Counter Operations is part of Rental & Fleet Utilisation in Windward System Five. System Five includes 9 documented capabilities here — all 9 optional. Trades that lean on it include Powersports Sales Service & Rental, Party & Equipment Rental Businesses, Medical Supply Sales, Service & Rental.
These 9 capabilities sit within System Five's 1287-capability documented set — a selection, not a ceiling.
Take the money at pickup
Options allow items to go out on completed A and C type invoices rather than work orders, so the charge is taken at pickup and appears on an A/R customer's statement while items are still out; early or late returns then prompt the clerk for a refund or an added charge.
Know which clerk released the gear
The clerk who releases an item is recorded as Clerk Out and the clerk who takes it back as Clerk In, visible on the Current Rentals tab. Clerk selection and password prompting can be enforced before Reserve, Complete or Estimate is available.
Charge for the hours actually used
Usage or mileage meter readings are captured per line both when the item goes out and when it comes back, feeding usage-based charging and depreciation of serialized units.
Keep every rented unit on its own line
Renting multiple serialized units puts one line per unit on the invoice at quantity one, and attempts to change that quantity are refused with a warning.
Let items go out and return separately
Every rental line carries its own OUT and RETURNED date/time, set individually through the line's status button or set for the whole invoice at once — so items on one contract can leave and come back on different schedules.
Print a rental agreement that reads right
The rental agreement prints all hourly and daily rates, and rental-specific invoice fields — status, out, returned, start and end dates — are suppressed on non-rental lines. Line comments for rental items are configurable, including suppressing rate detail in comments.
See at a glance what is out
Rental lines carry visible states — Reserved, Out, Returned, Pickup Late, Conflict — and a serialized line's status button is red until a serial is chosen, green once it is. Mixed states are reported as combinations such as "Reserved/Pickup Late".
Stop contracts closing with gear unaccounted for
Saving a work order on the day items were due out without setting them OUT, saving an A/R invoice with items not set IN, or leaving a work order without required serial numbers all raise warnings offering to return you to the invoice to fix it.
Sell a machine straight off the fleet
A rented or reserved item can be sold from the rental status dialog, which removes it from stock and sets the selling and cost price; revenue and cost of goods can be posted to an alternate General Ledger account. The Sell button can be restricted to supervisors.
Yes. Options allow items to go out on completed A and C type invoices rather than work orders, so the charge is taken at pickup and appears on an A/R customer's statement while items are still out; early or late returns then prompt the clerk for a refund or an added charge. This is optional in System Five.
Yes. Usage or mileage meter readings are captured per line both when the item goes out and when it comes back, feeding usage-based charging and depreciation of serialized units. This is optional in System Five.
Yes. Every rental line carries its own OUT and RETURNED date/time, set individually through the line's status button or set for the whole invoice at once — so items on one contract can leave and come back on different schedules. This is optional in System Five.
Yes. A rented or reserved item can be sold from the rental status dialog, which removes it from stock and sets the selling and cost price; revenue and cost of goods can be posted to an alternate General Ledger account. The Sell button can be restricted to supervisors. This is optional in System Five.
Every capability on this page is documented in the System Five capability index. Last updated 2026-11-05.