NetRental - Add a Rental Record

Click here for a video walkthrough

Overview

A rental record represents an individual rental line on a rental contract and can be created during the initial creation of the rental contract or after the contract has been saved for the first time. When creating a rental record, users may create either:

• Reserve a rental (no asset selected)
• Assign a rental (specific asset selected)

The selection determines asset availability and how the record is managed throughout the rental lifecycle. This article outlines how to create rental records using the Create Rental workflow and explains key concepts including reservation dates, asset availability, and billing dates.

Key Assumptions

• The user already has access to NetRental and permissions to edit rental contracts.
• A rental contract is either created or in the process of being created.
• Rental items and their associated assets have been pre-configured in the system.

Prerequisites

• A rental contract must be in either edit mode or creation mode.
• Rental items must already be mapped to their corresponding assets.

Step-by-Step Process

1. Begin Editing the Rental Contract

1. Navigate to the desired rental contract.
2. Select Edit to open the contract for modifications.

• Rental records can be added before or after the rental contract is saved for the first time.

2. Open the Rental Items Subtab

1. Scroll down to the Rental Items subtab.
2. Select Create Rental.

This opens the Rental Dashboard popup.

3. Populate Key Fields in the Rental Dashboard

Complete the following fields:

• Estimated Rental Start Date
  Also known as the reservation start date.
• Estimated Rental End Date
  Also known as the reservation end date.
• Rental Item
  The selected rental item determines which assets appear in the availability list.
  • Only assets mapped to the rental item will display.
  • Availability is determined by the start and end dates entered.

4. Review Asset Availability

After selecting the rental item:

• A list of assets becomes visible showing which units are:
  • Available
  • Reserved
  • Assigned
  • On Rent

Only available assets may be selected for assignment.

5. Choose Between Creating a Reserved or Assigned Rental

There are two options:

Option A — Create a Reserved Rental

• Do not select an asset.
• Select Submit.

• The rental record is created with a Reserved status.

Meaning:

• No asset is allocated.
• The reservation is tracked by dates only.
• All assets remain available to other users until one is later assigned.

Option B — Create an Assigned Rental

1. Select a specific asset from the availability list.

2. Select Submit.

Meaning:

• The rental record is created with an Assigned status.

• The chosen asset becomes unavailable to other users for the selected reservation start and end dates.

Limitations / Things to Be Aware Of

Reservation vs. Billing Dates

Four key dates affect a rental record:

1. Reservation Start Date
2. Reservation End Date
   • These dates determine asset availability.
   • Assigned assets will not be available for other rentals during this window.
3. On Rent Date
4. Off Rent Date
   • These dates determine billing.
   • Billing begins on the On Rent date (typically populated during fulfillment).
   • Billing stops on the Off Rent date (typically populated during the return process).

Additional Notes

• An asset cannot be assigned to multiple rentals during overlapping reservation periods.
• Reserved rentals do not lock inventory until an asset is later assigned.

Troubleshooting

Issue: No assets appear in the availability list.
Potential Causes:

• The selected rental item has no mapped assets.
• All assets are already reserved, assigned, or on rent for the selected date range.

Saving the Rental

After submitting each rental:

1. Select Save on the rental contract.

The rental contract will update to a status of Pending Approval, with all created rental records listed under the Rental Items subtab.