Managing Subrentals
In this guide, we'll walk you through the process of managing subrentals in Rentopian, from identifying overbooked items to resolving them by creating and managing subrentals.
Preparing to Create Subrentals
1. If the product to be subrented is not in your inventory, create it under the Products section and set the quantity to zero if you do not carry the product already.
2. This ensures that the product automatically appears as overbooked when added to an order, allowing you to create a subrental for it.
Identifying Overbooked Orders
1. Navigate to the Orders -> List in your dashboard.
2. Orders with overbooked items are highlighted in red.
3. Open the order to find the Overbooked Items tab, which displays the specific items and quantities that are overbooked.
Managing Subrentals
1. Access the Inventory > Subrentals section to view and manage existing subrentals.
- Subrentals can have statuses such as Cancelled, Open, Approved, Pending Delivery, Received, Close, or Returned.
- Click on a subrental to edit details like contact, product, quantity, and price or send it to the vendor.
- View the associated order by clicking on the linked order ID.
Creating a New Subrental
1. You can create subrentals directly from an order or via the Inventory -> Subrentals section.
From the Sub-Rentals Section: Click Add Sub-Rental and fill out all needed and required fields.
From the Order: Open the order, go to the Overbooked Items tab, and click Create -> Subrental.
2. Fill out the required details to create the subrental record.
3. Click Save to finalize the subrental. The status will be updated to Pending Resolution.
Communicating with Vendors
1. Open the subrental and send the subrental details to the vendor by clicking Send to Vendor. This sends an email with an attached PDF.
2. Once the vendor confirms, update the subrental status to Pending Delivery which will allow you to resolve the overbooking on an order.
Resolving Overbooked Items
1. After creating the subrental, and marking it as received return to the order’s Overbooked Items tab.
2. Click Resolve to mark the overbooked items as resolved using the subrental.
3. The order’s status will update, and it will no longer appear highlighted in red or other alert colors.
Receiving and Returning Subrentals
1. When the subrented items arrive, update the status to Received.
2. After using the subrentals, return them to the vendor and update the status to Returned.
3. Optionally, enable the Subrentals Widget on your dashboard to track upcoming returns based on the dashboard date range.
Tips and Tricks
Automate email notifications to vendors when a subrental is created for faster communication.
Use the Notes section to document any special instructions or communications for your team and vendor.
Enable the dashboard widget to avoid missing subrental return deadlines.
Need Help?
If you have any questions, feel free to contact us at [email protected] or use the chat feature on our platform. We’re here to help!