Bookshelf v7.8: Double-Booking and Rerenting Using the Availability Gantt Chart View

In some cases, a particular asset at a property is requested for more than one function scheduled for the same time. The first booking request successfully reserves the asset. An additional booking request fails to reserve the asset. If the inventory status for the desired item is Not Available, the user can choose to double-book the asset.

Alternatively, a product may have four assets at a property all of which are currently booked. However, the sales representative tries to book five assets but cannot because there are only four available at the property. In this case, the inventory status would be returned to the sales representative as Re-Rent, and in the Availability view, the sales representative can see that four of the assets are double booked, and that the fifth asset can be rerented.

When the Double Book/Re-rent button is clicked, a time-specific request (which means that the asset is booked at a specific time) is created for the asset. A double-book/rerent request does not, however, automatically result in an asset reservation for the second requestor if the first request is canceled. The user still has to select the Auto Book button for the change to be reflected at the line item level. In addition, there is no limit on the number of times an asset may be double-booked.

NOTE: Only critical and noncritical products may be double-booked. All types of products may be rerented.

When an asset is double-booked, the Inventory Status for the line item changes to Double Booked. When an asset is rerented, the status is changed to Re-rent. In the Function Line Item Availability view, the Gantt chart shows two bars that represents the bookings, with the double-booked/rerented asset displayed in a different color. The Gantt chart shows the times for which individual assets are reserved or double-booked/rerented and the identities of the users who have booked or double-booked/rerented those assets. This information can be useful if the second requestor wants to negotiate with the first requestor to determine whether or not the double-booked asset can be shared between the conflicting functions.

Table 24. Booking Statuses
Status	Description
Booked	The asset is booked for the quote.
Not Available	The asset is booked for another quote and is not available.
Double Booked	At least one additional booking request exists for a booked asset. A status of double-booked can also signify a partial double booking. This status occurs when a line item with a multiple quantity is double-booked. For example, if an item with a quantity of 3 is requested and only two of the three assets are available, then the first two assets are booked and the third asset is double-booked. The status for the line item becomes Double Booked.
Re-Rent	All available assets have been double booked, so this asset must be re-rented from another property. There is a limit on the rerent of assets, in that a particular asset can only be flagged to be re-rented a maximum of 10 times. If this number of re-rents is exceeded for any asset, then the Inventory Status for the asset is changed to Not Enough Assets. NOTE: The limit of 10 can be changed through configuration in Tools.
Not Enough Assets	The maximum number of rerentable assets has been exceeded, and as a result, there are not enough assets available.