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How to

Close a rental or convert it to a sale

Future rental billing stops with the instrument's custody and any sale recorded consistently.

  1. 1

    Open the rental and resolve any pending provider charge before changing custody or ending billing.

    Shop · rentals → open the contract

    Closeout and conversion are blocked while a charge may still settle. Verify the provider result rather than collecting again.

  2. 2

    If the customer is buying the instrument, prepare the conversion quote and verify the exact tracked unit, current price, accrued rental credit, tax, and amount due.

    Shop · the rental → convert rental to sale

    The conversion checkout currently records cash or check only. Do not close the rental first or ring up a different unit; conversion creates the source-linked receipt, moves that exact unit to SOLD, applies credit, and stops billing together.

  3. 3

    If there is no sale, choose Close rental and select the real outcome: returned to shop, defaulted/still out, or cancelled before send-out; add the closeout date and note.

    Shop · the rental → close rental

    RETURNED puts a linked unit back in stock. DEFAULTED stops billing but leaves custody out with the customer. CANCELLED is only for a contract ended before send-out.

  4. 4

    Open the retained receipt or closeout details and confirm that future billing is stopped and the unit status matches the physical instrument.

    Shop

Worth knowing

  • A conversion receipt is durable evidence. If a converted contract says that evidence is missing, reconcile it before taking money or changing custody.

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