Knowledge

A single rental order can be returned in multiple batches.

• Step 1. Check whether the products have Delay Cost configured in Update Product. This is required to calculate late return fees on the return order.
• Step 2. Go to Rental module → Settings → General → Order Settings → enter the Return policies information.
• Step 3. Set the Prefix for Return Orders in Prefix Settings.
• Step 4. Create a maintenance template. See the instructions in https://helpcenter.gtssolution.vn/article/maintenance-template
• Step 5. Verify that the rental order to be returned is in Finished status. If not, update the status to Finished before proceeding.
• Step 6. Go to the Rental Orders menu → click Create return order.
• Step 7. The system will redirect to the Add order return form. Enter the required fields:
  • Rental Order: select the order to return. The dropdown will only display orders with status Finished or Partial return.
  • Returned date: select the actual return date. This will be used to calculate the late return fee. Example:
    Rental to: 03-07-2025 16:00:00
    Late return type: Delay cost over time
    Late return fee: $100 per hour (after free hours)
    Free late return time: 1 hour
    Returned date: 04-07-2025 15:00 (23 hours late) Late fee calculation:
    Actual late time: 23 hours
    Free hours: 3 hours
    Chargeable late time: 20 hours
    Late return fee: $100 × 20 = $2,000
  • Return type: select Partially or Fully.
    • Partially: allows adjusting quantities and selecting specific items to return.
    • Fully: requires returning all items in the order.
  • Customer: auto-filled based on the selected rental order.
  • Email: auto-filled based on the selected rental order.
  • Phone number: auto-filled based on the selected rental order.
  • Delay Cost column: displays the late return fee (if applicable).
  • Return reason: enter the reason for the return.
• Step 8. Click Save.
• Step 9. Go back to the return order detail page.
• Step 10. Scroll to the bottom of the return order page:
  • Click Accept to approve the return order and proceed to the next steps.
  • Click Reject to decline the return order and stop the process.
• Step 11. Click Create product return inspection.
• Step 12. The system will display the Add Maintenance popup → Select the appropriate maintenance template → Set the Planned Completion Date → Enter the Maintenance/Repair Costs →  Choose Repair fee to be paid by customer
  • If Yes: a Create invoice button will appear in the maintenance detail → the customer will pay this fee.
  • If No: a Create expense button will appear in the maintenance detail → the company will bear this cost.
• Step 13. Click View maintenance.
• Step 14. In the maintenance detail page → process the maintenance and create invoice/expense if required.
• Step 15. Click Create import stock to receive the returned product into inventory. ⇒ The system will display the Please select a warehouse popup → choose the receiving warehouse and click Create import stock. ⇒ Then go to the Inventory receiving voucher and approve the stock-in document.
• Step 16. Go back to the return order → click Update invoice if applicable.
  This button will only appear if the return order has a late return fee. After clicking Update invoice, the late return fee will be added to the invoice of the related rental order. ⇒ The late return fee will be added to the Adjustment field in the invoice.