Subrental Process (Re-hire) 

This article covers the Subrental Process, also known as Rerents, in the Point of Rental program. To track subrental costs and the income generated, you can create subrental contracts. The Subrental contract will not generate income or accounting balances; that is handled by the con writer for your customer. They simply track what is being subrented, for how long, from which vendor, and the cost of the Subrental (if the data is entered). The Subrental contract is also in the dispatch module for scheduling the pickup and return of the subrented equipment.

Topics in this article include

• Setting up a Subrental Vendor Record

• Setting up an Item Record

• Bulk Items

• Serialized Items

• From the Original Contract

• Creating the Subrental Contract

• Elite Only Features

• Subrental Analysis Report

Setting up a Subrental Vendor Record

Here's how to get there
Expert: Program Menu > File Maintenance > Customer File
Elite: Configuration Gear > File Maintenance > Customer File

You will need to create a customer file for each company you subrent from. The key to this customer record must start with “SUBRENT-". So, you might have a “SUBRENT-UN “SUBRENT-BOBSRENTS”. The status would be “Cash”.
 

If you plan on creating POs from your Subrental contracts the Key should be “SUBRENT-1234” (1234 is the vendor num Purchase Order Module). This will allow Point of Rental to create a PO for the correct vendor.
 

If your vendors give you a discount, you will want to assign a discount table so the proper discount is applied every time a Subrental contract is written. This can be done on the Customer File under Discount.
 

Setting up an Item Record

Here's how to get there
Expert: Program Menu > File Maintenance > Item File
Elite: Configuration Gear > File Maintenance > Item File

You will need to set up the item record to populate the message and in order to create a pending subrental. If you want to allow the overbooking of the item and to create a pending subrental from the item, enter a quantity in the Subrent field. If you do not want to allow overbooking of the item, enter ‘-1’ in the subrental field.

If you want to break out the subrental income separately from the regular income, you will need to create an Item Category for Subrental items or add a G/L Income Account to any category that has subrental items. Don't forget to assign the correct G/L number to the subrental item. The category will need to be assigned to the correct G/L number. Lastly, assign your subrental equipment to that category. This is only necessary if you wish to break out the income; if not, assign your subrental items to the appropriate category for the type of item. With the Subrental Analysis Report, this is not necessary, as you can run a report at any time to see what your subrental income was for any period.

Bulk Items

If you are subrenting bulk inventory items such as scaffolding, tables, or chairs, you won’t need to create any new item records unless you want to break out income from Subrentals (the Subrental Analysis Report can show you your subrental income). If you do, however, in the item file, you need to make sure the "bulk item" box is checked in the options tab. To allow the item to be subrented, enter ‘9999’ or if your area has limited inventory, enter a number or zero in the "Subrent" field.
 

Serialized Items

If you are subrenting serialized equipment such as lifts or backhoes you will need to create new item records for those items before they can go on Subrental contracts. They will need to be set up exactly like any other serialized item but have a quantity of zero as you don’t own the item. They can be generic (i.e. “Backhoe SR”) or you can create specific records with serial numbers. Generic records may be repeatedly used, but you won’t have specific information about the type of equipment being rented. You should enter something in the key for the indication that the item is a Subrental item (i.e. BACKHOE#SR01, BACKHOE#SR02, ETC…). Also, indicate in the “Subrent” field the quantity you will allow your staff to overbook to a c is not a SUBRENT- the customer. In a serialized item, it should be 1.

From the Original Contract

1. First, you need to overbook the item you are going to Subrent by writing a reservation for it. If the qty of the item is 0 for that date range and there is a qty in the Subrent field of the item file the system will ask if you would like to submit a subrental request. Click yes. If you do not select yes, you can double-click on the subrental field on the line item to create the subrental request. The process is what will link this contract to the subrental contract successfully in the Subrental Analysis report.
   Note for Elite: If you would like to turn off the prompt to create a subrental request to prevent users from adding items to the pending subrental requests form because as a company you don’t Subrent or because you want them to just do this from the right-click, this can be done in the transaction section of the browser configurations.
   
   
2. A pending subrental will be created and held in the pending Subrental field when you create the subrental contract.
   
   
3. Enter the items onto the reservation.
   
   
4. Enter the delivery address under the delivery tab.
   
   
5. Finish through the reservation and then create the subrental contract.

Create the Subrental Contract

The Subrental contract is created as a reservation for the period of the period. The quantity available for that time will be adjusted as soon as the Subrental reservation is written, eliminating any overbooking created and allowing an accurate view of availability for you and your staff. You can create a single Subrental contract per vendor for multiple items having the same date range. If you are subrenting five items for five different contracts at the same time, create one Subrental contract. If you are subrenting five items for five different contracts for five different lengths of time, they need to be on five separate Subrental contracts.

1.  Open a new Subrental contact. Follow the path below for your product.
   
   • Expert: Counter System > New Contract > Subrental Contract
   • Elite: Left Menu > Transactions > New Contract > Subrental Contract
     
     
2. A new window will open with Pending Subrentals. Choose the subrental that is applicable to you.
   
   
   
3. The system will find every vendor that you have subrented those items from in the past and allow you to select the desired vendor.
   
   
   
4. The pending subrented items checked will be added to the subrental contract. The items will be automatically linked to the contract where they were overbooked. You will see the contract number under the contract link field on the subrental contract.
   Please note that the Event Date on the subrental will be the same as the date on the contract where the item was overbooked. If multiple items are checked, then it will use the date of the earliest out date and the latest due date to enter on the subrental contract.
   
   
   
   
   1. You can also manually select items using the Inventory Selection screen just as you would when writing a regular contract.
      
      
      
      1. For bulk items, simply select the actual item (e.g., scaffolding part, table, chair) and choose the required quantity.
         
         
      2. When manually selecting items, you will be asked, “What contract is this item being subrented for?”. Point of Rental will use this contact number for reports concerning Subrental profit and loss; it is important to enter the correct contract number. If you do not enter the contract number, the Subrental Analysis Report will not be accurate.
         
         
      3. Add all items that you are Subrenting from this vendor for this time.
         
         
      4. When using the Pending Subrental selection screen, all Subrental Requests for the time selected on the subrental contract will be listed. You will not be asked for a contact number as the system already knows what contract the items are being subrented for.
         
         
         
5. It is important to enter your cost for each item being Subrented. Right-click each item and choose Set Special Rate. Equally important, is setting the Daily, Weekly, and Monthly rate regardless of how long you think it will be rented for. If, for any reason, you keep it for more time than anticipated, your cost will be calculated correctly. Any discounts you receive should also be set at this point.
   
6. The delivery address will populate from the rental contract. You will still have to set the subrental to Get It/Delivery. If your vendor is not delivering for you, simply check the box to switch to the vendor's address. Note: If your store is set to the Party Code rate, the delivery address will not be set since most event stores do not ask their vendors to make deliveries for them.
   
   
7. Next, you can print a copy from the print screen if you wish. The contract number will start with an “s,” indicating that it is a Subrental contract. You now have a Subrental reservation. The system now knows these items need to be picked up and for what contract. And by utilizing the Subrental tab on the Day at a Glance screen you can track the status of your various Subrental contracts.
   
   • Using the Day at a Glance screen and looking at your “Subrent, " “Delivery,” or “Pickup” tabs, you are also able to see Subrental reservations, open Subrentals, and view Subrental returns, etc..… and send out, modify, or close them as needed.
     
8. Once you take possession of the subrented item(s) and before you send out your customer’s reservation, you will need to send out the Subrent reservation. This will temporarily increase the quantity of those items for the specified time and make them available for your customer’s contract. From the Day at a Glance screen, you can send out the Subrental contract by right-clicking on the contract and selecting Send out Subrent. This is just like sending out a regular reservation, and it changes the status to “Subrent Open.”
   
   
9. After you send out the Subrental Contract, send out the reservation contract.
   
   
10. When the subrented line item is closed, or the rent is called off on the original contract, you will be prompted to call off the subrental contract. For more information, see our article on System Notifications.
    • Notifications can be sent to the appropriate person/teams (inventory management, dispatch, etc.) by going to:
      Expert - Configurations > Reports and Notifications > System Notifications > Subrental Called Off Rent)
      Elite -  Gear Icon > App Configurations > Reports and Notifications > System Notifications > Subrental Called Off Rent
      
      
11. You can close the Subrental contract (the same way you would close a rental contract), adjust your item cost, and add any freight or extra charges.
    • Please note, that in the Subrental tab, within Day at a Glance > under Reports in the top toolbar, there is an option for Subrentals Needs Closing. This will list any contracts where the line item has been closed, but the subrental is still open/called off rent. The subrental can be opened right from this screen and actioned as needed.
      
      
12. After a Subrental contract has been closed, you can create a PO from the Tools Menu in the top left corner of the contract screen by selecting Create PO. Creating a PO is only necessary if you are importing your POs into an accounting package as invoices to be paid.
    
    
    
13. The Subrental cost assigned to each item will be posted to that item's Subrental cost in POR, and you will be able to see, by looking at the item record, the income generated and cost incurred by the Subrental.  

Elite Only Features

Continuation Billing: In the browser configurations, users can turn on an option called “Continue Subrental Contracts”. With this turned on, when a contract with a connected subrental contract is continuation billed, the user will also be prompted to continuation bill the subrental contract. 

Subrental Purchase Orders: These purchase orders can be created from the Tools tab of a subrental contract after they have been closed. If you would like them to be automatically created when the subrental is closed, turn the “Auto Create Subrental POs” option on in browser configurations.

Subrental Request: This allows you to define which store can prompt for subrentals. 

Subrental Analysis Report

The Subrental Analysis Report shows all the sub-rents for a selected time as well as the contract the sub-rent was for. The total cost of the sub-rent and the total income will be shown to give a net profit for each item and each category. For more information see our article on Subrental Analysis.