User Instructions for Setting Up Rental Charges

This guide walks you through the steps to set up a rental charge in Microsoft Dynamics 365 Business Central. Follow these simple instructions to complete the setup.

Step 1: Open the Charges List

  1. Find the Charges List by navigating to it using the search bar or the menu.
  2. Once you open the page, you will see a list of charges.

Step 2: Create a New Charge

  1. Click New to create a new charge.
  2. A new form will appear for you to fill out the details of the charge.

Step 3: Fill in the Charge Details

a. Enter the Code

  1. Click in the Code box.
  2. Type the unique identifier for the charge (e.g., “Rent”).

b. Enter the Description

  1. Click in the Description box.
  2. Type a short description of the charge (e.g., “Rent”).

c. Specify Unit Price

  1. Click in the Unit Price box.
  2. Enter the price for the charge (e.g., “300”).

d. Select Charge Type

  1. Click in the Charge Type box.
  2. Choose the appropriate type related to your charge.

NOTE Recurring charge behavior is only available when the Charge Type is set to Line Charge.

Step 4: Set General Product Posting Group

  1. Click in the General Product Posting Group field to open a list.
  2. Select the appropriate group for the charge from the list that appears.
  3. Click Ok to confirm the selection.

Step 5: Set Tax Group Code

  1. Click in the Tax Group Code field to open a list.
  2. Select the appropriate tax group for the charge from the list that appears.
  3. Click Ok to confirm the selection.

Step 6: Specify Account Details

a. Set G/L Account Sales

  1. Click in the G/L Account Sales field.
  2. Choose the correct account from the list.
  3. If the account does not apply to this charge, simply close the list.

b. Set G/L Account Purchase

  1. Click in the G/L Account Purchase field.
  2. Choose the correct account from the list.
  3. If the account does not apply to this charge, simply close the list.

Step 7: Configure Charge Invoicing

  1. Click in the Charge Invoicing field.
  2. Select how the charge should be handled during rental invoicing:
    1. Blank - the charge follows the standard invoicing behavior.
    2. Postpone - the charge is temporarily excluded from invoicing.
    3. Recurring - the charge can be included again during normal rental invoicing.

NOTE The Recurring option is used for charges that should appear again on rental invoices. The recurring charge will only be included when the normal rental invoicing process creates invoiceable rental period lines.

Step 8: Configure Postponement Settings

a. Set Charge Invoicing to Postpone

  1. In the Charge Invoicing field, select Postpone to enable postponing.

b. Set Postpone Reason

  1. Click in the Postpone Reason box.
  2. Type the reason (e.g., “Postpone”).

c. Clear Postponement

  1. Click in the Clear Postponement box.
  2. Enter the number of days to delay clearing (e.g., “2”).

NOTE Postpone Reason and Clear Postponement only apply when Charge Invoicing is set to Postpone. Postponement is an option to use with charges and not a required setup.

Step 9: Save and Close

  1. Once you’ve entered all the information, close the charge setup form by clicking Done or Close.

Your new rental charge is now set up and ready to use. If the charge was set to Recurring, it can be used on rental quote or rental contract lines where Type = Sale and Subtype = Charge. Repeat the steps for other charges as needed.

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