Loan (can be zero priced), Re-Rental Return Order or Return Problem
  • Period – can be Daily, Weeky, 28-Day, Monthly, Yearly, Event, 28-Day Single Shift, or 30-Day
  • Duration – this equates to the number of Periods this rental order is for
  • Delivery Date Out – this is when the material should be shipped out the door
  • Return Date In – this is when the material should be returned  
  • Event Start Date – the start of the event, if Period equals Event
  • Event End Date – the end date of the event, if Period equals Event
  • Return Condition – manually entered field, could be the condition the material is in upon return

Newly formatted page layout:

Sales Orders:

Unformatted page layout (display courtesy of performing Create Sales Order button on previously displayed sales quote):

 

Buttons to add:

For Salesforce Classic, you need to remove all custom Ascent buttons from the layout.   

  • Add Salesforce Classic Rental buttons (starting with QR) to the layout, Acknowledgement, AutoPack QR Lines, AutoPack SO Lines, Clone Order, Invoice, Pack Order, Picking List, Print Pack Slip, Rental/Pro Serial Invoices, Rental Return, Rental Serial Invoices, Stage Order, Re-Stage Order, and Ship Confirm. 

For Lightning, you need to remove all custom Ascent buttons from the layout.

  • Add Ascent Lightning  Rental buttons (starting with QR) to the layout, Acknowledgement, AutoPack QR Lines, AutoPack SO Lines, Clone Order, Email, Invoice, Pack Order, Picking List, Print Pack Slip, Rental/Pro Serial Invoices, Rental Return, Rental Serial Invoices, Stage Order, Re-Stage Order, and Ship Confirm. 

 

Next, remove the viewSO from the page layout, replace it with ViewSO and add RentalLinesView:

 

Lastly, add a new section called Rental Information:

 

  • Order Purpose – can be Sale, Rent, Combined (both Sale and Rent on one order), Loan (can be zero priced), Re-Rental Return Order or Return Problem
  • QR Period – can be Daily, Weeky, 28-Day, Monthly, Yearly, Event, 28-Day Single Shift, or 30-Day
  • QR Duration – this equates to the number of Periods this rental order is for
  • QR Delivery Date Out – this is when the material should be shipped out the door
  • QR Return Date In – this is when the material should be returned  
  • QR Event Start Date – the start of the event, if Period equals Event
  • QR Event End Date – the end date of the event, if Period equals Event
  • QR Return Condition – manually entered field, could be the condition the material is in upon return
  • Rental Lines Count – this is calculated; the total number of rental iones on this order
  • Rental Total Qty Needed – this is calculated by adding the total quantity from each rental line 
  • Rental Total Qty Shipped – this also is calculated by adding up the total quantities that have been shipped from each rental line
  • Venue Location – the venue where the material is being sent; this results in the rental location having a different name than Rental – accountname, but having a name of venue/accountname;  Only used when custom setting Use Venue Location is selected.
  • Rental Purchase Order – the rental PO that was created for this order
  • Rental Status – can be Awaiting Return, Incompleted Return, or Return Completed

Newly formatted page layout:

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