When a rental order is being returned, you can update the status by returning the order in the Rentopian platform. You can return items through individual orders or through automation with the Order Settings.
Returning Through an Order
First, navigate to the order you’d like to return. You can use the global search in the top left of your dashboard, or you can click on “Orders” in your navigation bar, then click list. From your list, you’ll use the 3 icons at the end of the row to either view, edit, or 3 dots with other action options including remove. Click on the blue icon with an eye symbol to view your order.
Once you are in your order, you’ll have your workflow options in the left hand side. You’ll click the green “Return” button. (Note: Clicking "Quick Return" will return all items at once without accounting for damage or lost items.)
Once you click return, you’ll be navigated to the return screen. On the return screen you’ll have a table of the items on the order which can select for return.
If any item is damaged, lost, or destroyed, you have the following options: Needs Repair and Unrepairable.
Repairable items
When you enter an item as damaged, you’ll be given the option to add a fee. To add a fee, you’ll click into the field and enter the fee you’d like to charge. The item will also be added to quarantine until you create a work order for the repair and the work order is marked complete.
Unrepairable items
If an item is destroyed or lost, you can mark it unrepairable. The item will also be removed from your inventory.
When you mark an item as unrepairable, Rentopian fills in the fee for you:
First, it uses the product's Replacement Price.
If there is no replacement price, it uses the product's Purchase Price.
If the product has neither, the fee is left blank. You'll need to type in the fee each time that item is marked unrepairable.
The filled-in fee is just a starting point. You can click into the box and change it before you finish the return.
Tip: Add a replacement price or purchase price to your products so the fee fills in for you. You can also choose to show these prices on your contracts, so customers know the cost up front. Purchase prices are helpful for taxes and accounting too, since you can export your inventory list with purchase prices at any time.
Fees for more than one item
Lost and damage fees have a Quantity field. Enter the fee for one item, then enter how many items are lost or damaged. The lowest quantity is 1. Rentopian multiplies the fee by the quantity to get the total.
If an order is returned early, you’ll be given the option to give a refund or if it is returned late, you’ll have the option to add a late fee.
Under your product return matrix, you’ll see an update to the order with a different amount which will combine any fees and refunds. At the bottom you have the option to “Receive with new price” meaning the customer will be charged the fees, the options to “Receive with original price” meaning the customer will NOT be charged the fees, and the option to cancel the return.
Once you confirm the return, your order status will be updated to “returned”. If you’ve added a fee, you’ll be prompted to collect a payment which you can bypass if you need to by clicking skip payment.
Returning Through Automation
You can set up your orders to return automatically on the transaction end date and time. To set this up, you'll click on Settings in your navigation menu.
From your Settings page, you'll click on the Orders tile.
From your order settings, you see the option to Return automatically which will return all products on an order automatically at the transaction end date and time. This process will mirror the Quick Return option as it will not mark any damages or lost items.
To turn on the automated returns, you'll check the box next to the Return automatically option.
Note: You can also automate the Rent Out option here.
If you have any questions or need any assistance, please reach out to our team.