Rental Returns
Return processing reconciles every unit expected back from a reservation. Receive equipment, inspect its condition, and classify anything that will not be returned.
How Returns Open
A return record opens automatically when equipment goes Out:
- Pickup: when staff mark Out (handoff)
- Delivery: when staff mark Out (dispatch happens under the hood)
Day-of collection: on the Delivery day board, use Returns due → Back to collect onto the vehicle.
Depot receive / inspect: Rentals → Returns (and reservation detail). Field collection is no longer a separate Delivery tab.
Return Statuses
| Status | Meaning |
|---|---|
| Open | Return exists and no equipment has been received |
| Partial | Some equipment remains outstanding |
| Awaiting inspection | Everything is received, but inspection is incomplete |
| Closed | Every unit is received or resolved and all received units are inspected |
The return summary shows Expected, Received, Inspected, Outstanding, and Resolved missing/lost quantities.
Step 1: Receive
Record equipment when it physically arrives for inspection.
- Enter Quantity received.
- For serialized products, scan one asset tag or barcode per unit.
- Click Receive.
Partial returns are supported. Repeat this step as additional equipment comes back.
Step 2: Inspect
Classify all received, uninspected equipment:
| Classification | Use When | Result |
|---|---|---|
| Ready | Clean, complete, and rentable now | Returns to ready stock |
| Cleaning | Requires cleaning before reuse | Creates a cleaning incident |
| Repair | Requires repair before reuse | Creates a repair incident |
| Damaged | Damage needs review | Creates a damage incident |
For pooled products, enter quantities in each classification. For serialized products, scan assets into the appropriate classification field. The classified total must match the quantity being inspected.
Click Record inspection.
Tip
Inspect equipment before returning it to ready stock. Once marked ready, it may become available to another reservation.
Step 3: Reconcile Outstanding Equipment
Use this step only when equipment will not be returned now.
- Choose a classification:
- Missing (may be recovered)
- Lost (permanent)
- Enter the quantity.
- For serialized products, scan the affected assets.
- Click Create incident.
Missing equipment can later be recovered and returned to inspection. Lost equipment permanently reduces rentable capacity unless the incident is resolved differently.
Warning
Do not mark an item lost only because it is late. Use Missing while recovery is still possible.
When a Return Closes
A return closes automatically after:
- Outstanding quantity reaches zero through receiving or missing/lost resolution.
- Every received unit has been inspected.
Closing the return also closes the reservation when its reconciliation is complete. The sales order can complete only after all rental reservations, returns, and required incident resolutions are finished.
Monitoring Returns
On Rentals → Returns, filter by:
- Status
- Outstanding quantity
- Expected date range
Sort by expected date or outstanding quantity to prioritize work. An overdue return with outstanding equipment reduces availability for future bookings.
The return's Ledger section preserves each receiving and inspection movement. The Incidents section links to any cleaning, repair, damage, missing, or loss exceptions.
Common Questions
Q: Can I receive only part of a return?
A: Yes. Enter the quantity received now and repeat the process for later arrivals.
Q: Why is the return still open when everything was delivered back?
A: Check for uninspected received units or an outstanding quantity that has not been received or resolved.
Q: What happens to damaged equipment?
A: Inspection creates an incident. Review charges and resolve the final equipment state from that incident.
Next Steps
- Incidents & Charges — Review and resolve return exceptions
- Security Deposits — Refund collateral or apply it to an approved charge
Last updated: August 23, 2026