Rental Prices & Price Scales

As a Sales Manager
I want to define a specific rental unit price for a customer-item-category combination
So that the correct rental price is automatically populated when that customer orders a rental

Setup:

1. Go to Rental Prices.
2. Create a new line with Item No. = the rental item, Sales Type = Customer, and Sales Code = the customer number.
3. Fill in Rental Category (the resource) and Rental Unit of Measure Code (e.g. DAY).
4. Enter the Unit Price per rental unit.
5. Optionally fill in Starting Date and Currency Code for date-specific or foreign currency prices.
6. Save.

Note: The first price created for a given item/customer/currency combination is automatically flagged as Default Price. Only one price per combination can be the default at a time.

As a Sales Manager
I want to define a single rental price that applies to all customers
So that I can maintain a standard list price without creating individual records per customer

Setup:

1. Go to Rental Prices.
2. Create a new line with Sales Type = All Customers and leave Sales Code blank.
3. Fill in Item No., Rental Category, Rental Unit of Measure Code, and Unit Price.
4. Save.

Note: A customer-specific price always takes priority over an All Customers price during lookup.

As a Sales Manager
I want to assign rental prices to a customer price group rather than individual customers
So that all customers in the group automatically receive the same rental pricing

Setup:

1. Go to Rental Prices.
2. Create a new line with Sales Type = Customer Price Group and Sales Code = the price group code.
3. Fill in Item No., Rental Category, Rental Unit of Measure Code, and Unit Price.
4. Save.
5. Ensure customers are assigned to the price group in their customer card.

As a Sales Manager
I want to create a rental price with a future starting date
So that a new price automatically takes effect on the specified date without changing orders already in progress

Setup:

1. Go to Rental Prices.
2. Create a new rental price record as usual.
3. Fill in Starting Date with the date from which this price should apply.
4. The existing price (without a starting date or with an earlier date) remains active for orders before the new starting date.

As a Sales Manager
I want to define rental prices in a specific currency
So that customers invoiced in that currency receive the correct foreign currency rental price

Setup:

1. Go to Rental Prices.
2. Create a rental price record and fill in Currency Code.
3. Enter the Unit Price in the specified currency.
4. When a sales order is created for a customer using that currency, the rental price in the matching currency will be used.

Note: If no price exists in the order's currency, the system uses the LCY price and converts it using the exchange rate.

As a Sales Manager
I want to define different rental prices for different variants of the same item
So that variant-specific pricing is applied automatically on rental lines

Setup:

1. Go to Rental Prices.
2. Create a rental price record and fill in Item No. and Variant Code.
3. Fill in the remaining price fields as usual.
4. The variant-specific price will be looked up when the sales line has a matching variant code.

As a Sales Order Processor
I want to browse available rental prices directly from a rental sales line
So that I can pick the right price for the customer without leaving the order

Setup:

1. Open a Sales Order and navigate to the rental line.
2. Click the lookup on the Rental Unit Price field.
3. A filtered list of rental prices for this item, filtered to the current customer (and All Customers), appears.
4. Select the desired price. The system will also update the Rental No. and Rental Unit of Measure Code based on the selected price record.

As a Business Manager
I want to define whether price scales use rental prices or sales prices as their base
So that scale factor calculations are applied to the correct price foundation

Setup:

1. Go to Rental Setup and open the global (blank customer) record.
2. Set Scale Base Price Source to either Rental Price or Sales Price.
3. This setting applies globally and controls all price scale calculations across all sales orders.

Note: This field can only be edited on the global (blank customer) setup record. Customer-specific setup records inherit this value.

As a Business Manager
I want to create a standard price scale that can be reused across multiple customers and orders
So that I maintain tiered pricing logic in one place without repeating it per order

Setup:

1. Go to Rental Setup → action Rental Price Scale Setup.
2. Create a new price scale with a Code and Description.
3. Add step lines. For each step, enter:
   • Step number (auto-incremented)
   • Description (e.g. "First week", "Weeks 2–4")
   • Step Duration (in milliseconds — e.g. 7 days = 604,800,000 ms)
   • Base Price Factor (e.g. 1.0 = full price, 0.8 = 80% of base price)
4. The last step is automatically extended to cover any rental duration beyond the defined steps.
5. Save.

As a Sales Manager
I want to associate a price scale with a specific rental price record
So that whenever this rental price is applied to a sales line, the price scale is also applied automatically

Setup:

1. Go to Rental Prices.
2. Open the relevant rental price record.
3. Fill in the Price Scale field with the code of the price scale to use.
4. Save.
5. When a sales order is created for this customer and item, both the rental price and its associated scale are applied.

As a Sales Order Processor
I want to assign a price scale directly to a sales order
So that all rental lines on the order use the tiered pricing defined in the scale

Setup:

1. Open the Sales Order.
2. Use the Price Scale Setup action (available on the sales order header).
3. Select an existing price scale template to copy its steps to this order, or enter steps manually in the price scale setup for this specific order.
4. The price scale is now attached to the sales order and will influence the rental unit price calculation on all rental lines.

As a Sales Order Processor
I want to reuse the price scale configuration from an existing sales order
So that I can set up a new order with the same tiered pricing without re-entering the steps

Setup:

1. Open the Sales Order.
2. Use the Price Scale Setup action on the sales order header.
3. Use the Copy from Sales Header action within the price scale setup to select a source order.
4. The price scale steps from the selected order are copied to the current order.

As a Sales Order Processor
I want to set a special base price for the price scale calculation on a specific rental line
So that the tiered pricing for this line is calculated from a different starting amount than the standard rental price

Setup:

1. Open the Sales Order and select the relevant rental line.
2. Fill in Rental Special Base Unit Price.
3. The price scale for this line will now use this special price as the base instead of the standard rental price or sales price.

Note: Setting this field to zero (by entering an almost-zero value) explicitly sets the base to zero and enables special pricing — the system distinguishes between "blank" (use standard) and "zero" (special zero-base).

As a Accountant
I want to understand which price scale steps are locked after I post an invoice
So that I know which parts of the price scale can still be adjusted and which are frozen

Setup:

1. After posting an invoice for a rental order, open the Price Scale Setup on the sales order header.
2. Steps that correspond to periods already covered by posted invoices are marked as Locked.
3. Locked steps cannot have their Base Price Factor or Step Duration changed.
4. Steps that are only partially covered (the invoice period falls within a step) show a Locked Duration — only that portion is frozen.

Note: This locking mechanism ensures the financial integrity of already-posted invoices. Future steps remain editable.

As a Sales Manager
I want to assign a default price scale to a customer that applies regardless of which item they rent
So that all rentals for this customer follow the tiered pricing structure even when no item-specific rental price exists

Setup:

1. Go to Rental Prices.
2. Create a new record with Sales Type = Customer, Sales Code = the customer number, and leave Item No. blank.
3. Fill in Price Scale with the desired price scale code.
4. Save.

Note: A rental price record with a blank Item No. and a Price Scale but no Unit Price is specifically designed to assign a default price scale to a customer. This is validated on insert — the Sales Type must be Customer and Sales Code must be filled in.