Re-Rent Setup and Workflow

Overview

Re-rents occur when a job booked for a client cannot be completed using in-house equipment, and the work is subcontracted to another company (Vendor). The original company still bills the client, while the vendor bills the original company.

This workflow ensures:

• The job remains visible in Visual Dispatch for scheduling purposes.
• Billing to the client and cost tracking for the vendor are accurate.

There are two main setup options.

Table of Contents

• Summary of When to Use Each Option
• Option 1 – Equipment-Based Setup
  • 1A – Generic Re-Rent Equipment
  • 1B – Individual Vendor Equipment
• Option 2 – Vendor-Based Setup

Summary of when to use each option

Prerequisite: Before using any of the Re-Rent options (1A, 1B, or 2), a Vendor record must be created for each company you re-rent from. This ensures that vendor information is available for selection, and billing and cost tracking work correctly.

Option 1 – Equipment-Based Setup

This option is best when dispatchers primarily use the Equipment Chart to view schedules.

1A – Generic Re-Rent Equipment

Best for:

• Equipment Chart is the main scheduling tool.
• Few re-rents occur on the same day.

Setup:

1. Create a generic equipment record named Re-Rent (or similar).
2. Assign it to a branch.

Workflow:

1. Assign the job to the generic Re-Rent equipment in the Equipment Chart.
2. Add the Customer.
3. In the Resource Chart enter the Class and Rented Size to ensure accurate billing.
4. Check Outside Equipment box to open the Outside Resources tab.
5. Select the vendor providing the equipment.
6. Add cost details and comments if needed.

1B – Individual Vendor Equipment

Best for:

• Equipment Chart is the main scheduling tool.
• Few vendors are used, and you want to see each vendor’s jobs separately.

Setup:

1. Create a separate equipment record for each vendor you re-rent from (e.g., "Smith Cranes 110T Crane").
2. Assign to a branch.

Workflow:

1. Assign the job to the vendor-specific equipment in the Equipment Chart.
2. Enter the Class and Rented Size.
3. Check Outside Equipment and select the vendor.
4. Add cost details and comments if needed.

Option 2 – Vendor-Based Setup

This option is best when dispatchers primarily use the Day View Spreadsheet for scheduling.

Best for:

• Day View Spreadsheet is the main scheduling tool.
• You want to track the specific vendor the job is re-rented to.

Setup:

1. Create the vendor in the system if not already set up.
2. Add the Equip Vendor column to the Day View spreadsheet (right-click → Insert Column → Equipment Vendor).

Workflow:

1. In the Equipment Chart, choose the size of equipment requested.
2. Draw the job bar on the Equipment Chart to reflect the correct hours.
   • Edit the Resource.
   • Remove the assigned in-house equipment.
3. Keep the Class and Rented Size for billing accuracy.
4. Mark the job as Outside Equipment and select the vendor.
5. The job will no longer appear in the Equipment Chart but will display the vendor in the Day View spreadsheet.