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Counter Rental · User guide

Counter Rental user guide

From installation to the first return, in five steps. Counter Rental runs on the Point of Sale of Odoo Community 18, 19 or 20; no Enterprise module is needed.

About the software · Odoo App Store listing

Step 1

Install the module

  1. Download Counter Rental from the Odoo App Store for your version (18, 19 or 20).
  2. Unzip the sopti_pos_rental folder into your Odoo add-ons folder (addons_path) and restart Odoo. On Odoo.sh: add it to your repository.
  3. In Apps, click Update Apps List, search for “Counter Rental” and click Activate. Point of Sale is installed with it if needed.
  4. Open the Rental menu: an administrator accepts the licence once for the company (I accept). Until then, the dashboard, the assistant and the POS buttons are locked.

Step 2

Set up with the assistant

Rental → Configuration → Settings → Open the setup assistant

Nothing is created before the last page, and everything can be changed later. In order:

  • What you rent: just the names (Bikes, Tools, Trailers…). The icon is guessed.
  • Accessories: what goes out with each item (helmet, lock, extension cord…). Each item has its own; an accessory can be shared between two items.
  • Details: already filled in (numbered items, counted accessories). The letters of the number give the family: PE12 = drill no. 12. Tiers by named size (child, junior, adult) or by measurement.
  • Durations: the buttons the clerk sees (4 hours, day, weekend, week, month…). “Chosen at the counter” durations use the best combination of the others.
  • Packages (optional): one fixed price for an item and its accessories.
  • Prices: one line per item, one column per duration. Empty = not offered.
  • Counter: the point of sale and the closing time (a rental in hours never comes back after closing).
  • Contract: the guarantee written by hand on the store copy, the conditions and the privacy notice (Quebec, Canada and Europe templates, to be checked by your advisor).
  • Summary: Download a sample contract (PDF), then Create.
What you rent, and the accessories of each.
What you rent, and the accessories of each.
The whole price grid on one screen.
The whole price grid on one screen.

Step 3

Number the fleet and print labels

  • Rental → Fleet → New: type the number written on the item (PE12). The family and tier are found from the letters. Add brand, model, replacement value.
  • Many items: Rental → Configuration → Import the inventory (Excel).
  • Labels: in Fleet, tick the items, then Print → Labels (Avery 5160 sheet) (30 per page) or Labels (label printer) (57 × 32 mm). The scanner reads the barcode and types the number at the counter.
Barcode labels, Avery 5160 or label printer.
Barcode labels, Avery 5160 or label printer.

Step 4

Rent at the counter

  1. Open the register: RENTAL and RENTAL RETURN are under the cart. (Elsewhere? Settings → Rental buttons: “On the counter screen” or “In the Actions window”.)
  2. RENTAL → Which item?: type or scan the numbers. Items without a number are added in one click (Without number:), accessories with + and −.
  3. Pick the Return (4 hours, day, week… or Other date and time). The return date is shown and the cheapest rate is computed, packages and combinations included.
  4. Pick the customer. Email reminders (the day before the return, and if late) are sent only if the customer agrees: the box is unticked by default.
  5. Add to cart, then Payment. The contract is created at payment and prints with the invoice.
The two buttons under the cart.
The two buttons under the cart.
Numbers, accessories, duration: the cheapest total.
Numbers, accessories, duration: the cheapest total.
The printed contract, with the invoice.
The printed contract, with the invoice.

Step 5

Take a return

  1. RENTAL RETURN: type a number, a customer name or a contract number. Everything checked out together comes up.
  2. Untick what is not brought back, then All good; or There is a problem to note damage on one item only. Photo of the item if needed.
  3. Late? The late fees go straight to the cart; the clerk can remove them or change the price.
  4. Keeping it longer? Extend the rental instead: each duration with its new date and price, on the same contract.
  5. No network? The return is recorded on the device and sent when the connection is back.
Everything checked out together.
Everything checked out together.
Late return: the fees go to the cart.
Late return: the fees go to the cart.
Extend, on the same contract.
Extend, on the same contract.

Every day

Dashboard and reports

  • Rental → Dashboard: late rentals, today's returns, month's revenue, fleet by family.
  • Tracking: Late, Contracts to complete, Fleet to complete, Reported at return, Maintenance (log per item, with the cost).
  • Reports: Rental revenue, Fleet occupancy, Usage by item, Detailed inventory, Annual inventory, Inventory counts, Late rentals, Returns with a problem, Customers, End of day (screen and PDF).
  • Who sees what: Settings, report by report, “Counter staff” or “Accounting”.
The rental dashboard.
The rental dashboard.
The rental revenue report.
The rental revenue report.
The end-of-day report.
The end-of-day report.
The maintenance log of an item, with the cost.
The maintenance log of an item, with the cost.

Good to know

Before you start

  • After changing a setting, close and reopen the register from the Point of Sale dashboard: an open register keeps the old settings.
  • No card or licence number is typed into Odoo: the guarantee is written on the store's paper copy. Expired contracts are anonymized every night.
  • A question or a bug? info@solutionprevostti.com, or the support button on the App Store page. Hosting and customization: see the Equipment rental software page.

Odoo is a trademark of Odoo S.A. Solution Prévost TI is not affiliated with Odoo S.A. The screenshots show a fictitious store, “Outils Lavoie”, with sample customers.