NetRental - Add a Other Fee (Purchase Item)

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Overview

Fees and other billable items can be added to a rental contract to supplement the standard rental charges. These items may represent one-time fees—such as delivery or setup charges—or recurring fees that need to be billed across multiple billing periods. Fees are sourced directly from the NetSuite item list and will map to billing schedule lines based on the bill date or date range assigned.

Key Assumptions

• The user has a rental contract already created.
• Fees or additional items exist as items in the NetSuite item list.
• Billing schedules will later determine how and when these charges appear on invoices.

Prerequisites

• Items must be configured as items in NetSuite.
• The rental contract must be saved and accessible.

Step-by-Step Process

1. Navigate to the Fees and Other Items Subtab

1. Open the rental contract.
2. Select the Fees and Other Items subtab.

• This is where all additional non-rental charges can be added.

2. Add a New Fee or Item

1. Click the option to add a new fee or item.
2. In the Item field, choose the appropriate item from the NetSuite item list.
3. Enter the Quantity and Price.
   • These values determine the total amount to be charged.

3. Configure Billing Details

You must determine how the fee should be billed. There are two options:

Option A: One-Time Charge (Single Bill Date)

Use this when the fee is intended to appear on only one billing schedule line.

1. Enter a Bill Date.

2. The system will map the fee to the billing schedule line whose billing date aligns with the date entered.
3. The fee will appear only on the invoice generated from that specific billing schedule line.

Option B: Recurring Charge (Multiple Billing Periods)

Use this when the fee should be billed repeatedly across multiple periods.

1. Check the Recurring box.
2. Enter a Start Date.
3. Enter an End Date, as applicable.

4. The system will add the fee amount to every billing period within the selected date range.

4. Save the Fee

1. Click Add to add the fee to the list.

2. Click Save on the rental contract.

How Fees Map to Billing Schedules

When a billing schedule is generated:

• One-time fees map to the billing period that matches their Bill Date.
• Recurring fees propagate across all billing schedule lines within their Start and End dates.
• These fees then appear on corresponding invoices during the billing process.

Limitations / Things to Be Aware Of

• Fees must exist in the NetSuite item list before they can be added.
• Only one type of billing logic applies at a time—either a single bill date or a recurring date range.
• Incorrect billing dates may cause fees to appear on the wrong billing schedule line.
• Recurring fees must have date ranges that align with rental periods to appear correctly on invoices.

Troubleshooting

Issue: Fee does not appear on the billing schedule.

• Confirm the Bill Date falls within a valid rental billing period.
• For recurring fees, ensure the Start/End dates span at least one billing period.
• Verify that the billing schedule has been generated or regenerated.

Issue: Fee is appearing on more billing periods than expected.

• Confirm the recurring checkbox is not accidentally selected.
• Review the Start and End Dates for accuracy.

Issue: Fee cannot be selected.

• Ensure the item exists in the NetSuite item list and is active.