Equipment Rental Detailed Documentation
The Equipment Rental System is a comprehensive software solution designed to help businesses manage their rental equipment operations efficiently.
Introduction
The Equipment Rental Add-On is a comprehensive solution designed to manage the full lifecycle of equipment rental operations. It covers everything from foundational configuration in System Setup to tracking equipment records, inventory levels across warehouses, and end-to-end booking management, including approvals, payments, and returns. Additional modules for Repairs and Lost Items ensure that post-rental activities are also tracked and resolved efficiently, giving administrators complete visibility and control over their rental operations in one centralized platform.
How To Install Add-On?
To Set Up the Equipment Rental Add-On, you can follow this link: Setup Add-On.
How to Use the Equipment Rental Add-On?
System Setup
- The System Setup section allows administrators to configure foundational data used across the
system. It currently includes Equipment Categories and Equipment Units, both of which are referenced when managing equipment throughout the platform.
Equipment Categories
- To add a new category, click the “Create” button on the Equipment Categories page. In the form
- The Equipment Categories list displays all configured categories in a table with columns for
- Available Actions: use Edit to update or modify an existing category’s details, and Delete to
that opens, enter the Name of the category in the provided field. Optionally, add a Description to explain the type of equipment the category covers. Toggle the Active switch to enable or disable the category upon creation.
Category Name, Description, Status, and Action.
permanently remove the category from the system. Note that categories actively in use should be managed carefully, as changes may affect existing equipment records that reference them.
Equipment Units
- To add a new unit, click the “Create” button on the Equipment Units page. In the form that
- The Equipment Units list displays all configured units in a table with columns for Unit Name,
- Available Actions: use Edit to update or modify an existing unit’s name or short code, and
opens, enter the Name of the unit in the provided field, along with a Short Code (for example, PCS for Piece or HR for Hour).
Short Code, and Action.
Delete to permanently remove the unit from the system. Note that units actively associated with equipment records should be managed with care, as modifications may impact existing data that references them.
Manage Equipments
- To create a new equipment record, click the “Create” button on the Manage Equipment page. Fill
- Enter the Rental Price and the Equipment Price, and select Duration Type from the dropdown (Day,
- The list page displays all equipment records in a table with columns for Equipment Name,
- Apply filters using the Category dropdown and the Status dropdown to narrow down results. Click
- In the Actions column, use View to see the full details of an equipment record, Edit to update
in the Equipment Name, then select Category from the dropdown (comes from the equipment category > System setup), and choose Unit from the dropdowns (comes from the equipment units > System setup).
Hour). Use the Status dropdown to mark the equipment as Available or Unavailable. Optionally, add a Description to provide additional details about the equipment.
Category, Rental Price, Status, and Actions. Use the search bar to quickly locate a specific piece of equipment by name.
Apply to activate the filters or Clear to reset them. Toggle between list view and grid view using the view buttons.
or modify existing equipment information, and Delete to permanently remove the equipment from the system.
Manage Inventories
- To create a new inventory record, click the “Create” button on the Manage Inventories page.
- The list page displays all inventory records in a table with columns for Warehouse, Equipment,
- In the Actions column, use Edit to update or modify an existing inventory record, such as
Select the Warehouse from the dropdown to specify where the equipment is being stocked. Choose Equipment from the dropdown (come from the equipment section), then enter the Quantity to indicate how many units are available at that location.
Quantity, and Actions. Use the search bar to quickly locate a specific inventory record by warehouse name or equipment.
adjusting the quantity or reassigning the equipment to a different warehouse, and Delete to permanently remove the inventory record from the system.
Manage Bookings
- To create a new booking, click the “Create” button on the Manage Bookings page. Under Booking
- In the Equipment Items section, at least one item is required. Note that the Equipment dropdown
- For each item, set the Start Date and End Date using the date pickers, the Duration and
- Click “Add Item” to include additional equipment lines to the same booking. The Booking Summary
- The list page displays all bookings in a table with columns for Booking Number, Customer, Total
- Use the search bar to quickly locate a specific booking by booking number. Apply filters using
- Available actions: For Pending bookings, use Approve to confirm and approve the booking, or
- For Approved bookings, use Payment to record a payment against the booking. The payment form
- For Approved bookings with payment recorded, use Return to process equipment returns. The Return
Details, select the Customer from the dropdown to assign the booking to the appropriate customer, and choose the Warehouse from which the equipment will be sourced. Optionally, add a Note for any additional context related to the booking.
will only become available after selecting a Warehouse first, as the system uses this value to determine which equipment is stocked at that location.
Price/Unit fields will auto-calculate based on the selected equipment and dates. Enter the Qty to specify how many units are being booked.
at the bottom right displays the running Total Amount as items are added.
Amount, Items, Payment Status, Status, and Actions. Payment Status will show as either Paid or Unpaid, while booking Status will reflect one of the following states: Pending, Approved, Rejected, or Returned.
the Customer dropdown, Status dropdown, Payment Status dropdown, and Date Range picker to narrow down results. Click Apply to activate the filters or Clear to reset them. Toggle between list view and grid view using the view buttons.
Reject to decline it. Use View to see the full booking details.
will auto-fill the Payment Amount, Booking ID, and Customer Name. Select the Payment Method, confirm the Payment Date, optionally enter a Reference Number, choose a Bank Account from the dropdown, and add a Description if needed before submitting. Use Return to initiate the equipment return process, and View to see full booking details.
Equipment page displays the booking summary, including Booking Number, Customer, Warehouse, and Total Amount, along with an Equipment Items table showing each item’s Duration, Booked Quantity, Pending Quantity, Returned Quantity, Lost Quantity, Total Price, and Return Status (e.g., Not Returned, Fully Returned).
- Click the Return icon on an individual item to open the Booking Item Return form, where the
- For Rejected or Returned bookings, only View is available to review the booking record.
Equipment and Warehouse are pre-filled. Enter the Return Quantity and Lost Quantity as applicable, and click Process Return to complete the return for that item.
Booking Payments
- Payments listed here are automatically populated whenever a payment is added through the Manage
- The list displays all payment records in a table with columns for Booking Number, Customer Name,
- Status will show as either Approved or Rejected, reflecting whether the associated booking
Bookings section, no entries are created directly from this page.
Payment Amount, Payment Date, Status, and Actions. In the Actions column, use View to see the full details of a payment record.
payment has been accepted or declined. Use the search bar to quickly locate a specific payment record.
Manage Repairs
- To create a new repair record, click the “Create” button on the Manage Repairs page. Select the
- Enter the Issue description to detail the nature of the repair needed, and select the Repair
- The list page displays all repair records in a table with columns for Equipment, Warehouse,
- Use the search bar to quickly locate a specific repair record by issue or equipment name. Apply
- The available Actions vary depending on the current status of the repair record. For records in
- For records with a Posted payment status, only View is available, as posted records are locked
Equipment from the dropdown (comes from the equipment section). Note that the Warehouse dropdown will only become available after selecting the Equipment first, as the system uses this value to determine where the equipment is located.
Date using the date picker. Enter the Quantity of units being sent for repair and the Amount representing the repair cost. Select the Bank Account to associate the repair expense with the appropriate account. Optionally, add a Description for any further context about the repair.
Issue, Repair Date, Amount, Quantity, Status, Payment Status, and Actions. The Status reflects the current stage of the repair and can be one of the following: Pending, In Progress, On Hold, Completed, Failed, or Cancelled. The Payment Status indicates whether the repair record is in Draft or has been Posted.
filters using the Warehouse dropdown, Repair Status dropdown, and Payment Status dropdown to narrow down results. Click Apply to activate the filters or Clear to reset them. Toggle between list view and grid view using the view buttons.
Draft payment status, use Edit to update or modify the repair details, and Delete to permanently remove the record from the system.
from further modification. Use View at any stage to see the full details of a repair record.
Lost Items
- To create a new lost item record, click the “Create” button on the Manage Lost Items page.
- Set the Reported Date to indicate when the loss was officially reported, and the Lost Date to
- The list page displays all lost item records in a table with columns for Equipment, Warehouse,
- Use the search bar to quickly locate a specific record by equipment name. Apply filters using
- In the Actions column, use View to see the full details of a lost item record, Edit to update or
Select Equipment from the dropdown (comes from the equipment section). Note that the Warehouse dropdown will only become available after selecting the Equipment first, as the system uses this value to determine the equipment’s assigned location.
record when the item was actually lost. Enter the Quantity of units that have gone missing. Optionally, add a Description to provide additional context about the circumstances of the loss.
Reported Date, Lost Date, Quantity, Status, and Actions. The Status reflects the current resolution state of the lost item and can be one of the following: Lost, Found, Replaced, or Written Off.
the Warehouse dropdown, Status dropdown, and Lost Date Range picker to narrow down results. Click Apply to activate the filters or Clear to reset them. Toggle between list view and grid view using the view buttons at the top right.
modify the record, such as changing the status as the situation is resolved, and Delete to permanently remove the record from the system.