You can organize the process of renting assets to clients in RemOnline. This article describes the standard workflow.
Prior Setup
Step 1. Create and set up the necessary asset warehouses on the Settings > Inventory page.
With the help of different warehouses of assets, you can manage internal logistics. For example, you can have the following warehouses:
Ready for rent. An asset/equipment in this warehouse is in working condition and ready for rent or lease.
After rental. The asset/equipment has just been returned from rental and needs to be checked for working order, cleaning, etc.
Waiting to repair. This warehouse may be useful if your company is repairing its own equipment.
Additionally, a separate warehouse is automatically created for each client and employee which is not displayed in the general list but can be used for transfers.
Step 2. Set up automatic transfer of assets by statuses on the Settings > Statuses > Work Orders page.
For example, at first, the product is in the company's “Ready for rent” warehouse. When you update to the “Rent” status, the asset is moved to the Client's warehouse.
Then, when the work order is assigned the “Done” status, the asset has to be transferred to the “After Rental” warehouse.
After the asset is checked, the work order gets closed and the asset is moved to the “Ready for Rent” warehouse.
Done! Now, when updating this work order status, managers need to confirm the transfer or change the warehouse if necessary.
Important: for this function to work correctly, there should be the “Can transfer assets” right enabled in the settings of the employee’s role.
Step 3. Upload your devices/equipment that you plan to rent out to an asset warehouse.
To do this, go to the Inventory > Assets page and create assets. You can find more information on how to add new assets in this article.
When creating assets, pay attention to the fact that your company is identified as its owner. In the system field “Cost”, you can specify the cost price of the asset.
Creating a Work Order for Rent or Lease
1. Click + Order on the Work Orders page.
Select the “Rental” work order type
Add the asset you want to rent. To do this, write the serial number or the name of the asset in the “Serial number” field
Specify the client who is renting the asset
Set the duration of the rental service.
Important: Be sure to specify an asset at the beginning, and then the person who rents it! If you first select a client, you will not be able to see the assets belonging to your company when selecting an asset for rent (only the assets belonging to that client will be displayed).
Enter additional information (note that you can customize the work order form and change the order of the fields, add new ones or remove unnecessary ones)
In the “Due Date” field, you can enter the date and time of the end of the rent. If your employee does not update the work order to the "Ready" status by this date (i.e. the customer does not return the asset in time), the table will show the overdue time
If necessary, specify the amount of prepayment (deposit) and responsible employees.
Select the document to be printed and click Create or Create and open. If the client made a prepayment, you will need to select a cashbox to record the payment.
Done! The work order has been successfully created and is displayed in the table and in the Work Order Scheduler.
Processing and Closing Work Orders for Rent and Lease
Open the created work order and add a service in the necessary quantity in the Labor, service or product field.
When you change the status of the work order, the asset will be transferred to the already configured warehouses of assets. As a result, you can always see which assets are rented by which clients, which ones are being checked after the rental, and which ones are ready for rent.
Read more about how to close a work order and accept payment from the client as well as how to keep a record of services being canceled in RemOnline, by clicking here.