FAQ’s 2017-02-15T10:11:19+00:00

Frequently Asked Questions (FAQs)

Of course we are happy to help but before contacting our support desk please have a look through out frequently asked questions below to see if your questions is answered.

Setting Up / Configuring Viberent>

After you sign-up for trial or paid subscription, you need to configure your system first and add other details to your items such as pricing, serial numbers etc before you can start to put through transactions. Immediately after subscribing, you need to follow instructions as outlined in the Deployment Plan to configure your Viberent system.

Serial numbers are normally used when you have finite number of units associated with your rental items of one type. For example, if you have 10 lawn mowers of same make and model available for rent, then you will setup one item in Xero and Viberent and 10 serial numbers associated with that lawn mower in Viberent using Inventory – Item Stock Details menu. For each of the 10 lawn mowers, you will enter its respective serial number.

However, if you are a party goods hire company and you have 500 dinner plates and 1000 forks available to rent, then you will set these types of items as Bulk items in Viberent and enter the quantity available to rent.

You will need to setup different rental periods such as 1-3 days, 1-4 days, 1-5 days using Configuration – Rental Period configuration menu. Specify the Period Value as 3 or 4 or 5 accordingly and set Days/Hours as Days. Then in Inventory Management – Inventory & Pricing tab, set the rental rates for each of the rental period types such as 1-3 days, 1-4 days, 1-5 days etc. You can then use these rates in your rental transactions.
Specifically for the above purpose, Viberent has functionality to maintain sundry fields that you can use for any situation. Use Configuration – Sundry Fields menu to maintain such extra fields. You can label them what you like and assign default value for these.
Go to menu Inventory – Inventory Management, select the Item and go to Item Attachments tab. You can then attach as many documents/files as required. You can also include image of your item in the Item Multimedia tab.
Go to menu Inventory – Inventory Management, select the Item and go to Item Attachments tab. You can then attach as many documents/files as required. You can also include image of your item in the Item Multimedia tab.

Inventory Management

Viberent takes its initial inventory data from your accounting system (Xero, MYOB or QBO).  If you dont have any inventory items in your accounting system, create them first with just Item code, Name, Sales / Income Account and Tax code.  Please ensure that you do not Track Inventory in your accounting system as inventory tracking for rental items is managed in Viberent.

Once you create your items in your accounting system, go to Viberent Configuration – Load Data and click Load Xero Data or Load MYOB Data or Load QBO Data depending on your accounting system.  This will bring in all the items from your accounting system.

You can then use the Inventory Management screen to enter rental pricing, quantities or serial number and other details for the item.

Serial numbers are normally used when you have finite number of units associated with your rental items of one type. For example, if you have 10 lawn mowers of same make and model available for rent, then you will setup one item in Xero (or MYOB or QBO) and Viberent and 10 serial numbers associated with that lawn mower in Viberent using Inventory Management – Item Stock Details tab. For each of the 10 lawn mowers, you will enter its respective serial number.

However, if you are a party goods hire company and you have 500 dinner plates and 1000 forks available to rent, then you will set these types of items as Bulk items in Viberent and enter the quantity available to rent.

As described above, Viberent relies on you having base inventory item details in your accounting system. So if you have a new rental inventory item to use in Viberent,  create the item in your accounting system first in its Inventory module.

Then in Viberent, go to Configuration – Load Data menu. Click the button titled Load Xero Data or Load MYOB Data or Load QBO data depending on the accounting system you use. This will bring in the new items to Viberent.

Go to Inventory – Inventory Management menu, select the new item that you created and enter rental pricing, category, serial number/quantity and Save the item. You can then use the Item in your Quote and Rental screens.

Viberent makes it really easy to update prices for inventory items.  If you use Serial number items or Bulk quantity items or both, then do the following.

Serial Number Items

  • Go to Inventory – Serial Number Item Import menu
  • Click Download item import template link
  • This will download an Excel file with all items configured as Serial number items in your Viberent system
  • Open the Excel sheet and update the prices for your items and save the file in a folder.
  • Go to Inventory – Serial number import menu and click Browse to select the items from the folder and click Import
  • This will update your pricing.

Bulk Quantity Items

  • Go to Inventory – Bulk Item Import menu
  • Click Download bulk item import template link
  • This will download an Excel file with all items configured as bulk quantity items in your Viberent system
  • Open the Excel sheet and update the prices for your items and save the file in a folder.
  • Go to Inventory – Bulk item import menu and click Browse to select the items from the folder and click Import
  • This will update your pricing.
Go to menu Inventory – Inventory Management, select the Item and go to Item Multimedia tab. You can then attach as many documents/files as required. You can also include image of your item in the  Multimedia tab.

Rental Transactions

You can create a customer in Xero called Quote Customer or something similar. In Viberent, use Transaction – Booking Details screen to create Quotes for your customers. You can use the Shipping Details to specify the actual customer requesting the Quote. When the Quote is accepted by the customer later, you can create the customer in Xero, login to Viberent, open the Quote in Viberent and change the customer name to the proper customer name.
In the Booking or Rental Transaction screen, select the items, specify the Delivery Date as the date you will deliver (or the customer picks up) and the Return date as to when the item is going to be returned. Then the system flags the items as unavailable from the Delivery Date to the Return Date (both days inclusive) which the customer is only charged from Start Date to End Date.
Use Rental Termination screen. Go to Item Details. Double click individual items lines and click the tick-box titled Returned and click Update Details. This will mark just that item as terminated. Repeat the process for other items that are returned. Save the transaction.
The system will then continue the Rental for other items not marked as Returned.
You can use Transactions – Rentals Other Charges menu, select the Rental Transaction and add extra amounts based on what you wish to charge.
Transaction posting is the final step in rental transaction.  Once posted, transaction cannot be altered.  However, if you really need to alter, you can “Undo” the transaction using Manage Transaction screen. Select the transaction in Manage Transaction screen, double-click it and click the Undo button. This will bring the transaction back into unposted state. However, you have to manually delete the transaction invoice in Xero because Xero do not allow add-on programs to update/delete posted transactions.  Once the transaction is Unposted, you can open the transaction again in Rental transaction, make changes and post to Xero again.
Alternately, once the transaction is posted to Xero, you can make the changes in Xero invoice if required.  However, any change you make to Xero invoice will not be reflected in rental transaction as Xero does not talk to Viberent, but Viberent talks to Xero.  Nobody other than Xero programmers can modify their system to talk to addon systems like Viberent. So if you make changes in Xero, they wont be reflected in addon systems such as Xero.
Any change you make to accounting system invoice will not be reflected in rental transaction as the accounting system does not talk to Viberent, but Viberent talks to the accounting system.  Nobody other than accounting system programmers can modify their system to talk to addon systems like Viberent. So if you make changes in your accounting system, they wont be reflected in addon systems such as Viberent.

CONTACT US

If you would like to chat about how we can help your rental / hire business, please contact us.

1300 131842 / +61-7-31033076

info@viberenthq.com

Lvl 2, 282 Wickham St, Fortitude Valley, QLD 4006, Australia