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Steps For New Quote, Reservation, Send Out, Receive

Last Updated: May 21, 2018 03:29PM CDT
You have a customer that comes into your store and wants to rent something you offer.  However, since you’re new at the software, you don’t know where to start.  Let us walk you thru the process.
Clicking New Rental is the first step.  From here, you want to enter the first few characters of the customer’s first or last name or even the company’s name. 

You will see a list of customer with those characters. From the list, you will select the correct customer by clicking the check mark in the bottom right corner of the customer record.  *If the customer doesn’t exist within your database, you can click + New Customer to your upper right and enter the information to add them.  See our New Customer doc on how to add a new customer with details.

Once the customer is chosen by selecting their name, you want to enter the rental start date by clicking the calendar you see next to the Start field and the start time by choosing from the drop down in the Start Time field.


Don’t know how long the customer will have the rental but you do know when they will return it?  No problem.  We can show you how to resolve this in two different ways.  You can click the duration icon next to the duration field and enter the return date.  Or, you can click the Due Date calendar and select the date in which the items will be returned/due.  Either will calculate the duration for you.


If you're event company and you're set up for events, you will have an event start and an event end date and time option as well.  In this case, you would set your start and due dates as the delivery and pick up dates and the event dates would be the exact dates of the event.  NOTE:  You want to make sure the event start and end dates and times are dates in between the start and due dates.  This gives your delivery guys time to delivery, set up, take down and pick up.

Do the rental items need to be delivered to the customer’s location?  You can very easily indicate delivery by checking the delivery option right under the start date. When checked, you have the option of choosing to use the customer’s address on file or a different address in which the customer will be using the rental items.  Are there specific delivery instructions the customer has for your delivery person?  Just enter those in the delivery notes section.  You will do the same for pick up. 

Is there a different pick up address than there is a delivery address?  Just select the option to Use New Address under the pick up section and enter accordingly.  

Of course, if the customer is bringing back the rental items instead of you picking them up, you can always uncheck the pickup option box.  And, if the customer has a different pick up address than what the items were delivered, you can indicate this on the pick-up option as well. 

Once all the dates are entered and all delivery/pick up information is entered, click Create Quote.  You will now see the contract number, customer information, start/due back dates and the duration along with any delivery/pick up information.  Delivery and pick up information can be shown by clicking the "+" next to the delivery/pick up information section.
Now, we want to add the items in which the customer wants to rent.  To do so, just start typing either the name, key, tag or any other information that you know for the item.  Any item with these keywords in any of the item fields will populate for you to choose from.  You will enter the quantity of the item the customer is to rent and click Rent Item.  This will add it to the contract.
Once added to the contract, you will see the list of items, quantity, rate and total fee.  Want to give a one-time item or contract discount?  Just click on Rate next to the line item and enter the new price or percentage discount amount.  This will give only this item a discount which will show the original amount, discount percentage and discount amount next to the item.

Want to give an overall contract discount? Just click the Add Rental Discount button to the left of the Totals section.

Now, you're able to enter the new dollar amount or the percentage discount.  Once either has been entered, click Save.

The rental discount will now show as a line item on the transaction.

Don't want the rental discount to show as a line item on the transaction?  No problem.  From Admin-Configuration-Configure Printing Options, you can hide discounts and damage waiver from being line items.  They will still show in the Totals section.

Now you have your customer quote.  This is only a quote and will not take any quantities out of availability nor is it a firm confirmation. 

Now that everything is on the quote and the customer confirms, you want to convert the quote to a reservation.  Right above the customer information, you want to click the Reservation tab.  This will automatically convert the transaction from Quote status to Reservation status.

Once the transaction has been converted from a Quote to a Reservation, the payment screen will populate.  You can choose to collect payment from here or click Skip Payment to collect a payment later.  

Accidentally converted to a reservation when it wasn't supposed to be?  No worries.  Just click the Quote button again and you now have the reservation reverted back to a quote.

Now that we have our reservation, it's time to send the items out and deliver them to the customer's site.  To do so, click the Order tab at the top above the customer's information.  It's located right next to the Reservation tab.

If you have any serialized items, you will be asked to select which unit(s) you will be sending out.  Select the unit(s) and they'll be added to the transaction.

You will next see the Confirm Send Out screen.  This will allow you to confirm the customer, customer information, due date and items being sent out.  Click Confirm Send Out button and now the items are out of your inventory availability and in your customer's possession.

The due date has arrived and the items have either been picked up or brought back.  Let us show you how to receive the items back into your inventory availability.

From Workbench, you want to search for the transaction but entering the contract number, customer name or inventory item name.  Once the transaction is in the workbench view, click the dates in the colored area or the view icon to the right of the transaction to open and view it.  Click the Received tab above the customer's information next to Order.

The Receive Items screen will come up.  To receive the inventory items, you want to check the box to the right of each item that is being returned.  If all items are being returned, you can click Select All and all inventory items will be selected.  If there were any items partially returned, or not all of the quantities rented were returned, just enter the number returned in the Quantity returned field.  If any items were lost or damaged, just enter the quantity in the Qty Lost/Damaged field.  If you have serialized items on the transaction, you can select the condition from the Condition drop down menu.  Certain conditions will add the items into maintenance automatically, add a fee which you can change and allow you to add description of the damage.  If you have our condition photos add on feature, you will be able to upload condition photos.  

Now that the returned items are checked to be received, you want to click one of the receive options to your bottom right.  You will click Receive: Recalculate price if the items were brought back late or early and you only want to charge the customer for the amount of time they rented the equipment.  Otherwise, you will select Receive:  Keep original price.  Were the items returned yesterday but you forgot to receive them within Essentials?  Just click the date in the Estimated Price Difference option and select the date the items were physically returned.  Once the date and time is chosen, click Receive:  Recalculate price.

If payment hasn't been collected yet, the payment screen will come up.  You can always click Cancel or Skip Payment on this screen if the customer will be paying at a later time.

Once all the items are received and the transaction has been paid in full, the status will automatically move to Closed.

Now your items are received and back into your inventory for their next rental.  Need to look at a past transaction that has been received and paid in full?  From the Workbench, from the Quick Filters option, choose Closed Past 7 Days. 
Do you have transactions in which items have been received but balances due?  From Admin-Reports-Transaction Reports, you can generate the Closed Transactions Search Report and enter the desired date range.  This will show you a list of all transactions that have been received with balances due.

Click Here for further assistance and a support team member will be glad to assist you.  Or, click the Live Chat feature to the bottom right of the screen to instantly chat with a support team member.

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