Creating an Order
Creating an Order in OnRent Go is the starting point for every rental job. This guide walks you through choosing the right Order type and completing the header so your availability, charging, and scheduling are accurate from the very beginning.
Before diving in, it helps to know that there are three types of Order you can create:
Type | What it does |
Quote | A pricing proposal only. Does not reserve or book any items |
Provisional Order | Reserves availability without affecting stock or charging |
Order | Fully confirmed. Affects stock, availability, and rental charging |
You can convert between stages and revert if needed, so do not worry about getting it perfect straight away.
Get Started
Navigate to Rental and Sales Orders > Orders and click the Add Order button.
You will be prompted to choose your Order type: Quote, Provisional Order, or Order, and then taken straight to the Order header screen.
⭐ Quick Tip: You can also create Orders from other areas of the system, such as the Accounts screen or a Dashboard pod, saving you time when you are already working in context.
Complete the Order Header
The Order header is where you capture the key details of the job. Getting this right upfront means smoother allocation, delivery, and invoicing further down the line.
Account
Select the customer you are creating the Order for. Search by account name or account number.
If the account does not exist yet, click Account to create one on the spot. Once saved, you will be brought straight back to the Order header to carry on.
Billing Place
This defaults to the account's primary billing address. If the account has multiple billing locations, click the X to clear it and search for an alternative.
Delivery Place
This tells the system where the equipment needs to go. You have three options:
Select an existing place - use the magnifying glass or start typing to search for a saved address already linked to the account
Create a new place - click the Delivery Place link, enter the site details, and save. The address will be stored for future use, so you only need to enter it once
Free type or search - manually enter an address or use the global address search to auto-fill the details
⭐ Quick Tip: Use Plan a Route above the Delivery Place field to calculate the distance or view the route between your depot and the delivery location.
Key Order Dates
Setting accurate dates upfront keeps your availability, charging, and scheduling reliable across the whole system.
Field | What it controls |
Order Date | The date the Order is created |
Delivery Date | The planned delivery date |
Charging Start Date | The default date rental charging begins for items on this Order |
Expected Return Date | Displays expected revenue up to this date but does not affect charging or availability |
Open Ended vs Planned End
This setting controls how the system handles rental end dates and availability. It is worth understanding before you start creating Orders.
Open Ended (on by default)
The return date is unknown
Items only become available again once physically booked back in
Best for jobs where the end date is uncertain
Planned End (Open Ended turned off)
You know the return date in advance
Items are automatically made available again after the planned end date, even before they are physically returned
Two extra fields appear: Collection Date and Charging End Date
⚠️ If items stay out longer than planned, charging continues until they are marked Off Rent. If a rental is extended, update the end dates to keep your availability accurate.
Additional Information
Before adding equipment, you can fill in further details to keep the Order well organized and easy to manage.
Customer Reference - A reference your customer provides, such as a Purchase Order number
Depot - Specify which depot this Order belongs to
Ordered By - The contact placing the Order
Site Contact Name - The point of contact at the delivery location
Invoice Run Code - Groups Orders together for an invoice run
Payment Term - Sets the payment conditions and appears on the invoice
Collection Place - If collection differs from the delivery address, assign an alternative here
Project - Link this Order to a project, useful when managing multiple Orders for the same customer
Owner - The salesperson or rental desk employee responsible
You can also enable Surcharge Groups if additional charges such as cleaning or environmental fees apply, and add Notes or Comments for your team to follow up on.
Create the Order
Once all the details are in, click Add Order.
You will land on the Order, where you can add equipment and services, allocate and book out items, print delivery notes, and manage the rental right through to return and invoicing, all from one place.
Summary
Creating an Order starts with choosing the right type and filling in the header accurately. The few minutes spent getting those details right upfront pays off throughout the entire rental, from smooth allocation and dispatch through to clean invoicing at the end.
💬 Need help? Click the blue help bubble in the bottom right corner of your screen to start a conversation with our support team.