Additional Functions

Quick Link Feature:

At Upper Right most of the Rental Orders popup quick link feature is introduced. Clicking the button will copy the link against popup to clipboard.

The rental orders table contains some indicators directly on the order row, and other actions within an action menu, that can be triggered by clicking on the three dots icon towards the right of the row, or by right clicking on an order's row. This opens up the action menu, that lists down several options available for the order.

Action Menu Options

Quick Pass All Inspections

This action allows quick passing inspections of an order, without having to solve through all inspections. Clicking on the action opens up a confirmation prompt. User needs to enter a reason for quick passing the inspections, and the confirm the prompt to quick pass all inspections of an order.

All Off-Rent to Inspection

This action moves every off-rent asset on a contract to Off-Rent Inspection in one step, instead of doing each asset individually. Clicking it opens a confirmation prompt — "Are you sure you want to mark all Off-Rent assets on this order as Off-Rent Inspection?" — and on confirming, all of the order's assets that are currently Off Rent are transitioned to Off Rent Inspection together. This has no billing effect and does not close or complete the order; it only starts the off-rent inspection stage for those assets.

The option appears only on contract orders that have at least one asset in the Off Rent state, and only for users who have the dispatch-status update permission. If there are no off-rent assets to update, a notification says so.

View Summary

To view an order in detail, simply click on this option to open up the Order View Popup. This action is available on all tabs.

View Progress Summary

To view an orders progress in the form of a flowchart, simply click this option to open up the Order Summary Popup. This action is available on all tabs except Invoices and Completed Contracts.

Clicking on specific active nodes within the progress summary, redirects user to the relevant view. Each node is colour-coded by status — green when the requirement is met (no action needed), orange for an in-between state such as a payment pending approval, and red when it is still outstanding (a fully paid invoice no longer shows red). Hovering over a node shows a tooltip explaining its status and what to do next (for example, "This invoice is unpaid. Collect payment to settle it — click to open the invoice.").

Custom items on the order appear in the progress summary as On Order (tooltip: "This is a custom item on the order. It is never dispatched, so no action is needed."). They are not clickable. If a custom item is removed from the order it shows as Removed in grey (tooltip: "This custom item was removed from the order. No action is needed.") instead of On Order.

View Customer

This button redirects the user to see the attached customer on work order / inspection.

View Media

This option opens up the media popup, where media can be viewed for the rental order. This option is available on all tabs.

Send E-Sign Invite

This option opens up a menu that displays several emails where an e-sign invite can be sent. Order's default customer contact is highlighted with a bold green check. If needed, a custom email option is also available.

Depending on your organization's Require E-Sign setting, a signature can be required either before a quote is promoted to a reservation or before a reservation is promoted to an open contract — so this action is available on both the Quotes and Reservations tabs (whenever e-sign is enabled and the order is not already signed). Once an invite is sent, the signer can open their email and follow the link provided to digitally sign. Once signed, the e-sign menu shows 'Current Sign Status' as Signed. A contract that is already signed, or is being closed with a backdated date, is not asked to sign again.

Once a quote is signed (E-Sign Complete), the menu shows a button (an eye icon, tooltip View Signed Documents) that opens the signed document in a new browser tab for viewing. If the signed document cannot be identified automatically, the order's Media prompt opens so you can select it manually.

Edit

This button is available on Reservations, Open Contracts, and Closed Contracts, and allows editing info on the order.

Closed contracts can now be edited (for example to make adjustments, late charges, or note changes) when you have the closed-order edit permission. In the closed-order editor you cannot add or remove existing assets or change dates — the asset search, dispatch duration, and date fields are hidden/disabled and the customer, site, and contact are read-only; only newly-added custom line items can be removed. If the closed order's invoice has already been sent, saving prompts an Invoice Already Sent confirmation — "Are you sure you want to edit this order? The invoice has already been sent to the customer." (Yes, Edit / Cancel). Editing a closed contract whose invoice has been sent requires an additional permission.

If saving an edit would raise the customer's exposure above their credit limit (for example, swapping in a pricier asset), a Credit Limit Warning prompt appears — acknowledge it (Save Anyway) to save regardless, or Cancel to back out. If the customer is over their credit limit and you lack the credit-limit override permission, the save is blocked outright and the server's message is shown instead.

Update Call Note

This button is available on Open Contracts, and allows updating Call Notes on a contract.

Show Dispatches

Available on any order past the Quote stage, this opens the Dispatches popup (titled Dispatches - [order number]) listing every asset on the order with its quantity, lifecycle status, and return/off-rent date. From here you can update an asset's status, open or quick-pass its inspection, view dispatch/off-rent inspection reports, and replace or remove an asset.

When an asset has pending work orders, a View Pending Work Orders (N) action (wrench icon) appears for it, and the red pending-work-orders warning is clickable — both open the Service page in a new tab, pre-filtered to that asset's Pending work orders.

When Samsara GPS is enabled for your organization, a View Telematics GPS icon (crosshair) also appears next to each asset here; clicking it opens that asset's Telematics tab in a new tab.

Edit Rental Dates

Available on Open Contracts and Closed Contracts, this opens the Edit Rental Dates popup (titled Edit Rental Dates - [order number]). The Whole Order section sets the Expected Dispatch, Actual Dispatch, Expected Off-Rent, and Actual Off-Rent dates for every line item, while the Per Asset table (columns Asset, Expected Dispatch, Actual Dispatch, Expected Off-Rent, Actual Off-Rent) overrides those dates for individual assets. Click Save Dates to apply — because a date change may generate a delta invoice, you'll confirm before it is applied.

Editing an already-set Actual Dispatch or Actual Off-Rent date requires a dedicated permission. Without it, those fields are disabled (greyed out) and a warning banner appears at the top of the popup noting which already-set dates you cannot edit. Entering these dates for the first time (via the dispatch/close flows) is not gated. Some edits that would change an already-generated invoice are additionally blocked on the server; in that case the exact server message is shown.

A date extension that increases billing (on an Open or Closed Contract) also runs the credit-limit check: if it would push the customer over their credit limit, a Credit Limit Warning prompt lets you acknowledge and save anyway (Update Anyway), or blocks the save outright if the customer is over the limit and you lack the override permission.

Invoices

For any order that has one or more invoices, an Invoices submenu lists each of the order's invoices with its number and a status badge — [Unpaid], [Partially Paid], [Paid], [Voided], or [Refunded]. Each invoice has an action icon that, depending on its state and your permissions, is one of:

• Approve Invoice — for an unapproved invoice. You'll confirm "Are you sure you wish to approve this invoice? Doing so will send out the invoice to customer emails" (Approve / Cancel). If the customer has available credit, some of it may be auto-applied on approval.
• Pay Invoice — for an approved, unpaid or partially-paid invoice; opens the Invoice Payment form.
• View Invoice — opens the invoice for viewing.

Where you have the invoice-view permission, each invoice also shows a red PDF icon (tooltip Download Invoice PDF) that downloads the invoice PDF directly, without leaving the menu.

Promotion Button

This button is named and presented differently within each tab, and allows promoting the order to the next phase. Learn more about order promotion here.

Email

This option opens up a menu that displays several emails where a copy of the order can be emailed to. Order's default customer contact is highlighted with a bold green check. If needed, a custom email option is also available, where email can be sent to multiple custom emails at once. This action is available on all tabs.

View Summary as PDF

This action opens up the order in PDF format on a new browser tab. This action is available on all tabs

View Summary as HTML

This action open up the order in HTML format on a new browser tab. This action is available on all tabs

Journal

This action opens up the Journal Popup, where user can view changes to the order and email dispatches against the order. This action is available on all tabs. Use the Signature Requests filter to view e-sign activity recorded on the order — invite sent, signed, declined, invite expired, and email-delivery failures — each with the signer's email and a timestamp.

Work Logs

This action opens up the Work Logs Popup. Work Logs are a method of tracking info, processes and time logs against an order. These are basically order referenced customer notes, and can also be viewed on the Customer Popup.

Delete

Clicking the red delete icon button opens the Confirm Order Cancellation prompt — "Are you sure you want to cancel this order? If so, please provide a reason in the textbox below:" — with a required Reason for Cancellation field. Enter a reason and click Cancel Order.

Once submitted, the order is cancelled and removed from the list. This action is available on Quotes, Reservations, and Open Contracts — an open contract can now be cancelled this way.

Clone Quote

Clicking this action opens up the New Order Popup with duplicated information from the selected quote. The new duplicated quote can then be modified and saved. This saves time, as opposed to creating a quote from scratch. This option is only available on the Quotes Tab.

Row Indicator and Actions

Backdated Rentals

When an order is created as a fully backdated rental, the following icon becomes visible adjacent to the order number

When an order is created as a partially backdated rental, the following icon becomes visible

Dispatch Inspection

When an order has a dispatch inspection pending, a dispatch-inspection icon appears on the order row. Clicking the icon opens the Dispatches popup (see Show Dispatches above), where the inspection can be filled in.

Progress Summary

A progress summary icon is visible as a shortcut to view progress summary for the given rental, adjacent to the company name. Clicking this icon will open the Progress Summary Popup

Parent Order

On renewed contracts, the contract renewal icon is visible to indicate that the contract was renewed. Clicking the icon redirects user to the parent contract.

A continuation order is flagged in the order-number column with this icon even when no link is available. Hover over it to see Continuation of <order number> and, when the parent order is still available, click it to open the parent contract in place (as a popup). If the parent order was voided, the icon is shown without a link. To list or hide continuation orders, use the Continuation filter described in Viewing and Searching Orders.

Promote Order

If promotion on an order is applicable, the order row displays the promotion icon button towards the right corner of the row. Clicking this button prompts user for confirmation. Confirming the prompt triggers order promotion.