XERPIUM RENTAL

Summary

Rental & Leasing Management Ecosystem

XERPIUM RENTAL is a complete ERP solution for vehicle, heavy equipment, machine, and asset rental businesses — from contracts, pickup, return, billing, to accounting & dashboards.

📄

CONTRACT

Multi-Type Rental

🚚

PICKUP

Odometer & Condition

📦

RETURN

Inspection & Penalties

💰

BILLING

Invoice & PPN

Rental Types

Multi-Type Rental

🚗 Vehicle Rental

Fleet Integration — Cars, trucks, dump trucks, excavators from the XERPIUM fleet module
Odometer — KM at pickup & return, KM traveled automatic
Fuel Level — Empty, 1/4, 1/2, 3/4, Full — tracked at pickup & return
Multi Rate — Rates per hour, day, week, month per vehicle
Brand & Model — Komatsu, Caterpillar, Mitsubishi, Toyota, Hino, Isuzu

⚙ Heavy Equipment & Machine Rental

Maintenance Integration — Generator sets, compressors, welders, pumps from the maintenance module
Condition — New, Good, Fair, Damaged — tracked at pickup & return
Serial Number — Tracking via stock.lot for traceability
Category — Generator Set, Air Compressor, Welding Machine, Water Pump
Safety Inspection — Condition check before & after rental

🏢 Asset Rental

Accounting Kit Integration — Buildings, land, long-term assets
Depreciation — Asset depreciation & rental income tracking
Valuation — Real-time asset value, rental price vs depreciation
Long-term — Monthly & yearly lease contracts
Asset Code — Unique identification per asset

📦 General Rental

Flexible — General rental: chairs, tents, sound systems, party equipment
Custom Pricing — Price per hour/day/week/month/custom
Product Catalog — Any product can be rented (rent_ok flag)
Multi-Item — One contract can contain different rental item types

📷

Screenshot: Rental Unit Master Data

Vehicles, Heavy Equipment, Machines, Assets — Rate, Condition, Odometer, Availability Status

Contract

Rental Contract & Workflow

Contract Workflow

Draft

→

Confirmed

→

Pickup

→

Active Rental

→

Return

→

Closed

Rental Contract

Auto Number — RENT/2026/00001, sequential per year
Multi-Item — Multiple rental items per contract with individual pricing
Pricing Model — Rates per hour, per day, per week, per month
Duration — Start date & return date, duration auto-computed (days)
Dynamic Stage — Draft, Confirmed, Ready for Pickup, Active, Pending Return, Returned, Closed, Cancelled
Kanban View — Visual drag-drop board per stage, color-coded

Pickup Wizard

Odometer — Record KM at pickup (vehicle)
Fuel Level — Empty/1/4/1/2/3/4/Full — recorded
Condition — New/Good/Fair/Damaged — initial documentation
Notes — Pickup notes, condition photos
Auto State — Automatically moves to "Active Rental"

Return Wizard

Odometer Return — Record end KM, KM traveled auto
Fuel Level — Check fuel on return
Condition — Condition inspection, record damage
Extra Daily — Automatic late fee (configurable per product)
Auto State — Automatically moves to "Returned"

Financial

Multi-Line Pricing — Subtotal per line (qty × unit price × duration)
Tax — 11% VAT, Exempt — XERPIUM tax integration
Total — Subtotal + tax per contract
Extra Daily Charges — Late fees, damage costs
Currency — Multi-currency

📷

Screenshot: Rental Contract

Contract Form, Pickup Wizard, Return Wizard, Kanban Board, Invoice

Dashboard

Dashboard & KPI Rental

8 KPI tiles, 6 charts — real-time monitoring of revenue, fleet, receivables, performance.

8

KPI Tiles

6

Charts & Lists

181

Rental COA Accounts

KPI Tiles

Total Rental Revenue — SUM amount_total from contracts
Total Rental Orders — COUNT of active/done contracts
Total Fleet Units — COUNT of active vehicles
Outstanding AR — SUM amount_residual invoice
Total Clients — COUNT of corporate/retail customers
Rental Items Available — COUNT of products with rent_ok
Invoiced Amount — SUM amount_invoiced of contracts
Invoices This Month — COUNT of invoices this month

Charts

Fleet Status — Doughnut chart: status armada
Top Rental Items — Horizontal bar: top 10 products by revenue
Monthly Revenue Trend — Area chart: 12 months
Monthly Orders Trend — Line chart: volume order
Top Rental Items List — Table: product, revenue, qty
Top Clients List — Table: customer, revenue

Accounting

Rental Accounting

181 rental-specific accounts, 7 main groups — from cash to fleet depreciation. Balance Sheet, P&L, Trial Balance per Indonesian GAAP (PSAK).

Rental Chart of Accounts

Group	Key Accounts
11 Kas	Petty cash, operating bank, giro, deposits
12 Receivables	Corporate rental, retail, agent, damage fines, delivery
13 Inventory	Spare parts, tires, oil, accessories, rental-ready units
16 Fixed Assets	Buildings, workshop, GPS, fleet units, heavy equipment
41 Revenue	Daily rental, weekly/monthly, project, delivery, damage fines
51 HPP	Direct unit cost, driver/operator, fuel, toll, insurance
61 Expenses	Salaries, admin, marketing, unit maintenance, fleet depreciation

Financial Reports

Balance Sheet — Current assets (cash, receivables, spare parts), fixed assets (fleet units, heavy equipment, buildings), liabilities, equity
Profit & Loss — Rental revenue, COGS, salaries, unit maintenance, depreciation, net profit
Trial Balance — All accounts with period filtering
Tax — 11% VAT (output/input), final income tax Art. 21/23
Special Accounts — Damage fines revenue, extra daily charges, fleet unit depreciation

Ecosystem

Cross-Module Integration

Rental fully integrated with the entire XERPIUM ecosystem.

💰

Rental ↔ Accounting

Automatic invoice from rental contract
Specific COA: 181 accounts — 7 groups (cash, receivables, spare parts, fleet, revenue, COGS, expenses)
Balance Sheet, P&L, Trial Balance

📦

Rental ↔ Inventory

Spare parts, tires, oil, consumables stock
Rental-ready unit tracking — availability status
Min stock alert & auto PO

📦

Rental ↔ Purchase

PO for spare parts, new units, insurance
Vendor management for unit & parts suppliers
Three-way matching PO/GR/Invoice

👥

Rental ↔ HR

Driver & operator data from hr.employee
Shift schedule & assignments
Driver payroll & commission

📈

Rental ↔ Dashboard Studio

8 KPIs: revenue, orders, fleet, AR, clients
Fleet status, top items, revenue trend
AI auto-generate dashboard

⚙

Rental ↔ Dynamic Stage

Contract: Draft → Confirmed → Pickup → Active → Returned → Closed
Kanban visual board per stage
Python hooks, RBAC per stage

🤖

Rental ↔ AI Assistant

Create a rental contract via natural language
Check unit status & availability
Generate invoice rental

🏢

Rental ↔ Multi-Company

Multi-branch rental
Inter-branch transfer unit
Consolidated financial statements

Comparison

Why XERPIUM RENTAL?

Aspect	Manual System / Books	XERPIUM RENTAL
Rental Contract	Paper, rental book	✓ Digital, multi-item, multi-rate, auto number
Pickup & Return	Paper checklist	✓ Wizard: odometer, fuel, condition, photo
Status Unit	Whiteboard, phone	✓ Real-time: Available, Rented, Maintenance
Penalties & Damage	Manual negotiation	✓ Auto extra daily charge, damage notes
Billing	Invoice manual	✓ Auto invoice, 11% VAT, multi-currency
Fleet Management	Vehicle ledger	✓ Odometer, fuel, service history, distance traveled
Maintenance Unit	Paper schedule	✓ Preventive/corrective, spare part tracking
Accounting	Manual bookkeeping	✓ 181-account COA, automatic GL, B/S & P&L
Dashboard	✗ None	✓ 8 KPI, fleet status, revenue trend
AI Assistant	✗ None	✓ 100+ tools, natural language

Portfolio

XERPIUM Industry Portfolio

Industry	Module	Dashboard	Report
Inventory & WMS	275+	✓	✓
Manufacturing	230+	✓	✓
Purchase	105	✓	✓
HR & Payroll	29	✓	✓
Aerospace	10	✓	✓
Accounting	9	✓	✓
University	9	✓	✓
Distribution	8	✓	✓
Koperasi	8	✓	✓
Retail & POS	7+	✓	✓
Gold Mining & Refinery	7	✓	✓
Aviation	6	✓	✓
Coal Mining	6	✓	✓
Hospital & Pharmacy	6	✓	✓
Hajj & Umrah Travel	6	✓	✓
Logistics	5	✓	✓
Hotel & Property	5	✓	✓
Beauty Clinic	5	✓	✓
Rental	4	✓	✓
Livestock	4	✓	✓
Fishery	4	✓	✓
Software House	4	✓	✓
Event Organizer	4	✓	✓
Satellite City	2	✓	✓
Education Foundation	2	✓	✓
Food & Beverage	1	✓	✓
Civil Construction	1	✓	✓
Garment	1	✓	✓
Agriculture	1	✓	✓
Theme Park	1	✓	✓
Data Center / IT	1	✓	✓
Palm Oil	1	✓	✓
Feedmill	1	✓	✓
Building Management	1	✓	✓
Auditor	1	✓	✓

XERPIUMRENTAL

Rental & Leasing Management Ecosystem

Multi-Type Rental

🚗 Vehicle Rental

⚙ Heavy Equipment & Machine Rental

🏢 Asset Rental

📦 General Rental

Rental Contract & Workflow

Contract Workflow

Rental Contract

Pickup Wizard

Return Wizard

Financial

Dashboard & KPI Rental

KPI Tiles

Charts

Rental Accounting

Rental Chart of Accounts

Financial Reports

Cross-Module Integration

Rental ↔ Accounting

Rental ↔ Inventory

Rental ↔ Purchase

Rental ↔ HR

Rental ↔ Dashboard Studio

Rental ↔ Dynamic Stage

Rental ↔ AI Assistant

Rental ↔ Multi-Company

Why XERPIUM RENTAL?

XERPIUM Industry Portfolio