Features

Users and rolesEvery user is a member of a role. You can create multiple roles in the system, setting full authorization and options. The users in this role will then automatically receive the correct information after logging in.

Multiple debtors per userCustomers and webshop visitors are also users. Of course, these users do not count as a license. You can assign a user at a customer to multiple customers (and contacts), making it possible for a customer to easily switch between customers. Larger organizations often consist of several companies from which the user can select before placing the order.

API TokensAll API tokens that are required for other software packages or the webshop are managed here.

Set up key formatsThe document keys can be set as appropriate. You can adjust the keys to your own liking. For example, the composition of an order number or invoice number.

Set up countersThe key also has a counter. You can set the counters yourself. Obviously a process that you have to be careful with. But, among other things, this module is used to set the invoice counter to the following year at the beginning of the year.

Transaction typesTransaction types are able to be set on an order. You can manage the transaction types yourself.

PeriodsThe periods that you use in the rental process within your organization can be pre-set in the system. These periods can then be selected at a per article basis.

Predefined dimensionsYou can use dimensions for customers, but the indication of the dimension is recorded system-wide.

Image formatsDe afbeeldingsformaten die van belang zijn tijdens de upload van afbeeldingen kunnen worden ingesteld. Daardoor wordt een afbeelding altijd zo efficiënt mogelijk opgeslagen en weergegeven.

Delivery methodsAll delivery methods that occur in the rental process. With a delivery method, the shipping time can also be entered, which the system automatically anticipates for invoicing. Shipments can sometimes take 1 or more days and then it is best to invoice your customer a little later.

Reasons for replacementIt is possible to exchange products within the rental process. However, a reason for the exchange must of course also be entered. These reasons can be pre-recorded in the system.

VAT ratesVAT rates that can be selected on the items are added in this module.

VAT dutiesIn order to do business internationally, it is often necessary to classify customers in a different VAT liability group. This makes it possible to shift the charged VAT. Of course it is also possible to arrange 'intercompany' rental in this way without charging VAT.

Payment methodsPayment methods are fully dynamic and adjustable. The payment methods entered can be selected during the rental process.

Invoicing termsYou set invoice periods in advance so that customers appear on the proposal of the invoice list once in a while.

Adjust invoicing groupsPart of adjusting the billing method. This is also adjustable per customer.

Stick to period prices on orderPeriod prices can be stored on the order during the creation of an order. This is not necessary, you can also set this up.

Period setting at a per line basisPer item line on an order it is possible to deviate periods from other lines. You can control this completely from the settings.

Report templatesYou can create report templates for compiling reports. The standard documents (such as an order confirmation, for example) can also be adjusted. You can create and edit an unlimited amount of reports with the report generator.

Email templatesFor the correct guidance of emails it is necessary to enter a good template. The templates of all e-mail traffic can be set in advance, whereby the correct information is displayed on the e-mail. An HTML editor is on board for entering the correct templates.

Email historyAll emails sent by RentMagic are recorded in the history table. It is always possible to search for an e-mail via the history table.

Set up multiple languagesYou can set multiple languages ​​in the system, making it easy for foreign customers as well. In addition to documents, it is also possible to translate master data.

Set up multiple currenciesBesides languages ​​you can also add different currencies. The currencies have an exchange rate that you set in relation to the default currency that you put in the system. The default currency is also used for your dashboard and calculations in your own environment.

Email settingsFor e-mail traffic it is sometimes useful that this is done via your own e-mail server, or via Microsoft Office 365. You can set this accordingly.

Stock availabilityThe availability of an article is always transparent. During the rental process itself you can also request availability and thus even place a choice of an alternative on the order. The system can use the order advice list to ensure that items below the level are reordered.

Warehouse inventoryA different stock level can be set for items per warehouse. Naturally, the throughput speed of articles can deviate considerably. Provided you are authorized, you can view the stock of another warehouse.

Minimum and maximum stockYou can set a minimum and maximum stock level for an item. This level determines when an item must be reordered and up to which level.

Stock transferYou can transfer stock from one warehouse (depot) to another warehouse. In addition, you can of course also write off stock if a defect or a product is lost. You can also add stock for purchasing.

Stock mutationAll processes within RentMagic that involve the stock create a stock mutation. This mutation can of course also be a prognosis. This is also indicated. These mutations can be viewed per articles and warehouse (depot).

Shelf locationBinnen een magazijn (depot) kun je legborden aanmaken, dit zijn de locaties waar de artikelen of serienummers zich bevinden. Dit is uiterst efficiënt in een groter magazijn met grote doorloopsnelheid, omdat je ook looproutes voor de orderpickers kunt instellen.

Order pickingOrders that come in can be picked directly in the warehouse. All desired items on the order are placed on the pick list and the items can be picked in the warehouse. After that, the order can be prepared for delivery.

Article pickingIn addition to order picking, you can also apply item picking. This is desirable in larger warehouses with a high turnover rate. In fact, you can use warehouse employees as efficiently as possible via walking routes to collect items and then prepare the orders for delivery afterwards.

Purchase advicePurchase order advice can be made from stock. This is done via a reporting system, where the user has a report with which purchase orders can be made.

Warehouse assortmentAn article assortment can be set up per warehouse (depot). Ultimately, certain items may or may not be fed into a warehouse.

Warehouse authorizationUsers must be given permission to access a specific warehouse (depot).

Opening days and timesA warehouse has opening days and opening hours which can be used on the webshop to select a collection time. This in turn also affects the workload and planning of a warehouse (depot).

Process managementThe work processes in warehouses (depots) are adaptable. After all, the working method will be different in some warehouses than in others.

Create a quotationAt the beginning of the rental chain, we start by making a price proposal in the form of a quotation. The quotation can be sent and after approval an order can be made.

Send a quotationAfter the quotation has been created, it can be sent to the customer, pending approval. Sending can be done directly by e-mail. The system handles this further.

Approve a quotationAfter feedback from the customer, a quotation can be rejected or approved. After approval, an order can be made directly from the quotation. All information from the quotation is copied to the order.

Make a reservationA reservation is often made by the customer himself via a webshop. If you have a webshop active on RentMagic, an order from the webshop will ensure that a reservation is created. From the overview of reservations, an order can be created immediately after approval (or any adjustments).

Approve a reservationA reservation must be approved and then an order is created. The original reservation always remains in the system for possible later consultation.

Create an orderOrders can be entered directly into the system or can also be created from a reservation or quotation. The order is the guiding principle of the rental process.

Confirm an orderAfter creating an order, an order confirmation can always be sent to the customer by e-mail. This can therefore also take place automatically.

Issue quickly (counter)Bij balie uitgifte moet alles vlot en efficiënt plaatsvinden, zeker op drukke momenten. Daarom hebben we een snel uitgeven proces waarbij de order instant wordt aangemaakt. Op een later (en rustiger) tijdstip kunnen verdere instellingen op de order worden aangepast.

Make an order ready for deliveryArticles can be prepared in advance for delivery. After the articles have been prepared, the serial numbers can be scanned and assigned.

Order shipping/deliveryAn order can be delivered in its entirety or shipped, depending on the desired shipping method.

Partial order deliveryA somewhat larger order is sometimes delivered or shipped in several parts. Can be shipped per order line (or article). This makes partial delivery possible and you can then also print a packing slip with the partially delivered items.

Picking articlesIn een groter magazijn is het efficiënt om artikelen te picken in plaats van orders in z'n geheel te pikken. Met looproutes is het mogelijk om artikelen te verzamelen op een bepaalde uitgifte punt waar de order kan worden samengesteld. Daarna is de order klaar voor uitlevering.

Replace order articlesIt is always possible to replace a serial number on an order. For example if a defect has occurred. The exchange of a serial number is a process that is fully supervised by RentMagic so that the logistics are also fully monitored.

Dispensing stopVoor langlopende order is het fijn om uitgiftestops te definiëren waarbij een klant niet hoeft te betalen. Denk daarbij aan feestdagen of tussentijds onderhoud.

HireIf the stock is insufficient to create a rental order, it is possible to rent the item through a supplier. Of course this can also be determined in advance. The supplied items can then be used for rental.

IntakeHet inname proces is het einde van de verhuur. Als de artikelen retour zijn dan kan er in sommige gevallen nog een controle moeten plaatsvinden, waarna de artikelen weer terug op voorraad zijn. Het innemen kan voor een order gedeeltelijk plaatsvinden, omdat sommige orders niet in één keer geheel terug retour komen.

Order extensionAn order can be extended if desired. You can extend an order in its entirety at order level, but it is also possible to set this per item. Depending on the invoicing and therefore the price of the order can change.

Invoicing an orderYou can invoice an order from the order itself. This is possible if you want to follow a direct invoice during a delivery.

Partially invoicing an orderYou can also create an invoice for specific items on the order. In principle, this process works the same as a partial delivery.

Pre-invoicing an orderYou can pre-invoice an order during or just before delivery. This can also be set again per order, so that it is automatically picked up by the system.

Bulk invoicingIn grotere omgevingen is het fijn om te factureren via de facturatiemodule, waarbij vanuit een suggestielijst kan worden aangeduid wat er wel of niet kan worden gefactureerd. Het voorstel wordt aangepast afhankelijk van de ingestelde dagen tussen de facturatie waardoor een klant één keer in de zoveel tijd een factuur ontvangt.

Credit invoiceIf a correction has to be made to an invoice, it is possible to create a credit invoice in RentMagic.

Fully automated invoicingInvoicing can take place completely automatically, so that no user within RentMagic has to worry about it. The system can of course skip special cases, so that credit notes, for example, are not just sent from the system.

Process paymentsAll payments made by a customer, either through paying bills online or through a counter payment (pin or bancontact) are recorded and ensure the correct balance of the customer and the accompanying documents such as orders or invoices.

Counter items (miles, hours e.g.)Some items are rented on basis of a so-called counter, for example miles, kilometers or operating hours. Counter articles keep a counter reading, where the price is determined on the basis of the amount on the counter.

Periodic itemsIn most cases, an item is rented out based on a period. A period consists of a start and end date. The price is determined on the basis of this period.

Combining itemsArticles can be rented on the basis of period rented and counter. The price of the combined item consists of a rental period factor and counter ticks.

DepositIn some cases a deposit is required at the start of the rental period. The deposit is charged as a sales item, with the difference that at the end of the moving period (during collection) the deposit is also deducted from the order or invoice.

Sales productsIn addition to rental items, you can also create sales items with your own price. Sales items are often used to indicate services, cleaning or repairs. Consumables can also be created as sales items.

CompositionsA composition is a combination of several rental and / or sales items. A quantity can also be added per item, so that you can build sets and display them on your webshop, for example. Ideal for organizations that work with parts.

PackagesEen pakket is nog een laag boven de samenstelling en wordt gebruikt als aanduiding voor bepaalde toepassingen. Een samenstelling bestaat uit één of meerdere artikelen en/of samenstellingen.

Serial numbersA serial number is a unique copy of a certain article, which can be fully traced. A serial number can be scanned and has a full financial and logistical follow-up.

Freely definable itemsFree entry of articles is possible on a quotation, reservation, order or invoice. An item does not necessarily have to be defined in the system. The price must also be determined and entered during the process.

Article groupsEen artikel wordt altijd gekoppeld aan één artikelgroep. Artikelgroepen worden gebruikt voor koppelingen met de boekhouding of voor het invoeren van (prijs)condities. Daarnaast is het per artikelgroep mogelijk om artikelspecificaties te definiëren waarvan je de waardes op artikelniveau kunt invoeren.

Item suggestionsSuggested items are automatically placed on a quotation, reservation or order when an item is added. Suggestion articles are often accessories or accompanying products that should not be forgotten. Suggestions are not required and can be deleted.

Product categoriesCategorisatie geeft structuur. Voor een webshop of de beschikbaarheidsschermen is het handig om categorieën te gebruiken. De diepte van de categorieën kun je zelf bepalen en artikelen zijn aan één of meerdere categorieën te koppelen.

UnitsSales units can be entered informatively and used on, for example, packing slips.

Rental periodsRental periods are initially set in the system and can easily be assigned to an item with a corresponding gross price.

Price agreementsPrice fixing is unlimited in RentMagic. You can enter prices by customer group or customer. You can agree on fixed prices per period, but you can also work with discounts.

Contract pricesContract prices are useful for specific contracts that run with customers during a specific period. On an order you can select a contract, the prices of which will then be applied during invoicing.

Dynamic item fieldsFrom the article group, specific article characteristics can be loaded, which can then be entered on the article for keeping specific (technical) information.

Product specificationsItem characteristics can be entered for use in a webshop for item filters.

Purchase pricesA purchase price can be entered per item. At the serial number level, this is copied from the item, but can also be adjusted to calculate the correct return.

Standard specificationsRentMagic already has many standard specifications of an article on board, such as brand, weight and dimensions. Of course, specific fields can be added.

Easy to use labelsQuick labels are designed to easily categorize items, customers, and processes in the background. You can use labels internally to indicate something in a simple way. The colors of labels can also be adjusted. It is even possible to use filters on labels, for example for article selections.

DocumentsFiles such as manuals, photos and so on can be placed on an article or serial number. These files can also be published on a webshop where necessary.

Afbeeldingen en video’sJe kunt één of meerdere foto's en video's plaatsen op een artikel. Deze informatie wordt ook gepubliceerd op een webshop. De afbeeldingen worden op een intelligente manier opgeslagen in het systeem.

Publish onto a webshopAn article may or may not be published on a webshop or website.

Automatic selection of serial numbersTijdens het verhuurproces is het in sommige gevallen handig dat een serienummer automatisch wordt geselecteerd. Je hoeft dan niet een serienummer te scannen, maar er wordt er automatisch één toegewezen. Dit kan ook gemakkelijk zijn voor magazijn medewerkers zodat ze altijd het juiste serienummer uit het magazijn kiezen.

Set up return warningDuring an intake, a warning can be displayed on the screen so that a warehouse employee can take action.

Search terms throughout the processYou can easily enter search terms at item level, which you can use within the process or in the webshop to easily search.

Control of certificatesA certificate is often used to allow the rental to take place. Both the contact person and the item must have the same certificate for the rental to proceed. Certificates are often used in environments where people really need to be certified to use certain tools.

Availability of stockFor the various warehouses or depots you can immediately see what is available in stock. Availability is not limited to the present moment, but can also be set and can be viewed in the future.

Customer group assortmentYou can assign articles to a specific customer group. This is useful functionality if you only want to rent / sell specific items to certain customers. Other customers will not see these articles.

Change in warehouseYou can easily move items and serial numbers from one warehouse to another.

Keep track of history of serial numbersAll information is kept of serial numbers (unique copies). A full track and trace and history can be viewed. This includes services performed on the serial number.

Temporarily blockingIf necessary, you can block an article or serial number for a temporary period.

Servicegroep definiërenAn article is always in a specific service group for further services, such as an inspection or periodic maintenance.

Account depreciationEach item or serial number depreciates and also has a current inventory value. With the necessary information, all these values can be retrieved from the system.

Set a stock level per warehouseYou can indicate per warehouse what is the minimum and maximum stock. This information is used on an order advice list.

Eén of meerdere leveranciers toekennenHet is mogelijk één of meerdere leverancier met alle benodigde condities te selecteren voor een artikel. Daarbij is het ook mogelijk om het artikelnummer van de leverancier in te voeren, zodat inkopen eenvoudig wordt.

Set up warehouse assortmentArtikelen kunnen worden gekoppeld aan één of meerdere magazijnen. Zo kun je artikelen toekennen aan een specifiek magazijn, zodat het assortiment klopt. Zo kun je ook bevoegdheden voor het zien van bepaalde artikelen controleren.

Sales price per itemFor rental items it is also possible to use a sales price if an item is sold or redeemed.