How to Create a Stock Item

How to Create a Stock Item in OnRent

Matthew James Finkel avatar
Written by Matthew James Finkel
Updated over a week ago

Great news, you've created your product groups and products! You're nearly there! Now you need to add stock items. The stock items are your physical assets and this could be the quantity of your bulk stock or serialised equipment. The stock item determines the amount your depot has available to rent or sell. 

Adding new stock items

There are two ways you can create Stock items: 

  • You can import Stock items using our Import Tool

  • In Products & Services > Products > Select a Product  > Add Stock item

Get started

Head to Products > Select the product you would like to add a stock item to and you will come to the product overview page, select the blue Add Stock Item button.

You will then come to the stock item screen: 

Then begin filling in the stock item information; 

  • Item Number - the Item Number can be what you use to identify this equipment and must be a unique field. It could be a specific fleet or plant number, a vehicle registration or a name or barcode for bulk items. This is used for searching for items in the system, e.g. for orders, allocations, stock view etc. Note: you can change this field at any point and if you do then all documents where that item appeared will be updated to use the new number too

  • Serial Number - if this is a Serialised item, then you can enter a number which will also be used to identify it in any item searches. This is different to the Item Number field as it can be duplicated with other items in the systems, as different manufacturers may have the same serial number for different products and so Item Number is a good choice for your own internal identifier and Serial Number is good for manufacturer identifiers

  • Description - any information for this stock level for example, colour, size, brand. By default, this won’t appear on documents like invoices, order acknowledgements etc – as the Product Name is used for this 

  • Home Depot - Which depot this stock item belongs to, useful for multi depot companies that move equipment between depots and need to know where the equipment originates from

  • Active - Is the stock level Active? Yes or No. If this is No, then the product won’t appear in searches which is useful if you need to temporarily stop an item for rentals or sales

  • Discountable - Is the stock item discountable on an order? Yes or No

  • No Suspensions - Is this stock item able to be suspended? Useful for some items which would always be chargeable over holiday periods or site closures


  • Stock Type - This is determined by the product stock type, if the product holds both rental and sale stock items, it will give you the option select either rental or sale. If it is rental or sale only it will only allow you to add rental or sale stock items. 

  • Opening Balance - This is the quantity held when initially adding the stock item to OnRent (This option is only visible for Bulk items). Once the item is created, this field will no longer appear but you can make adjustments using the Stock Transactions page

  • Off Rent Status - This will be the status that automatically gets assigned to the stock item at off rent e.g. damaged, lost etc. 

  • Effective Date, Used Date, Manufacture Date - These fields are used for your reference and your employee's reference to check what the relevant dates are against the stock item. 

  • Quantity Held – If you are editing a Bulk item, this will tell you how many you currently own. This is field is for reference only and can’t be amended here


  • Rate Definition -  Select the rate definition e.g. Daily Rate, Weekly Rate etc to use as the default rate when adding the item to an order. If you leave this as “(Use Default)” then the Product’s rate definition will be used. Also, clicking on the label will take you to create a new rate definition if you have the right permission

  • Tax Class - Categories or classifications that you set against your products and accounts to apply tax charges. If you leave this as “(Use Default)” then the Product’s tax class will be used instead. As above, clicking on the label will let you create a new tax class if you have permission

  • General Ledger Template - General ledger template is a method to track financial data and is important for your Accounts team. As with the previous options, you can use templates specifically for this item or inherit from the Product if “(Use Default)” is selected. For more information, please see our guide on General Ledgers

  • Buy Price, Sell Price, Insurable Value, Average Cost are free type information fields 

Additional Info

  • Length Unit - You can select a Length unit for this item

  • Weight Unit - You can select a Weight unit for this item

  • Post Rent Unavailability - This is the amount of time an asset is unavailable when a stock item has been off rented 

  • Length, Width, Height, Weight; Enter the Whole Number value of the stock item

  • Supplier Account - You can assign the Supplier of this Stock item for reference here, you simply type in your supplier and it will search the application and assign it. 

  • Customer Account  - If you have customer equipment, you can assign the customer of this Stock Level for reference here, you simply type in your customer and it will search the application and assign it. 

Once you have finished simply click the Green Add Stock Item Button 

Non-Stock Items

You may have charges in your company which aren’t physical items (such as Delivery charges, Cleaning, Resharp etc) or where keeping track of stock levels isn’t necessary (such as screws, boards etc). Non-stock items are perfect for these situations as you can use them like any other item in the system, except stock levels are not maintained.

Non-stock items can be created in Products where the Stock Method is “Non-Stock” and then the items are set up as Rates against the product. For more information about this, please see our guide at

Import Stock Items

You can also import your Stock Items in System Setup > Utilities > Import Data. For further information, please see our Import Data guide at


If you need some assistance we’re happy to help! Start a conversation using the Blue help bubble at the bottom-right 


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