Rental Inventory - Creating a Packing List in Inventory

Rental Inventory: Creating a Packing List for Each Item

Create a packing list for each rental item so your crews know exactly what to bring. You can set default items and add variations by surface type (e.g., grass vs. pavement).

Prerequisites

  • Access to Settings → Inventory.
  • Surface types defined (recommended). Manage at Settings → Surfaces. 
  • Know the standard supplies needed per item (e.g., blower, stakes, sandbags, cords).

Step-by-Step: Add a Packing List to an Inventory Item

  1. Open the item:
    • Go to Settings → Inventory → open the rental item you want to edit.
    • Click the Packing List tab.
  2. Add items that always apply (all surfaces):
    • Leave the Surface column blank to apply the line to all surfaces.
    • Enter the item name and quantity (e.g., 1 Blower, 1 Tarp, 2 Extension Cords).

    Packing list example for all surfaces

  3. Add surface-specific lines:
    • Use the Surface dropdown on each line to target Grass, Pavement/Concrete, etc.
    • Example: Grass → 4 Stakes; Concrete → 8 Sandbags.
    • If no surface is selected on a line, it applies to all surfaces by default.

    Selecting a surface on a packing list line

  4. Example: Concrete-specific list

    Concrete surface packing list example

  5. Save and verify:
    • Save the item.
    • Add the item to a lead/event and set the unit’s surface (if needed).
    • Print or view the packing list from the lead to confirm the correct items appear.

Feature Options & Parameters

  • Surface on a line:
    • Blank: Applies to all surfaces.
    • Selected: Only applies to the chosen surface type.
  • Quantity: Set how many of each supply is needed for that item.
  • Surface definitions: Surfaces come from Settings → Surfaces. Edit there as needed.
  • Grouped Vehicle Packing List (optional): To group identical supplies across multiple stops on the Vehicle Packing List, add “(g)” to the end of the packing list item name.
  • Separate Multiples (optional): Use the item’s Advanced setting “Separate multiples on vehicle packing list” if you need per-stop separation on the Vehicle Packing List.

Use Cases

  • Bounce house: All surfaces → 1 Blower, cords, tarp; Grass → stakes; Concrete → sandbags.
  • Tent: All surfaces → poles, ropes; Grass → stakes; Pavement → water barrels/sandbags.

Troubleshooting & FAQs

  • The items aren’t showing on my packing list.
    • Confirm you added lines on the item’s Packing List tab and saved.
    • Check the lead’s surface (or per-unit surface) matches the surface on your packing list lines.
    • View/print the packing list from the lead as described in the Packing Lists article.
  • Surface-specific lines aren’t appearing.
    • Verify the unit’s surface on the lead is set correctly (Surfaces per Unit).
    • Make sure the packing list line has the correct surface selected. 
  • Lines are showing for all surfaces.
    • Only lines with a specific surface selected are surface-limited. Lines with no surface selected apply to all surfaces.
  • How do I print multiple packing lists or a vehicle-grouped list?
    • Use the Delivery Planner or Leads page options in the Packing Lists article.
  • How do I customize the printed packing list layout?
    • Edit your template in Packing List Templates (Template Variables and Rental Loop supported).

Related Links

Is this article helpful?
0 0 2