Add a subrent to solve shortages

Subrenting equipment in Rentman is useful to solve equipment shortages. Your stock is increased for the period of the subrent so that your equipment shortages can be solved.

Internal subrents vs external subrents

There are two types of subrents in Rentman; you can either create an internal subrent or an external one. You can internally subrent the equipment that you have a shortage of from one of your other stock locations when you have that equipment in one of your stock locations. When the project is done, the subrented equipment will go back to its original warehouse.

If you don't have the equipment that you have a shortage of in any of your stock locations, you have to subrent it externally.

You can subrent equipment from within a project, or use the swap_horizontal_circle Shortages module. You can also send a digital subrental request to another Rentman user.

Add a subrent

From the Equipment tab of a project

You can use this option to solve the shortages of a single project.

  1. Go to the Equipment tab of your project.
  2. Select all equipment items that you want to solve the shortage of.
  3. Click the More actions more_vert button, and choose 'Subrent shortages'
  4. In the pop-up that appears, choose if you want to create a 'New internal subrental' or a 'New external subrental'. This will open a new subrent in the Shortages module.
  5. In the General tab of your subrent, configure your subrent options.
  6. In the Equipment tab of your subrent, add the required equipment.
    Rentman will only subrent equipment that isn't reserved for the project yet. When the subrent is created, the equipment will be automatically reserved on your project. Read more in our article about equipment availability.
  7. Click on  Save

From the Shortages sub-folder of the Shortages module

You can use this option to solve all the shortages you have in a period, no matter what projects they belong to.

  1. Go to the swap_horizontal_circle Shortages module.
  2. Go to the sub-folder Shortages.
  3. Select all equipment items that you want to solve the shortage of.
  4. Click on the swap_horiz Subrent button.
  5. Choose if you want to create a 'New internal subrental' or a 'New external subrental'.
  6. In the General tab of your subrent, configure your subrent options.
  7. Click on  Save

From the Subrentals sub-folder of the Shortages module

You can use this option to subrent equipment regardless of your shortages.

  1. In the Subrentals subfolder, click  + Add subrental
  2. Choose if you want to create a 'New internal subrental' or a 'New external subrental'.
  3. In the General tab of your subrent, configure your subrent options.
  4. In the Equipment tab of your subrent, add the required equipment.
  5. Click on  Save
    After the subrent is created, you need to reserve the equipment on your project. Read more in our article about equipment availability.

Subrental options

  • Name - This name will be displayed in the swap_horizontal_circle Shortages module, to easily identify this subrent.
  • Equipment status - Choose what status your subrented equipment should get.
  • Subrent type - Choose between: 'Collect at supplier', 'Delivered in warehouse', and 'Delivered on location'.
  • Supplier - Choose a supplier from your Contacts database.
  • Contact person - Choose a contact person from your supplier.
  • Account manager - Select a Rentman user as account manager.
  • Reference - Type a reference for this subrent.
  • Price - Fill in a price for your subrent.
  • Remark - Type a remark for this subrent.
  • Time schedule - Create the time schedule for this subrent. 

Price

When creating a subrent you can automatically calculate the price, add it up manually or use your supplier price.

  • Automatically calculate equipment price - If you check this switch behind 'Financial', Rentman will calculate the price of the subrent based on the subrent price you set up when adding the item.
  • Add the price manually - You can add the price manually by unchecking the switch behind 'Financial'. 
  • Use your supplier price - When you select a supplier, Rentman will ask you if you want to replace the price with the supplier price you set up in the equipment

Add equipment to existing subrent

If you've already created a subrent, but you are suddenly faced with an extra shortage of equipment, you can add more equipment to an existing subrent.

  1. In the Equipment tab of your project, select the extra equipment items that have a shortage.
  2. Click the More actions more_vert button, and choose Subrent shortages.
  3. The following pop-up will appear:

    mceclip3.png
  4. Select which subrent you want to add the equipment to.
    The subrent period must overlap the planning period of your equipment. Otherwise, the shortage will not be solved.
  5. Click  Confirm

The subrent are highlighted in red when the times don't overlap exactly with the Planning period of your project.

Send a digital subrental request

After creating a subrent, you can send a digital subrental request to another Rentman user directly from your Rentman account. This saves both you and your supplier a lot of time.

If your supplier doesn't have Rentman, you can contact him/her outside of Rentman (as you did before using our software). Remember to add a subrent anyway, so your equipment won't be in shortage anymore.

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