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FAQs

At EZRentOut, we are committed to provide an unmatched support experience. You may use any of the following possible means of communication with us:

  1. Emailsupport@ezrentout.com
  2. Bloghttps://blog.ezrentout.com – great place to start off and read about our existing and upcoming features.
  3. Contribute your ideashttp://ezrentout.uservoice.com – we want our community to be involved in helping us define the products roadmap. Placing feature requests here allow for others to view and vote on them.

FAQs of EZRentOut are listed below:

Importing Data

How can I move or transfer stock in bulk from one location to another?

Instances like recording bulk item data against the wrong location, or when relocating a warehouse from one place to another – there’s a need to transfer stock quantity in bulk from one location to another. This can create a complex workflow. For this, EZRentOut enables you to transfer asset stock and inventory items in bulk from one location to another using the excel import functionality.

  1. To do this, go to Asset Stock Listings Page → Click ‘Import from Excel Sheet’ button on the right → Select ‘Transfer Existing Asset Stock’. This will take you to the upload import file page.transfer bulk stock excel import button
  2. After uploading the file, you’ll need to map the following columns:mapping columns panemap columns

These columns should be present in your import file:

  • AIN
  • Asset Stock#

Any of the above two can be present for bulk import.

  • Stock From (Location name)
  • Stock To (Location name)
  • Stock From (Location#)
  • Stock To (Location#)

In Stock From and Stock To columns, both or either of the two can be present i.e. Location name or Location#

  • Quantity
  • Price / unit*
  • Total Price*
  • Comments (Optional)

*If you have both Price/Unit and Total Price defined and present, precedence will be given to Price/Unit.

  1. Hit ‘Preview’ when done.
  2. Hit ‘Transfer’ if the preview is good to go.

Warnings

  • Please ensure that there is enough quantity present in ‘Stock From’ location column when moving quantities from one location to another. An error will pop up if the import for a specific stock quantity isn’t successful.
  • If a ‘Stock To’ location name or location# isn’t defined in the import file, and you have enabled ‘if not present, create location’ option, the transfer will not be successful for this item. Name such a location as ‘no location’ in your import file for successful data import.

Things you need to know!

  • If a location (only Stock To location) isn’t present in your account, you can choose to create it when mapping the columns (as shown in the ‘Map Columns’ image above)
  • While importing bulk transfer stock data, you can map only one of the two i.e. either location# or the location name in Stock From and Stock To columns. If Location name is mapped, location# will be disabled and vice versa.

As explained above, you can follow the same steps to transfer inventory stock in bulk from one location to another.

Read more:

Importing Items into EZRentOut

Comparison between Types of Items

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I have a few orders in the past that I just want to record in EZRentOut

If the Return Date is in the past for an order, you can just add it as a normal order. When you Rent Out this order, EZRentOut looks at the Return Date and informs you that this is going to be a Past Order. This order doesn’t go through the rent out and return stages, and can only be Marked Completed.

This comes in handy when you’ve missed the renting out or return of an order, but you still want to record it.

NOTE: Past Orders do not record the checkouts for Assets/Asset Stock or deduct the Inventory’s stock quantity. This means that a Past Order that is marked as Complete:
a. Will appear in the ‘All Orders’ report and count towards the revenue and rent collected
b. Will NOT appear in the Assets ‘Check-in/out Events’ report or the checkout history/rental meter of the asset
c. Will NOT appear in the Inventory or Asset Stock ‘Line Items’ report, and will not have any impact on the stock quantities

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You’re trying to import your LDAP server customers to EZRentOut, but facing an error during the process. To fix this, verify that you’re doing it right.

A common issue for an unsuccessful import/sync process is not having Last Name and Email attributes configured in your LDAP server. Also look out for invalid customers’ email addresses.

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How to verify the information while setting up SAML Integration for EZRentOut?

Following are some of the URLs that you may require during the configuration process:

Sign On URL: https://<Your Company’s Subdomain>.ezrentout.com/users/sign_in
Identifier/Issuer: https://www.ezrentout.com (Note: Do not enter your subdomain with it)
Assertion Consumer Service URL: https://<Your Company’s Subdomain>.com/users/auth/saml/callback

Learn More

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What if the Identity Provider asks for 4 attributes e.g. First Name, Last Name, Email and Principle Name? Will it matter as EZRentOut only looks for First Name, Last Name and Email?

The extra attribute will not be an issue. However, while configuring, you’d most probably have to map the exact attribute names of the first name, last name and email fields that are provided by the Identity provider in the Settings → Add Ons page.

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How do I import images and documents when importing from Excel?

You can create document linkages for items right as you update or upload them via an Excel sheet. Furthermore, you can attach up to 5 public media file URLs upon item import.

But what are media file URLs? These are the web addresses that direct you to media files uploaded online. You can access these by right-clicking on an image, hitting ‘Inspect’, and viewing the source attribute (more on that below). However, it is important to note that these addresses appear differently depending on the domain. For this reason, you might have to edit your links before you can add them to your Excel file.

Editing Dropbox media file URLs

Dropbox links end in the code “dl=0” or “dl=1”. Update this to “raw=1” before adding them to the Excel sheet. For example, the link  https://www.dropbox.com/s/buz195ijl5ct6nv/1a.PNG?dl=0 needs to be edited to  https://www.dropbox.com/s/buz195ijl5ct6nv/1a.PNG?raw=1. Once you’ve edited it, it’s ready to be copied to your Excel.

Editing all other media file URLs

Web addresses for media files generally end in their extension i.e. .jpeg for JPEG image type, .png for PNG image type, .gif for GIF image type, and so on. As an example, here’s what the URL for an image on our blog looks like https://blog.ezrentout.com/wp-content/uploads/2019/04/Rental-Scheduling-Software-Banner.jpg. Notice how the image extension is at the very end of the address. Here’s how to get this address for your image.

  1. Navigate to the website where the image exists.
  2. Once here, right-click on the media file and hit inspect to see the HTML code for this element. website URL
  3. The field highlighted in purple shows the public URL for this image. It appears as the ‘source’ attribute (src in HTML).
  4. Alternatively, you can right-click on the image, click on ‘Copy Image Address’, and paste this address to a text-box or text-application to see what it looks like.
  5. If the image extension (.jpg, .png, etc) comes at the very end of the address, it’s ready to be copied to your Excel. This is true for the image shown in our example where the URL is https://blog.ezrentout.com/wp-content/uploads/2019/03/Book-Rental-Software-1.png.
  6. If the extension comes somewhere in the middle of the address, like https://example.com/images/television.png/112/dImL/, edit the link to https://example.com/images/television.png.

Forming linkages

Once you’ve edited your public media file URLs, you can now copy them to your Excel. Add up to 5 document links – separated by commas – into a column in your excel sheet. Remember to assign them to the “Document attachments” mapping upon import. They should look something like this: https://upload.wikimedia.org/Item46.jpg, http://bizplus.net/TransferDoc.jpg

Associating documents from the Account library

You can also associate documents right from the EZRentOut Document’s Library (Items –> Documents) during the import. Just replace one (or more) of the public URLs with the file-name of the document.
e.g. “Flowchart12.jpg, https://upload.wikimedia.org/Item46.jpg“.

Exporting document list

Lastly, you can export a list of all your documents from Items –> Documents –> Export –> CSV. The export would include links to the URLs of each document.

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How to troubleshoot this error “Attachment has an extension that does not match its contents” when mass importing your dropbox images via excel import in EZRentOut?

To fix this error “Attachment has an extension that does not match its contents” when mass importing images via excel import functionality in EZRentOut, do the following:

You need to make minor tweaks to the shared links (created via DropBox share option) for your display images. The image’s shared URL must end with ‘?raw=1’.

Note: The end must not be missing ‘raw=1’ OR contain ‘dl=0’

Read more: How do I mass upload and associate the documents and images that are saved on my hard drive?

 

See the following example:

Change image’s shared URL from:

https://www.dropbox.com/s/6dnct6ftx0obl6j/macbook-924781_1280.jpg?dl=0
OR
https://www.dropbox.com/s/6dnct6ftx0obl6j/macbook-924781_1280.jpg

To:
https://www.dropbox.com/s/6dnct6ftx0obl6j/macbook-924781_1280.jpg?raw=1

 

Learn more: How do I import images and documents when importing from Excel?

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How do I mass upload and associate the documents and images that are saved on my hard drive?

You can directly upload a maximum of 10 documents and images at a time from Items > Documents > Upload. You can also mass import documents and images and associate them to items through an Excel import. For this, you will need to first upload your documents to the cloud and then enter their hyperlinks into the excel file. One way of doing this is using Dropbox.

To learn more about how to import images and documents from Excel go here. 

Dropbox

Step 1: Create a Free Dropbox account and upload all your documents and images to it. Make sure you create a public link for each of the documents uploaded (From Document Name > Share > Create a Link). 

Step 2: Export an Excel file with a list of all your assets and their AINs. You can get this Excel file for assets from More > Reports > Asset Reports > All Active Assets. Delete all the extra columns from your excel file but keep a column for asset number, name and documents.

Step 3: Populate this excel file with the Dropbox links of the documents against relevant assets. Note that Dropbox links end with “dl=0” and need to be updated to “raw=1”. For example, the link “https://www.dropbox.com/s/buz195ijl5ct6nv/1a.PNG?dl=0” needs to be “https://www.dropbox.com/s/buz195ijl5ct6nv/1a.PNG?raw=1”

Step 4: Upload your Excel file from Items > Assets > Import from Excel Sheet > Update Existing Assets. Make sure to map the column with your document URLs to ‘Document Attachments’ upon import.

To learn more about Excel imports, go here.

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What types of files can I upload to EZRentOut?

Here’s a list of the file types you can upload in EZRentOut:

Image formats:
JPEG
JPE
JPG
X-PNG
TIFF
GIF
BMP
vnd.adobe.photoshop
vnd.microsoft.icon

Sheet formats:
vnd.openxmlformats-officedocument.spreadsheetml.sheet
vnd.oasis.opendocument.spreadsheet
vnd.ms-excel
Excel

Doc formats:
vnd.openxmlformats-officedocument.wordprocessingml.document
vnd.oasis.opendocument.text
MSWord
PDF

Video formats:
QuickTime
MP4
3GPP
AVI

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What to be careful of when importing items from an Excel Sheet?

  1. Determine which columns in your excel sheet map to which fields in EZRentOut. Here’s a comprehensive data dictionary that explains the data fields in EZRentOut.
  2. If there are certain fields that you need that aren’t present in EZRentOut, create custom fields from Items –> Custom Attributes for them before the import.
  3. Ensure all AINs(Asset Identification Numbers) are unique and only contain numbers and alphabets (no special characters or spaces) if you’re using AINs.
  4. All names should be at least 3 characters long.
  5. All dates should be in the MM/DD/YYYY format.
  6. For yes/no fields e.g. Retire?, put yes against assets that should be in the retired state upon import.
  7. When importing inventory records, if you are specifying quantity to be added to stock, Stock Price column must also be mapped.
  8. The Late Fee should be in the format: <amount><space><duration>. An acceptable example in ’25 hourly’ which translates to a late fee rate of $25 per hour.
  9. The Rental Meter Threshold should only be provided in minutes. For a threshold of 2 hours, you will have to input 2 x 60 which is 120 as the value.
  10. There should not be any merged cells in your excel sheet.
  11. There should only be one excel sheet in the file you’re uploading. If your items are spread across various sheets within the same file, split these sheets into separate excel files and upload separately.

Explore the complete guide on importing items in EZRentOut.

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How do I import document copies for multiple Items without OneDrive or Dropbox?

Often times, most organizations do not allow for third party cloud integrations with applications like OneDrive or Dropbox due to certain security protocols. This may make uploading documents in bulk a tedious task. You can’t go around uploading the same document for each item again and again, can you?

EZRentOut saves you the extra time. It enables you to upload copies of the same document for multiple items in one go with the Excel import feature.

Let’s say you run a hospital and own a set of 10 MRI machines. You need to upload the same user manual for each of these MRI machines in bulk to your EZRentOut account.

So, how do you go about it?

Step 1: Upload the Document

First, upload the user manual document by going to Items → Documents → Upload Documents.

Upload documents

Choose the relevant document file from your computer and hit ‘Upload Documents’.

Step 2: Copy the Document title

Once you’ve uploaded the document, it’ll show up in the Documents Library like so:

Documents library

Copy the document title highlighted above, and head to Step 3.

Step 3: Export the Excel file on Assets

It’s now time to export data on relevant assets. To do this, go to Reports → Asset Reports → All Active Assets. Filter the Asset report by MRI machines and export the report as a CSV file.

Now, delete all the other columns from this Asset file except for the columns on AIN, Asset Name, and Documents.

Step 4: Populate the Asset file with Document data

Copy the document title from Step 2 and paste it under the ‘Documents’ column. You can add document information as either of the following:

Populate asset file

Step 5: Upload the Updated Asset file

Now, upload this Asset file in your EZRentOut account. Go to Items → Assets → Import from Excel Sheet → Update Existing Assets. Remember, to map the column containing document URLs to ‘Document Attachments’ upon import.

This shall upload copies of the user manual document in bulk to each of the Assets identified i.e. MRI machines in the Excel file.

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