Rental products application instructions

15. mai 2025

IMPORTANT INFORMATION:

  • Rental product application is integrated with ERPLY backoffice
  • Rental products will be created only inside this application
  • Rental product card (with less fields) will be saved to Erply PIM
  • Rental product inventory registration can be added after the product creation
  • Rental product is individual and identified with unique serial number for tracking purposes
  • Rental product depreciation calculation is based on set warehouse price and product lifetime
  • Rental product is fixed asset, therefore qty is always 1
  • Rental products move between warehouses
  1. Separate warehouse for products in rent
  2. Separate warehouse for products in maintenance
  3. Warehouse(s) where product is located (at the time before rent/maintenance)

 

TO GET STARTED:

  1. In Erply Backoffice go to Inventory>Locations>Add new Location. Create locations for:
    1. Products in rent
    2. Products in maintenance
  2. Go to App store in Erply backoffice> Search “Rental Products App” > Download the app. If you have application already and it shows ready to update please do so.
  3. Open the app 
    1. Choose from the warehouse list the location previously added for products in rent
    2. Choose from the warehouse list the location previously added for products in maintenance
  1. When cash register usage is needed, configure POS for payments.  For successful payments selected POS must have Adyen card-terminal and printer microservice set up.

 

  1. When billing statements usage is needed, firstly download Recurring Billing application. Make sure it is updated and if not do so. Then click on Modules

 

  1. Select Recurring Billing-Rental module and click Confirm.
  1. Open the Recurring Billing Application and in Configuration tab check Generate invoices from billing statements and save. Now Recurring Billing Application is ready to be used with Rental Products Application.
  1. For adding products in the main view click “Add rental products” and fill in all the mandatory fields and click save.New rental product will be created.
  1. Rental product will be shown in main view, click + sign next to “No stock” in status column and create inventory registration. After confirmation product is now ready to be rented out. 

Tip?: For fast product creation you can copy product by checking the checkmark field in front of it. This will copy all product information besides serial number. Editing the product is still possible.

NB: If using a deposit, this product must be created as a separate product itself. Make sure Deposit product checkbox is activated. 

 

Deposit product can be added for any rental product on the product card.

 

RENT:

  1. Start a product rental by clicking the button “Rent” for desired product in main view. Desired product can be searched by product name or serial number or using status filter “in stock”
  2. Select a customer from your customers list to rent out the products
  3. If Ship to address is different fill in the field
  4. Set renting period start and end date and select default time unit.
  5. Depending on a selected default time unit price will be pulled from the product card
  6. If needed insert customer special price in net-this will overwrite total rent price
  7. You may add a comment-this will be shown on main view
  8. You may add a file for example a rental contract with the customer
  9. Choose payment type, follow the instructions and confirm rent
  • Create invoice
  • Create billing statement 
  • Start payment
  • Prepayment invoice

 

1. When Create invoice is selected application will automatically create invoice. When rent is confirmed product stock will be moved from the warehouse it was in to rental warehouse. You now have an option to create a payment on spot. Create payment button will redirect you to choose a payment type for the invoice in Erply backoffice. You can always add payment later as well. 

Main view will show product status as Rented out, availability shows expected return date. Customer information and product location is visible. Payment status shows either Paid or Unpaid, once unpaid clicking on it will open invoice and payment can be added. There is chance to start product return.

 

2. When Create billing statement is selected it will be created automatically and can be later managed in Recurring Billing Application as usual. Make sure you have Recurring Billing application previously downloaded.

Main view will show product status as Rented out availability shows the expected return date. Customer information and product location is visible. Payment status shows Billing statement, clicking on it will open statement that can be edited. There is chance to start product return.

 

3. When Start payment is selected, payment modal opens and you can instantly take payment either in cash or card or combining both methods. 

 

Main view will show product status as Rented out and availability the expected return date. Customer information and product location is visible. Payment status shows Paid.

 

4. When Prepayment invoice is selected it will reserve the product for the customer requesting the rent. Create a pre-payment pop-up window will show the full amount of rental sum required for reservation. This can be changed when pre-payment sum can be less than full amount. 

Note: When enabling pre-payment sum less than total amount and invoice needs to show previous payments in enable checkbox in Erply Backoffice: Settings>Configuration>Sales Documents printouts>Print received payments and due amount on invoices. 

Once confirm reservation is clicked product is reserved. NB: in this case product stays in the warehouse it was in.

Main view will show product status as Reserved and availability as expected return date. Customer information and expected product location during rent is visible. 

 

Payment status shows Unpaid/Partially paid or Paid. Clicking on unpaid or partially paid will open pre-payment invoice and payment can be added by selecting either Start payment or Add payment. 

Start payment will open payment modal for card and cash payment. Add payment will let user choose payment type manually. Once payment is added for pre-payment invoice system automatically generates invoice with pre-payment sum. 

In main view there is a chance to either deliver product or cancel the reservation. 

  • When Deliver button is clicked-product stock moves to rental warehouse and product status will be rented out with a chance to return the product.
  • When Cancel button is clicked product reservation will be cancelled and product status is set as In stock.

MAINTENANCE:

  1. Start a product maintenance registration by clicking the button “Maintenance” for desired product. Desired product can be searched by product name or serial number or using status filter “in stock”
  2. Select a Company for your Company Customers list and insert period start and end date
  3. If known cost you may add the price and correct VAT
  4. You may add a comment-this will be shown on main view
  5. You may add a file for example a rental contract with the customer- this will be shown on main view
  6. Confirm maintenance. This will move product stock from warehouse it was in to maintenance warehouse
  7. You have now registered maintenance and can see additional information in the main view. Availability date shows the end date of maintenance period, if this is in red contact the company because maintenance period has passed

 

WRITE-OFF:

  1. Start a product write off by clicking the button “Write-off” for desired product. Desired product can be searched by product name or serial number or using status filter “in stock”
  2. Select the reason from reason code list
  3. You may add additional comment
  4. Confirm write-off
  5. You have now confirmed product write-off and rental product will be removed from rental products list. In ERPLY backoffice product status is set as archived

 

 

RETURN:

 

IN CASE OF RENT:

  1. Start a product return by clicking the button “Return” for desired product. Desired product can be searched by product name or serial number or using status filter “Rented out”
  2. Select a warehouse to where the product was returned
  3. Confirm if product is in order, deposit returned or product returned defected
  4. You may add additional comment
  5. Click “return product”-You have now created product return. Product stock is moved from rental warehouse to your selected warehouse.

 

IN CASE OF MAINTENANCE:

  1. Start a product return by clicking the button “Return” for desired product. Desired product can be searched by Product name or serial number or using status filter “Maintenance”
  2. Select a warehouse to where the product was returned
  3. Confirm if product is in order or product returned defected
  4. You may add additional comment
  5. Click “return product”-You have now created product return. Product stock is moved from maintenance warehouse to your selected warehouse.

HISTORY:

Information about rental products is shown here in latest-last order. Under files you can add images if during return the product had a defect. Searching for a specific product is possible by the name or serial number. Filtering can be done by actions performed.

  • Rent
  • Return (Rent)
  • Return (Maintenance)
  • Reservation
  • Reservation cancellation
  • Maintenance
  • Inventory registration
  • Write-off

 

USER RIGHTS:

 

Please note: The rental application is restricted with user rights depending on the logged in user. Due to this not all functions work for all users. Please change user rights in the Erply backoffice accordingly. For example: Settings>User groups>Cashiers>Main modules>Inventory Transfers>Add all>Save.

Now the user in user group “cashier” is allowed to confirm inventory transfers.