Rental Catalog
The rental catalog defines what you rent, how it is priced, how many units are available, and whether each unit must be scanned.
Recommended Setup Order
CATEGORIES → PRODUCTS → RATES → SERIALIZED ASSETS
optional required required when applicable
Complete catalog setup at the depot location that owns the equipment.
Organizing Categories
From Rentals → Products, open the actions menu and select Manage categories.
To add a category:
- Enter a Name.
- Optionally choose a Parent category to create a hierarchy.
- Add a description if it helps staff identify the category.
- Click Add category.
You can edit category names and parents from the same page. A category cannot be archived while it contains products or subcategories.
Creating a Rental Product
- Navigate to Rentals → Products.
- Click New Rental Product.
- Enter the product details.
- Set its tracking, stock, turnaround, deposit, and tax options.
- Add the initial active rate.
- Click Create rental product.
Product Details
| Field | Description |
|---|---|
| Product name | Customer- and staff-facing equipment name |
| SKU | Optional internal identifier |
| Category | Optional rental-only category |
| Tracking mode | Pooled quantities or individually serialized assets |
| Starting quantity | Initial pooled stock; serialized quantities come from registered assets |
| Description / image | Information staff can use to identify the item |
| Active for sales | Allows the product to appear in rental searches |
Turnaround and Costs
| Field | Effect |
|---|---|
| Preparation buffer | Blocks availability before the requested date out |
| Turnaround buffer | Blocks availability after the requested date in |
| Replacement value | Reference value for equipment replacement |
| Handling cost per booking | Internal cost associated with a booking |
| Cleaning cost per booking | Internal cleaning cost associated with a booking |
Buffers are part of the availability window. For example, a two-hour turnaround buffer prevents another reservation from starting immediately when the first rental ends.
Deposit Policies
| Policy | Calculation |
|---|---|
| None | No deposit for this product |
| Fixed | One fixed amount for the line |
| Per unit | Deposit amount multiplied by quantity |
| Percentage | Percentage of the rental line total |
Default sales taxes selected on the product are applied when it is added to a sales order.
Managing Rates
Open a product and select Rates. A product needs at least one active rate before it can be reserved.
| Rate Type | Typical Use |
|---|---|
| Flat event | One price for the entire event |
| Hourly | Price by rental hours |
| Daily | Price by rental days |
| Weekly | Price by rental weeks |
Each rate has a name, amount, minimum duration, optional effective and expiration dates, and active status. Use Add a rate for another pricing option or Edit rate to update an existing one.
Tip
Use effective dates for seasonal prices instead of repeatedly changing one rate.
Managing Pooled Stock
For pooled products, the starting quantity creates the initial stock at the product's depot. The product overview shows Ready / total and the current quantities in each physical state:
- Ready
- Picked
- Loaded
- Out
- Inspection
- Cleaning
- Repair
- Missing
- Lost
- Retired
Only rentable capacity can be offered to new reservations. Lost and retired quantities do not count as rentable.
Registering Serialized Assets
For a serialized product:
- Open the product.
- Select Assets.
- Click Register asset.
- Enter the required Asset tag.
- Optionally enter a barcode, manufacturer serial number, depot bin or shelf, acquisition value, and acquisition date.
- Choose the starting condition, then click Register asset.
Asset tags must be unique. Staff can use either the asset tag or barcode during fulfillment and returns.
Tip
Put your scannable value in Barcode and use Asset tag for the readable equipment identifier.
Archiving Products
From the product list's actions menu, select Archive product. Archiving removes the product from new rental searches but preserves its history.
A product cannot be archived while it has active reservations or equipment circulating through picked, loaded, out, inspection, cleaning, repair, or missing states. Finish the operational workflow first.
Archived products can be restored from Archived products.
Next Steps
- Booking & Availability — Reserve catalog equipment on a sales order
- Rental Fulfillment — Pick and hand off pooled or serialized equipment
Last updated: August 23, 2026