Rental Calendar & Invoicing Plan

As a Business Manager
I want to define a calendar template that marks weekends and public holidays as non-chargeable
So that customers are not billed for periods when they cannot use the rented equipment

Setup:

1. Go to Rental Setup → Rental Calendar Setup.
2. Create a new calendar with a Code (e.g. "NO-WEEKENDS") and Description.
3. Add calendar line entries for each weekend or holiday:
   • Starting Date-Time: Start of the non-chargeable period (e.g. Saturday 00:00:00)
   • Ending Date-Time: End of the non-chargeable period (e.g. Monday 00:00:00)
   • Time Factor: 0
   • Description: "Weekend"
4. Repeat for each relevant period.
5. Save.

Note: Calendar entries must not overlap — the system validates that each entry's starting date-time is after the previous entry's ending date-time.

As a Business Manager
I want to define a calendar where certain periods count at a reduced rate (not zero, not full)
So that customers are charged proportionally for periods of partial use

Setup:

1. Go to Rental Setup → Rental Calendar Setup.
2. Create or open a calendar.
3. Add a calendar entry covering the relevant period.
4. Set Time Factor to a value between 0 and 1 (e.g. 0.5 = 50% of elapsed time counts as chargeable).
5. Save.

As a Sales Order Processor
I want to assign an existing calendar template to a sales order
So that the invoicing plan for this order reflects the non-chargeable periods defined in the calendar

Setup:

1. Open the Sales Order.
2. Use the Calendar Setup action on the sales order header.
3. In the Calendar Setup page, use the Copy from Rental Calendar action (or equivalent lookup) to select a calendar template.
4. The calendar entries are copied to the sales order. The calendar is now linked at the header level (applies to all rental lines).
5. If needed, the entries can be edited directly on the order.

As a Sales Order Processor
I want to assign different calendar settings to individual rental lines on the same order
So that each item's chargeable time is calculated based on its own specific non-chargeable periods

Setup:

1. Open the Sales Order and navigate to the specific rental line.
2. Access the calendar setup for that line (available via the line-level calendar action).
3. Add calendar entries directly for this line.
4. Calendar entries at the line level take precedence over header-level calendar entries for that specific line.

Note: If no line-level calendar exists, the system falls back to the header-level calendar for that line's calculations.

As a Sales Order Processor
I want to reuse the calendar configuration from an existing sales order on a new order
So that I don't need to re-enter the same calendar entries for orders that follow the same pattern

Setup:

1. Open the Sales Order.
2. Use the Calendar Setup action on the sales order header.
3. Use the Copy from Sales Header action to select a source sales order.
4. The calendar entries from the selected order are copied to the current order.

As a Business Manager
I want to add a daylight savings entry to a rental calendar
So that the invoicing plan correctly accounts for the 1-hour shift when clocks change

Setup:

1. Open the Calendar Setup on the relevant sales order.
2. Add a calendar entry covering the exact hour of the daylight savings shift.
3. Enable the Daylight Savings checkbox on this entry.
4. The system uses this flag to adjust the chargeable time calculation and correctly handles the 1-hour gain or loss in the invoicing plan.

As a Sales Order Processor
I want to define the start and end dates for the invoicing plan on a sales order
So that the system knows the full rental period to plan invoicing across

Setup:

1. Open the Sales Order.
2. Fill in Rental Invoicing Plan Start Date on the sales order header. This is the date from which the plan calculates and from which invoicing begins.
3. Ensure Rental Return Date is filled in on the sales order header. This is the end date.
4. Both dates are required before the invoicing plan can be generated or viewed.

Note: The Rental Invoicing Plan Start Date must not be later than the earliest shipment date or the earliest line-level Rental Invoicing Start Date among all rental lines on the order.

As a Accountant
I want to open the rental invoicing plan to see how the invoice will be broken down over time
So that I can verify the amounts before posting invoices

Setup:

1. Open the Sales Order with rental lines, a price scale, and a calendar configured.
2. Use the Rental Invoicing Plan action.
3. The plan shows each price scale step with: Step Duration, Chargeable Time, Non-chargeable Time, Base Price Factor, Average Unit Price, Applied Amount, and Total Amount.
4. Review the calculation. If the plan shows outdated data, it will display a notification that recalculation is needed.

As a Sales Order Processor
I want to set a different invoicing start date on an individual rental line than the order-level start date
So that a line that starts billing later than other lines is handled correctly in the plan

Setup:

1. Open the Sales Order and navigate to the relevant rental line.
2. Fill in Rental Invoicing Start Date on the line.
3. This date must be on or after the sales header's Rental Invoicing Plan Start Date.
4. The invoicing plan will use the line-level start date for this specific line's contribution to the overall plan calculation.

As a Accountant
I want to understand how the invoicing plan updates after I post a partial invoice
So that I can verify the plan is ready for the next billing period

Setup:

1. Post an invoice for the rental order covering part of the rental period.
2. The system records the Rental Invoiced to Date-Time on the rental relation line — this marks how far the rental has been invoiced.
3. Open the Rental Invoicing Plan. Steps that fall entirely within the posted period are now shown as posted and locked.
4. Steps partially covered by the invoice show a locked portion up to the invoice date.
5. The remaining steps are still editable and represent future billing periods.

As a Business Manager
I want to prevent the rental return date from being automatically extended during period posting
So that the invoicing plan does not automatically expand beyond the originally agreed rental period

Setup:

1. Go to Rental Setup and enable Lock Rental Return Date (on the global or customer-specific record).
2. This propagates to new rental lines as the default. Alternatively, enable Lock Rental Return Date on an individual sales line.
3. When periodic posting is run, the system will not extend the return date on locked lines.

As a Accountant
I want to use the invoicing plan as a guide when posting periodic invoices for long-term rentals
So that each invoice correctly reflects the chargeable time and tiered price for that billing period

Setup:

1. Open the Sales Order.
2. Check the Rental Invoicing Plan to see which steps are unposted and their calculated amounts.
3. Set the posting date on the sales order to the end of the billing period you want to invoice.
4. Post the invoice. The system uses the plan to calculate the correct unit price for the period.
5. After posting, review the plan again — the posted steps are now locked, and the next unposted step is ready.

As a Sales Order Processor
I want to set up the invoicing plan (calendar + price scale) on a quote and have it carry over when the quote becomes an order
So that the agreed rental terms are preserved through the quote-to-order conversion

Setup:

1. Create a Sales Quote with rental lines.
2. Set up the Calendar and Price Scale on the quote using the respective actions.
3. Set the Rental Invoicing Plan Start Date and Rental Return Date on the quote header.
4. When you use Make Order to convert the quote, the calendar entries, price scale steps, and invoicing plan lines are all moved to the new sales order automatically.

As a Sales Order Processor
I want to remove the invoicing plan from a sales order
So that the order reverts to flat-rate invoicing when the tiered plan is no longer needed

Setup:

1. Open the Sales Order.
2. Use the Delete Invoicing Plan action (available on the sales order header).
3. This removes all calendar entries, price scale lines, and invoicing plan lines from the order.
4. Clear Rental Invoicing Plan Start Date on the header.

Note: You can only delete the invoicing plan if no invoices have been posted against it. Once posting has occurred, the plan is partially locked and cannot be fully deleted.