SAASInventory

Contents

Lease Stock

Overview

Leasing → Lease Stock

The Lease Stock module in Inventory Pro provides a comprehensive system for temporarily transferring inventory to customers while maintaining ownership and accountability. This powerful feature enables rental operations, equipment loans, consignments, and temporary asset transfers with full tracking and return capabilities.

Key Features

  • Dual Mode Operation: Create new leases or process returns from existing leases
  • Customer Integration: Complete customer assignment and tracking capabilities
  • FIFO Location Selection: Automatic optimal stock selection when locations not specified
  • Serial Number Tracking: Full lot and serial number management for tracked items
  • BOM Support: Lease complete assemblies with automatic component loading
  • Return Processing: Seamless return workflow with location assignment
  • Audit Trail: Complete transaction history for all lease activities

Key Benefits

  1. Asset Accountability: Maintain ownership while tracking customer possession
  2. Flexible Operations: Support rental, loan, and consignment business models
  3. Inventory Visibility: Leased items remain visible but unavailable for other operations
  4. Return Management: Streamlined process for reclaiming loaned assets
  5. Customer Service: Enhanced ability to support temporary customer needs
  6. Audit Compliance: Complete tracking for regulatory and business requirements

Creating and Managing Leases

Creating a New Lease

  1. Navigate to Leasing → Lease Stock
  2. Ensure “Create Lease” mode is selected
  3. Configure lease parameters:
    • Warehouse: Select source warehouse for items
    • Customer: Choose customer receiving the leased items
    • Lease Date: Set effective date (defaults to current date/time)

Adding Line Items

  1. Item Selection:

    • Click the item lookup to search by part number or description
    • System validates part existence and discontinuation status
    • Ensures item is enabled in selected warehouse

  2. Quantity and Location:

    • Enter Units to lease (must be positive)
    • System validates against available stock
    • Location: Specify source location or allow FIFO selection
    • System uses oldest stock when location not specified

  3. Serial/Lot Management:

    • Enter Serial Numbers for serialized items (required for unique items)
    • Add Lot Numbers for lot-tracked inventory
    • System validates serial/lot existence and availability

Processing Options

Save: Store items temporarily for review and modification Lease: Finalize the lease transaction and mark items as leased Reset: Clear all items from current lease transaction

Return Processing

Processing Returns

  1. Select “Return Lease” mode from the Type dropdown
  2. Choose the Lease to return from active leases list
  3. System automatically populates items from selected lease
  4. Configure return parameters:
    • Return Location: Specify destination location for returned items
    • Units to Return: Modify quantities if partial return

Return Validation

  • System validates return location exists and is not on hold
  • Confirms lease is active and items are available for return
  • Verifies quantities do not exceed leased amounts
  • Maintains audit trail for return transactions

BOM Integration

Loading Assembly Components

When enabled (Admin Option 182), lease entire assemblies:

  1. Select Assembly from the parts list
  2. Enter Units for the base assembly
  3. Click “Load BOM” button
  4. System automatically calculates and adds all BOM components
  5. Quantities calculated based on assembly yield and BOM specifications

Benefits:

  • Standardized lease packages for complex assemblies
  • Accurate component tracking for multi-part operations
  • Simplified lease creation for repetitive operations

Advanced Features

Validation Rules

Stock Validation:

  • Discontinued Items: Cannot lease discontinued parts
  • Warehouse Assignment: Validates item enabled in warehouse
  • Available Quantities: Ensures sufficient stock exists at locations
  • Hold Status: Excludes inventory on hold or quarantine

Location Validation:

  • Required Field: Location must be specified for lease creation
  • Existence Check: Confirms location exists in warehouse
  • Return Locations: Validates return destinations are accessible

Customer Validation:

  • Required Assignment: Customer must be selected for lease creation
  • Active Status: Confirms customer is active and available for leasing

Best Practices

  1. Clear Documentation: Use descriptive reference numbers for lease tracking
  2. Regular Reviews: Monitor outstanding leases for timely returns
  3. Location Management: Specify return locations to optimize warehouse operations
  4. Serial Accuracy: Verify serial numbers for tracked inventory
  5. Customer Communication: Coordinate lease terms and return expectations

Troubleshooting

Common Issues

Permission Errors: Verify “Leasing” permission is assigned Stock Availability: Check inventory levels and location assignments Customer Selection: Ensure customer is active and properly configured Location Validation: Confirm locations exist and are accessible

The lease system provides a powerful foundation for rental operations and temporary asset management while maintaining complete inventory accountability and customer tracking.

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