Setup and Core Flow

As a Business Manager
I want to create a default Rental Setup record that applies to all customers
So that rental lines on sales orders are pre-populated with the correct locations and rental category without manual input

Setup:

1. Go to Rental Setup.
2. Create a new record and leave the Customer field blank — this makes it the global default.
3. Fill in Default Rental Location Code — the location items are transferred to when rented out.
4. Fill in Default Transit Location Code — used when two separate transfer orders are needed.
5. Fill in Default Return Location Code — the location items come back to after rental.
6. Fill in Default Rental Category — the resource used to invoice when no specific rental price is found.
7. Fill in Default Unit of Measure Code — the default rental time unit.
8. Set Employ Direct Transfer? to control whether outbound, inbound, or both transfer orders should be posted as direct transfers.
9. Save the record.

Note: If the rental location is set up as an in-transit location in BC, only one transfer order will be created (handling both shipment and return). In this case, Default Transit Location Code is not needed.

As a Business Manager
I want to override the global rental defaults for a specific customer
So that rental orders for that customer automatically use different locations or a different rental category

Setup:

1. Go to Rental Setup.
2. Create a new record and fill in the Customer field with the customer number.
3. Fill in any fields that should deviate from the global default — only the fields you fill in will be used; any blank fields will fall back to the global setup.
4. Save the record.

Note: The system always looks for a customer-specific setup first. If none is found, it uses the global (blank customer) setup. At least one global setup record must exist.

As a Business Manager
I want to set up rental categories that define how rental time is measured
So that the system can calculate rental return dates and look up rental prices correctly

Setup:

1. Go to Rental Setup → action Rental Calendar Setup (or navigate directly to Rental Categories).
2. Create a new Rental Category. The Resource field links the category to a BC resource — this resource will appear on the swapped sales line.
3. Set the Duration to the length of the base unit of measure in milliseconds. Examples: 1 day = 86,400,000 ms; 1 hour = 3,600,000 ms; 1 week = 604,800,000 ms.
4. The Base Unit of Measure is read-only and comes from the resource's base UOM.
5. Save the record.

Note: The Duration must be at least the minimum rental period (1 millisecond). The duration is what the system uses when calculating how many rental periods fit between the shipment date and the rental return date.

As a Business Manager
I want to flag items as rental items and optionally set a default return location on the item
So that the rental functionality is automatically applied when those items are added to a sales order

Setup:

1. Open the Item Card for the relevant item.
2. Locate the Rental Item field and enable it.
3. Optionally fill in Return Location Code if this item should always be returned to a specific location, overriding the setup default.
4. Save the item card.

Note: Enabling Rental Item on the item card does not automatically add rental information to new sales lines — it controls visibility and default behaviour in the rental flow.

As a Sales Order Processor
I want to add a rental line to a sales order
So that the customer is billed for the rental and the item is transferred logistically

Setup:

1. Create or open a Sales Order.
2. Add a line with Type = Item and enter the rental item in No..
3. In the sales line, locate Rental No. and select the appropriate rental category (resource).
4. Fill in Rental Unit of Measure Code (e.g. DAY, WEEK).
5. Fill in Rental Quantity (the number of rental periods).
6. Review Rental Return Date — the system calculates this automatically. Adjust manually if needed.
7. Verify Rental Location Code, Transit Location Code, and Return Location Code — pre-filled from setup but can be changed per line.
8. Post the shipment to activate the rental (start date/time is captured at this point).

As a Sales Order Processor
I want to set a single rental return date at the sales order header level
So that all rental lines on the order share the same return date without having to update each line individually

Setup:

1. Open a Sales Order that has (or will have) multiple rental lines.
2. On the sales order header, fill in Rental Return Date.
3. The system propagates this date to all rental lines on the order.
4. Individual lines can still be overridden after the header-level date is set.

Note: If a line already has a return date that differs from the header, the system will ask whether to update the lines when you change the header date.

As a Sales Order Processor
I want to have the system automatically attempt to swap item lines to resource lines when I manually release the sales order
So that transfer orders are created earlier in the process and the order is ready to ship immediately

Setup:

1. Go to Rental Setup and open the relevant setup record.
2. Enable Swap on Manual Release.
3. When you now manually release a sales order with rental lines, the system will attempt to swap all applicable item lines.

Note: Lines where the shipment has already been posted cannot be swapped. The system will report how many lines were successfully swapped.

As a Business Manager
I want to keep the transfer order alive until the sales order is fully posted and deleted
So that the logistical transfer is not accidentally deleted while the rental is still active

Setup:

1. Go to Rental Setup and open the relevant setup record.
2. Enable Keep Transfer Order while Sales Order exists.
3. With this setting active, the standard BC behaviour of deleting a transfer order when it is fully received will be suppressed — the transfer order remains until the associated sales order no longer exists.

As a Sales Order Processor
I want to have the ship-to address from the sales order copied onto the transfer order
So that the physical delivery address appears correctly on the transfer document without manual duplication

Setup:

1. Go to Rental Setup and open the relevant setup record.
2. Enable Use Sales Order Ship-to Information on Transfer Order.
3. When transfer orders are now created from rental lines, the ship-to address fields from the sales header are copied to the transfer-from/transfer-to address on the transfer order.

As a Business Manager
I want to prevent users from posting rental sales orders through the standard posting button
So that all rental orders go through the dedicated rental posting procedure which ensures correct swap and transfer handling

Setup:

1. Go to Rental Setup and open the relevant setup record.
2. Leave Allow Standard Sales Posting disabled (the default).
3. Users will now receive an error if they try to post a rental order using the standard posting action. They must use the rental posting action instead.

Note: If you need to allow both, enable this field. This is typically only relevant in transition or testing scenarios.

As a Business Manager
I want to choose whether dimensions from the item or the resource take precedence when a rental line is swapped
So that financial postings have the correct dimension values

Setup:

1. Go to Rental Setup and open the relevant setup record.
2. Set Dimension Handling:
   • Standard: The standard BC dimension logic applies — dimensions from the resource are used.
   • Replace: Dimensions from the item and any manually entered dimensions are used instead of the resource dimensions.
3. Save the record.

As a Sales Order Processor
I want to change the rental location, transit location, or return location on an individual rental line
So that specific items on an order can be handled from a different location than the default

Setup:

1. Open the Sales Order and navigate to the relevant rental line.
2. Adjust Rental Location Code, Transit Location Code, and/or Return Location Code directly on the line.
3. These values override the defaults from the Rental Setup for this specific line only.

Note: Location fields cannot be changed after the transfer order has been created. Make adjustments before the order is released or shipped.

As a Sales Order Processor
I want to create a rental quote and later convert it to a sales order
So that I can present rental pricing to a customer before committing to an order

Setup:

1. Create a Sales Quote and add rental lines (same as a sales order — fill in Rental No., Unit of Measure, Quantity, Return Date).
2. If an Invoicing Plan or Price Scale has been set up on the quote, it is carried over automatically when the quote is converted.
3. Use the standard Make Order action on the quote. The rental relation lines and any invoicing plan/price scale data are moved to the new sales order.

As a Sales Order Processor
I want to inspect the rental relation line behind a sales line
So that I can see the exact transfer orders, shipping/receipt dates, and invoicing status for a specific rental

Setup:

1. Open the Sales Order and select the rental line of interest.
2. Navigate to Rental Relation Lines (available from the sales order or subform via the navigate/drilldown actions).
3. The record shows: outbound and inbound transfer document numbers, starting and closing date-times, qty shipped and received, rental invoiced to date-time, and whether the line is fully posted.

As a Business Manager
I want to include the shipping time and handling time from locations and transfer routes when calculating transfer dates
So that transfer orders reflect realistic shipment and receipt dates that account for transit time

Setup:

1. Go to Rental Setup and open the relevant setup record.
2. Ensure Use Shipping and Handling Time in Transfer Date Calculation is enabled (it defaults to true).
3. Make sure your Locations and Transfer Routes are configured with the relevant shipping and handling times in standard BC.
4. When rental transfer orders are now created, the shipment and receipt dates will be calculated using those time offsets.

Note: This setting is not applicable when the rental location itself is configured as an in-transit location.

As a Business Manager
I want to prevent new rental lines from being added to a transfer order that has already had shipment posted on at least one line
So that partially shipped transfer orders are not changed in ways that would cause logistical inconsistencies

Setup:

1. Go to Rental Setup and open the relevant setup record.
2. Enable Only Add to Non-Shipped Transfer Orders.
3. When this is active, the system will not add new rental transfer lines to an existing transfer order if any of its lines have already been shipped.

As a Sales Order Processor
I want to be able to swap rental lines both from item to resource and from resource back to item at the header level
So that I can reverse a swap if needed without having to work line by line

Setup:

1. Go to Rental Setup and open the relevant setup record.
2. Enable Sales Header Swap Both Ways.
3. When you now use the swap action from the sales order header, lines can be swapped in either direction — item to resource or resource to item.

Note: Lines where shipment has already been posted cannot be swapped back.