You can find the administrator panel in the drop down menu in the upper right corner.
On the left side of your window the different tabs of the administrator panel are shown.
Here you enter your company information which will later be used for your invoices. You can choose between annually, semiannually, quarterly and monthly payment. Additionally you can choose between your preferred payment method.
Tab: Usage/ License
This tab offers you detailed insight what type of license you are owning and what functions are included. Furthermore you are able to see how much storage space you are using at the moment and how much is still left.
The used storage space is the total off all saved (PDF) files. Entered data is not included in this calculation.
In this tab you can adjust settings that are connected to the actual usage of Rentman. The settings in your configuration are used as standard settings.
Your slips have a number by default. These are automatically given in ascending order. New documents are automatically given a new number based on the starting number you choose here. Here you also have the ability to select that you always want to use your customized writing paper for printing. General terms and conditions can also be uploaded in form of a PDF-file.
If you decide that your customers can digitally sign you only have to send them the document (e.g. quotation) that you want to have signed. Here you can also enter your company logo which will be shown instead of the Rentman logo.
When sending mails you can select if they should be send from your employees account or from a general company account. In addition you can choose if you want to have a copy of all Emails sent to another account. The Email address for the copy can be entered under "BCC emails to:".
At the minimum deposit you enter how much money you at least want to have as a deposit. This amount will then automatically be calculated even if the "Deposit ... % from equipment price" is less. The same goes for the maximum deposit, just the other way around.
The "VAT code insurance" says how much %VAT will be calculated.
The "Default insurance" is a percentage of your rental price. It is always calculated based on the rental price without any discounts.
Therefore the 'VAT code insurance" shows how much of the VAT is baed on the insurance.
You can select that an employee can only change his/her hours up until a specific amount of past days. in addition you can activate that employees can only check in with a password. More information about hour registration.
Tab: User roles
In this tab you can user roles for your staff. A user roles gives the employee specific rights when using Rentman. More information about user roles.
Tab: Project types
If you have more than one project type it can be very helpful to create several projects types. More information about project types.
Tab: Factor discount
Factor discount is a discount you give if you rent out parts of your equipment for a longer period of time. This factor is the factor of the amount the customer pays in contrast to the original price. To add a new factor click on "Add factor" and type in your desired data.
From amount of days: From which amount of (rental-)days on the discount is given.
To amount of days: After how many days the factor discount deteriorates and a new one is given.
Factor: The factor who is paid instead of the actual beginning price.
Make sure that the different factor days follow up on each other.
An item with a daily price of €100,00 is rented out for 3 days. You have entered that for 3 days a factor of 2 days is to be used. The total price for a rental of 3 days is therefore €200,00.
Tab: Invoice moments
You can bill your customer in different ways. By default you can choose from three different billing methods.
- 100% in advance
- Payment at delivery
- On account (at the end)
You can also enter your own invoice moments. You can do that by clicking on "Add invoice moment". Now you have enter the name, the text that is going to be shown on the quotation and the code for your accountant. In the different columns you can select, which percentage of the total price needs to be paid at which point of time. More information about the creating of documents.
In the template editor you can select where the text should be shown. More information about the template editor.
Tab: Payment conditions
In this module you can enter a payment period for your customers. This is simply done by clicking on "Add new payment condition" and adding the applicable data.
Name: The payment conditions' name.
Term in days: Within this time period the invoice needs to be paid.
Accounting code: Enter your accounting code here. More information about accounting codes.
Text on invoice: The text that will be shown on the quotation.
Tab: Payment methods
If you want to know which invoice is paid using which method go to "Payment methods". To add a new payment method simply click on "Add new payment method".
The ledger tab provides an overview of the costs for every department (e.g. Equipment, Transport). Ledgers are usually used by companies that are making use of accounting software.
By clicking on "Add new VAT Code" a new code can be added. Then you can give the VAT Code a name (usually the percentage) and enter the actual VAT rate.
Accounting code: Enter the accounting code here. More information about accounting codes.
Apart from general conditions you can also add further conditions to a project. An example of this would be that you are only delivering your equipment to the fist level in a building. These conditions can be added to a project under the tab "Financial". the conditions can be chosen by selecting them under "Additional conditions".
To add a new condition select "Add new condition".
With the help of the template editor new templates can be created.
Tab: Writing paper
Tab: Wage supplement
For specific hours on specific days a wage supplement can be added. This means that within these specific hours the money paid to your staff will be higher than usually. If you for example want to pay 200% more on Sundays you can do this in the following way:
All employees working on Sunday will now be paid 200% more. With this method you can also add that after 8:00pm 150% will be paid out to the staff.
The wage supplement will only be shown in the hour registration. In a project the hours will be shown as usual. More information about hour registration.