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Article fields

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Article no.

The unique article number. If RentMagic is integrated with another softwaresystem, the article number is the key reference between both.


The brand of the article. Not required.


A short descprition of the article, which will then be used throughout the entire system. It is possible to find this short description on the frontend environment.


The barcode field can be used to enter the manufacturers barcode or an EAN number. A barcode can be a different number from the article number. If you create your own article numbers and barcodes, it is recommended to keep them the same to avoid confusion.


Here you choose the type of article. You have the choice between below types:

  • Deposit: you can create a deposit article if you want a certain deposit to be paid when an article is rented out. The deposit can be refunded afterwards.
  • Periodic/counter: an item that is rented out based on period (start and end date) as well as based on a counter reading, for example running hours.
  • Counter: an item that is only rented out on the basis of a counter reading, for example running hours.
  • Periodic: an article that is only rented out on the basis of period (start and end date).
  • Sales/consumption: an article that is exclusively intended for sale.

A sale / consumption item is a type that is sold once and cannot be returned. The Periodic type is the most common, this is an item that is issued and returned. Another type is Periodic / Counter. An article of this type has the same properties as the periodic type with the addition that a price can be entered for the counter. An example of this is a car where payment is made for the rental period and 1.00 Euro extra for the exceeded kilometers. A counter type is an article where only the counter is settled. An example of this is an aggregate.

Serial numbers

If an article consists of multiple serial numbers, so unique copies, you must enable this field. After saving the item it is possible to create multiple serial numbers, even in different warehouses. If you want to be able to trace an item on an individual level, it is important to create serial numbers.

Article code

Here you choose a type of article code. You can choose from these article codes:

  • Current: current means that an article is in circulation and that it can be rented / sold.
  • Obsolete: an article that is no longer current, for example, which can no longer be purchased, is best placed on obsolete. This means that the article can still be rented or sold, but is indicative not to purchase for, for example.
  • Expired: an expired item can no longer be rented or sold. These are items that can also be removed during a cleanup. To delete an article it is a must to have the article code set to Expired.

Choose serial numbers automatically

If an article number consists of serial numbers, serial numbers can be generated automatically. Only if large quantities of serial numbers are used, it is wise to enable. When this field is enabled, the serial numbers are automatically determined by the system.

Price per unit

The Price per unit field can be used if you use rental periods within RentMagic. If you use separate prices per period, via the Periods tab in Items, the Price per unit field is not used. You can then leave the field empty.

Selling price per unit

You can use the Sales price per unit field to sell an item. This is the gross selling price of the item.

Service group

If you use the service module within RentMagic, you can select a service group that has already been created. An item can only be associated with one service group.

Confirm warehouse

If the item is only created for one or a few warehouses, you must enable this field. After enabling this field, it is important to allocate the correct warehouses in the Item subtab for warehouse.

Publicly visible

Set this value when the article is allowed to be visible in a frontend (or webshop). This information is sent via a link.

Skip control after intake

If check after intake has been set for your RentMagic environment, you can set an item whether the check should actually take place after a product has been taken back in. This setting can be changed per item.

Purchase price

The purchase price of the item. This field is important for any return calculations. The purchase price can also be set at a specific supplier. The suppliers can be added per article with the required order information.

Residual value

In this field you enter the residual value after the depreciation period. The information in this field will also be taken into account for any stock value determination.

Depreciation in months

In this field you enter the depreciation in months. If an item is depreciated in 5 years, it means that the value is 60 (months). This information is important for a possible inventory value determination and return calculation.

Article group

An article is always in one article group. It is possible to apply conditions to article groups or to adjust reports. Enter the correct article group here.

Standard VAT

An article always has one standard VAT rate. Select the correct VAT rate for this article here. Regardless of the choice of this rate, a different VAT rate can of course always be selected on an invoice, depending on the VAT obligation of the customer.


Choose the correct packaging unit for the item during rental or sale.

Min. stock

The minimum stock that must always be present in the warehouse. This is the stock where if the quantity falls below this level, the item will be returned to the purchasing advice list. Note: if you define separate warehouses via the tab article for warehouse then you have to enter this information in the tab for each specific warehouse. The information on the item card will then expire. However, it remains visible.

Max. stock

The maximum desired stock in the warehouse. During the generation of the purchase advice list, it is supplemented to the level of the maximum stock. Note: if you define separate warehouses via the item for warehouse tab, you must enter this information in the tab for each specific warehouse. The information on the item card will then expire. However, it remains visible.


The net weight of the item. Depending on the choice within your organization, the same unit is always used, for example kilogram (kg).

Transport weight

The gross weight of the item, including travel accessories.

Transport measurements

The dimensions of the item. This is a free field to be entered and is purely indicative.


Comments entered in this field are copied to the comments field on the order lines. These are additional comments of the item that may be of interest during the rental or sale process.

Label description

Don't confuse this field with label. The field label description is for entering text that can be used on a label. For example, a label is used to identify an article. So this field can be used if the field description deviates.


Don't confuse this field with label description. The designation for which labels the item can be used. Labels are often used for an informative indication or for filling an assortment on a frontend (webshop or website). Labels must be created in advance in RentMagic.

Return warning

The warning presented during the intake process. Things can be placed here that should be taken into account during the intake. For example certain checks of the article.

Maximum order level

The maximum number that may be ordered of this article by a customer. Incidentally, this number is not limited to one order, but by the sum of all numbers on the current orders. This prevents abuse.

Automatic selection of serial numbers in the rental process

If the automatic selection is enabled, it means that the serial number is automatically selected by RentMagic when the item is placed on a reservation or order. This is useful in some cases if you want the system to find out a serial number. In many cases you want to keep control during the scan and then you should not enable this automatic selection.

Can only be issued on composition

If an article cannot be rented out separately, but may only appear on a composition, you must enable this field. The article will therefore not be shown as such in the scan fields during the rental process.

Medium description

The medium description gives you the possibility to include more information on the article. The medium description is usually used in overviews of articles and in the introduction of an article details screen on, for example, a frontend (webshop or website). HTML can be used.

Detailed description

If the medium description does not offer enough space to provide all specifications and explanations about the item, then you can make use of the detailed description . The field is usually displayed on an article details screen on, for example, a frontend (webshop or website). HTML can be used.


The tags are a tool to quickly find articles. For example, you can enter synonyms or words that resemble them. This allows the user to easily find articles.

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