Credit Checks and Credit Limit Controls

Credit checks run automatically throughout the Order process. What happens when a limit is exceeded depends on two things: the document status and the user's permissions.

Quotes and Provisional Orders are warning-only. They can be created and amended even when the credit limit is exceeded — the user simply acknowledges the warning and continues.

Confirmed Orders are stricter. Certain actions are blocked unless the user has the Credit Limit Override permission.

Acknowledging a warning on a Quote or Provisional Order does not authorise its later conversion to an Order. The user's permission and the customer's current credit position are always checked again at the point of conversion.

A credit check only runs when the customer has both of the following:

If Can Take Payments is switched off, or the Credit Limit is zero, no credit-limit check is performed.

How the Credit Limit is maintained depends on your accounting integration:

To enter a Credit Limit manually:

For linked Exact or Sage accounts, manage the Credit Limit in the accounting system and let it synchronise across to OnRent Go.

OnRent Go calculates exposure using the customer's financial information held within OnRent Go, including non-void invoices and credit notes, payments and refunds recorded against the account, and the current Order's uninvoiced charges.

A breach only occurs when the calculated exposure is greater than the Credit Limit. Reaching the limit exactly is not treated as exceeding it.

When the limit is exceeded, the warning shows the Credit Limit, the Outstanding Balance, and the amount Exceeded By.

Note: A payment recorded only in your accounting package does not automatically reduce the OnRent Go credit calculation. Make sure the matching payment or balance information in OnRent Go is kept up to date.

The Credit Limit Override permission controls which users can continue with restricted Order actions when a customer is over their limit. It should only be given to users authorised to accept the additional credit risk.

To configure it:

Credit Limit Override only overrides the credit-limit control. The user must still have the normal permissions required to create, convert, amend, dispatch or book out an Order.

Deleting an Order item is always possible, because it reduces the customer's credit exposure.

The credit check runs as soon as a customer is selected on a new Quote, Provisional Order or Order.

If the customer is already over their Credit Limit, the Account Notes window displays the credit warning and its financial breakdown.

On a Quote or Provisional Order, the warning can be acknowledged and work can continue. On a confirmed Order, a user without Credit Limit Override cannot approve the breach and will see a clear message explaining they don't have permission to override the limit.

The same validation applies when an Order is started from the customer's Account > Rental Orders screen — creating the Order from the Account does not bypass credit control.

The credit check is recalculated whenever items are added, or when charge-affecting values change, such as price, quantity, total charge, margin or grouped price, or back-order quantity. The check considers the resulting Order total, not just the individual item price.

For Quotes and Provisional Orders, the item can be saved and the warning acknowledged.

For confirmed Orders, users with Credit Limit Override can proceed. Users without the permission are prevented from adding or updating the item — a rejected new item is not added, and a rejected inline edit is rolled back.

When using multi-select Quick Pick, OnRent Go checks the combined value of the complete selection before creating any lines, so part of a selection can't slip through before a credit-limit failure is found.

The credit position is checked again when converting a Quote or Provisional Order to a confirmed Order.

If the limit is exceeded, a user with Credit Limit Override can complete the conversion. A user without the permission is blocked, and the document remains a Quote or Provisional Order. A warning acknowledged earlier does not bypass this check.

Credit control also applies when converting a Basket. Conversion to a Quote or Provisional Order remains available when the customer is over their limit, but conversion directly to an Order requires Credit Limit Override.

If conversion is rejected, the Basket is retained so it can be reviewed or converted to a different document type.

The customer's credit position is checked again before any stock is released. A user without Credit Limit Override cannot book out or dispatch items while the customer is over their limit.

This protection also applies to replacement stock booked out during an exchange, confirmation of a scheduled dispatch, and Works Order book-out. A previous acknowledgement does not bypass this control — the current user's permission and the latest credit position are always checked again.

When the Credit Limit is exceeded, OnRent Go displays a red Credit Limit Exceeded notification showing the customer's Credit Limit, their current Outstanding Balance, and the amount by which the limit has been exceeded. The warning stays visible on the Order for as long as the breach applies.

If a user attempts a restricted action without permission, OnRent Go displays a message explaining that Credit Limit Override is required.

Successful credit-limit acknowledgements are saved against the relevant Order and recorded in the Action Log as Credit Limit Exceeded Acknowledged.

An acknowledgement records that the warning was accepted — it does not permanently authorise later actions. The Credit Limit Override permission is checked again whenever a controlled Order, conversion or stock-release action is attempted.

OnRent Go lets your team keep preparing Quotes and Provisional Orders freely, while giving authorised users control over confirmed credit exposure.

Credit-limit validation is applied consistently when selecting a customer, creating an Order from either the Orders or Account screen, adding or updating Order items, converting Quotes, Provisional Orders or Baskets, and booking out or dispatching stock. The Credit Limit Override permission ensures that only authorised users can accept additional credit risk on confirmed Orders, clear warnings, specific amounts, and a full audit trail, without unnecessary friction in your workflow.