Booking rental items in can either be done as part of the Return Request process, which is great for organising the collection with a driver with photos and signatures, or as part of the Book In process which is useful for processing the return quickly as items arrive back.
This guide will cover how to use the Book In process, although if you would like to learn more about Return Requests then please see our guide at https://intercom.help/OnRent/en/articles/4430590-order-return-request
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Booking equipment in is very similar to booking them out, simply open an Order > click the Action dropdown and then select Book In
Select Action > Book in, tick the boxes for the items you’d like to book in and select the green Confirm Book In button.
If there are any damages or losses then you can report how many by changing the quantity in the Ok, Damaged or Lost boxes. The total quantity can never exceed the quantity outstanding to prevent you from accidentally returning too many.
The boxes will change automatically so if you are reporting a damage for a serialised item then simply change the number in the Damaged box and the OK box will correct itself.
Note: you won’t be able to book anything in if it has already been returned or is yet to be booked out on rent.
You can also use the Action dropdown against a line item to open the Book In Details screen, which is useful for making any notes about the return state as well as when the item was booked in. If Use Item Book In Date is set to “No” then the current date will be used for when it was booked in, otherwise you can specify a date you choose if this option is set to “Yes”.
Once you’ve successfully booked your items in then their status will change to Off Rent and you can optionally sign (and print) a Returns Note.
There is an option within a user role which allows you to decide whether the Returns Note appears to screen when you confirm a book in - it might be handy for the document to appear at that point, in order to e-mail it to the customer as proof of return or if the customer is in front of you.
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.
Want to find out more? Start a conversation using the blue help bubble in the bottom right-hand corner of your system.