Reserve, hand over and take back an item

A reservation books one item for one customer between two times. Kluvan refuses a booking that overlaps another, even when two people book at the same moment.

Before you start

• Add the item first: see Add rental items. The customer must be in your customer list.
• Reserving needs Manage Rentals. The handover, return, payments, credits and refunds need Invoice and record payments for Rentals.

Steps: reserve

1. Open Rentals on the Reservations tab.
2. Pick the Rental item and the Customer.
3. Set the Start and the End.
4. Select Create record. The reservation is Reserved; the price is the daily rate times the days.

Steps: hand over

1. When the customer collects the item, open the reservation and open Record handover.
2. Describe the condition at handover in Details and choose the payment Method for the deposit.
3. Select Record handover. The deposit is recorded as received and the item is On hire.

Steps: take it back

1. Open the reservation and open Record return.
2. Describe the condition in Details, type any Damage charge, and choose the Method for any deposit you give back.
3. Select Record return. Kluvan adds late days at the daily rate, issues the invoice, applies the deposit to it, and records any part of the deposit you return.
4. If the customer still owes money, open Record payment when they pay.

Good to know

• A reservation can last up to 365 days, and an item can hold up to 200 reservations.
• The handover can only be recorded between the reservation's start and end, and not while the item is in maintenance.
• An item returned with a damage charge goes into maintenance.
• Issue full credit credits a returned invoice; then Record refund records the money you returned.
• Cancel frees a reservation before the handover.
• Payments and refunds record money already received or returned; nothing is charged or sent.
• With Books on, the deposit, invoice, credit and refund are posted as balanced entries and each is posted once, even if you retry. If an action shows Pending, select Retry.