RC Rental Order Intake

Admin Dashboard > Rentals > Rental Orders > View Any Order > Intake

Purpose of the Feature

The Intake feature within the Rental Orders section allows administrators to efficiently manage and document the return process for specific rental orders. This feature focuses on ensuring all items from a rental order are returned, their conditions are assessed, and any additional actions—such as applying fees, issuing refunds, or scheduling maintenance—are recorded.

What It Is Used For

The Intake section is specifically used to:

1. Log Item Returns: Record the return of rented items and verify that all items are accounted for.
2. Assess Item Conditions: Inspect items for damages, wear, or missing components and document findings.
3. Apply Adjustments: Process fees for late returns, damages, or missing parts and calculate refunds if applicable.
4. Update Order Status: Transition rental orders to completed or closed statuses based on the intake process.
5. Schedule Follow-Ups: Assign tasks for cleaning, repairs, or maintenance for returned items.
6. Notify Customers: Provide customers with detailed receipts, including any fees, refunds, or notes about returned items.

How to Use the "Intake" Feature

Step 1: Access the Rental Order

1. Navigate to Admin Dashboard > Rentals > Rental Orders.
2. Locate the order you wish to process:
   • Use the search bar to find the order by Order ID, Customer Name, etc.
3. Click the order row to open its details.

Step 2: Open the Intake Section

• In the Order Details page, click the Intake button or tab to access the intake processing tools.

Step 3: Review Order Details

• Check the following details on the order summary:
  • Customer Information: Name, contact details, and billing address.
  • Rented Items: List of items included in the rental order, with quantities.
  • Scheduled Return Date: The date items were expected to be returned.
  • Deposit and Payment Details: Verify the deposit amount and payment status.

Step 4: Inspect Returned Items

1. For each item listed in the order:
   • Confirm the item is returned.
   • Inspect its condition and document findings:
     • Condition Options: Good, Damaged, Missing Parts, Needs Cleaning, etc.
     • Add any notes for repairs, cleaning, or replacement.
2. For missing items:
   
   • Add notes specifying the missing components or accessories.

Step 5: Process Fees or Adjustments

• Based on the inspection results:
  1. Apply any applicable fees:
     • Late Fees: Calculate based on the number of days past the scheduled return date.
     • Damage Fees: Add charges for damages noted during inspection.
     • Replacement Fees: Charge for items or components that are not returned.
  2. Issue refunds:
     • Calculate and process refunds for deposits or overpayments, if applicable.

Step 6: Update Inventory Status

• For each item in the order:
  • If the item is in good condition, update its status to Available.
  • If the item needs maintenance or repair, create a new Maintenance Order.
• Assign tasks for maintenance or cleaning as needed.

Step 7: Finalize the Intake Process

1. Ensure all returned items have been processed, and any missing items are documented.
2. Update the order and notify the customer:

• Include a summary of returned items, fees, and refunds.
• Provide details of any issues or next steps, if applicable.

Key Features

1. Intake Comments:

   • Record the condition of each returned item.
   • Record machine hours if applicable.
   • Add notes for issues, repairs, or special handling requirements.

2. Fee Management:

   • Automatically calculate late fees, damage charges, and replacement costs.
   • Update the total order amount with additional fees or deductions for refunds.

3. Inventory Updates:

   • Seamlessly update the status of items in the inventory system.
   • Schedule tasks for items needing repair or cleaning.

4. Customer Communication:

   • Generate and send receipts or summaries of the intake process.
   • Notify customers of any additional fees or refunds.

5. Order Status Transition:

   • Move rental orders to their final statuses, ensuring accurate tracking and workflow completion.

Best Practices

• Inspect Items Thoroughly: Use the condition assessment tools to ensure consistency and accuracy in inspections.
• Communicate with Customers: Clearly explain any fees or issues found during the intake process.
• Document Everything: Maintain detailed records for returned items, issues, and actions taken.
• Update Inventory Promptly: Ensure items are transitioned to the correct status to avoid availability errors for future rentals.
• Follow-Up Quickly: Assign maintenance or repair tasks immediately to minimize downtime for rental items.

By utilizing the Intake feature, administrators can efficiently manage returns, ensure accurate records, and maintain a seamless workflow for rental operations. This helps to minimize errors, improve customer satisfaction, and ensure the longevity of rental assets.