Objective
This Rental PO workflow will allow users to:
Partially return items on a Rental PO
Rental Time Frame Definition: Unit prices are linked to rental duration for more accurate cost calculations
Rent from Inventory: Allow your team to rent tools/equipment from inventory you keep on hand and enabling a Warehouse Manager the ability to oversee Rental items
Things to Consider
The new Rental PO workflow requires the 'Item Type' to be set as 'Rental'. This can be marked in the 'Items Database' or fixed during the order flow.
When you add a rental item into your 'Items Database', you will add the 'unit of measure', define the 'Item Type' as 'Rental', input a 'Price' for the item and add the 'Price per Day' which will be used to calculate the 'Total Price' in the order flow.
When you select an item to add to the the 'Rental PO', the rental period is now reflected in the order flow (and on the PDF and the email sent to the supplier) and you can adjust the 'Quantity' and 'Rental Days' which will adjust the 'Total Price'.
Each item will have a quantity of 1. If you need to rent out 3 cranes for example, there should be three "Crane" line items each with a quantity of 1 each.
You can also add rental items at the supplier level- adding an item you rent from a specific supplier with their pricing (with or without a discount) which will be applied when selecting the item from a specific supplier on a Rental PO.
We added a 'Rented' column to the 'Warehouses' screen so if you have tools or equipment on hand that you own, and rent out for Projects, you can now track this information in the associated Warehouse.
When you receive the invoice for your 'Rental PO', you will see a new 'Rental Days' column in the invoice approval screen so you can correctly invoice the rental period instead of the quantity of the item you rented. This will allow you to continue to bill against the rental PO until the item has been confirmed returned.
Procore: Please note that for Procore integrated customers, when you create a Rental PO in StructShare, the Quantity and Rental Period (days) will be combined (Qty X Days) into the 'Quantity' column in your Procore commitment schedule of values.
Steps:
Adding 'Item Type' & 'Price per Day' in your Item Database
Creating a new Rental PO
Confirming Delivery of the Rental Item(s)
Confirming the item(s) have been returned
Adding 'Item Type' & 'Price per Day' in your Item Database
Navigate to your Item Database.
Search for an item you would like to designate for rentals. You can now add information in the newly available fields for 'Item Type' & 'Price per Day':
When adding items to a Rental PO it will automatically calculate the price after selecting the # of days for the rental (this can also be edited at any time).
Creating a new Rental PO
Click the drop-down next to Material Order and select 'Rental PO - BETA'
Select a Project (you won't be able to select a warehouse here)
Select a supplier (here you can choose either a supplier or your warehouse)
Search for your item(s) and then select Quantity & Rental Days. It will populate your Price Per Day (added from the Item DB) and calculate your total price automatically.
If the item selected does not have 'Rental' as the 'Item Type', you can change the 'Item Type' during the order creation once the item is added to your list.
Items in your Database that have 'Day', 'Week' or 'Month' previously populated (before clicking "Fix Item") will be auto converted and auto populated according to the conversation table below.
Any other Units will require the customer to fill all relevant Rental data manually.
Click the + to add it to your cart. You can add more items or then click the shopping cart to complete the order.
Look over the order and then press Continue if everything looks correct.
Click 'Place Order' to complete the process.
Rental Order will now be in your Open Activities under 'Rentals'.
Confirming Delivery of the Rental Item(s)
View your Rental Order
Select 'Update Delivery' once it has arrived on site
Select which item(s) have been delivered and then click 'Confirm'.
Confirming the item(s) have been returned
View the Rental PO and click on 'Update Returned'
Select which item(s) have been returned and then click on 'Confirm Returned' at the bottom.
Order will now be moved to Order History in the 'Returned' tab.
Questions?
Contact Support:
Live Chat with Support through StructShare:
Click on ‘Talk to Support’ on the left side of your screen.
Email Support:
Call Support:
(512) 222-3716