Sub-rentals

When you are short, or you never stock something, you rent it from another rental company. A sub-rental records what you rented, from whom, for which order, whether they confirmed, and what you owe them.

Sub-rent from a quote or an order

1. On the Items tab, find the line. A short line says Sub-rent the 2 short; any other says Sub-rent.
2. Press it.
3. Pick the vendor, or type a new company's name.
4. Check how many. It starts at what you are short.
5. Type Their price each, or leave it empty to use what this vendor charged last time (or the item's cost per rental).
6. Press Sub-rent.

The line now says how many are rented in and from whom, and those units are not taken off your shelf.

Track it

1. Open Inventory, Sub-rentals.
2. Use the filters: Open, Not confirmed, Needs re-confirming, Balance due, Due back this week, All.
3. Open a sub-rental (numbered SUB-1001 and up) to change its Status, add Their confirmation #, set Comes in and Goes back, the delivery fee and Paid so far, and attach the vendor's invoice under Files.

The Payment reads Unpaid, Deposit paid or Paid from what you typed.

Good to know

• The statuses (Requested, Confirmed, Picked up, Returned, Cancelled to start) are your own list. Rename or add to them on the Status field under Settings, Inventory, Fields (Sub-rentals), where you can also rename, hide or require its fields and add your own.
• Tick Needs dispatched (on the sub-rental, or in the Sub-rent box when you sub-rent a line) and two stops go on Dispatch: Pickup Subrental from the vendor on Comes in and Return Subrental on Goes back. Leave it off when the vendor delivers and collects. Finishing the stops moves the status to Picked up and Returned.
• Add contract on the sub-rental's Files tab takes the vendor's contract as a PDF. A scan is made smaller before it is stored; a PDF with text is kept as it is. With AI on, Read the prices shows each item's price on the record next to the price on the contract, plus the delivery fee and their confirmation number; tick what to take and press Apply. Items on the contract that are not on the sub-rental are listed, never added.
• If the order's dates or quantities change after the vendor confirmed, the sub-rental is flagged Re-confirm with the vendor. Press They confirmed again once you have called them.
• Each morning, sub-rentals going out soon that are still not confirmed are raised to the team (3 days ahead unless your admin changed it on its card under Settings, System, All notifications).
• The order's Profit tab counts what you pay the vendors, plus an estimate for items marked Usually sub-rented that are not covered yet. When a quote is booked, its sub-rentals move to the order.
• Sub-rentals are on Pro and the license, not on Lite.

If something goes wrong

• There is no Sub-rent button. Your role does not add sub-rentals, or the quote is already booked (sub-rent on its order instead).
• The line is still red after sub-renting. The sub-rental was cancelled, or covers fewer than you are short. Open it and check the quantity.