Create Rental Inventory

Create Rental Inventory

How Orchid POS Tracks Rental Parts

  • Orchid POS supports two kinds of rental items: inventoried and non-inventoried.
  • If a rental item is inventoried, that means Orchid POS will track each piece’s status and availability in detail.
  • If a rental item is non-inventoried, Orchid POS will assume it is always available for rental, and cannot run out of stock.
  • If rental items are inventoried, each piece of individual gear requires a rental part number. For example, if you have ten rental bicycles, you will create ten rental bicycle part numbers. You can use the template function to create multiple nearly identical rental items very quickly (see step 9).
  • Orchid POS has a rental system update due out in 2019 that will greatly increase the speed of renting items. Setting up your rental items individually (inventoried) now will be the best way to move into this new feature in the future.

To create a rental item:

  1. Go to Office > Inventory > Rentals.
  2. Click the New Rental button.


3. Begin to define your rental part details.

  • Rental items do require a Vendor and Vendor Part Number, though you do not order rental items from your vendor in Orchid POS.
    • To order a new rental item, you would first order the product listing, the adjust its quantity over to your rental inventory.
  • The rental item vendor can be the company that you order from, or you can select your business as the vendor.
  • The rental item vendor part number must be unique and it is recommended that you match your internal rental item number, or alter the actual vendor number (e.g., 210.556.0-RENTAL).
  • Rental Cost and Cleanup Time fields are for internal reference only; they are not reported.

4. Set your rental item's category.

  • Rental categories must begin with the word “Rental” in order to be used on the reservation form.
  • If you need to create a new rental category, click Add New at the bottom of the Category drop down

5. If each rental piece has its own part number (recommended), enter the serial number in the serial number field.

6. Set the rental item's rates.

  • Orchid POS supports multiple rates for each rental item.
  • These rates are used in conjunction with the rental reservation’s pickup and return date to determine the customer’s price for the rental.
  • You can select your preferred default rate for each rental item.


7. If this rental part is to be non-inventoried turn on "Do not check for inventory in stock."

8. If inventoried, set quantity in stock to 1 and click CREATE to save the part.

9. For additional items that are identical - say bicycles 2 - 10, you can quickly create these using Orchid POS's template function. Once the initial item is created, click "Create New Rental Using this as a Template" in the upper right.

  • This will retain all rental details except part numbers and serial number. Enter another unique part number and barcode, and save. You can continue this process until all items are created.

    • Related Articles

    • Create a Rental Reservation

      Once your rental inventory is set up and ready to go, you are ready to start renting to customers. To create a rental reservation for a future time or date: 1. Bring up the customer in Point of Sale. 2. Click the Rentals icon below their customer ...

    • Serial Number Inventory Tool (SNIT)

      Overview The Serial Number Inventory Tool (or “SNIT”) is used to compare your Bound Book inventory against your physical inventory. The SNIT process is modeled after a common ATF Mock Inspection and can be used to identify unwanted on-or-off book ...

    • Using the Rental Builder

      Once your rental inventory is set up and ready to go, you are ready to start renting to customers. While creating a rental for immediate pickup or a rental reservation, the Rental Builder is useful for selecting many rental items at once. 1. Bring up ...

    • Track Rental Part Inspection and Service History

      Rental parts have fields where you can manually enter their service date information. Alternately, you can create your store as a customer in Orchid POS then enter your rental inventory under the customer service records. This will add your rental ...

    • See a Rental Part's Current Rental Status

      If you need to find who has a specific rental item, its rental status is displayed on its part details page.   Go to Office > Inventory > Rentals. Use the search filters to find the rental item. Click the rental part number in blue to view the rental ...