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How to Create a Facility Rental: https://help.pm.leapevent.tech/a/2047749
Once you've set up facility rental management, you can create Rentals for those who reserve your space!
In this article, we'll go over the steps for creating facility rentals:
- Creating a Rental record
- Adding Locations and Resources to a Rental
- Generating itemized charges for invoicing
- Processing payments
At the end, we'll also talk about canceling Rentals.
1. Create a Rental
The first step when someone does a rental with you is to create the Rental record.
1.1. Go to the PMGR Facility Management app, if you're not already there
1.2. Go to Rentals
1.3. Click New
1.4. Create Rental
- Rental Name: A name to identify this Rental
- Contact: Lookup and select the Contact record for this Rental; you can create a new Contact if one doesn't already exist
- Type: Optionally, select what kind of Rental this is
- Number of Attendees: The expected number of attendees
- Rental Status: The status of the Rental; options are:
- Inquiry: They've asked about this space, and perhaps requested a proposal
- In Conversation: You're talking with them about this Rental, but it's not set yet according to your organization's policies (for example, a contact hasn't been signed)
- Reserved: The Rental is reserved, but not definite yet according to your organization's policies (for example, a deposit hasn't been paid)
- Definite: The Rental is set according to your organization's policies (for example, deposit is paid and contract is signed)
- Canceled: The Rental is canceled
- Contracting Status: Where in the pipeline the contract is
- Contract Due: When the signed contract is due back to you
- Internal Notes: Any notes that you need for your team
- Save
Voilà, you have a Rental record!
2. Booking Locations and Resources
Once you have a Rental record, you'll need to add Rental Items, or Locations and Resources, to the Rental.
The Locations and Resources are the actual things being rented, so they give the Rental its value.
If you're familiar with Ticket Orders, Rentals are like Ticket Orders. Rental Items, like Locations and Resources, are like Ticket Order Items.
2.1. If the Rental is booking a space, go to the Locations tab
If the Rental is only for Resources (i.e., just equipment or materials), you can jump to step 5.
2.2. Click New
2.3. Create the Location booking
- Rental Inventory: Search for and select the Location being rented
- Function: Optionally, select how the space will be used from the customizable picklist
- Room Setup: Optionally, select the physical configuration from the customizable picklist
- Start Date: The start date and time the Location is rented for
- End Date: The end date and time the Location is rented for
- Function Start Date: Optionally, the start date and time of the actual event in the Location
- Function End Date: Optionally, the end date and time of the actual event in the Location
- Start Buffer: Optionally, the start date and time the Location is unavailable for to allow buffer time between rentals
- End Buffer: Optionally, the start date and time the Location is unavailable for to allow buffer time between rentals
- Rate Type: How the Location's rental price is calculated for this Rental, defaults to the Location's Default Rate Type; options are:
- Hourly
- Daily
- Weekly
- Flat
- Rate: The amount per Rate Type for this Rental, defaults to the Location's Default Rate
- Item Discount Type: Optionally, the type of discount applied to this Rental, defaults to None; options are:
- None
- Percentage
- Flat
- Item Discount Amount: Optionally, the amount discounted for the Location, based on the Item Discount Type selected
- Internal Notes: Notes for your internal Users
- Save & New: Use if you need to add another Location to this Rental
- Save: Use if you just need to save this Location
2.4. Click into the Location created
2.5. Click New in "Resources for this Location"
If you're not booking a Location, just Resources, you can go to the Resources tab and click New!
2.6. Create the Resource booking
- Rental Inventory: Search for and select the Resource being rented
- Quantity: The number of the Resource being rented; defaults to 1
- Location: If created from a Location, this will automatically be filled in; optional otherwise
- Start Date: The start date and time the Resource is rented for
- End Date: The end date and time the Resource is rented for
- Start Buffer: Optionally, the start date and time the Resource is unavailable for to allow buffer time between rentals
- End Buffer: Optionally, the start date and time the Resource is unavailable for to allow buffer time between rentals
- Rate Type: How the Location's rental price is calculated for this Rental, defaults to the Resource's Default Rate Type; options are:
- Hourly
- Daily
- Weekly
- Flat
- Rate: The amount per Rate Type for this Rental, defaults to the Resource's Default Rate
- Item Discount Type: Optionally, the type of discount applied to this Rental, defaults to None; options are:
- None
- Percentage
- Flat
- Item Discount Amount: Optionally, the amount discounted for the Resource, based on the Item Discount Type selected
- Internal Notes: Notes for your internal Users
- Save & New: Use if you need to add another Location to this Rental
- Save: Use if you just need to save this Location
Repeat for the Locations and Resources you need to book for the Rental
Once you have Locations and Resources booked, you can search through the Locations or Resources from their tabs on the Rental
You can also opt to show any canceled Rental Items from the Locations or Resources with the Show Canceled Items toggle.
3. Generating itemized charges for contracting or invoicing
If you need to create an itemized list of everything rented to append to a contract or invoice, you can do so from the Rental Details with the "Export Itemized Charges" action.
This will bring up an itemized list of everything in the Rental. Breaking it down, you'll see:
- Locations listed first, alphabetically if there is more than one Location
- Resources related to those Locations listed under each Location and indented, alphabetically if there is more than one Resource
- Rate and Rate Type
- Any discounts that were applied
- Totals for each Location and Resource, along with a grand total
At the very bottom of the page(s) generated, you'll also see the Rental ID and page number(s).
You can download this itemized list and add it to a contract or invoice!
Contracts and invoices can be sent to a Contact from a Rental using the Activity tab, and the files can be attached to a Rental using the Files tab!
4. Processing payments
When you're ready to take payments for the Rental, you'll be able to take those payments right in PatronManager.
4.1. From the Rental, go to the Payment tab
4.2. Click New
Here, you'll also see the Amount Due, the amount that is planned to be paid in Scheduled Opportunities, and the amount Remaining to Schedule (i.e., amount that has no scheduled payments yet).
4.3. Create the Rental Payment
- Donation Name: Auto-fills as "[Rental Name] Payment - [Today's Date], but you can edit if needed
- Amount: The amount being paid in this payment
- Close Date: The date the money is received; can be set to the future for payments you expect
- Payment Type: The payment method for the payment
- Stage: Select "Posted" if you have the money in hand; select "Not Posted" if you expect this payment to come in the future but don't have the money in hand yet
- Save & New: Click if you need to create another Rental Payment
- Save: Click to save
Repeat for any more Rental Payments you need to schedule or log
As you do so, the Amount Due, Scheduled Opportunities, and Remaining to Schedule will automatically update!
If so, once you get the money in, you'll need to take a few steps to log the payment.
4.1. Click into the Not Posted Rental Payment
4.2. Process the payment
Cash or check
If they're paying with cash or check, click Edit.
Update the Rental Payment:
- Stage: Set to "Posted"
- Check Number: If it's a Check, enter number on the check; skip if the Payment Type is Cash
- Check Date: If it's a Check, enter the date on the check; skip if the Payment Type is Cash
- Save
The Close Date will automatically update to today's date when you click Save!
Credit Card
If they're paying with credit card, click Process Credit Card Transaction.
Click Enter Card Details to process the credit card.
Canceling a Rental
How you cancel a Rental depends on what exactly needs to be canceled.
You can only delete a Rental if no Rental Payments have been processed.
For this reason, we always recommend canceling a Rental instead.
Cancel a Location or Resource
To cancel a Location or Resource, click into it from the Locations or Resources tab.
Click Edit.
- Item Status: Set to "Canceled"
- Save
Cancel a Rental
If you need to cancel a Rental, click "Canceled" as the Stage.
Click Select Canceled Stage.
Confirm Cancellation.
When you cancel a Rental, note that any Rental Payments with custom Stages (i.e., open payments with a Stage other than "Not Posted") will need to be manually marked as void or deleted.