Subrent missing equipment
Rent what you're short of from another supplier, just for this order and its dates, and record it with a purchase order.
People with the «Orders» permission in edit mode. With view mode you can open orders but not change them.
The «Subrentals» card on the order needs the «Purchasing module» add-on and the «Purchases» permission, or being an administrator.
Sometimes a job needs more than you own. For the Landmark Venues wedding you have two large frame tents free that weekend, but the client wants three. Instead of turning the job down, you can rent the third tent from another supplier.
In Filmo that's a . It adds to the order: units that exist only between two dates and only for the order that asked for them. You then record the deal with the supplier in a , where you choose who supplies it and at what price.
Before you start
Select only rental lines. If the selection includes , Filmo stops with «To subrent, remove the sale items from the selection».
Subrent the missing tent
Let's cover the third large tent. You'll find «Add stock» wherever Filmo tells you something is short: in the window when you reserve, in the line's availability, in the search results and in «Bulk actions».
- Open «Add stock» On the tent's line, open its availability and click «Add stock».
- Choose «Subrental» «Stock type» starts on . Switch it to «Subrental».
- Check the dates «Delivery» and «Return» come from the order and its lines. Make sure they cover the whole wedding weekend.
- Choose the warehouse In «Location», pick the warehouse. It's required.
- Set the quantity Enter 1 for the large tent.
- Confirm Click «Add stock». Filmo saves the order with the subrental.
If you want a reminder to call the supplier, turn on «Add reminder» and pick a «Reminder date» before you confirm: it adds the «Manage subrental» task to the order on that day.
The order now has its third tent. A few things happened along the way:
- The extra tent counts only for this order and its dates. Your free stock for other jobs hasn't changed.
- For equipment with a , Filmo creates temporary units with codes such as «SR-00001» and assigns them to the line.
- For , such as the chairs, the extra quantity is added to the warehouse you chose, for this order.
- The «Subrentals» card appears in the order's right column.
- On the delivery and return pages, subrented equipment shows an «xN SR» mark, and the «Source of material» filter separates «Subrented» from «Own material».
Warning: The subrental's dates must cover the whole period of the order, or of the line. If they fall short, the temporary stock doesn't count at all and the order is still short.
Record it with the supplier
The subrental gives you the stock. The purchase order records who you're renting it from and what it costs.
- Open the «Subrentals» card It's in the order's right column. Click «Purchase order».
- Pick what to include In «Create subrental PO», choose the subrentals and their quantities.
- Create it Click «Create purchase order». The purchase order opens in another tab, with the order, the project and the lines filled in.
- Add the supplier and the price Choose the supplier, enter the price and click «Save as draft» or «Approve».
When the purchase order is fully received, the subrental shows as resolved in the card. Receiving it doesn't add the tent a second time, because the stock was already there. The , once validated, goes into the order's actual cost.
Note: You can link only part of the quantity to a purchase order. The rest stays as a separate subrental, without a purchase order.
What happens next
- The temporary stock doesn't expire or disappear on its own. After its dates, it simply stops covering anything.
- Cancelling the order or its reservation, or deleting the line, doesn't remove the subrental. Delete it from the «Subrentals» card if you no longer need it.
- In the order's profitability, the purchase order adds to the forecast cost, at 0 until you enter the supplier's price. See Order profitability.
- Every subrental in your account is listed under «Subrentals» in the sidebar, and the home page shows the «Pending subrentals» block.
Change or delete a subrental
In the «Subrentals» card, click the pencil, select the groups and click «Edit». You can change only the dates and the quantity.
- On an order that's no longer a draft, you can't reduce or delete a subrental if that would leave the order short. Filmo tells you the minimum.
- The dates must still cover the period the order uses the equipment.
- «Delete all» deletes an item's subrentals and their temporary stock. It can't be undone.
- If the purchase order has already been received, Filmo warns you that your changes won't be reflected in it.
- A temporary «SR» unit can't be removed from its line until you delete its subrental from the card.
If you see an error
| Message | What it means |
|---|---|
| To subrent, remove the sale items from the selection | Your selection includes sale lines. Select only rental lines. |
| Provider is required | You tried to approve the purchase order without a supplier. Choose one, or save it as a draft. |
| Purchase options disabled, with a «Module» badge | Your account doesn't have the «Purchasing module» add-on. |
Frequently asked questions
No. Temporary stock only serves the order that asked for it.
No. Subrentals are created from the order that needs them. The «Subrentals» page lists them, with their dates, status, supplier and purchase order.
Subrent when you only need the equipment for this job. If you want to keep it for future jobs, buy it for the order instead.