Allocating Equipment on an Order
When a contract is created in Provisional status or when a Quote is promoted to Provisional, OnRent Go automatically reserves serialized product groups and allocates quantity-based items. Quantity-based accessories can also be set to reserve rather than allocate, depending on how the accessory is configured.
The result is that availability updates immediately, protecting against overbooking while you finalize which specific asset to dispatch.
A reservation tells the system a unit is required. An allocation tells it exactly which one.
Allocate Equipment
Click the three-dot icon on the product line item and select Allocate from the dropdown menu.
The allocation screen will open, showing your stock across three categories:
Status | What it means |
Available | Ready to allocate |
On Rent | Currently out with a customer |
Unavailable | Damaged, in service, or otherwise not available |
Filtering Your Results
If you have a large fleet, a couple of filters help you find the right asset quickly:
Product Group - Set to Yes and clear the search box to expand results to everything within the same product group. Useful if you want to see all excavators, not just 1.5t excavators, for example.
Exclude Unavailable - Set to Yes to hide unavailable items and keep the list clean.
Select and Confirm
Toggle Allocate to Yes on the item you want to assign, then click the green OK button to add it to the Order.
Selected the Wrong Item?
Click the three-dot icon on the product line item and select Revert from the dropdown menu. This returns the item to Reserved status so you can allocate a different serialized asset.
⚠️ You can only revert an allocation before the equipment has been booked out on rent. Once booked out, a different process applies.
Summary
Allocating equipment connects a reserved product to a confirmed, specific asset ready to go out. Using the availability filters keeps the process fast and accurate, so the right equipment reaches the right job every time.
💬 Need help? Click the blue help bubble in the bottom right corner of your screen to start a conversation with our support team.