Reservations and rentals

Make a future reservation

1. Open Rentals and create a new reservation.
2. Select a Customer, or New customer to add one locally.
3. Enter Going out and Due back, or choose No return date yet.
4. Choose an Equipment type and Quantity.
5. For serialized equipment, open Hold specific units (optional) if a particular unit is promised. Otherwise the actual units can be selected at checkout.
6. Select Check availability and then Save reservation.

A saved reservation holds the requested equipment for the rental period. It does not say that equipment has left the warehouse.

Understand availability

Both the going-out and due-back dates are included in the hold. A rental due Friday normally keeps that equipment held through Friday. Plan the next rental for Saturday unless an actual return and readiness check have already released it.

No return date yet holds capacity indefinitely. Overdue equipment also continues to reduce availability until it is returned or its dates are deliberately revised.

A quantity hold reserves capacity for an equipment type. A specific-unit hold reserves the selected barcodes as well.

Read the rental status

The Rentals In progress filter includes active rentals that still need work. Out with customer means equipment is still out. Awaiting checkout can appear when the checked-out equipment has returned but part of the commitment still has not left.

Check out and return

Select Check out when equipment physically leaves. Select Receive return when it arrives back. Partial checkouts and returns record only the units or quantity actually handed over.

Cleaning and Repair stock remains unavailable until it is marked ready. See Receive equipment back.

Change the plan

Open Change equipment hold to adjust quantities or specific held units, then select Save equipment hold. You can remove a line that never went out. Lines with checkout history must keep those quantities. Clear specific-unit selections to choose the actual units at checkout. Availability is checked again before saving.

Use Save dates for a reservation's schedule or Extend rental when checked-out equipment is staying longer. Changes are checked against other holds.

Use Swap unit to replace a serialized unit during an active rental while keeping the history of both units.

Use Cancel reservation when none of the equipment has gone out. After a partial checkout, open Cancel remaining checkout and select Release remaining equipment to release only what will no longer leave. The original quantities and handoff history remain recorded.

Equipment already out must still be received back through the rental workflow. Releasing the unfulfilled remainder never records a physical return.

Keep billing where it works

The rental records the physical commitment. It can exist without an invoice. Put a billing reference in Notes (optional) when useful. This is a manual note, not a linked QuickBooks invoice picker.

QuickBooks is read-only. A renewal invoice does not create another physical checkout, and TrackDME never changes accounting records.