AV Nerds has decided to sell off a batch of older moving heads and a set of trussing they no longer need. The deal is done, the equipment is gone — but it's still sitting in their Rentman inventory. How do they remove it cleanly without creating a misleading paper trail?
When rental equipment is sold, it's important to correctly remove it from your stock in Rentman. This article outlines the main approaches depending on whether you're dealing with serialised or bulk equipment.
In all cases, you can book the equipment into a project and use this to create a sales quotation. Don't forget to adjust prices and other details as needed.
Options for writing off sold equipment
Option 1 - Manual update in the database
The most straightforward method is to manually update the inventory in your Rentman database. This gives you full control over every change but can be time-consuming for larger quantities.
Option 2 - Mark as lost
You can use the Mark as lost function to remove items from inventory. This is not the ideal approach for sold equipment, however, as it extends your lost items list and creates a misleading overview — the equipment is sold, not lost.
Option 3 - Export and import workflow (serialised equipment)
For serialised equipment, a more efficient method is to export the equipment list from the relevant project, adjust the data, and re-import it into Rentman to update stock levels.
This video below explains this process in detail.
Additional tips for this workflow:
- Include a Remark field to note the sale date and the project the equipment was sold in.
- Alternatively, add an extra input field to store the date of sale.
Dealing with bulk equipment
Handling bulk items is more complex. The recommended approach is:
- Export your equipment database for the relevant warehouse.
- Use Excel formulas to calculate the new stock levels based on what was sold.
- Import the adjusted quantities back into Rentman.