Physical rental products¶
The Odoo Rental app allows users to customize scheduling, pricing, and inventory for physical rental products. Users can set up multiple pickup and drop-off locations and track rental products by serial number.
Settings¶
To configure default settings on rental products, navigate to .
In the Rental section, tick the Rental Transfers checkbox.
Click Save to apply the change.
Important
If the product has multiple rental rates, the Sales app is required, and Pricelists must be enabled.
View rental products¶
To view all products that can be rented in the database, navigate to . By default, the Rental filter appears in the search bar, and the view is Kanban.
Each product Kanban card displays the product name, rental rate, number of units on hand, and product image (if applicable).
Create a new physical product¶
To set up a new physical rental product, go to the , then click New. In the new product window, the Sales checkbox is already ticked by default.
Select the Product Type as Goods and tick the Track Inventory checkbox. Next to the Track Inventory checkbox, select the By Unique Serial Number from the drop-down menu.
For the Category field, select Goods from the drop-down menu or create a new category by typing in the name and clicking Create.
Set a base rental period and price¶
Set up a base rental rate by entering the lowest rental price in the Sales Price field. Next, click the Sales tab, then in the Rental section select a unit of time from the Periodicity dropdown menu.
Then enter the Padding Time to make the product unavailable for pickup for the configured duration.
Important
To set a pricelist for additional rental rates, the Sales app must be installed, and Pricelists must be enabled. Otherwise, the Prices tab is not available.
Set additional rental periods and pricing¶
There are two ways to configure additional rental rates in the Rental app: Pricelists and the Prices tab.
Using the Pricelists method¶
Creating a new Pricelist allows for better customization when applying rental rates to specific time periods, products, or customers by using Pricelist Rules. To set up additional rental rates, go to and click New to create a new pricelist. A Create Pricelist Rules window displays.
Tip
It is recommended to create a new Pricelist first, then select the customized Pricelist in the Prices tab instead of using the Default pricelist. Keeping the Default pricelist blank ensures there is a clean pricelist for the base rental rate.
Using the Prices tab method¶
Prices can also be configured directly on the product using the Prices tab. Navigate to , then click the desired product.
Click the Prices tab and click Add a price. Select the desired Pricelist, then enter the minimum time required for the price change to trigger in the Min. Quantity column. The Min. Quantity column is based on the Periodicity field in the Sales tab.
Lastly, enter the Price rate. Click the (Save manually) icon near the top to save.
Example
A bike rental business rents out its bikes on an hourly and daily basis. The hourly rental rate for their tandem bikes is $20, but the daily rate is $128. All bike reservations require at least a 30-minute notice.
Enter the Sales Price, then click the Sales tab to configure the Periodicity and Padding Time.
Using the Pricelist method, navigate to and click New. Configure Pricelist Rules for the daily rate.
Using the Prices tab method, navigate to and click the Bike product. Click the Prices tab, then add a new price for the daily rate.
Create a rental order¶
To create a rental order in the Rental app, navigate to , and click New. Doing so reveals a blank rental order form.
Start by adding a Customer, then set the desired duration in the Rental period field.
To adjust the rental duration, click the first date in the Rental period field, and select the range of dates and times to represent the rental duration from the pop-up calendar form that appears.
Once complete, click Apply in the calendar pop-up form. Next, add a rental product in the Order Lines tab by clicking Add a product and selecting the desired rental product to add to the form.
Note
If a rental product is added before the Rental period field is properly configured, the user can still adjust it accordingly.
Select the desired date range to represent the rental duration, then click the Update Rental Prices.
Odoo recalculates the rental price accordingly.
Once all information has been entered correctly on the rental order form, click Send to send the quotation to the customer. When the customer confirms the quotation, click Confirm to confirm the order. A Pickup banner displays on the rental order.
Create an invoice¶
Navigate to the desired invoice by opening the Rental app and landing on the Rental Orders dashboard. Click To Invoice in the Invoice Status section to view all the rental orders that need to be sent.
Click the desired rental order , then click Create Invoice. Select Regular invoice from the Create invoice(s) window and click Create Draft.
If all the details are correct, click Confirm and then Send to email the invoice to the customer. For in-person transactions, click Print and then click Pay.
In the Pay pop-up window, select a Journal and click Create Payment.
Click the Payments smart button at the top of the rental order. Click Validate to complete the payment.
Request a customer signature¶
Before the customer picks up the rental product, Odoo can request that the customer sign a rental agreement. Rental agreements outline the arrangement between the company and customer to ensure everything is returned on time and in its original condition.
Note
The customer signature can be requested during any stage of the order. This feature requires the Sign app.
To request a signature, open the Rental app and select the desired rental order. Click the (Actions) icon, then click Request Signature.
A Sign Documents pop-up window displays. Select the desired document from the Template drop-down menu.
Doing so reveals a New Signature Request pop-up window. Confirm the information in the New Signature Request pop-up window, then click Send to initiate the signing process.
Tip
If the agreement is configured to require a signature from the rental company, a Sign Now button displays on the pop-up window. The user can add a signature via the Sign app integration before sending it to the customer.
A link to the signature request will appear in the chatter. The document is accessible to the customer via the customer portal or email.
Signing a document from an email link¶
When the customer clicks Sign document, the document displays in a new webpage. The customer uses the Click to start button to begin the process. The app guides the customer to the required signature locations and allows them to create electronic signatures to complete the form.
Once the document has been signed and completed, click Validate & Send Completed Document at the bottom of the document. The signed document can be downloaded for record-keeping purposes, if necessary.
See also
Multi-location management and transfers¶
The Rental app makes it easy to track the location of high-value physical products with the Rental Transfers feature.
When the Rental Transfers feature is enabled, the system treats rental movements in the same way as sales. The Rental app generates a receipt and a delivery order every time a physical product is rented or returned.
For multi-location management and rental item transfer tracking, navigate to and in the Rental section, tick the Rental Transfers checkbox.
The Inventory app automatically creates an internal default location when the Rental Transfers feature is enabled. Odoo uses the new default location, Customer/Rental, to track products during the rental period (moving them from Stock to Customer/Rental upon rental, and back upon return).
Warning
Do not modify the Customer/Rental location to avoid corrupting inventory tracking.
Next, go to and in the Warehouse section, tick the Storage Locations checkbox. Click Save to apply the changes.
To configure new locations, navigate to . Click New to configure a new internal location.
On the new location page, enter the Location Name and for the Parent Location field, select WH. Click the (Save manually) icon near the top to save.
Example
A bike rental business has two store locations within the same city. Both locations allow for pickup and dropoff of their bikes. The company wants to track its bikes accurately at each location.
Ensure the Rental and Inventory apps are configured by enabling Rental Transfers in the Rental app and Storage Locations in the Inventory app.
Next, go to the . Create a new location for each storefront.
Process a rental order pickup¶
When a customer picks up rental products, navigate to the desired rental order and click Pickup. The Rental app displays a warehouse delivery form listing the reserved rental products. Verify the list, then click Validate to move the order to the Done stage.
Doing so places a Pickedup status banner on the rental order.
Process a rental order return¶
When a customer returns products, navigate to the desired rental order and click Return. The Rental app displays a warehouse receipt form listing the checked-out rental products.
Enter the same amount of each product being returned by the customer in the Quantity column. If any of the products have serial numbers, enter them in the Serial Numbers column.
Click Validate to move the order to the Done stage. A Returned status banner appears on the rental order.
Download pickup and return receipts¶
Pickup and return receipts can be created and downloaded for customers when they pick up and/or return rental products.
To create pickup and/or return receipts, navigate to the desired rental order, click the (Actions) icon to reveal a drop-down menu.
From this drop-down menu, hover over the Print option to reveal a sub-menu. Then select Pickup and Return Receipt.
Odoo downloads a PDF detailing all information about the current status of the rented items.