Rental Module

Output Books – Rental Module Help Document

1. Overview

The Rental Module in Output Books helps you manage the complete rental lifecycle—from order creation to return, billing, and payment—all within a single screen.

It is designed for businesses renting:

• Laptops & equipment
• Machinery & tools
• Furniture
• Bridal sets & dresses

2. Rental Workflow (End-to-End)

1. Create Rental Order
2. Pickup / Delivery
3. Return Items
4. Record Payments (Receipt)
5. Generate Invoice
6. Handle Loss / Damage

All steps are managed inside one rental order screen

3. Creating a Rental Order

Path: Sales > Rental Order > New Rental Order

Steps:

• Select Order Date
• Select Rental Start Date (optional)
• Enter Duration (optional)
• Select Customer
• Add Rental Items / Bundle Items
• Click Save

Once saved, the rental order becomes the central screen for all further actions.

4. Rental Order Screen (Main Working Area)

After opening the saved order: All details and actions are available in one screen

You can perform:

• Pickup / Delivery
• Return
• Receipt (Payment Entry)
• Invoice Creation
• Loss / Damage Entry

You can also view:

• Rental period
• Item details
• Payment status (Received | Paid)
• Pickup and return history

5. Pickup / Delivery Process

• Click Pickup / Delivery
• Select items and quantity
• If items have Serial Numbers (S.No) → select S.No
• Save

Used for both full and partial item delivery.

6. Return Process

• Click Return
• Enter return date and quantity
• Select Serial Numbers (if applicable)
• Save

Supports partial returns and multiple return entries.

7. Serial Number (S.No) Tracking

• Applicable for items like laptops, machines, tools
• S.No is selected during: Pickup & Return
• Helps track exactly which item is given to which customer.

8. Payment (Receipt Entry)

• Click Receipt
• Enter received amount
• Save

Advance or partial payments can be recorded. Displayed at top under : Received | Paid

9. Invoice Generation

Invoice can be generated anytime during or after rental. While creating an invoice, you can choose Billing Mode based on how rental charges should be calculated.

Available options:

• Fixed
• Usage
• Loss / Damage

9.1 Fixed Billing

• Uses the rental rate defined in Item Master
• Does not consider pickup or return dates
• Example: If item rate = ₹500/month, Even if used for 1 week, invoice amount = ₹500

Use when:

• Fixed rental agreement
• Monthly/contract-based billing

Common Industries:

• Furniture Rentals (chairs, tables, sofas)
• Bridal Sets & Dress Rentals
• Event & Decoration Rentals
• Office Equipment Rentals (long-term contracts)
• Generator Rentals (monthly contracts)
• Real Estate / Property Rentals

9.2 Usage Billing

• Calculates rent based on actual usage duration
• Uses Pickup Date → Return Date
•  If item is not returned: System considers Invoice Date as end date
• Example:  Pickup: June 1 and Return: June 10 → Charges calculated for 10 days

Use when:

• Daily/weekly rental
• Pay-per-use model

Common Industries:

• Laptop & IT Equipment Rentals
• Construction Equipment Rentals
• Machinery & Tools Rentals
• Camera & Photography Equipment
• Vehicle Rentals (daily basis)
• Industrial Equipment Rentals

9.3 Loss / Damage Billing

• Used when items are lost or damaged
• Charges full item value (as defined in item rate)

Ensures customer covers the loss cost

Use when:

• Item is not returned
• Item is damaged beyond use

10. Loss / Damage Management

• Click Loss / Damage
• Add damaged or missing items
• Save

These items can be invoiced separately at the end

11. Advance Refund Handling

• If advance amount is collected: It is shown under Received
• When returning to customer: It is recorded as Paid

Fully tracked in the same order screen.

12. Key Advantages

• Entire rental flow in one screen
• Supports partial pickup & return
• Serial number tracking for accuracy
• Clear payment tracking (Received | Paid)
• Easy handling of loss / damage billing

13. Best Practices

• Always select Serial Numbers for high-value items
• Use duration or rental dates correctly for accurate billing
• Record returns immediately to maintain correct availability
• Verify payments before closing order

14. Summary

The Rental Module simplifies operations by combining:

• Inventory tracking
• Rental processing
• Billing
• Payment management

All in a single, easy-to-use workflow