Rental Overview

EBMS offers a rental contract enhancement to schedule, price, manage, and bill rental contracts. This user-friendly interface simplifies the paperwork and will print a rental contract quickly. The comprehensive scheduling options allow a rental company to tailor the rental contract to meet the customer's needs and fit the rental company’s schedule. Pricing can be based on hourly, daily, weekly, monthly, and other rate structures, and can vary based on the customer's pricing level. Progress billing, security deposits, and partial payments are some of the payment methods available. Early payment discounts, damage waivers, and sales tax calculations are automated in the rental process. The rental module is fully integrated into the powerful ERP, inventory, POS, and work order system of EBMS.

Rental Setup

Proper setup and configuration of the rental system is an important step in using EBMS for rentals.

Rental equipment codes must be created for all equipment that is designated for rental. Rental equipment should be separated from equipment that is sold new. All rental equipment codes must be associated with a matching rental service code. Review the Getting Started > Entering Rental Equipment section for more details.  

Review the Managing Rental Equipment > Purchasing Rental Equipment and the Managing Rental Equipment > Selling Rental Equipment sections for details on adding or removing rental equipment. Rental Service codes  are used to bill the customer for the rental. Rental description and pricing are recorded within the rental code. Review the Getting Started > Creating Rental Service Codes section for more details. 

Rental Pricing

The EBMS Rental module includes the ability to base the rental pricing on the desired length of the rental, the equipment being rented, or maximums such as hour or micro meters.  

Review Pricing > Entering Business Hours and Grace Periods for instructions to enter important scheduling parameters that will affect pricing.

Price levels can be applied to rental rates as well. Review the Rental Pricing section for more details. 

Review Rental Contracts > Continuing Rental Segment to create multiple rental fee segments within the contract.  

A rental process may consist of the following steps:

  1. Reserving a rental. Review Rental Contracts > Reserving and/or checking out a rental for more details

  2. Checking out a rental and printing a rental contract is described in the following Rental Billings section.

  3. Periodic billing for extended rental periods.  Review Rental Contracts > Periodic Billing for more details on billing period options.

  4. Returning a rental item.  Review Rental Contracts > Returning a Rental Item for steps to return an item from rental.

Rental Availability

Review Rental Contracts > Reserving Rental Items to schedule rentals.

Review Rental Contracts > Rental Schedule to review rental service schedules.

Review Managing Rental Equipment > Availability for details to view the equipment available to sell or rent.

Rental Billings

Rental fees can be configured to be prepaid by the customer or paid when the rental item is returned. The pre-billing option is set within the customer record. Review the Getting Started > Rental Settings for a Customer section for more details.

Review Rental Contacts > Scanning Serialized Rental Equipment for instructions to use barcodes on a rental contract.  

Reoccurring billing processes are available for items that are rented for an extended period of time. Review the Rental Contracts > Periodic Billing section for more details.  

Review Billing a Rental to a Job for more details on applying rental costs to a job rather than billing a customer.  

EBMS includes the ability to add a damage waiver fee to the rental contract. Review the Rental Contracts > Damage Waiver section for more details.

Review Rental Contracts > Continuing Rental Segment to create multiple rental fee segments within the contract.  

Rental Delivery and Service

The rental module can be configured to prompt the user to deliver or pick up rentals. Review the Rental Contracts > Managing Rental Deliveries section for more details.

Review the Managing Rental Equipment > Servicing Rental Equipment section for details on managing the service costs of rental equipment. 

Rental Management

The status of individual rental items are managed using the rental status.  Review Status of Rental Items for more status details.  

Management data, such as equipment rental history, depreciation costs, service history, and profitability of each item is important to properly manage a rental company. Rental and purchase history for each customer  is able to be tracked over an extended period of time.

The rental documentation contained within this section is a supplemental document to the main EBMS documentation. The user should review the main documentation in conjunction with the rental documentation if the user is not an experienced EBMS user.