Integrated Rental: GUI Integration

This section lists the impact of the integration on other VitalEdge HE applications. For example, Integrating IR Cloud with IntelliDealer removes several menus and screens related to Rentals.

Menu items that are subject to removal are highlighted in red.

Configuration – Rental

All Rental options are removed from the Configuration menu when the data transfer and preload validations are complete.

Configuration – G/L Accounts

Rental revenue G/L accounts must be configured as if the deployment is using the IntelliDealer Rental module.

To configure a G/L account as rental:

  1. From any IntelliDealer screen, click Configuration > General Ledger > G/L Accounts / Account Profile.

  2. Locate and open the Account Profile you wish to configure.

  3. On the Account profile tab, ensure that in the Account Profile section, the Application Type must be RENT.

Note that the COS % value in the Corresponding Account section is ignored since it is passed in from Integrated Rental.

Configuration – Miscellaneous Charges

  • All miscellaneous charges are sent to IR inactive. They must be set to active in IR to be used.

  • Recommended best practice is to enter new miscellaneous charge codes in IR.

Integration Configuration – Integrated Rental Cloud Configuration

Configuration options exist within the Integration Configuration (VitalEdge Only Utility) which are used to map Integrated Rental transaction information into IntelliDealer for Currency Types, Payment Codes, and Tax Types.

Product Support - Rental

Once the preload is marked as complete:

  • most Product Support Rental menu options are removed from visibility

  • the Rental Counter functionality is turned off

  • prior rental agreements are available for read-only historical lookup

Also note that:

  • During contract conversions from IntelliDealer Rental to Integrated Rental, all contracts require a job site.

  • During contract conversion, contract closure within IntelliDealer should be done through the ‘Return’ of the units on the contract and NOT through a hard close.

Warning: Do not advance bill rental contracts, as the contracts cannot be returned within IR if the return date is before the start date of the contract.

Equipment Profile

Units controlled by Integrated Rental are locked so that certain values cannot be updated within IntelliDealer. The units locked by Integrated Rental Units are those that have a rental status, such as agreement. Presold and on order equipment is never locked. When a unit is locked to Integrated Rental, an alert is shown in the equipment profile (Product Support > Equipment > Equipment Profile).

IR rejects hour meter updates if they are less than what is already set in IR. If the meter needs to be decreased, you must do so in IR.

A unit locked to IR shows a notification message at the top of the screen.

A unit locked to IR that is under contract includes the contract number in the notification message.

  • For a unit to transmit to Integrated Rental, it must have a unique serial number for that specific Make/Model combination.

  • On Order profiles must have a serial number to transmit to Integrated Rental. The stock number should be used as the serial number if none is available.

Machine Profile IntelliDealer default

Machine Profile after integration with IR

Click the Integrated Rental Details button to view a popup containing further details:

Base & Options IntelliDealer default

Base & Options after integration with IR

Attachments IntelliDealer default

Attachments after integration with IR

Warning: Any division that is currently using an Integrated Rental integration will have the Traffic system locked down on the IntelliDealer side.

Equipment Invoicing

  • Sale Depreciation reversals must be done manually PRIOR to sale for those financials to be included in the Integrated Rental margin analysis. COS entries are not picked up and transmitted to Integrated Rental.

  • Units which are on active Integrated Rental contracts cannot be released for billing while they are locked to Integrated Rental. This behavior is controlled by the Locked to IR switch. A warning message appears on the G/L default tab for active units.

Sales Support Portal

When Preload is marked ‘Complete’, these views are removed from visibility:

  • Renting Equipment

  • Demos & Loaners

Customer Portal

  • The ‘Open Rental’ view is currently removed from visibility when Preload is marked ‘Complete’.

  • The ‘Recent Equipment Rented’ will show for Integrated Rental contracts which have generated an Invoice.

  • The ‘Rental Invoice History’ view will display Integrated Rental Invoices.

Customer Profile

The Equipment on Rent view within Quick Links is currently removed when Preload is marked ‘Complete’. After generating an invoice, the Customer Equipment view will include Integrated Rental units on rent to the customer.

Note:  The Comment field on the Customer Information screen within IntelliDealer is included in the information sent to Integrated Rental.

Parts Profile

  • In IntelliDealer, the Reserve Quantity on the part profile includes part sales on rental contracts, as well as part quantities being rented on contracts.

  • Rental parts within Integrated Rental are handled via ‘bulk’ items, and no visibility will be reflected on part profiles within IntelliDealer.

Taxes

  • VitalEdge recommends that you configure a distinct Integrated Rental tax G/L.

  • IntelliDealer does not apply tax codes and rates billing, because they come from Integrated Rental. Taxes are mapped to the tax description for display within IntelliDealer.

  • Invoices posted from Integrated Rental into IntelliDealer do not appear on any of the Tax Analysis Reports.

  • For reconciliation, IntelliDealer Tax Reports will need to be combined with Integrated Rental tax reports.

  • Distinct tax entries will be made to the tax G/L for each of the various tax levels billed and passed in from Integrated Rental. The descriptions and rates for the taxes will be included in the billing details.

  • IntellilDealer does not receive AvaTax data for Integrated Rental since tax information is transmitted to Avalara by the Integrated Rental system. You must get the tax reports for Integrated Rental transactions from AvaTax.

Accounts Receivable - Credit Card Reconciliation

The integration does not handle credit card processing at this time.

ID MobileAccess

  • The Rental Availability is currently removed from visibility when Preload is marked ‘Complete’.

  • When using Integrated Rental, Traffic is disabled in IntelliDealer.

MyDealer

  • The My Rentals option is currently removed from visibility when Preload is marked ‘Complete’.

  • The Equipment for Rent option is currently removed from visibility when Preload is marked ‘Complete’.

  • My Invoices will display Integrated Rental invoices that are available via the ‘Historical’ tab.

Revision: 2025.02