Rental Management

Establish the basic data and rentable inventory that underpin all rental processes: rental modes, chargeable days, date exceptions, transaction generation schedules, internal rental price lists, and the designation of physical parts as Company Rental Asset or Supplier Rented so they can be reserved and charged across Rent In, Rent Out, Rent to Project and Rent to Work Order flows.

Capture and process rental demand as a rental order line embedded in the standard order flow: Rent Out on a customer order rental line, Rent In on a purchase order rental part line, plus Rent to Project and Rent to Work Order demands. Covers rental-specific fields (planned start/end/duration, mode), pricing, reservation, delivery/receipt, and starting the rental to begin transaction generation.

Generate rental transactions from rental events, transfer them to Financials for cost accrual / internal cost-recovery / revenue postings, and bill customers. Rent Out invoicing is based on rental transactions (not deliveries), supports multiple invoices per line, collective invoicing, and credit/correction handling; Rent In transactions are matched to supplier invoices; project/work order transactions post internal cost and recovery.

End the rental period and return the rented items. From Manage Rentals an End Rental event stops transaction generation; Rent Out returns create a Return Material Authorization received via Register Arrival, and Rent In returns create a supplier shipment. The rental period can end automatically on receipt/delivery by setting a rental end date/time, with optional demobilization work orders and exchange/replacement handling.

Plans, dispatches and recovers the pool of serviceable units a manufacturer uses to keep customers running while their own unit is in the depot, executed in IFS Cloud through the CRO exchange line where parts are dispatched to and received from the customer, dispatches approved and receipts confirmed. It covers pool sizing and replenishment from the refurbishment output, the swap transaction itself, chasing the unreturned original, and billing where the customer keeps the loaner or fails to return a core. The pool is the buffer that decouples customer uptime from depot turnaround time.

Manages externally hired and internally owned plant on a construction project using IFS Cloud Rental Management. Rent In is embedded in the procurement process and Rent to Project is initiated from project demand, so hire runs on a rental contract with start and end events, chargeable days, rental modes and generated rental transactions that post cost to the project and match to the supplier invoice. It ends with off-hire, return and the closing of the hire period, which is where most uncontrolled hire spend leaks.

Manages the loaner pool that keeps a clinical customer running while their own device is down or under field action. In IFS Cloud the loaner is a serial tracked part: allocation reserves the specific serial, shipment moves its current position to Issued, and return runs through a Return Material Authorization where it is either received back to stock or scrapped against a scrapping cause. Operational condition and operational status carry the fit-for-use decision that governs reissue.

Establishes the binding commercial hire agreement in IFS Cloud by converting the accepted quotation into a rental Customer Order line, which creates the rental record and rental number that governs the entire hire. Terms fixed here — rate, discount, chargeable days, date exceptions, transaction generation schedule, ownership and rental mode — drive every downstream rental event, transaction and invoice. Contract documentation covering damage waiver, deposit and liability is attached to the order and issued for customer acceptance.

Allocates a specific physical unit from the rental fleet against a released rental contract line in IFS Cloud and reserves it for the contracted hire window. Reservation may be automatic, which only reserves parts matching the ownership on the order line, or manual, which allows either Company Rental Asset or Supplier Rented units to be selected. Where own fleet is short the line is sourced from another site by internal or external purchase transit or escalated to re-rent, and reservation of a serialised unit can automatically raise the mobilisation work order.

Terminates the chargeable hire and returns the unit to available stock in IFS Cloud. The return is initiated from Manage Rentals, which creates a Return Material Authorization showing what was delivered on the rental line but not yet received, and the physical unit is then received through Register Arrival. The rental period is ended either automatically at receipt by defining a rental end date and time on the return line or manually with End Rental, and a demobilisation work order is raised at rental return into inventory where the sales part is configured for it.

Quantifies loss, damage and excess usage found at check-in and recovers the cost from the hirer in IFS Cloud. Check-in findings are compared against the pre-hire condition baseline, the repair is costed through a work order, and the recoverable element is raised as sales lines that IFS Cloud can invoice alongside the rental lines for the same contract. Disputed claims are negotiated, settled or written off, and the outcome feeds the damage waiver and rate review.

Measures how hard the rental fleet works and what it earns, combining time (physical) utilisation, financial (dollar) utilisation and achieved rate against list rate. In IFS Cloud the data source is rental events and the rental transactions generated from them, which carry chargeable days and revenue per unit. Output drives re-fleeting, redeployment, rate-card and de-fleet decisions.