Once a rental has been created in ServiceCore, you can manage it throughout its lifecycle by reviewing equipment and inventory, tracking serial numbers, monitoring related jobs, and managing billing records. The rental overview page provides a centralized location to track activity and take action, including ending or, if necessary, deleting a rental.
Before You Start
Here are a few things to know before you continue:
- The rental must already exist.
- Jobs associated with a rental represent individual service visits, such as delivery, service, exchange, and pickup.
- Depending on rental length, a single rental may contain multiple jobs and invoices.
- Rentals may include itemized inventory with serial numbers. Tracking serial numbers helps manage equipment and maintain accurate records.
- Ending a rental indicates that the equipment has been removed and the rental period is complete.
- Deleting a rental is permanent and will remove all associated data, including jobs, invoices, and inventory history.
- To see if you have user permissions to manage and end rentals, please review this article.
Rental Overview Page
The Rental overview page provides a centralized location to manage all aspects of the rental. The page includes several sections where you can review information and take action.
Details
This section provides a high-level overview of recent activity for the rental, including service details and invoices. For newer rentals, you will see options to take action, such as Schedule Service, Schedule Pick-Up, and Create a One-Time or Recurring Invoice.
Inventory
View the products and equipment currently associated with the rental. This section provides a high-level overview of the inventory currently on site, along with helpful links to related rental jobs. If you are using itemized inventory, this section may also include serial numbers for the equipment at the customer location.
Rental Rates
Add or review the recurring charges associated with the products on the rental. Rental rates determine how recurring product charges appear on invoices. If you would like to learn more about adding rental rates to a rental, please review this article.
Jobs
View all jobs associated with the rental, including deliveries, services, exchanges, and pickups. You can also open existing jobs or add new ones as needed. To learn more about adding jobs to a rental, please review this article.
Invoices
Create or review invoices associated with the rental. Recurring invoices may be generated for long-term rentals with ongoing billing cycles. If you are new to creating invoices in Service, please review our articles on creating one-time invoices and recurring invoices.
Site and Customer Information
At the bottom of the overview page, you will find details about the site and customer, with links available through the Site and Customer Numbers and customer name.
View or Track Item Serial Numbers in a Rental
Each rental may include items with unique serial numbers. Tracking these serial numbers helps you manage your equipment accurately and maintain proper inventory records. Serial numbers are only available for itemized products.
In the Inventory section of the rental, you can view a list of hyperlinked serial numbers for all itemized products associated with the rental.
In the Jobs section of the rental, you can open a completed job to view a list of hyperlinked serial numbers for that job.
In some cases, you might see Unknown Serial Number listed in your Inventory. This occurs when the technician who completed the job did not select the inventory item numbers. You can add the delivered serial numbers by editing the job completion and selecting the appropriate item serial numbers.
End a Rental
When it is time to remove equipment from a customer site, there are several steps you should take to properly end the rental. Depending on the length of the rental or whether repeat jobs were scheduled, some or all of the steps below may apply.
Schedule the Pick-Up Job
If there are inventory products still out on the job site, you will need to create and/or complete a final pick-up job. Once completed, this pick-up job returns the inventory to your available inventory for future rentals.
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Open the rental and click “Schedule Pick-Up” in the Details section.
- Please Note: There are several different ways you can schedule the pick-up job, but starting from the Details section allows you to confirm there has not been a pick-up job created yet.
- Fill out all required details, including selecting all inventory to be picked up, and click “Save.”
If you have recurring services for the rental, a pop-up will appear where you can select to delete the recurring services at the time of scheduling the pick-up or wait until the pick-up is completed to delete the recurring services. You also have the option to remove all non-repeat jobs when ending the rental. Please review the Billing Impact for each option and select what best fits your workflow.
For more details, please review how to schedule a full pick-up in our Add Jobs to a Rental article.
End Repeat Jobs
If the rental includes repeat jobs and they were not canceled when scheduling the pickup, you will need to end the repeat series. This prevents drivers from visiting the job site after the equipment has already been picked up. To make sure all repeat service jobs have been ended, and no longer appear on the schedule, follow these steps:
- Open the rental and scroll to the Jobs section.
- Click “Filter.”
- Select “Repeat” in the Scheduling Type drop-down.
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Click “Close.”
- Check the box next to “Condense Repeat Jobs.”
- Click open the options drop-down menu for a repeat job.
- Hover over “Scheduling.”
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Select “End Repeat Job.”
- In the window that appears, click the “calendar” icon.
- Select the date for the repeat job to end.
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Click “End Repeat Job” to save the end date.
If you have more than one repeat job associated with a rental, follow steps 6-11 for each repeat job.
Complete, Cancel, or Delete "Unassigned", "Scheduled" and "In Progress" Jobs
- Open the rental and scroll to the Jobs section.
- Check whether any jobs have a status of Unassigned, Scheduled or In Progress.
TIP: If you have a lot of jobs listed, use Filter to narrow your list to a specific Status.
Complete a Job
In most cases, jobs associated with a rental are completed by drivers using the mobile app. However, if there is a job that needs to be marked as done, you can do so in the Jobs section on the rental.
- Click the options drop-down menu for the job.
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Select “Complete Job.”
- In the window that appears, fill out necessary details regarding the job.
- Please Note: Depending on the type of job, (e.g. service, pickup, etc.) you might need to add that additional services were done to be invoiced later.
- Click “Mark as Done” to complete the job.
Cancel a Job
If a job should be removed from the schedule but retained for historical records, you can cancel it.
- Click the options drop-down menu for the job.
- Hover over “Scheduling.”
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Select “Cancel Job.”
- In the window that appears, enter a Reason Canceled. (Optional)
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Click “Cancel Job.”
Delete a Job
If a job should be removed from the schedule and you do not need to retain historical records, you can delete it.
- Click the options drop-down menu for the job.
- Hover over “Edit.”
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Select “Delete.”
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In the window that appears, click “Confirm Delete.”
After completing these steps for open jobs, including the final pickup job, all jobs for this rental should have one of the following statuses which means the job is no longer open:
- Done
- Partial Service
- Unable to Service
- Canceled
Create the Final Invoice(s) for the Rental
When ending a rental, you will need to create a final invoice to capture any remaining charges. Depending on how you are billing the customer, this could include multiple recurring or one-time invoices or a mix of both.
These invoices can include prorated rental rates, additional services, or one-time charges that occurred near the end of the rental period. Creating the final invoice allows you to capture any remaining charges before the rental is closed.
To learn more about creating and ending invoices, please review these two articles:
Final Steps
After ending the rental, you should take one final step to confirm that all charges have been invoiced. Follow these steps:
- Copy the rental number. (e.g. R123)
- Click “Accounting” in the top menu.
- In the Ready for Invoice tab, click “Rentals.”
- Type the rental number into the search box.
- Click the magnifying glass icon to search.
You should see the list of results show "No Uninvoiced Rentals Found" which means you have invoiced everything for this rental
If you do see any results, click “Start Invoice” and then create the final invoice for this rental, making sure to add uninvoiced jobs using the sidebar.
Delete a Rental Overview
Although it is possible to delete a rental in ServiceCore, we don’t always recommend it since you might lose important rental‑related data. Deleting a rental cannot be undone, so please only delete a rental when you are comfortable losing all rental, job, invoice, and inventory history information.
Drawbacks of Rental Deletion
Before you delete a rental, keep these drawbacks in mind:
Permanent Data Loss
If you delete a rental, you'll lose the rental details and inventory history of quantities and jobs that appear on the rental details page. Deleting a rental is permanent. Once you delete a rental, it will no longer exist anywhere in ServiceCore and you will not be able to get back to the rental at a later time.
Broken Links
If you delete a rental, any links to and from that rental on jobs and invoices will no longer function properly, which can lead to unexpected behavior. You may end up with an invoice on file that has no rental-related information, because the rental the invoice was based on no longer exists. You will also lose any rental rate information on recurring invoices that were linked to the deleted rental.
Inaccurate Inventory Availability
If you delete a rental that still has inventory out of site, you may experience invalid product availability errors. Your inventory availability is calculated automatically based on inventory items being associated with delivery and pick-up jobs. When you delete a rental, the inventory number can become inaccurate.
Customer and Staff Confusion
If you send an invoice to a customer for a rental that is deleted, there will be no way to reference that rental later on. There can also be drawbacks for customer service, dispatch, and management staff if a rental is deleted and these individuals need to reference the rental at a later time.
Delete a Rental
After confirming that you would like to delete a rental, follow these steps:
- Open the rental’s overview page.
- Scroll to the bottom of the page.
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On the bottom-right corner, click “Delete Rental.”
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In the window that appears, click the “Confirm Delete” button.
The rental, and its records, will be permanently deleted.
If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!