This is what happens in the video
Renting out equipment in Microsoft Dynamics 365 Business Central works by creating an ordinary sales order and then swapping the line into a rental order. You enter the item, quantity, shipment date, and return date directly on the sales line or use the defaults from the sales header.
When you swap the rental line, Business Central creates two transfer orders. One outbound transfer order handles shipping the item to the customer, and one inbound transfer order handles getting it back.
The unit price recalculates based on the rental period. In this example, a return date 16 days out gives a rental price covering those days at the same daily unit price.
You should swap the rental line only after the customer confirms the order, so the order confirmation shows the correct price before the rental relations are actually created.
Creating a sales order for a rental in Business Central
The starting point is a normal sales order. You create a new sales order for the customer, and the relevant rental setup for that customer is already in place.
On the sales header you can set the rental location code, the return date, and similar fields. If you leave them, the order uses your default setup, so you can work directly from the line instead.
On the line you enter what you are renting out. In this example that is one Segway, with a quantity of one piece.
Setting shipment date and return date
You can set the shipment date on the line to control when the item ships, for instance September 18.
As long as you are working with a quantity item, you can also enter the return date directly on the line. Alternatively you can use the header to set it. In this example the return date is October 3.
With these dates and the quantity in place, you can send an order confirmation to the customer showing the rental price for the period.
Swapping the rental line and the two transfer orders
Once the customer confirms the order, you swap the rental line. In this example that creates two transfer orders.
When you look at the line after swapping, the unit price changes. Business Central calculates the price for 16 days using the same daily unit price, so the amount the customer saw on the confirmation matches what is now on the order.
Opening the rental line shows the result. It created one outbound transfer order and one inbound transfer order to handle the rental.
The reason to swap on the sales order only after the customer accepts the confirmation is that this is the step that creates the actual rental relations. By waiting, you make sure the confirmation reflects the correct price before anything is committed.
Q&A
How do you create a rental order in Business Central?
You create a normal sales order for the customer, enter the rental item, quantity, shipment date, and return date, and then swap the line into a rental order after the customer confirms.
What happens when you swap a rental line?
Swapping the rental line creates the transfer orders needed for the rental. In this example it creates one outbound transfer order for shipping the item to the customer and one inbound transfer order for getting it back.
Where do you set the return date for a rental?
You can set the return date directly on the sales line as long as the item is a quantity item, or you can set it on the sales header.
How is the rental unit price calculated?
The unit price recalculates based on the rental period. With a return date 16 days out, the price covers those 16 days at the same daily unit price.
When should you swap the rental line?
Swap the line only after the customer confirms the order. The swap creates the actual rental relations, so waiting ensures the order confirmation shows the correct price first.