Use Product Search to add items to an Order
Product Search lets you find and prepare several Products, Stock Items, Services and Resources before adding them to an Order. It can also show the customer's previous order history and availability for the Order's depot and planned dates.
Product Search is useful for adding several items at once. Use Quick Pick when you're adding a single, straightforward item.
Before You Start
Check that the Order has the correct Customer Account, Depot, Start and End dates, and Rental or Sale requirements. These details affect availability, rates, prices and discounts.
Product Search is displayed when your Role can create Order Items, your subscription supports the feature, and the Order is still editable. It is not shown on Complete or Cancelled Orders, and is not available on the Core plan.
Open Product Search
Create a new Order or open an existing one.
Go to the Items area.
Select Product Search beside Add Order Item.
Product Search contains three tabs: Search, History and Selected Items.
Search for Items
The Search tab opens automatically.
Enter part of the item's name, description or code. Depending on the record type, you can also search by barcode, Product Group, Item Number, serial number or location.
Use the coloured filters to narrow the results. Available filters can include:
Product - a general Product requirement that can be allocated later.
Bulk or Serialised - a specific Stock Item.
Service or Resource - a Service or particular Service Resource.
Rental or Sale - how the item will be supplied.
Check that you have selected the correct Rental or Sale result.
Select + beside each required item.
Selected items move to the Selected Items tab. They are not added to the Order until you select OK.
Note: The filters available depend on your industry and Company setup. When Order Priority Allocation is enabled, the Bulk and Serialised filters may be hidden, so that the Product requirement is added before physical stock is allocated.
Check Availability
For rental businesses, turn on Exclude Unavailable to hide results with no positive availability for the Order's depot and dates.
Availability is a planning figure only - it does not reserve the stock, and it may change before the Order Item is saved.
Non-stock Products and Services do not have tracked stock availability. If one is missing from the results, turn off Exclude Unavailable and search again.
Use Customer History
The History tab displays items from the customer's previous eligible Orders, grouped so that each item appears once.
Use Search to find an item within the customer's history.
Turn on Order Items Only to show historical items that also appear on the current Order.
Select + to choose one item.
Use Select All or Remove Selected for the items on the current page.
Use Expand All or Collapse All to control the history rows on the current page.
Expanding History can show the previous delivery date, Order, status, quantity, Rate, Discount and Price. Related Invoices can also be opened where available.
Note: History is provided for reference. Selecting an item from History loads the current defaults for this Order and customer - it does not copy the previous quantity, Rate, Price or Discount.
Review the Selected Items
Open Selected Items and select each row to review the available fields:
Quantity
B/O, where sale back-ordering is enabled
Rate
Price or Sale Price
Discount
Accessories
Serialised Stock Items have a fixed quantity of one. Accessories can show whether they are mandatory or optional, their Rental or Sale treatment, and their current availability.
OnRent Go calculates the current rate, price and discount using the Order, Account, Depot, dates, quantity, Rate Definition and applicable pricing rules - it does not simply copy the Product's standard price.
When Header Discount is enabled, the individual Discount field is not displayed, because the discount is managed from the Order header.
Add the Items
Confirm that every required item appears under Selected Items.
Check the quantities, rates, prices, discounts and accessories.
Select OK.
OnRent Go adds the selected items individually and applies the usual availability, credit-limit and Order Item validation rules.
If some items cannot be added, the successfully added items remain on the Order and the unsuccessful selections may reopen under Selected Items. Review the message and the Order before trying again, to avoid creating duplicate lines.
Afterwards, review each new Order Item for its quantity and dates, Rental or Sale treatment, rate, price and discount, Reserved/Allocated/Back Order status, and any availability, margin or credit warnings.
Product Search does not dispatch, Book Out or invoice the items. Allocation follows the normal Order process, although eligible items may be allocated during creation when Auto Allocate is enabled.
View a Linked Invoice
You can view an Invoice connected to a previous rental or sale Order Item.
Open the History tab, or select History beneath an item on the Search or Selected Items tab.
Find the relevant previous Order line.
Open its actions menu and select Invoice.
Review the matching Invoices. The list shows the Document Number, Invoice Date, Charging Start and End dates, Quantity, Total Charge and Status.
Select Open beside the required Invoice to view its document preview.
If the Order Item appears on several Invoices, each matching Invoice is listed. Select Back to return to Product Search without opening one.
Note: The Invoice option appears only for rental or sale Order Items with a matching Invoice document, and when your Role has Invoice Update access. Services, Resources and Credit Notes are not included.
The Total Charge shown relates to the matching Order Item lines and may not be the Invoice's overall total.
Important: Selecting Open navigates away from the Order to the Invoice document preview. Items selected in Product Search are not added to the Order until you select OK, so add any required items before opening an Invoice.
If Product Search Is Missing or an Item Cannot Be Found
Check that the Order is not Complete or Cancelled.
Confirm that your Role can create Rental Order Items.
Check whether Product Search is included in your subscription.
Review the active Product, Service, Rental and Sale filters.
Turn off Exclude Unavailable.
Check the Order's Depot and dates.
Enter a more specific search - Product Search displays up to 80 results at a time.