Knowledge

One rental order can include multiple items, and each item can have different rental timeframes.

• Step 1. First, set up rental products as explained in the product creation guide ( https://helpcenter.gtssolution.vn/article/create-rental-product)
• Step 2. Go to Settings → Prefix Settings to configure the rental order prefix.
• Step 3. Create a Promotion Order Value or Promotion Rental Time program if needed.
• Step 4. Go to Rental Orders menu → click Create rental order
• Step 5. In the Create rental order, fill in the following detail
  • Customer: Select the customer for whom the rental order is created.
  • Currency: Use the system’s default currency.
  • Payment methods: Select the appropriate payment methods.
  • Discount Type:Choose one of No discount, Before Tax, or After Tax.
  • Sale Agent:Select the sales employee.
  • Rental from, Rental to: Select the rental start and end dates here, then select items and click to add the items to the order according to the selected rental period.
  • Expiration: Enter the expiration date by which the product needs to be returned. This data is for information purposes only and does not affect the business workflow.
  • Select item: Choose an item to rent.
  • Quantity column: Enter the quantity to rent.
  • Rental from, Rental to (per item) column: Update the Rental from and Rental to for each product if needed.
  • Duration column: The system automatically calculates the rental duration based on the rental from and to dates.
  • Rental price column: Automatically calculated based on the product’s rental price configuration and the duration. Rental Price Calculation: The system uses one of two pricing rules configured on the product when the rental order is created:
    • Use only one price tier.
    • Choose the cheapest price tier. Example: Rental price configuration for a product: 1 day: $100 3 days: $250 1 week: $500 If a customer rents the product for 8 days, the calculation would be: 1 day: $100 => 8 days = $100 × 8 = $800 3 days: $250 => 8 days = $250 × 3 = $750 1 week: $500 => 8 days = $500 × 2 = $1000 ⇒ We choose the rental price of $750.
  • Discount (%) column: If the order qualifies for a Percentage promotion, this shows the discount percentage. If this column is not locked, you can enter the discount percentage manually.
  • Discount(currency) column: If the order qualifies for a Fixed amount promotion, this shows the discount amount. If this column is not locked, you can enter the discount amount manually.
  • Discount column: Shows the discount amount Special Note: The promotion program applicable to the selected customer will be displayed on the Order creation form. Staff can refer to this program to suggest suitable promotions to the customer.
• Step 6. Click Save. After saving, the order will have the status Draft.
• Step 7. Open the order details → Change the order status to Waiting for Approve. ⇒ This will send an email notification requesting approval to the customer. The email template is configured at Setup → Email Templates with the subject “Send Order to Customer”.
• Step 8. The customer logs in to the customer portal → selects Order List → opens the Waiting for approve tab → clicks View Orders.
• Step 9. The customer clicks Accept to approve or Reject to decline the order. If Accept is clicked, a popup titled Signature & Confirmation Of Identity appears. The customer must sign in the Signature field and click Sign to submit. After approval, related sales staff will receive an email and web notification that the order has been approved. Note: The email content is pre-configured in Setup → Email Templates.
  Alternatively, employees can directly change the order status to Approved to proceed to the next steps.
• Step 10. After approval, go back to the admin portal → open the rental order details and click Create Invoice.
  NOTE: If the discount type is set to 'Before Tax' on the order, the rate shown on the invoice reflects the amount after the discount has been applied.
• Step 11. Then click Create Export Stock to create a delivery voucher. Alternatively, you can manually create a delivery voucher from the invoice in the Inventory module → Inventory Delivery Voucher to dispatch the products. Or you can also enable automatic creation of delivery vouchers after invoice creation by going to Inventory → Settings → General → Receiving & Delivery, then check the option Create an inventory delivery voucher note when the Invoice is created ⇒ The delivery voucher will be automatically created if at least one product is available in stock.
• Step 12. Change the order status to Finish to enable creation of return orders from this rental order.

Discussion on Order Employees and customers can discuss within the order detail page.

• To communicate with customers, employees go to order details → select the Discussion tab → enter the message and click Add Comment.
• Customers also enter the order detail page → scroll to the bottom → enter messages in the discussion box and click Add Comment.
• If the order includes a sales agent (usually created from the admin portal), the system sends web notifications to the related sales agent.
• If the order does not have a sales agent (usually created from the customer portal), the system sends web notifications to employees configured in Settings → Other Settings → Notification recipients for the order.