Rental Software - User's Manual

The 'rental' option is used to manage the rental of any type of items. The LoMag program allows for instant loan and returns and provides a direct preview of the goods and loan files.

The rental module in the LoMag program is ideally suited for the following options :

• Program for hiring power tools, garden equipment,
• Software for rental of construction equipment,
• Program for car, motorbike, vans, trailers and other vehicles rental,
• Support for rehabilitation equipment rental,
• Program for the rental of wedding dresses and other dresses,
• Software for renting sports and tourist equipment: skis, bicycles, snowboarding, tents,
• Rental of water equipment: kayaks, pedal boats and boats,
• Software for renting lighting, stage and acoustic equipment,
• Program for DVDs, games, consoles.

Rental module in LoMag software can be used by a large company as well as small business entities, for example, exempt from VAT as the program allows you to set up rentals for different VAT rates and rentals without VAT.

1. Rental

To start with the rental option in LoMag, select the 'rental' from the main menu.

When you open the rental module, you will see the current list of rentals and a tool menu for managing the list.

1.1. Toolbar in Rental

The rental option has a tool menu through which we can add, edit or filter the return documents in the environment of LoMag warehouse software.

Let us discuss the actions of individual tools and then we will describe some of them in detail.

search field, used to search for documents by using text information of documents, e.g. by name, code, product group, customer’s account.

a button to add a new rental.

a button for editing a rental

a button used to delete a rental document from the list.

• ATTENTION! You cannot delete a document from the rental list if the document is associated with other documents. For example, the item was returned and there is a link between the rental document and the return document and the invoice.

a button that allows you to print a list of rentals.

a button that allows you to export a list of rentals to an Excel file (xls).

a button that allows you to export a list of rentals to an Adobe file (pdf).

a drop-down menu for filtering the list of rentals from a given period of time, e.g. from the last 7 days.

drop-down menu for filtering the list of rentals with a specific status, e.g. Rented.

1.2 Adding a New Rental

To add a new rental for our warehouse, select the 'add' button from the tool menu, and a new window will be displayed.

In the new window, you will find a number of fields to fill in information about the new rental. Let's add a new rental to our database, discussing the fields in turn.

The first step to be performed is to identify the customer's name for which we want to issue a document. We can do this by searching for an existing account's name from the list, or by adding it by clicking on the 'add' icon.

The next step is to specify the date of issue of the document, the date of rental and return of the goods. Date of issue of the document - set the date when the document was prepared. For the rental date, set the date when the item is to be/was loaned, and for the date of return, specify when the item is to be returned. The document number is generated automatically - you can always change its name manually by clicking on the red box and entering your own values.

Then add the products that we want to give to the customer’s account. To do this, click add option see a new window named 'add rental', with the option to define a product to be loaned, price, unit of account, VAT rate and rental deposit.

The added window should define the basic properties for the loaned product - Goods, Quantity, Settlement Unit, Net Price - the remaining amounts/fields are calculated based on the four mandatory parameters listed above. In addition, non-obligatory fields are remarks and comments.

In the items field, select the item from our warehouse that you want to rent; for example, it is a hammer drill by Makita. Next, specify the amount of the item to be borrowed - in this example it is 5 pieces (on the left side we have information on the condition of this item in stock). A unit of account should be set for a given item: in this case, the calculation will be daily - you can change the unit for minutes, hours, full day or define your own unit of account. By providing a net price for 1 item of the loaned product (in our case it is 1 piece percussion drill company Makita) LoMag program automatically calculates the gross price for one piece and the net value and gross for the full order (in the case discussed by us for 5 pieces of drills).

VAT rates can be changed through the drop-down menu - automatically when the rate changes, the gross value for the fields will calculate the gross price, gross value and if the deposit is paid - the gross deposit field. Additional, optional fields are a net / gross deposit, in which we can enter the amount of the rental for the loan, based on which the gross/net deposit will be calculated according to VAT rates selected from the drop-down menu. In the remarks, the program user can enter what is associated with the deposit or any other information about the rented goods.

If all the data we have entered is correct - click OK.

After adding a new item to the rental, it will appear in the list in an open document. You can add additional goods to the document by clicking on add option and completing the window as defined in the previous step.

In the rental document we have a menu for managing the list; we can, among other things, add new lines (goods), edit existing loans, export a list of rentals, etc. Below is briefly discussed their functionality :

a button to add a new item to the rental document.

icon for editing the selected line in the rental document.

a button used to delete the selected line in the rental document.

a button used to show the history of the goods (the history of the goods is described in the instructions for the goods catalogue).

a button that allows you to export a list of rentals to an Excel file (xls).

a button used to show links for a given item.

At the bottom of the window there is a summary of the open loan document. We will find the information on the quantity of goods rented, net and gross value as well as the number of loan items.

1.3 Rental Statuses

The rental document have 5 statuses - descriptions and actions related to them can be checked from the open loan document by clicking the icon present next to drop-down option.

1.4 Generating and Printing a Rental Document

After setting the date of rental, the date of return and defining the goods that we want to rent, you can go to the main menu of the rental document. We can print out confirmation of rental, generate refunds, etc.

- Button is used to generate a PDF file for an open document.

- Button for printing the current document.

- Button used to open the template editor for the currently printed document (How to edit a warehouse document template using the LoMag editor can be found here ).

- Button used to send a PDF document to the customer’s account's e-mail address.

-Button used to generate a return of goods.

-Button used to save document data and close the window.

-Button to cancel changes made to the document and close the current window.

1.5. Rental of the Item

When creating a new rental document, it has the status Open. Only when a PDF file is generated or a printout is made, the status of the document is changed to Rented.

To generate a PDF file, click on the 'generate a PDF' button in the open document. After doing this action, the software will generate a PDF file, save to disk and automatically open the document in Adobe Reader. To print the document, click on the 'print' button. It will display a print preview (similar to the generated PDF file) in which we can order printing.

The user of the LoMag software has following information in the generated file/printout of the planned rental :

• the number of the rental document,
• the date of issue of the document, the planned time of borrowing the goods and the planned return of the goods,
• information about the planned time of borrowing goods,
• rental data of the owner of the goods and customer’s account,
• names of borrowed items, their quantity, price and rental costs,
• the real value of the item that will be rented to the customer’s account,
• a summary of the rental cost, including bail (if included in the rental of goods).

After changing your rental status, our rental document in the list will change from Open to Rented status. In the column, the value of the document is given. The value of the goods we borrowed, and in the column Rental value - the net amount that the customer’s account will have to pay for the loan of goods.

2. Generating Returns

2.1. Search for Documents to Return

To find a rental document for which you need to generate a refund, the easiest way is to use the search engine on the rental list by entering the number of the rental document; to go to it, click on the warehouse.

If we do not know the number of the rental document, we can try to find the document by searching for the name of the customer’s account. To do this, enter its name in the search engine. The list may have many entries because the customer’s account could have been a regular customer with us and it was not his first loan.

In the case when we do not know the number of the rental document, and the search after the customer's name contains too many entries, you can use the date filter to find the desired loan. This filter can also be used for statistical purposes, e.g. you can search how many rentals were in the last 7 days, the current week or month. The filtered results can be printed by clicking the 'print' button exported to the .xls file by clicking the Excel button.

To create a custom date filter, click on date of document.

We will see a window in which we will be able to set a filter for a given period of dates. After setting it, click OK. Please note that this filter is responsible for the date of issue of the rental document, so there will be no documents with the date of rental or returns in this filter.

2.2. Return of Rental

When we find the appropriate rental document, open it twice by clicking on it with the left mouse button or by selecting it and clicking the edit button.

After opening the edition of the rental document, the date of return should be verified - the customer's can always return the loaned goods earlier or be late for a few days. It is also possible to edit the document number.

If all parameters in the document are set correctly and the customer has returned the borrowed product, use the 'generate' button.

If the LoMag user made a mistake on the return date - he can always edit it after generating the return by clicking on the field responsible for the return date and selecting the correct value. When attempting to generate a PDF file or print a document, the user will be informed that the date of return has changed and the question whether to convert the price of refund elements for the new date range.

2.3. Printout of the Rental Return

To print the confirmation of the rental return for the customer, save the file as a PDF (clicking on the PDF icon) and then print it or directly go to the possibility of printing by clicking the print button responsible for printing the document in the program LoMag. Make sure that you print the document or save the PDF file for the return of the rental.

2.4 List of Rental Returns

To go to the list of returned goods, click on the top menu rental icon, and then select the rental button from the drop-down menu.

The list of returns includes all documents for goods that have already been returned. To search for a suitable document, you can use the search engine and filters described in Section 2.1.

3. Generation of VAT Invoices and Receipts

After generating the return confirmation of the loaned product, the LoMag program has a button 'generate invoice' for generating a VAT invoice for the loaned goods service. The LoMag program also offers the option of generating a receipt for the rental service. In order to generate a receipt for a given loan, click the arrow rental (on the right side of the generate invoice button), the program user in the drop-down list will then be able to decide whether to generate a VAT invoice or a receipt for a given loan document.

After clicking the button responsible for generating the invoice (LoMag), the LoMag program user will be presented with options to issue an invoice. It will be able to define many important parameters such as :

• Document number,
• The date of sale,
• The date of invoice issue,
• The payment date of the invoice,
• Invoice status (unpaid / paid / overpayment / partly paid),
• Payment type,
• Type of printout (Original / Copy / Original and Copy / Duplicate).

How to use invoices in the LoMag program you can find out here

4. Report of Borrowed Goods

To go to the report of currently rented goods, click on the rental option and open the rental items report, in the main menu.

The user of the LoMag warehouse program will be displayed a list of all currently rented goods and a tool menu for managing the list. On the list, the user will find information such as the name of the loaned item, its quantity, date of rental and planned return, the number of the loan document, the number of days until the planned date of return of the goods.

The rental goods report window also allows you to filter the list by a given group of goods, the name of a specific item and customer’s account. In order to use the above-mentioned filters, click on the appropriate drop-down menu and select the appropriate parameter from it. From the list level it is possible to open a rental document for the selected item; to do this, select the appropriate item and double-click it with the left mouse button, or after selecting the item, click the Edit button.

5. Partial Returns of Goods

The LoMag warehouse program allows the customer to return part of the borrowed goods. To use this option, find the rental document for a given customer’s account on the rental list or directly click the New rental return icon from the main menu of the program.

In the new window of rental return, select the customer's account name from the drop-down list, whose return document is concern. Then add the items to be returned by clicking the 'add' icon.

The user will be given a new window in which he will be able to choose the item to be returned - from the drop-down menu for the product (only the currently borrowed goods will be shown on the list by the previously declared customer’s account).

After selecting the goods that the customer's account wants to return, fill in the quantity that the customer's account wants to return. For example, they use the hammer drill by Makita.

If the user already chooses from the list which merchandise the customer's account wants to return, fill in the amount of returned goods (for example, 5 items), on the right we have information on how much we currently borrow for all customer’s accounts. At the bottom of the window, a list of borrowed goods for a given customer’s account is displayed. The edit column is responsible for the number of items to be returned, while the Quantity column shows how many pieces of a given product have been loaned out to the customer's account. In addition, there is information on the value of rentals, dates and numbers of rental documents.

After completing the quantity of returned goods, click OK.

The LoMag program user will be issued with a return document with the item of the item selected. You can add more goods to be returned (in whole or in part) by clicking the add button and following the steps above.

To confirm the partial return of the goods (in the example we return 5 pieces of hammers from 5 borrowed by the customer’s account), click the print document button

After completing previous commands, you can check the status of a document for a given rental - by clicking on rental option in the main menu. On the list of rentals, you can see that the status for our rental example is shown as "Partially returned".

By opening a document with the status of a partial refund, you can make another partial or full refund. How to make a partial refund as described above. We will describe how to return the goods for a given customer’s account.

After opening the document with the status of "Partial return of goods", the window of the document will be displayed to the user, the information contained therein will be the values responsible for the whole loan (so that the user can make a partial or full refund). In our example, we have borrowed 5 pieces of hammers, of which above we returned 5 items.

To generate documents for the total return of goods, click the generate return button.

The LoMag warehouse program will recalculate to us how much the product has been partially returned and how much is left to be returned. In our example, 5 pieces of hammers were returned, so the program after generating the refund calculated that we had to return the remaining 5 pieces of drill. By printing the FV we can generate a document for the customer's account as described above.

6. Conditions including Rentals

To check the inventory of goods, including currently borrowed goods, click the Rental Module in the top menu, and then select the stock level including rentals from the drop-down list.

In this way, we have displayed a complete list of goods that we currently have in stock, increased by the number of goods currently rented in the LoMag software.

It should be noted that the rental of goods or return does not affect the number of goods in the warehouse in this window, as opposed to the reports modules in the current warehouse, which does not take into account the number of borrowed goods.

In the module warehouse states including loans, the user has the option of checking the number of goods for a specific date. To do this, he should click on the Date field and select the time interval of interest. The displayed list of states can be filtered by selecting a group of goods or a unit from the drop-down menu. The menu for this module works identically as described previously, i.e. the user has the ability to search for goods in the search box, check the history of the item by clicking the history button, export the list to the excel, using the button excel button, or directly print the list.

7. Rental Brrowing Report - Returns

The LoMag warehouse program enables us to view the links between the numbers of rental documents and returns for returned goods. In order to open the window responsible for binding reports, click the Rental button in the main menu, and then from the drop-down menu select the stock level including rental for day.

The window interface LoMag will display all the information about the items rented in the current month (default) that have already been returned.

• How to use the menu with the date range in the LoMag program, you will learn this in subsection 3 here .

The module LoMag allows you to check the rental history of a given item as well as for each of the customer’s accounts. To check the history of rental processes, select the product name or customer’s account details from the drop-down menu.

To export the current list of links, click the Export to Excel button, and when you want to start printing right away, use the print button.

8. Adding a New Product to the Warehouse, taking into Account the Parameters for the Rental Company

The LoMag program allows the default parameters for the rental, when adding a new item in the item list. After launching the possibility of adding a new product, you must complete the basic (mandatory) data for the item, and then switch the tab from the property to the rental.

• How to add a new product to the card in the LoMag program is described in subchapter 1.4 of the Instruction for operating the card catalogue - here.

In the new tab, we can set default values for the unit of account and the price for rental. Setting these parameters will allow the user to borrow certain goods more quickly and easily, as he will not have to specify these values every time when adding a new loan item, which is described in the current instructions in point 1.2

• The application also allows you to edit the currently available goods in the warehouse and to set the default parameters for the selected rental for the selected product.