Rentals
A Rental shop rents out items that come back, such as cameras, camping gear, party dresses, cars, or party equipment. Customers pay for how long they rent, plus a deposit that is returned once the item comes back.
The Rentals menu only appears for Rental shops. To rent out time slots or sessions (such as rooms or courts), use the Booking type and the Booking Calendar.
How rentals work
- Rent = rate × rental length × number of units. The rate is the product's Price, charged per hour, day, week, or month.
- Deposit is paid per unit at checkout, then refunded when the item comes back. This is different from a Booking shop's deposit (DP), a down payment that is part of the price (Deposit and Refund Window).
- Availability is the number of units you own minus the units already rented for the same dates. A unit returned on the 5th can be rented out again from the 5th.
- Late fees are charged per overdue period and taken out of the deposit.
Setting up a rental shop
1. Choose the Rental shop type
In Shop Profile, set Shop Type to RENTAL / SEWA.
2. Fill in the rental terms on each product
On the Products form, Rental shops get a Rental Terms section:
| Field | Meaning |
|---|---|
| Charged Per | The rate unit: Hour, Day, Week, or Month. The product Price is the rate per this unit. A part-period counts as a whole one |
| Units Available | How many of the item you physically own. Units return to the rental pool once given back |
| Minimum Duration | The shortest rental allowed. Enter 0 for no minimum |
| Maximum Duration | The longest rental allowed. Enter 0 for no maximum |
| Security Deposit | The deposit per unit, collected at checkout and refunded on return |
| Late Fee | The fee per overdue period, taken from the deposit |
Example: a camera with a Price of Rp150,000, Charged Per Day, and a Security Deposit of Rp1,000,000. Renting 1 unit for 3 days = Rp450,000 rent + Rp1,000,000 deposit.
Rental units don't use the Stocks module. Availability is managed through Units Available. Renting an item out doesn't reduce the product's stock, and canceling or refunding a rental doesn't add to it.
What customers see
Customer date selection for rentals arrives with this release. The screens may look slightly different from the description below.
On the product page, customers:
- pick a start date and end date — or a start time and end time for items rented by the hour
- see whether a unit is available for that range
- see the breakdown before adding to the cart: rent, the refundable deposit, and the total
- add the product to the cart and pay as usual
If every unit is already rented for the chosen range, the customer can't continue and needs to pick other dates. The minimum and maximum durations you set apply here too.
If you use Price Rules, the rental rate follows the rented dates, not the day the customer places the order.
Managing rentals in the Dashboard
Open Operations → Rentals. Every rental order that has been checked out appears here.
The top of the page shows a summary:
- Reserved — booked, not yet picked up
- Out now — currently with the customer
- Due today — due back today
- Overdue — past the return time
The table shows Item, Period (start → end date and rental length), Qty, Rent (including any late fee), Deposit (including how much was refunded), and Status. Use the status filter to narrow the list.
| Status | Meaning |
|---|---|
| RESERVED | The unit is booked and held for the customer |
| PICKED UP | The customer has collected the item |
| LATE | Past the return time. Etalasse flags this automatically |
| RETURNED | The item came back in good condition |
| DAMAGED | The item came back damaged |
| CANCELED | The rental was canceled and the unit is available again |
Daily workflow
- When the customer collects the item: on the rental row, choose Mark picked up, then confirm.
- When the item comes back: choose Return, then set Condition:
- Good condition — the deposit is refunded, minus any late fee
- Damaged — withhold deposit — the whole deposit is withheld because the item is damaged
- Add Notes if needed, for example "charger missing", then click Confirm return.
- If the customer cancels before collecting: choose Cancel. The held unit becomes available to rent again.
Once the return is recorded, the Dashboard shows the late fee and the deposit amount to give back to the customer.
Check the Due today card every morning and contact customers whose items are due back that day. It cuts down on late returns and deposit disputes.
Which clock is used
All rental times follow the shop time zone (WIB by default): rental start and end times, the time Mark picked up and Return are recorded, "today" on the Due today card, and when a rental is flagged LATE. If your shop is in Bali or Makassar, pick WITA. For Maluku and Papua, pick WIT. That way rentals are never flagged late earlier or later than they should be.