Create a Rental Reservation

Create a Rental Reservation

Once your rental inventory is set up and ready to go, you are ready to start renting to customers.

To create a rental reservation for a future time or date:

1. Bring up the customer in Point of Sale.

2. Click the Rentals icon below their customer profile.



3. Click the New Rental button to go to the rental reservation form.

4. RENT NOW will default to on. You can manually turn this OFF (required for same day/later time pick up rental) or it will do so automatically when you select a future rental date.

  • Don't forget to select the rental return date, too.


5. Search for and select the items being rented. There are several ways you can do this:

  • Start typing the rental item's description, part number, or barcode in the Quick Search field or, if the item has a rental barcode available, scan into the Quick Search field.


  • Select the rental category from the Category drop down, then select the specific item from the Item drop down. Items in red are already rented or reserved.

6. The selected rental item will appear in the Rental Details area, with its default rate and time frame showing to the right.

  • Rental rates in relation to time frame are very specific. For instance, if you select a 3 Day Weekend rate for an item, Orchid POS expects the item to have a rental time frame of three or more days; if it's been reserved for fewer than three days, it will use Daily Rate.
  • If a rental item has a set Additional Day rate, it will use that for any date after the initial rental time frame has been reached (first day for Daily, third day for 2 Day Weekend, and so on). If an Additional Day rate has not been set, it will use Daily Rate for this purpose.


7. For more items, click the Add Line button and repeat until done.

  • Or, for many or multiple items, use the Rental Builder for fast bulk selection.

8. For an item group or rental package discount, see the New Total option after clicking the DISCOUNT button. This will allow you to give one rental sub-total (excluding tax) to all items.

9. If your store allows pre-payment at the time of rental, you will need to tell Orchid POS - before you click Create Rental - if the customer is paying at this time, and how much. The full rental balance will display in the Deposit field but can be edited.

  • If the store does NOT allow pre-payment, the Deposit field will be $0

10. Click Create Rental. If you are taking payment, you will see the payment line item in Point of Sale. If not, you will see confirmation that the reservation has been created and will be provided a rental reservation summary.

 

NOTE:

  • Renting an item cannot be used with the Guest Sale feature.
  • See our article on Rental Settings to determine best system setup options to match your rental program needs (24 hour rentals, allowing pre-payment, including pick up day in rates and more).
  • See Rent Item to Customers Now for current / immediate rental creation (essentially the same process, but with Pickup Now ON).