Items tab

Place or change items on orders to rent to your customer.

An order without items has no meaning. Therefore, add items to your order and calculate the total price. You can then send the order confirmation to your customer and process it further.

New item (order line)

To add an item to the order:

• From the overview, click on Edit items/serial numbers in the action bar.

The order line form for adjusting the items in the order is displayed.

• You can add items in these ways:
  
  • Scan
    Via scan you can look up items, or scan them directly with a barcode scanner. You can select items and serial numbers in this field. If you are looking for a specific article in a large range of items, you can first select a category under category. You can then search through this category under scan. If you select an item that you have found, it will appear on the order lines. Of course, you then have to enter the correct information in the order line and check all the important fields.
  • Manually adding lines
    By manually filling in the fields in the last row of the overview you can create order lines. Fill in all relevant fields. Make sure you review the details of the rules by clicking on the down arrow in the rightmost column. It is possible to edit any dimensional fields, price calculations and other conditions.
  • Availability
    It is also possible to select items from the availability. The availability shows a planning view of all items (or serial numbers) that are available for a certain period. Click on Availability to open the availability screen.
• After selecting the item, it is added to the overview as a separate order line.
• Check the quantity, the prices and the other fields.
• Check or complete the information under the details of the order line, accessible with the arrow in the right-hand column.
• Repeat the above actions to add more items.
• Click on Save when all items have been added and all information is complete.

Items with serial numbers

Items consisting of serial numbers can be put on the order without serial numbers because the unique copies are not yet directly relevant. Only when the order is prepared, it becomes vital to allocate serial numbers. The serial numbers should therefore only be known on the order when it is delivered.

Provided that the system settings allow it, it is already possible to add the serial numbers to the order immediately. The process of preparation is then straightforward, as there is no need to go through the whole procedure of preparation separately.

Changing an item (order line)

To change an item on the order:

• From the overview, click on Edit items/serial numbers in the action bar.
• Make your changes in the fields.
• Check or change the information under the details of the order line, accessible with the arrow in the right-hand column.
• Click Save when the required information has been changed.

The totals are also updated immediately.

Removing an item on the order line

To remove an item from the order:

• From the overview, click on Edit items/serial numbers in the action bar.
• Remove the items by clicking on the remove icon. Please note that the line is deleted without confirmation.
• Click Save when the required items have been removed.

The totals are also updated immediately.

Renumbering rules

If you have made many changes to an order, the line numbers often get mixed up. This is a convenient moment to renumber the lines again. The order of the lines remains the same but the numbering will once again go up by increments of ten (10).

To renumber the lines on the order:

• From the overview, click on Edit items/serial numbers in the action bar.
• In the action bar, click Renumber lines.
• Check the rules for 10, 20, 30, etc.
• Click Save to save the data.

Partial invoicing

It is possible to invoice one or more items on the order separately. You can use this functionality, for example, if you want to create a controlled invoice in advance for a customer.

To start a partial invoice:

• Select one or more items and click on Partial invoicing in the action bar.

The invoice dialogue opens.

• If you want to generate a sample invoice first:
  
  • Select the Generate Sample Invoice field.
• If you want to generate a final invoice:
  
  • Make sure that the Generate example invoice field is not selected.

By default, the last invoice date for the order is used and then a period number (e.g. 1 x month) is added to use as the end date.

• If you want RentMagic to determine the automatic end date for invoicing:

• • Click on Invoice. The sample invoice is generated.
  • Follow further instructions from here to further edit or send the invoice.
  • Click Overwrite end date. A second dialogue opens.
  • Change the Period end field to the desired date until which the rental can be invoiced.
  • Click Invoice. The sample invoice is generated.
  • Follow further instructions from here to further edit or send the invoice.

Adjusting the start of issuing

To responsibly change the issue times for certain items on an order, and thus also to achieve the correct calculation of the price, it is wise to use the Modify Issue Start function.

To change the issue start of one or more items:

• Select one or more articles and click on Change issue start in the action bar.

The dialogue to change the start time of the rental is displayed.

• Please enter the correct information in the form and place additional comments if necessary.
• Click Send to save the change.

The date will be adjusted and the price of the rental will be recalculated if necessary.

Adjust the expected end of rental

In some cases, a customer reports that a rental order will be returned later. This has consequences for the stock and the possible price. To adjust the expected end it is wise to use the function Change expected end.

To change the end-of-rent time of one or more items:

• Select one or more articles and click on Change expected end in the action bar.

The dialogue to change the end time of the rental is displayed.

• Please enter the correct information in the form and place additional comments if necessary.
• Click Send to save the change.

The date will be adjusted and the price of the rental will be recalculated if necessary.

Replacing an item

This information is under construction.

Cancelling a rent

This information is under construction

Preparing for cancellation

If the order is in the preparation status, it is possible to cancel the preparation for one or more items. In some situations it may be that the preparation has not been processed correctly and that it still has to be cancelled. For example serial numbers that have been assigned to the order, but which still need to be removed, etc.

The preparation will then have to be done again.

Click here for more information on the preparation.

Om de voorbereiding van één of meerdere artikelen te annuleren:

• Select one or more items and click on Prepare cancellation in the action bar.

The preparations made for the items will be undone and possibly the serial numbers assigned will also be released.