Knowledge Base Article

How to Lend Out Inventory Items

Lend Out Inventory tracks equipment and other items signed out to someone and expected back. Argenta handles this as a lending list: one record for one loan, holding all the items that went out together, to one person, coming back on one date.

Set up a loan

Go to Products & Inventory > Lend Out Inventory and click Add New.
Designate the items going out. The add screen lists what is available with its Product DB-ID, Product Number, and Cost (per unit), and you confirm with Add Designated Items To A Lending List.
On List Details, set Lent To Constituent, the borrower. It is required, and you find them by typing their name.
Set Lent By (Team Member) so you know who on your side handed it over.
Set the Planned Return Date and the Lending Status, and use Description for anything worth noting about the loan.
Save.

The Product Can Be Lent Out switch on the product record is what marks an item as lendable, so if something you expected is missing from the list, check that switch first.

The Add New button above the Inventory Lending Lists

Add New starts the loan.

The Choose Inventory Items To Add To A Lending List screen showing Product DB-ID, Product Number and cost per unit

Everything flagged for lending, with a QTY box on each.

The Inventory Lending List Details page with status, dates, lent by, lent to and description

Lent To Constituent is required. You find them by typing their name.

The Active Product, Product Is for Resale, Product Can Be Lent Out and Track In Inventory switches

If something you expected is missing, check this switch on the product.

Take the items back

Open the lending list, fill in the Actual Return Date, and update the Lending Status. Keeping the planned and actual dates side by side is what makes the record useful later: you can see at a glance which loans ran over and by how much.

The Lending Status, Date Lended Out, Planned Return Date and Actual Return Date fields

Planned and actual sit side by side, so an overrun is obvious.

Inside a lending list

List Details for the borrower, the team member, the dates, and the status.
Inventory Items for everything in this loan, with the product and its cost per unit.
List Files for a signed loan agreement or a photo of the condition it went out in.
List Notes for anything else.
Record Permissions to set the record view only or lock it.

The Inventory Lending List Workspace menu bar with details, items, files, notes and record permissions

Every page of the loan is on this bar.

The Inventory Items in this Lending List table with product, cost, quantity in inventory and quantity lent

Inventory Items shows what is in this loan and what each item costs.

Keeping an eye on what is out

The Lend Out Inventory list shows your lending lists so you can see what is signed out and to whom. Search and sort it from the list page, and Export to CSV when you want to chase up several overdue loans at once.

The Inventory Lending Lists showing loans with a Lended Out or Returned status badge

Who has what, and whether it has come back.

Export to CSV when you are chasing several overdue loans at once.