NetRental - Fulfilling a Rental

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Overview

Fulfilling rentals is the process that advances rental records from an Assigned status to On-Rent. This action establishes the On-Rent Date, which determines when billing can begin for each rental. 

Key Assumptions

• A rental contract has been created and contains one or more rental records.

Prerequisites

• A rental contract must exist and must be in a status that allows fulfillment.
• Users must know the correct On-Rent Date to enter during fulfillment.

Step-by-Step Process

1. Begin the Fulfillment Process

1. Open the rental contract.
2. At the top of the contract, click Fulfill Rentals.

3. This action opens the Fulfillment Dashboard.

2. Review the Fulfillment Dashboard

The dashboard displays all rental records associated with the contract that are eligible for fulfillment.

• The dashboard is automatically pre-filtered to show only the rentals tied to the current contract.
• Each rental displays relevant information, including:

• Assigned asset
• Rental record details
• Current status (e.g., Assigned)

3. Fulfill an Individual Rental

1. Locate the rental to fulfill.
2. Click the button next to the rental.
3. Enter the On-Rent Date.

4. (Optional) Change the assigned asset if necessary.
   • If the asset does not need to change, leave the field as is.
   • Note: If the Rental was in a Reserved status then an asset will need to be selected here. 
5. Click Save.

Once saved:

• The rental is now fulfilled.
• The system updates the rental’s status.

4. Confirm Fulfillment

1. Return to the rental contract.
2. The fulfilled rental displays:
   • Status: Checked Out (or On-Rent depending on configuration)
   • On-Rent Date: The date entered during fulfillment

This confirms the rental has been successfully moved into an active billing state.

Limitations / Things to Be Aware Of

• Only rentals in Assigned or Reserved status will appear on the Fulfillment Dashboard.
• The On-Rent Date must be accurate, as it determines billing start dates.
• Changing the asset during fulfillment is optional but must be done before saving if required.

Troubleshooting

Issue: Rental does not appear on the Fulfillment Dashboard.

• Verify the rental is in Assigned or Reserved status.
• Ensure the contract is correctly linked to the rental.

Issue: On-Rent Date is incorrect after fulfillment.

• Edit the rental record to update the On-Rent Date if allowed by system configuration.

Issue: Fulfillment button does not appear.

• The rental contract may not be in a status that supports fulfillment.
• User may lack appropriate permissions.