[How-to] Generate Item Reports in EZRentOut

EZRentOut’s equipment rental software simplifies strategic decision-making by helping you make sense of complex asset management data. Using our in-depth reports and analytics, you can understand financial trends, maintenance needs, and rental volume.

Our online rental software also helps you schedule conflict-free reservations, and adjust and filter report data to get exactly the information you need.

Benefits of item reports

Item Reports in EZRentOut can help you optimize equipment performance by detailing information about item utilization, events, and quantities.

With so many reports to choose from, you have a way to bookmark your favorite reports for added convenience.

Click the star icon on the Reports Page, and view all your bookmarked reports in one place.

Let’s take a look at the kind of item reports you can create, and how they’ll help you add value to your rental business.

Asset reports

Available Assets

Lists all available Assets. This list can be filtered by group, vendor, date of creation, and stock location.

Example: ‘Detail the number of Assets available from the group ‘Digital Equipment’ and the subgroup ‘Hand-Held Devices’.

Checked Out Assets

Shows Assets that have been rented out currently, or were rented out during a specific set of dates.

Example: ‘How much of our tracked equipment was checked out between the first and fifteenth of March?’.

Check-in/Check-out Events

Details the major rent-out, return, and transfer data relating to all or some Assets, depending on your preferences.

Example: ‘Identify the trends of transferring Assets between each of our three locations’.

Overdue Assets

Lists Assets that have not been returned on time. You may even pull up the rental history of specific users.

Example: ‘Show how many Assets Ronan Strang returned late’.

Retired Assets

Describes all Assets that have been retired, including the reasons for retiring them, which you can select from a predefined list or add your own, and the salvage value (if any).

Example: ‘How much did we get for our retired excavators last month?’.

All Active Assets

Lists all active Assets owned by the business. This includes vendor, location, status, and group filters.

Example: ‘How many of our dry vans are under maintenance currently?’

Asset Scans

Details a list of all the Asset scans that have been done, and can be sorted based on their location, the date of scanning, the scanner, or the groups or subgroups that were scanned.

Example: ‘Show me the scanning history of John Smith regarding forklifts’

Asset Geo-Location

Works with the scanning function and draws up a chart detailing where Assets or groups of Assets are located.

Example: ‘Where is all our surgical equipment located currently?’

Report filters let you choose the information you want your report to show

Asset Utilization

Lists the frequency of rentals and the rental duration of Assets, and can even be sorted according to location.

Example: ‘How much AV Equipment belonging to the subgroup ‘Video’ was checked out in the Annapolis office in the last six months?’

Depreciation

Lists the frequency of rentals and the rental duration of Assets, and can even be sorted according to location.

Example: ‘How much AV Equipment belonging to the subgroup ‘Video’ was checked out in the Annapolis office in the last six months?’

Summary

Lists all Assets or groups of Assets that are overdue, rented out, or available. You can sort these by quantity.

Example: ‘Show if ≤ 20 ventilators are available’.

Asset Aggregate Quantity

Allows you to group Assets by location, group, vendor, or more.

Example: ‘Show the number of goods vehicles located in the Backbee Warehouse’.

Inventory reports

All Inventory

See a list of your Inventory, broken down by current location. This list can be filtered by group, vendor, and stock location.

Example: ‘Show the details of all items provided by Weirhause Ltd. in the Electronics group’

Line Items

This provides a list of all Inventory Line Items broken down by individual action.

Example: ‘Show me all instances of stocks of stationery added, sold, or moved in Baltimore’.

 The Stock Summary Report shows you the net quantities of all your inventory.

Stock Summary

Demonstrates Inventory quantities within a particular time frame.

Example: ‘Show me the net quantity of containers at the end of last month’

Low Stock

Shows which Inventory items have reached their low stock threshold or location threshold.

Example: ‘Which of the inventory items procured from Carlisle Inc. need to be reordered?’

Sales Margin

Enables you to track the individual profitability of your Inventory items to study for opportunities.

Example: ‘Which of my items has a high sales margin? I would like to double their quantity to boost profits’

Inventory Value

Enables you to gain a comprehensive overview of the current stock value of your Inventory items.

Example: ‘Compare the stock value of Cannister Fuel added with Cannister Fuel sold’

Asset stock reports

All Asset Stock

Generates a list of all your Asset Stock, broken down by current location. This list can be filtered by group, vendor, and stock location.

Example: ‘Show the details of all Asset Stock provided by Equip-Fix in the Power Tools group’

Stock History

See all the actions taken on a particular Asset Stock item in a specific timeframe.

Example: ‘Show me the event history for the Furniture group in the last quarter’

Checkout Events

Lists all check-in/checkout events filtered by member, group, and vendor.

Example: ‘Show me all instances of cables being checked out by Peter Yen in the last month’

Stock Utilization

Shows the total rental duration of Asset Stock broken down by location.

Example: ‘Show the number of hours outdoor lights provided by Equip-Fix were used last week’

Current Checkouts

Shows all currently rented out Asset Stock, its custodians, and the location they have been rented out to. This can be changed to show rentals within a specific timeframe.

Example: ‘Show me all the Asset Stock checkouts Bo Riley has currently made in Baltimore’

Asset Stock Value

Enables you to gain a comprehensive overview of the current stock value of your individual Asset Stock items.

Example: ‘Compare the stock value of Dinnerware added with Dinnerware removed’

Financial reports

Payment Received

See payments received from different sources such as cash, credit card, etc.

Rent Summary

Generates a list of items and specifies rent collected against each.

Account Receivables

View the number of days the payment is outstanding from your customers. This report can be accessed only after the accrual method is selected for revenue recognition.

To enable, please go to Company settings →  Revenue Recognition and Select Accrual

Please note if you’ve selected revenue recognition based on “Order completed On Date”, then it will show no result in the aging report as the payment is already made by your customers.

Let’s say you would like to generate an Account Receivable Aging Report for all customers whose payments are due by 31st Dec 2022.

Go to AddOns →  Account Receivables Aging Report and Click Enable.

Now go to Reports → Financial Reports → Accounts Receivables. Choose relevant filters, click Update and the report will be generated as shown below:

NOTE: Aging (Till) filter is divided into four quarters starting from the date of inception of the business.

Report Permissions

As an Administrator, you can customize the settings for the Reports module while setting up custom roles. When the baseline role is selected as Staff User, the following options are available:

Select view permissions for Reports to enable the new role to view the report only. 

Related Support Blogs: Lost Business Report | Schedule Reports in EZRentOut

We love hearing from you! If you have any queries or want to contribute your suggestions, send us an email at support@ezo.io