Damage Documentation

In Aptean Rental, you can register, print and add pictures to damages that occurred to (service) items during the rent period at various stages during the rent process.

This chapter is divided into the following sections:

• Damage Registration
  • Registering Existing Damages via Delivery Lines
  • Registering Occurred Damages via Return Lines
  • Registering Occurred Damages via a Rent Contract
• Creating a Damage Claim via the Delivery Plan or Return Plan
• Printing Reports For Damages On Returned Rent Objects

For more information on how to record damages directly in service items, click here.

Damage Registration

If damages occur to a rent object during the rent period or have already occurred before the rent period, they can be registered at various stages during the rent process.

• Damages that were existing before the rent period can be registered via the Lines of a Delivery.
• Damages that occurred during the active rent period can be registered via the Object Lines of a Rent Contract.
• At the end of the rent period, occurred damages can be registered via the Lines of a Return.

These cases will be described in the following sections.

Registering Existing Damages via Delivery Lines

You can register damages which occurred to the rent object during the rent period via the return lines. To do so, proceed as follows:

• Open the desired delivery. For more information on the Delivery of a rent object, go to the respective section.
• Navigate to the Delivery Lines FastTab.
• Select Damages > Register Previous Damage from the menu bar of the FastTab.
• The ‌Delivery/Return Damage page is displayed.

• Enter a significant description of the damage in the Damage Description column.
• Click on the Upload Pictures... option to upload pictures of the damage. The No. of Pictures column indicates how many pictures have been uploaded.
• If the damage has already been registered (e.g. directly at the service item), the Existing Damage checkbox will be selected automatically. The checkbox in the Existing Damage column cannot be selected for damages that were added at this point. It will be automatically selected upon creating a Return.
• Once you have entered all relevant information, you can close the page.

You have successfully registered damages via the delivery lines. Those damages will be shown separately as already existing damages on the printed report.

Registering Occurred Damages via Return Lines

You can register damages which occurred to the rent object during the rent period via the return lines. To do so, proceed as follows:

• Open the desired return. For more information on the Return of a rent object, go to the the respective section.
• Navigate to the Return Lines FastTab.
• Select Damages >Register Damage from the menu bar of the FastTab.
• The ‌Delivery/Return Damage page is displayed.
• Enter a significant description of the damage in the Damage Description column.
• Click on the Upload Pictures... option to upload pictures of the damage. The No. of Pictures column indicates how many pictures have been uploaded.
• If the damage has already been registered, the Existing Damage checkbox will be activated automatically.
• If the damage is recorded after the return has been processed with the customer, the Registered after Signing checkbox will be activated automatically.
• Once you have entered all relevant information, you can close the page.

You have successfully registered damages via the return lines.

Registering Occurred Damages via a Rent Contract

Damages that occurred during the active rent period can be registered via the object lines of a rent contract. To do so, proceed as follows:

• Open the desired rent contract.
• Navigate to the Object Lines FastTab.
• Select Service > Register Damages from the menu bar.
• The Register Dame page is displayed.
• In the Date of Registration field, select the date on which you want to register the damage.
• Enter a significant description for the damage in the Damage Description field.
• Optional If needed, click on Upload Pictures... in the FastTab to upload pictures of the damage.
• Confirm your entries with OK.

The damage was registered successfully. You can view the registered damages by selecting Related > History > Damages from the menu bar of the rent contract. On this page, all registered damages for this rent contract are displayed. You can see via the Source Doc. Type column, if this damage originates, e.g., from a damage claim, a rent contract registration, or an existing damage on delivery. Via the Date of Repair and Service Doc. No. columns, you can also see if the damage was already repaired.

Creating a Damage Claim via the Delivery Plan or Return Plan

You can also create damage claims for (service) items via the delivery or return plan. To do so, proceed as follows:

• Use the quick search (ALT+Q) to find the Delivery Plan or Return Plan page.
• The Delivery Plan or Return Plan page is displayed.
• Select the desired delivery or return plan.
• Select Service > Damage Claim from the menu bar.
• The Damage Claims page is displayed.

• Click New in the menu bar.
• The Damage Claim Card is displayed.

You can choose between the following options:

• Fill in the fields with the desired information.
• Click on Status > Release in the menu bar.
• Your entries are saved automatically.

You have successfully created a damage claim for an return or delivery plan.

Printing Reports For Damages On Returned Rent Objects

With Aptean Rental, you can print or send a damage report on damages recorded during the rent period as well as already existing damages on delivery. To do so, proceed as follows:

• Use the quick search (ALT+Q) to find the Rent Delivery/Return List page.
• Open the desired return for which you want to create a damage report.
• Click Print/Send > Damage Report in the menu bar.
• You can make the following printer settings as needed:

• Click on Print to print the document with the desired settings.

You have successfully printed the damage report.