Setting Up Equipment and Non-Serialized Parts Rental

Use this procedure to configure IntelliDealer so you can rent serialized equipment and non-serialized parts. Rental classifications, rates, and links to inventory must be in place before you create rental contracts.

Note:  Category, class, and subclass records are created for your signed-in location. Sign in to the location where you want the classification available before you use Category Class Subclass Setup. Repeat setup at other locations when those locations need the same or different rental definitions.

Topics in this section include:

• Rental Classification Setup

• Master Rates Configuration

• Update Master Rates at Locations

• Location-level Rates

• Link Rental Equipment and Parts

Rental Classification Setup

Define rental Category, Class, and Subclass codes for the location. Class and Subclass are optional; at minimum enter a Category.

1. Sign in to the location where the classification should apply.

2. Navigate to Configuration > Rental > Category Class Subclass Setup.

   The Category Class Subclass Setup screen opens.

3. Click Create.

   Category Class Profile screen opens

   

4. Enter Category and, if needed, Class and Subclass, plus Description and other profile defaults. Do not use single or double quotation marks in category, class, or subclass codes.

5. Click Save.

Master Rates Configuration

Master rates define default rental pricing for a classification. They are stored at the division level for the category, class, and subclass and let you maintain consistent pricing across locations in a division. Master rates for the same classification are shared by every location in the division that uses that classification.

1. Open the category, class, and subclass record on Category Class Subclass Setup at a location that uses that classification.

2. Select the Master Rates tab.

   The Category Class Profile: Master Rates Tab opens.

3. Add or edit rates for each duration and level. When you save a change, use the Select Location modal to choose which location rates to update. See Category Class Profile: Master Rates Tab.

Update Master Rates at Locations

When you change a master rate, IntelliDealer can update matching location rates in one step instead of editing each location separately.

After you save an edited master rate, the Select Location modal opens. Choose a location to update location rates at that location only, or leave the location blank or enter AA to consider all locations in the division.

IntelliDealer updates a location rate only when its current value still matches the master rate before your change. If a location rate was customized and no longer matches the master rate, that location rate is not changed, even when you select that location.

This behavior applies to rate amounts and to related fields on the rental rate record (for example, sale G/L account, deposit, and insurance settings) when those fields are maintained on master and location rates.

Location-level Rates

Location rates are the location-specific rental prices used on contracts. Configure them on the Rental Rate Types tab for the classification at each location.

1. On Category Class Subclass Setup, open the classification and select Rental Rate Types.

2. To load rates from master rates during initial setup, open the Master Rates tab and click Copy, then enter the destination location. IntelliDealer copies all master rates for the selected category, class, and subclass to that location.

   IntelliDealer copies a master rate to the destination location only when a rate for the same duration and level does not already exist at that location. If the duration is not yet configured for the classification at the location, the system creates the rental rate type and adds the rate from the master rate.

   Copy does not overwrite existing location rates that differ from master rates. To push an updated master rate to locations that still match the previous master values, edit the master rate and use the Select Location modal after you save. See Update Master Rates at Locations.

3. Alternatively, on Rental Rate Types, add durations and enter location rates manually. See Category Class Profile: Rental Rate Types Tab.

Link Rental Equipment and Parts

Rental equipment and non-serialized parts must belong to a location and be linked to a rental classification before they can be rented.

Serialized Rental Equipment

1. Navigate to Product Support > Equipment > Equipment Profile and open the unit at the location.

   The Equipment Profile opens.

2. Enter Category/Class/Subclass on the equipment profile to match an active classification at that location.

3. Click Save.

Non-serialized Rental Parts

1. Define the part on Product Support > Parts > Parts Profile for the location. See Parts Profile.

2. Navigate to Configuration > Rental > Category Class Subclass Setup, click Create (or open an existing record), and complete the Category Class Profile for the rental classification.

3. In Non-Serialized Rental Part #, enter or search for the part number from Parts Profile.

4. Configure master and location rates for the classification, then click Save.

Revision: 2026.10