There are two ways to book out your equipment on rent; you can either use the Book Out feature to manually place items on rent or you can use Dispatch to create a movement and assign to a driver for capturing photos and signatures when the delivery is confirmed.
Booking out is a quick way of issuing the rental items to your customer. It could be that you immediately want to put them On Rent and create the delivery document to take with you to get signed off by the customer. Or the customer might be in front of you and you want them to sign off acceptance there and then.
This guide will cover how to use Book Out, although if you would like to learn more about the Dispatch process to automatically place items on rent when delivery is confirmed then please see https://intercom.help/OnRent/en/articles/4298752-order-dispatch - dispatching allows you to "mark for delivery" and later confirm and book the items out on rent.
Get Started
To book out equipment, navigate to the order overview screen and select Action > Book Out.
Tick the boxes of the items you’d like to book out and select Confirm Book Out. Your items will then be put on rent and a Delivery Note will be preview to screen - this creates a Delivery Movement which you can see on the Movements tab.
There is an option within a user role which allows you to decide whether the Delivery Note appears to screen when you confirm a book out - it might be handy for the document to appear at that point, in order to e-mail it or get a customer signature.
However if you don't need it to do this and you want to preview / get it signed off later when you decide, you can reprint it from the Order > Movements tab or from the Movements menu.
Revert status
If you’ve allocated or booked out something in error or want to cancel the item without having to go through the book in process, you can revert to the previous status by using the Revert option in the action menu.
If you’re trying to delete the order entirely then you won’t be able to do so if there is at least one item booked out on rent, in which case you will need to use Revert for each item and then you can delete the order. Please note you will also need to delete any draft invoices linked to the order as well.
Movements - cancelling all of the items book out on one particular Delivery Note
On the order overview screen, there is a Movements option which is your timeline of events on your order. This screen displays items that have been booked out or returned and retains the delivery or returns note for your records.
You can also revert or cancel a return/delivery from the action menu.
Note: If you have more than six records, select the view option to see more of the items booked out.
Book in
To book your equipment back in, follow the same process as booking out. Select Action > Book in, tick the boxes for the items you’d like to book in and select the green Confirm Book In button.
Want to find out more? Start a conversation using the blue help bubble in the bottom right-hand corner of your system.