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Former Member
Apr 22, 2009 at 10:42 PM

Purchase orders for equipment rentals

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We often rent equipment for durations of between 1 - 12 months. Usually we do not know ahead of time how long we will be requiring the equipment, so we would issue an "open purchase" order that is valid until we return the equipment. We are invoiced usually on a monthly basis from our vendor.

Is it possible somehow to enter a PO into SAP Business One that stays open?

For example, on the PO we would have the following:

Quantity - 4

Item - Rental Truck

Unit Price - 1,000

This would be for the rental of 4 trucks, at a rate of 1,000 per month. However, when we get the first invoice, the quantity would be 4 x 1,000, which automatically closes the PO.

Alternatively, if it was possible to enter in a "time" quantity in addition to the "unit" quantity then we could just overestimate the length required, and close the PO once the equipment has returned. For example, enter unit quantity of 4 (4 trucks), and time quantity of 12 (longest duration possible). It wouldn't really work to enter in time x unit quantity of 36, because then we wouldn't be able to track how many units we have on rental at one point in time.

Any suggestions would be greatly appreciated!