Create equipment - Advanced setup

In this article, we discuss extended equipment data and advanced settings for setting up your inventory.

Read our article about the basic setup to create equipment for more information.

Data tab 


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Code If you leave this empty, Rentman will automatically generate an equipment code. This will be shown on packing slips.

Choose the folder where this item should be stored.
If you want to create a new folder, read our article about creating your folder structure.

Default equipment group The equipment will be placed in this equipment group automatically when planning a project.
Country of origin The country where the equipment was manufactured. This information is used, for example, in carnet exports.
Display in planner Choose if you want to show this item when planning equipment or not. 

Note: Equipment with "Display in planner" set to "No" can still be booked out in the Warehouse module as additional equipment.

Stock / Location in warehouseEquipment Scheduling

Location in warehouse - These locations can be shown in your database, warehouse and on packing slips.


The "Location in Warehouse" field can now remain empty for certain stock locations, providing flexibility and customization based on your specific operational needs.


Tip: To add it in the column view, search for "Location in default stock location" column in the category Equipment module.

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  • Rental price
    Quoting and Invoicing
    - the price of your rental equipment excl. VAT.
  • Subrental cost
    Equipment Scheduling Pro
    - the price it would cost to subrent this item. 
  • Discount group
    Quoting and Invoicing
    - Choose the discount group for this item.
  • Factor group
    Quoting and Invoicing
    - Choose the factor group for this item.
  • Margin price
    Quoting and Invoicing
    - You can internally use this data to see the margin you want to get from a piece of equipment. This data is not used in any calculation in the software.  
  • VAT class
    Quoting and Invoicing
    - Choose the VAT class for this item.
  • Ledger account
    Quoting and Invoicing
    - the default invoice ledger assigned to this item.
Physical properties 

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  • Length / Height/ Width - Dimension of the equipment item in cm.
  • Transport volume
    Equipment Tracking
    - this volume can be automatically calculated based on the dimension of your equipment item. 
  • Packed per
    Equipment Tracking
    - this data is used to correctly calculate the transport volume of items that are packed and transported together. See the example below: 

Example: You rent out champagne glasses by the piece. However, these glasses are always packed and transported per 10 in a crate, so the Packed Per value would be 10 in this example. The transport volume listed should be based on these 10 glasses. If you plan 11 champagne glasses on your project, the transport volume of these particular items will be automatically doubled, as you will need to transport 2 crates of 10 champagne glasses. Even though you only plan to rent out 11 glasses. Please note that this does not affect your stock availability. You still rent out 11 champagne glasses, not 20.

  • Surface item - Check this box if the price should be calculated based on the item's surface (width x height). Simply enter the standard measurement as well as the price that goes with it. When planning your surface item on a project, a pop-up window will appear where you can enter the dimensions needed, and Rentman will calculate the price for you. 
  • Measuring unit - Standard quantity used to express the quantity of the item. Examples: units, pieces, kg, gallons, etc. 
Extra input fields 

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Tasks / Notes / Files

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  • Tasks - You can use tasks to remember or assign certain activities, for example, to clean equipment. Tasks can be assigned to specific colleagues or to everyone.
  • Notes - You can use notes to save comments or to leave information for a colleague, for example, specific instructions on how to handle an item. 
  • Files - You can add files to an item, for example, its purchase receipt or the warranty.  

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It is possible to add images to the equipment items in your database, and they will be saved as files. To learn how to do it, read this article


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QR codes

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Read our article about setting up QR codes and barcodes for more information. 


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This tile shows if your equipment is part of a combination or is an accessory to other equipment. If the equipment has any accessories or content, that is also shown here.


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Using tags, you can organize your equipment database more accurately. Read our article about organizing with tags for more information.

Other equipment tabs

Serial numbers
Read our article about serial numbers to learn how to add serial numbers.
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InsightsEquipment Tracking
Better insights into the current state of your equipment items are available in this tab. Here, you can view:
  • Availability and the total stock of the equipment item
  • Number of items in a specific status:
    - Delays
    - Booked on project
    - Planned on project
    - Reserved for project
    - In repair
    - Lost
  • Currently on project
    - This section is divided by status, making it easy to identify delayed projects.
    - Per project: You can see how many items are located on each project.
  • Repairs
    - For serialized items: View which serial numbers are currently in repair.
    - For bulk items: See how many items are currently in repair.
    Additionally, you can find out who is assigned to different repairs, making it easy for the warehouse manager to contact them.
  • Lost equipment
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Default content
Read our article about different equipment combinations to learn how to add content to equipment combinations.
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Read our article about different equipment combinations and accessories to learn how to add accessories to equipment items or combinations.
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Read our article about alternatives to learn how you can quickly solve equipment shortages.
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Suppliers Equipment Scheduling Pro
Add multiple suppliers for an equipment item or a combination to efficiently solve equipment shortages. Read our article about suppliers for more information.
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Periodic inspections Equipment Scheduling Pro
View a list of inspections for this equipment. You can always activate or deactivate an inspection. For more information, read our article about periodic inspections. Screenshot 2023-07-26 at 14.48.50.png

If you use the rental shop (webshop) plugin, you can choose the following options for your equipment in this tab:

  • Choose whether this item/kit/case should be displayed in your rental shop
  • Short description
  • Long description

Read our article about the Webshop plugin for more information.

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See a list of all the repairs for a specific equipment item or combination. For more information, read this article.
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Inventory count
View a list of all the inventory counts for a specific equipment item or combination. You can also start a new inventory count using the New inventory count button. More information about inventory counts can be found here.
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