Promoting A Rental Order

Promotion Button

Right clicking on an open sales order row brings up the action menu that features several action buttons. Within these actions button, is the promotion button that features a yellow icon and a title describing the promotion action.

This button will appear disabled (greyed out) if promoting the order is restricted. Hovering over the button will display a note listing the reason for restriction. The note also allows navigating to the issue where it can be resolved. Once all pending reasons for promotion restriction are resolved, the button will be enabled.

Alternately, orders that can be promoted to the next stage will appear green on the Transactions Table and will sport a green button on the right side of the row that can be used to promote the order.

Continue below to learn more about the rental process and rental order promotion flow.

The process of renting out an asset to a customer begins with generating a quotation for a customer. A quotation contains all information regarding the customer, assets to be rented, rental duration, and delivery charges.

Promoting a Quote To A Reservation

When a user confirms a quotation, it needs to be promoted to a reservation.

To promote a Quote to a Reservation, head to the Transaction Page via the Left Navigation Menu and click on the Quotes Tab. Right click on an order row to bring up the action menu. Promotion Button will appear as below:

Clicking the button will display a prompt to the user, to confirm promotion. On confirming the prompt, the quote will be promoted to a reservation.

The promoted quote will be removed from the Quotes Tab, and will instead be visible in the Reservations Tab now.

Promoting a A Reservation To An Open Contract

Once assets are reserved, they need to go through an inspection process to ensure they are ready for dispatch.

Once all assets in a reservation have been inspected and are ready for dispatch, the reservation needs to be promoted to an open contract.

To promote a Reservation to an Open Contract, head to the Transaction Page via the Left Navigation Menu and click on the Reservations Tab. Right click on an order row to bring up the action menu. Promotion Button will appear as below:

Clicking the button will display a prompt to the user, to confirm promotion. On confirming the prompt, the reservation promotion process will start in the background.

If the reservation belongs to an On Account customer, the reservation will be immediately promoted to an Open Contract. However, if the reservation belongs to a Pay On Open customer, an invoice will be generated against this reservation first. If auto payment is enabled for the customer, the invoice will be automatically payed and the reservation will be promoted to an open contract. In case auto payment is disabled for the customer, the generated invoice will first need to be payed. On invoice payment, the reservation will be automatically promoted to an open contract. Learn more about Invoice Payment here.

The promoted reservation will be removed from the Reservations Tab, and will instead be visible in the Open Contracts Tab now.

Promoting an Open Contract To A Closed Contract

Once a Reservation is promoted to an Open Contract, all assets within the Open Contract are dispatched to the customer. Once the customer has used assets per their requirement, assets are off-rented. An Open Contract is automatically closed once all dispatched assets have been off-rented.

Off-Renting Assets

To off-rent an asset on an Open Contract, head to the Transaction Page via the Left Navigation Menu and click on the Open Contracts Tab.

Clicking an order row opens up the Dispatches Popup, which displays a table of all assets dispatched to the customer against that contract.

Each dispatched asset row displays the current status of the asset, and features a pencil icon against the displayed status that allows editing the dispatch's status.

Clicking on the status edit icon opens up the Dispatch State Change Form.

The asset's state can be changed to Off Rent from the drop down menu available on this popup. Finally click on the 'Update Status' button to save changes.

Once all assets have been off-rented against an Open Contract, it will automatically be promoted to a Closed Contract.

Alternatively, an Open Contract can be directly promoted to a Closed Contract via the promotion button.

Clicking the button will display a prompt to the user, to confirm promotion. On confirming the prompt, all dispatched assets against the Open Contract will simultaneously be marked off-rented and the Open Contract will be promoted to a Closed Contract.

The promoted contract will be removed from the Open Contracts Tab.

Promoting a Closed Contract To A Completed Contract

A closed contract is not visible as a singular entity on the platform. Instead assets in a Closed Contract are visible on the Closed Contracts Assets Tab on the Transactions Page.

Once assets are off-rented, they are returned to business. The business then sends these assets in for an off rent inspection. Once an off rent inspection is completed, assets are automatically marked as released. A failed inspection will mark the asset out of service and create a task against the asset. A successful inspection will return the asset into the asset rental pool. Once all assets against a contract are released and all invoices against the contract paid, the contract is marked completed.

Updating Asset State On A Closed Contract Asset

To send an asset to Off-Rent Inspection, head to the Transactions Page -> Closed Contract Assets Tab, and right click on a dispatch that is Off-Rent to open the action menu.

Click on the Send To Inspection option on the action menu to update the dispatch's status.

Alternately, to update asset state on a Closed Contract Asset, click on an asset row to open up the Dispatches Popup.

Each dispatched asset row displays the current status of the asset, and features a pencil icon against the displayed status that allows editing the dispatch's status.

Clicking on the status edit icon opens up the Dispatch State Change Form.

The asset's state can be changed from the drop down menu available on this popup. Finally click on the 'Update Status' button to save changes.

Once all assets have been released against a Closed Contract and all invoice paid for, it will automatically be promoted to a Completed Contract.