Creating A Rental Quote/Order

Step 1 - Open The New Order Popup

Head to the Rentals Page via links available on the Left Navigation Bar.

Click on the + Create Quote button visible on the top right corner of the page. This will open up the New Order Popup with the Duration Picker visible.

Step 2 - Select a Rental Duration

Select a rental duration for assets being dispatched. Duration can be set in multiple ways, either by selecting dates on the calendar, or by manually entering dates in the date fields above the calendar, or by switching to the quick select view and inputting a duration instead.

Step 3 - Filter and Select Assets

Once a duration is provided, click the OK button on the duration picker popup to return back to the New Order Popup. The first screen on the popup displays an asset selection interface, where user can filter, search and select assets for rent. By default, at least one text filter needs to selected to show assets. Scrolling down loads more search results (if any) as end of list is reached.

Filtered assets show up on the left section of the popup. An asset can be added to the quote by clicking on an asset, then clicking on the + Add button that shows up on the clicked asset. Selected assets show up on the right section of the popup, and are hidden from the left section.

Assets currently out of stock assets cannot be quoted.

Selected assets can also be deleted by clicking on the red trash can button on the top right corner of each selected asset.

Selected assets can also be discounted individually by clicking on the green percentage button and using the slider on the resultant popup to select a discount. Learn more about Rental Order Discounts here.

Some special assets also allow attaching a free (100% discounted) attachment against the asset. When such an asset is added to the list of selected assets, the user is prompted whether they would like to also add a free attachment with the asset.

If the user confirms, an attachment popup opens, displaying a list of attachments that can be attached against the asset.

Attachments on this popup can be filtered to find desired attachment. Scrolling to the end of the attachments list loads up more search results (if any). Once an attachment is selected and added, it appears on the selected assets section, highlighted under it's parent asset.

The right section of the asset selection interface features two fields on the top that display the rental/dispatch duration. If a rental duration was not selected earlier or needs to be modified, this section can be used to do so. A few quick select buttons below the fields enable user to set a default duration quickly, without having to manually select dates. The Custom button enables user to select a custom duration instead. Duration selected will automatically apply to all selected assets.

Once a rental duration is set and required assets are selected, proceed to the next step by clicking on the Next button.

Step 4 - Filter and Select A Customer

The next screen on the New Order Popup displays a customer selection interface, where user can filter, search and select a customer whom the quotation is being generated for. Scrolling down loads more search results (if any) as end of list is reached.

Filtered customers show up on the left section of the popup. Customers highlighted yellow are indicate pending customer validation. Customer highlighted red indicate a banned customer. Quotations cannot be generated for banned customers.

A customer can be selected by clicking on a customer in the left section. The selected customer shows up under the 'Selected Customer' label on the right section of the popup.

Step 5 - Select A Customer Site and (optional) Customer Contact

A customer site refers to the address where the customer needs the assets delivered. This is an essential (required) detail within an order. To select a customer site, click on the 'Customer Site' drop down visible on the right section of the popup.

If the selected customer has attached sites, they will appear in the drop down. Select the site where the customer wants their assets delivered. If the customer has no sites attached, you can attach one by clicking on the + Create A New Site button visible in the drop down.

Fill in the resultant form and click Submit to attach the site against the customer. The newly attached site will now be available for selection in the 'Customer Site' drop down.

Similarly, the Customer Contact field can be used to select the default customer contact that will be used for this order. Selecting a customer contact is optional.

Once a customer and customer site is selected, proceed to the next step by clicking on the Next button.

Step 6 - Fill In Extra Fee and Order Details

The next screen on the New Order Popup displays an interface to provide miscellaneous details related to the order.

Fast Forward

Quotes can be fast forwarded to reservations if the user has relevant permissions and the customer meets required conditions. To fast forward a quote, check the checkbox labelled 'Fast Forward Quote To Reservation'.

Notes

Orders keep a record of Notes (visible to customers) and Internal Notes (Not visible to the customer). These notes can optionally be provided on the details screen.

Quote Valid Until

This date determines how long this quote will remain valid for reservation. Once the valid until date has passed, the quote will automatically expire and a fresh quotation will be required for reservation.

To select a valid until date, click on the field labelled 'Quote Valid Until', and select an expiry date for this quotation.

Customer PO

Purchase order issued by the customer

Fees and Discounts

Delivery and return fee is required for rental order creation.

Additionally, customers can also be offered dedicated discounts and fee waivers on orders by users who have relevant permissions. To edit discounts on the order, simply use the slider under the Fee and Discounts section and use the toggles below to waive off taxes and fees. Learn more about Rental Order Discounts here.

Once details are finalized, click on the Save button to complete the Order Creation Flow and generate the new order.

Charges Summary

The charges summary section shows an estimate of the quote that will be generated. Changing details in the quote updates this charges summary, and is meant to assist the user in estimating the quotation's cost before creation.