Resources · Blog/·5 min read
Rental Equipment Returns: Count, Inspect and Release Stock
Equipment on the loading bay is not necessarily ready for the next event. Separate arrival, inspection and release so partial returns and damaged items remain visible.
A busy return can contain your equipment, supplier equipment and several jobs in the same vehicle. Start by identifying what belongs to each order. The aim is to reach an explicit decision for every delivered quantity or serialized unit: received and checked, awaiting inspection, damaged, or still missing.
Prepare the return before the truck arrives
- Keep the delivered list, substitutions and accessories available, not just the original quote.
- Identify the person receiving the return and the next job that depends on any of this equipment.
- Set aside clearly marked areas for unchecked material, serviceable stock, incidents and supplier returns. Labels should state the order and responsible person.
- Allow time for unloading, counting, cleaning, charging and functional checks appropriate to the equipment. A scheduled return time is not a promise that it is ready to go out again.
Use one line for each check
Copy the following columns into your return sheet or use them to review your existing workflow. The condition check should follow your equipment instructions; this is an operational checklist, not a technical inspection procedure.
| Field | What to record | Action if unresolved |
|---|---|---|
| Order and source | Job reference; own or supplier equipment | Keep unidentified items separate |
| Delivered and received | Quantity or unit ID, including substitutions | Keep the difference outstanding |
| Accessories | Cases, leads, adapters, clamps and other included parts | Record what is absent before releasing the kit |
| Condition | Check performed, result, evidence and inspector | Assign an incident owner and prevent reuse where needed |
| Next destination | Storage location or supplier return | Confirm deadline and transport |
| Release | Who checked it and when | Leave unchecked stock visibly pending |
Work through a partial return
Illustrative example: an order delivered 20 uplights. Eighteen come back; one of those has a damaged connector. Record 18 received and 2 outstanding. Check the returned units individually where they are serialized, and identify the damaged one for an incident. Do not treat all 20 as available because the truck is back.
For bulk stock, keep the returned quantity and the affected quantity distinct. A line-level condition can describe the whole line even when only some units are damaged. Record the actual affected quantity when creating the incident, and check that availability reflects the restriction you intended.
- Ask the site lead about missing equipment before declaring it lost; it may be in a second vehicle or awaiting collection.
- Record a named follow-up owner and an agreed time for the remaining return.
- Keep supplier equipment identifiable and arrange its return independently of the client’s event end time.
- Separate inspection evidence from the decision to charge the client. Agree liability, amount and tax treatment before issuing a charge.
What the return steps mean in Filmo
In Filmo, marking a line Returned records arrival but still occupies stock. Check in records its condition and releases it from that order. Partial quantities are supported. Save changes before leaving the return. The detailed procedure is in return and check in equipment.
An Incident or Lost condition raises an alert. Create the Maintenance incident and check its availability settings: an unmanaged alert alone does not block equipment. Marking a unit Lost releases it from the order but does not remove it from inventory; deactivate the serial or adjust bulk stock when the loss is confirmed.
Review every return group before Finish return. The completion flow can automatically check in outstanding equipment, and finishing the last open return can also check in remaining equipment from other groups. Do not use completion as a substitute for counting. Check the items, conditions and proposed actions first, and keep a partial return open while its remaining quantities are unresolved.
Close the job with a clear handover
- Warehouse: received quantities, inspection results and remaining shortages are recorded.
- Maintenance: incidents have an owner and unavailable equipment is blocked where appropriate.
- Purchasing: supplier equipment, deadlines and any dispute are tracked.
- Administration: agreed additional services or damage claims have evidence; deposits are reconciled separately.
- Production: any impact on the next job is communicated before the team picks its kit.
Return checklist questions
- Is returned equipment automatically available?
- No. In Filmo, Returned still occupies stock; Check in releases it from the order. Damage, loss and subsequent bookings need their own review.
- Can I close the return if some items are missing?
- Resolve their status first and review the completion choices. Do not accept an automatic return in good condition for equipment you have not received and inspected.
- Does a damage alert create the repair automatically?
- No. Create the Maintenance incident from the alert and verify the affected resources, quantities and whether availability must be blocked.