The Configuration module

In the Configuration module, you can change your settings for using Rentman. This module is important when first setting up your Rentman account. In this article, we explain all available settings options in the module and provide links to our other in-depth articles.

Available for: Lite Classic Pro

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Account

Company details

  • Contact person
    • The contact person will be notified about updates and possible technical difficulties.
  • Payment information
    • Fill in your company information here. Rentman will use these details to invoice your Rentman license.
  • Extra
    • Upload a login screen image (optional).

Licenses

  • An overview of your current Rentman license, number of power users and used disk space.
 

Payments

  • An overview of your invoices and their status.

User roles

  • Add and edit user roles for every Rentman user. 
    • By setting a user role, you define the rights (abilities and access) that a specific user has whilst working in Rentman.

For more information, please read our article about creating and assigning user roles

  • Select a repair manager
    • Search for a crew member (in your database) to select him/her as repair manager. This person will receive an email when a new repair order is added to an equipment item.

Note: A repair manager will not receive an email if they are the one who add a repair order to an equipment item.

Extensions

  • Activate or deactivate extensions in Rentman. These extensions can add additional functionalities.

Settings

Time and location

  • Timezone
    Set your current timezone.
  • Location information for the purpose of distance calculation
    Fill in the address from where the travel (transport) distance to the event location should be calculated.

Number series

You can edit the numbers of various items in Rentman. The current number of each item is the highest number that's been used until now.

Tip: If you edit any number, the next value for that item will be your edited value +1. For example, when you change the current contract number to 50, the next contract number will be 51.
Note: You cannot input letters in this screen. Equipment codes including letters can instead be imported, or manually added to your equipment list. Read our articles about importing equipment and adding equipment for more information.

Below is a list of all numbers you can change:

  1. Current packaging slip number
  2. Current quotation number.
  3. Current contract number
  4. Current invoice number
  5. Current number of reminders
  6. Current number of subhire jobs
  7. Current number of subhire slips
  8. Current project number
  9. Current contact number
  10. Current equipment code number
  11. Current number of QR-codes
  12. Current number of repairs
  13. Current repair order number
 

Project types

  • Create a new, or edit your existing project types. 
For more information, please read our article about project types.
 

Project templates

  • Create a new, or edit your existing project templates.
For more information, please read our article about project templates.
 

Periodic inspections

  • Create a new, or edit your existing equipment inspections.

Time registration

  • Determine how far back in time a crew member may still edit their worked hours.
  • Set the standard length of your crew breaks.
  • Choose whether your crew must enter a password before being able to register their worked hours.

Extra input fields

  • Adding extra input fields to Rentman allows you to add your own information to the main modules in Rentman.

For more information, please read our articles about extra input fields

Empty database

  • Emptying your database will delete all data. This process may take up to five minutes. All users will be logged out of their accounts whilst the database is being emptied.
  • You can choose to hide the Empty Database button, to prevent your database from being deleted by accident.

Customer communication

Communication

  • Messages
    • Specify your company name and email address.
    • Specify who you want to display as the sender.
    • Choose to always send a BCC copy of your messages to someone else.
    • Specify the email address to send the BCC copy of your messages to.
  • Digitally sign
    • Upload your company logo (appears for the customer when they're digitally signing).
    • Choose whether to let the customer sign digitally.
    • Choose whether to allow customers to add comments to their digital signature.
    • Choose whether customers may also sign expired slips

Templates

  • Create a new document template with the template editor.
  • Edit your document templates in the template editor.

Note: Rentman's default system templates cannot be edited. You can, however, duplicate a default template and edit this duplicate as you wish. To duplicate a system template, open it in the template editor and choose "duplicate" at the top of the screen.

For more information, please read our article about templates.

Letterhead

  • Create a new, or edit your existing letterheads.

For more information, please read our article about letterheads.

Salutations

  • Create a new, or edit your existing salutations.
    • You can select a salutation when adding a new contact person, which determines how that person will be addressed on your slips.

Financial

Financial

  • Financial
    • Currency sign
    • Default validity length of a quotation/contract
    • Deposit (% of equipment price)
    • Minimum deposit
    • Maximum deposit
    • Default VAT scheme
    • Default VAT class
    • Default VAT class crew
    • Default VAT transport
    • VAT class insurance
  • Slips
    • Upload your default terms and conditions.
    • Choose whether to display the terms and conditions on your letterhead by default.
    • Choose whether to send your terms and conditions along with quotations
    • Choose whether to send your terms and conditions along with contracts
    • Choose whether to send your terms and conditions along with invoices

Note: The minimum and maximum deposit amounts will always be charged, even if your set deposit (percentage of equipment price) would have yielded a smaller or bigger value.

For more information about VAT schemes and classes, please read our article about changing the VAT settings.

Factor groups

  • Create a new, or edit your existing factor groups.

For more information, please read our article about discount and factor groups.

Discount groups

  • Create a new, or edit your existing discount groups.

For more information, please read our article about discount and factor groups.

Invoice moments

  • Create a new, or edit your existing invoice moments.

Payment conditions

  • Create a new, or edit your default payment conditions.
    • Payment conditions determine how much time your customers have to pay their invoice. If the payment deadline has passed, the invoice will turn red.

Note: In the Configuration module, you create default payment conditions. However, you can also create custom payment conditions for contacts, project types and projects. These custom payment conditions will always overwrite your default conditions. The order is as follows:

  1. Default payment conditions
    will be overwritten by
  2. Payment conditions for project types
    will be overwritten by
  3. Payment conditions for contacts
    will be overwritten by
  4. Payment conditions for a project

When adding or editing a payment condition, you need to fill in the following information:

- Name
- Text to be displayed on the invoice
- Accounting code
- Payment term (in days)

VAT schemes

  • Create a new, or edit your existing VAT schemes.

For more information about VAT schemes, please read our article about changing the VAT settings.

VAT classes

  • Create a new, or edit your existing VAT classes.

For more information about VAT classes, please read our article about changing the VAT settings.

Payment methods

  • Create a new, or edit your existing payment methods
    • Set a name and accounting code for each payment method
  • Online payments (iDeal/Sofort Banking)
    • Choose whether you want to accept online payments
    • Enter the key of your Mollie account
    • Choose the payment method
    • Enter an email address to receive notifications of new payments

For more information, please read our article about Mollie.

Ledgers

  • Create a new, or edit your existing ledgers.
    • Set a name and accounting code for each ledger

Ledgers are often used by companies that use accounting software. Ledgers help to keep an overview of the costs of an entire department, such as transport. 

Additional conditions

  • Create new, or edit your existing terms and conditions.
    • Set a name and edit the text of your additional conditions 

Tip: You can select your custom terms and conditions in the Financial tab of your project. The dropdown menu is located at the bottom of the screen.

For more information, please read our article about the financial overview of your projects.

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