The Scan Return feature in the Rentman mobile app is built to make equipment returns faster, more accurate, and significantly reduce manual effort, especially when dealing with multiple warehouses, subprojects, or complex equipment combinations.
Imagine an event ends late and all equipment is returned to Warehouse B, even though some of it originally came from Warehouse A. Normally, this would require manual sorting, stock transfers, and editing the original project. With Scan Return, the warehouse crew can simply scan everything into Warehouse B. Rentman automatically adjusts each item's location and updates availability - no additional steps needed.
This article explains why the feature is useful, how to get started, how to make the most of it, and addresses common questions and scenarios.
Why It Is Useful
Many AV companies struggle with manual processes when returning gear to warehouses, especially when:
- Combinations need to be inspected, refilled, or updated on return.
- Equipment is returned to a different warehouse than it was originally booked from;
- Items are moved between locations without proper stock transfers;
The Scan Return feature helps solve these issues by:
- Allowing equipment to be scanned back directly in the Rentman mobile app;
- Automatically updating stock locations when equipment is returned to a different warehouse, making it easy to inspect and refill combinations;
- Reducing manual work and errors from warehouse crew.
Real-life scenarios
Here are some examples of how this functionality can be used:
Returning and refilling equipment items and combinations
Returning equipment items or combinations (e.g. flight cases with grouped gear) used to be time-consuming, especially when you’re processing a truckload of gear without knowing which project it came from. You can now scan and process these items immediately, even without a project link. The app now supports:
- Visual inspection: Open equipment combinations to check for missing or defective items;
- Refill: Add missing items directly from your warehouse to complete the combination;
- Assign serial numbers: Ensure Rentman reflects the correct serial numbers inside each combination.
- Visual inspection: Open equipment combinations to check for missing or defective items;
- Refill: Add missing items directly from your warehouse to complete the combination;
- Assign serial numbers: Ensure Rentman reflects the correct serial numbers inside each combination.
You can also skip inspection if equipment is sealed, which is ideal for spares that were not used.
If you are missing a bulk or serialized item in a combination, you can now choose the source as “current warehouse”, instead of being limited to the project. This allows greater flexibility when restocking.
Equipment returned to the “wrong” warehouse
Sometimes, equipment comes back to a different warehouse than planned - either due to logistics or errors.
With Scan Return:
- You can still scan the item;
- The system detects the new warehouse and adjusts the stock level accordingly;
- No need to manually mark items as returned or perform a stock transfer accurate compensation and eliminating delays or errors in payroll processing.
- You can still scan the item;
- The system detects the new warehouse and adjusts the stock level accordingly;
- No need to manually mark items as returned or perform a stock transfer accurate compensation and eliminating delays or errors in payroll processing.
Items transferred without a project
When gear is moved between locations outside of a project (e.g., inside a truck), it can still be returned using Scan Return, even if it was not officially booked out.
The app lets you:
- Scan the item;
- Update its warehouse without needing a project context.
- Scan the item;
- Update its warehouse without needing a project context.
Things to Keep in Mind
External subrentals cannot be returned via Scan Return. They must still be processed manually.
You can only scan and return the planned number of bulk equipment items per project. If you scan more than expected, you will be prompted to assign the excess item to a different source or stock it separately.
Getting Started
Return Equipment Items with Scan Return
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Return Equipment Combinations with Scan Return
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| What this does | |
| Book and remember | Available only for bulk equipment items. Remembers the selected Subproject or Stock location, so future bulk equipment scans will automatically prioritize this choice. |
| Book return | Confirms the return of selected equipment. Updates inventory to mark items as returned and available for future use. |
| Seal | Finalizes and seals the equipment combination. Prevents further changes unless it is unsealed. |
FAQs
What happens if I scan an item that was not booked out on the project?
You will be asked if it should be returned to the current warehouse. No project link is needed.
Serialized equipment will be transferred to the new location automatically (unless it is part of a combination).
Bulk equipment will trigger a pop-up asking where the item is coming from.
Serialized equipment will be transferred to the new location automatically (unless it is part of a combination).
Bulk equipment will trigger a pop-up asking where the item is coming from.
Can I return combinations with swapped or different serial numbers?
Yes. The Scan Return flow lets you assign new serial numbers to ensure each combination is accurately restocked.
Is this available on the web version?
Yes, you can access it on the web as well, read more about it here. However, for the best experience, we recommend using Scan Return in the mobile app.
Does this replace the regular return flow?
Scan Return does not replace the regular return process, but it is a faster and more efficient option that you may prefer.
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