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In Rental Management in Microsoft Dynamics 365 Business Central, the rental period starts when you post the outbound transfer order. The shipment date on the transfer line controls when the rental period begins, so if shipment is delayed, you need to update that date before posting.
If you change the shipment date on the transfer line, the rental period recalculates from the new date. This can leave fewer rental days than the original order specified, so you have to adjust the quantity manually or let it update automatically when the item is received back.
How the rental period starts in Rental Management
In Rental Management, the rental period does not start when you create the sales order. It starts when you post the outbound transfer order that ships the item from your warehouse to the customer.
In a typical setup, you prepare a sales order with the rental item, and the customer sends an order confirmation. In this example, the original agreement was for four days starting from September 9. Once the customer confirms, you change the transfer order to signal the warehouse that they can pick the outbound transfer and ship it.
Setting and changing the shipment date on the transfer line
The outbound transfer order has a shipment date in both the header and the line. In this example, it is set to September 9, matching the agreed start of the rental period.
Sometimes shipment gets delayed. The item might not be on the shelf yet, or someone has spoken to the customer and agreed on a different date. In that case, you change the shipment date directly on the transfer line, then post the shipment of the transfer order. The item leaves your shelf on the new date.
How the rental period recalculates after a delayed shipment
When you go back to the sales order after posting, the shipment date is updated to match the date you posted the transfer. The rental period recalculates from that new shipment date.
This is where you need to pay attention. If the original order was four days from September 9, but the shipment goes out later, the rental period resets and you may be left with only one day according to the original end date. The system uses the actual shipment date, set by posting the transfer shipment, as the new starting point.
Adjusting the quantity after the rental period resets
Because the rental period now reflects the later shipment date, you have to handle the remaining quantity. You can change the quantity manually on the sales order, or let it adjust automatically when you receive the item back.
The key point is that the shipment date drives everything. Whatever date you post the transfer shipment becomes the real start of the rental period, regardless of what was originally agreed.
Q&A
When does the rental period start in Rental Management?
The rental period starts when you post the outbound transfer order, not when you create the sales order. The shipment date on the transfer line determines the start date.
What happens to the rental period if shipment is delayed?
If you change the shipment date on the transfer line to a later date and post it, the rental period recalculates from that new date. The shipment date on the sales order updates accordingly, which can leave fewer rental days than originally agreed.
How do you handle the quantity when the rental period resets?
You can change the quantity manually on the sales order, or it adjusts automatically when you receive the item back.
Where is the shipment date set on a transfer order?
The shipment date appears in both the header and the line of the outbound transfer order. You change it on the transfer line before posting the shipment.