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Checking Out Rental Equipment

Step-by-step guide for checking out reserved rental equipment and confirming the rental period has started.

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Checking Out Rental Equipment

This page shows you how to move a reserved rental into checked-out status in Beam Machine.

Product: Beam Machine
Module: Rental / Check Out
Role: Operator, Rental Coordinator, Operations Lead
Difficulty: Beginner
Time: 2 to 5 minutes
Last Updated: 2026-03-10
Version: Current Beam Machine app build in this repo

Before You Start

  • You need access to Rental -> Check Out.
  • The rental must already exist and be reserved.
  • You should know which client and rental number you are checking out.

What is a rental check-out?

A rental check-out is the point where reserved equipment officially leaves and the rental period starts.

In Beam Machine, the check-out page shows a list of pending checkouts and confirms the action in a dialog before the status changes.

When do you use this?

Use this when equipment is actually leaving for the rental.

If you skip the system check-out, the calendar, availability view, and rental record stop matching reality.

Where to find it

Primary path: Rental -> Check Out

Alternative: Start at Rental, then open the Check Out page.

How to check out rental equipment

  1. Open Rental -> Check Out.
  2. Review the Pending Checkouts table.
  3. Find the correct row by checking:
    • rental number
    • client
    • start date
    • current status

āœ… Checkpoint: You should be looking at the exact rental you want to process, not just a similar client name.

  1. Click Check Out on the correct row.
  2. Read the confirmation dialog.
  3. If it is the correct rental, click Confirm Check Out.

āœ… Checkpoint: The page should refresh after a successful action.

  1. Confirm the rental no longer appears as a pending checkout or that its status changed as expected.

Common Questions & Issues

"There are no pending checkouts"

Why this happens: Either there really are none, or the rental has not reached the reserved state needed for check-out.

Fix: Check the rental lifecycle and confirm the rental was created correctly before trying to check it out.

"I clicked Check Out on the wrong row"

Why this happens: Users often rely on client name alone.

Fix: Always confirm rental number and start date before you confirm the dialog.

"The system says failed to check out rental"

Why this happens: The server action rejected the request.

Fix: Refresh the page, confirm the rental status, and retry once. If it still fails, escalate with the rental number.

What's Next

Related Pages

SA Compliance Reference

  • No direct statutory reference is enforced by this task. Follow your operational handover and control procedures.

Still Stuck?

  • Search the Beam Machine help set
  • Check the rental routes in ../98-screen-map.md
  • Contact support: support@veva.co.za

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