By using Qualer's transfer of assets to client's feature, Rentals can be tracked and traced by using a combination of features. Outlined is an example flow of a rental process. Not that some things are set up in advance, like an asset pool called Rental.
Assign the piece(s) of equipment to a “Rental” pool by clicking on the asset(s) then choosing Transfer to Another Pool… in the toolbox.
Choose the Rental pool and confirm.
In the Maintenance tab of the asset, a calibration plan can be tied. To add a certificate (if it’s not processed in Qualer), go to History > Add Service Record > choose the calibration plan > Next > fill in any other needed information > click Create Service Record on the Charges tab when complete.
In the Documents tab, the cert and any other asset documentation can be uploaded.
Filter by the Rental pool to see all equipment that can be rented out.
To transfer a piece of equipment, click on the checkbox and choose Transfer to Another Company… in the toolbox.
Choose All Service Records so the calibration history and certs will also transfer (making them visible to the client).
Instructions will now start to show on the left side for the remaining steps. Search for the client then click Select.
Choose the client’s site that the asset should transfer to.
Choose your company as the service provider.
Choose one of the existing plans for rentals or create a new plan. Be sure to set a date that the rental is due back. Setting the date can trigger notifications about the rental being due for both you and the client. Up to three notifications can be sent at whatever frequencies each user decides on.
Do not delete or retire the asset since your company still owns it. Instead, click Cancel. Deleting or retiring should only occur if the customer now owns the asset.
At this point, the rental that is in the Assets module can be marked as rental-out, put in an Area associated with a client or more based on the company’s needs.
Go to Service > Manage Clients and find the client the asset transferred to.
Click on the asset id to open its information. Click INFO > to add the quote. The client will be able to see this as well.
To input a price that the equipment was rented out, an option is to click Edit > Lifecycle tab > input sale date and price if needed > OK. This price is reportable. Additionally, the sale price could be pre-populated with a price that is tied to the original rental equipment.
If you want to assign a specific owner for the rental equipment, make sure they are added as an employee in the Account tab of the company. Go to the Location tab of the asset and choose them as a Custodian.
Once the rental is received back, the asset can be marked as retired in the client's asset list.
