Rental Reservation Status
This page describes the Rental Reservation Status setting in the Rental module.
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The life of a Rental Reservation will usually see it pass through several stages. As it does so, its Status will be changed automatically, to signify the stage it has reached. For example, a Rental Reservation will be created, the rented Item will be despatched to the Customer, and the rented Item will then be returned from the Customer.
The Rental Reservation Status setting allows you to define each Status yourself. You should at least enter separate records to represent the created, despatched and returned stages.
After listing the Reservation Statuses that you need in the Rental Reservation Status setting, you should then go to the Rental Settings setting and specify which Status is to be used in each situation as follows:
- Created Status
- This Status will be assigned to new Rental Reservations.
- Delivered Status
- When you need to despatch a rented Item to the Customer, you will do so by creating an Items Out record from a Rental Reservation. When you mark this Items Out record as Sent and save, the Items Out quantity on the 'Status' card of the Rental Reservation will be updated, and its Status will be changed to the Delivered Status.
- Returned Status
- When you receive an Item back from a Customer, you will do so through an Items In record that you will create from a Rental Reservation. When you mark this Items In record as Accepted and save, the Items In quantity on the 'Status' card of the Rental Reservation will be updated. If the Items Out and Items In quantities match and are the same as the Quantity in the header, the Status will be changed to the Returned Status. The Rental Reservation will also be marked as Done provided any Items listed on the 'Accessories' card with a Type of "For Rent" have also been received back in full. If the Items Out and Items In quantities match but are not the same as the Quantity in the header, the Status will be changed to the Created Status, signifying that further rentals are required. If the Items Out and Items In quantities do not match, the Status will not be changed and so will remain Delivered.
- Done Status
- If a Rental Reservation is cancelled, you can delete it, but if you wish to keep it you can change the Status to Done. You will only be able to do this if the Items Out and Items In quantities are the same (i.e. you will not be able to do this if the Item has been sent to the Customer), and you must mark the Rental Reservation as Done at the same time.
The Status of a Rental Reservation controls how the Rental Item in that Reservation will be treated within the system. A Rental Item will be treated as being booked for the period of the Rental Reservation when the Status of the Reservation is Created or Delivered. If the Status is Returned or Done, the Item will not be treated as being booked and therefore it will be available to other Rental Reservations.
- Code
- Enter a unique Code for the Reservation Status. The Code can consist of up to five characters, and you can use both numbers and letters.
- Comment
- Enter a descriptive name for the Reservation Status record. This will be shown in the 'Rental Reservation Status: Browse' window and the 'Paste Special' list and so should be clear enough to make the selection of the correct Reservation Status easy for all users.
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Go back to:
Introduction to Settings in the Rental module
