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FAQs

At EZRentOut, we are committed to provide an unmatched support experience. You may use any of the following possible means of communication with us:

  1. Emailsupport@ezrentout.com
  2. Bloghttp://blog.ezrentout.com – great place to start off and read about our existing and upcoming features.
  3. Contribute your ideashttp://ezrentout.uservoice.com – we want our community to be involved in helping us define the products roadmap. Placing feature requests here allow for others to view and vote on them.

FAQs of EZRentOut are listed below:

Company Settings

How can I customize the name/label of the Add Stock action button?

There is an option in EZRentOut which enables rental businesses to customize the action button label from Settings → Company Settings → Custom label. This enable businesses to rename the action button label that best describes it for their staff members. You can customize label for the Add Stock button that appears on the Asset Stock and Inventory items’ detail page. For example, Purchase Stock for Add Stock button (see image below).
custom label settings

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How to create a booking for overdue items in EZRentOut?

To do this, enable ‘Availability of Overdue Items’ in Settings → Company Settings → Policy. With this setting in EZRentOut, Overdue Items (assets and asset stock) are treated as ‘Available’ by the system. This means you will be able to add them to an order if you’ve checked the option for available assets, even though they are yet to be returned.

On enabling this setting, an item that is overdue for return will be considered available for bookings after its expected return date has passed. You’ll be able to create bookings against such items regardless of the actual status of the return. The feature will take effect wherever the item availability option or filter shows up.

Learn more

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How can I add or return an item in a rented out order?

EZRentOut allow users to be able to add and return items in a rented out order. To do this, go to Company Settings → Policy → Edit Rented Out Orders → Click ‘Enabled’. Hit ‘Save Settings’ at the bottom of the page.setting

This is helpful for companies who want flexibility in rented out orders. As an example, consider a rented out order with 5 items (2 assets, 2 asset stock, and 1 inventory). For some reason, the customer has returned 1 asset and 1 asset stock. The order still hasn’t been completed, but you want to record this activity. This feature will allow you to make adjustments to your rental items and stock quantity accordingly without the hassle of making multiple orders.

Similarly, with the setting enabled, you can add more items in a Rented Out Order. For the setting to work, you need to select at least one of the options given i.e. For Administrators/For Staff.

Note: This setting only works for Rented Out Orders and does not apply to past or future orders.

Adding Items in a Rented Out Order [How-to]

  1. Go to a Rented Out Order Details page where you want to add more items. With the setting to edit a Rented Out Order enabled, you will now see a link to ‘Add More Items’ above the Order Line Items Table.
  2. Click the link to add more items to the Rented Out Order.add more items
  3. Click the ‘Add’ button and a dialogue box will pop up. You can specify quantity and location here. Hit ‘Update’.

This is how you add more items to a Rented Out Order.

Note: If you’re adding/returning an item from asset stock or inventory, the quantity is adjusted accordingly.

Returning Items in a Rented Out Order [How-to]

  1. Go to the Rented Out Order Details page where you want to return items. With the setting to edit a Rented Out Order enabled, you will now see an icon to Return Items on the Order Line Items Table header row. Click the arrow switch to go to ‘Return’ mode (see image below).return items
  2. Items that can be returned will now have a checkbox shown beside them. Select the items that are returned and click the ‘Return’ icon. Hit ‘Proceed’ to finalize the returned items.
    The image below shows what Returned Items look like.returned items

This is how you return items to a Rented Out Order.

Note: If you’re adding/returning an item from asset stock or inventory, the quantity is adjusted accordingly. This feature works out for existing rented out orders only.

Things to know!

  • Rental Pricing for Added/Returned Items: Rental rates for an item (added/returned) will play out according to its rental period. Say the rental order was made on October 1st and an item was added on October 2nd in this Rented Out Order. For this additional item, the rental rate will be applied starting from October 2nd. Now, if the same item was returned on the 3rd instead of 5th of October, then the rental pricing will be applied till October 3rd for this item.
  • Column for ‘Rental Dates’: To identify, when an item was added or returned to a rented out order, you can use the ‘Rental Dates’ column. Click the three vertical dots on the Order Line Items table to customize its view. Here, choose ‘Rental Dates’ as one of the columns.add rental dates Now you can see when an item was added or returned in a rented out order. See image below:rental dates column
  • Printout template: You can also customize an Order Printout template by adding the ‘Rental Dates’ element in the Order Line Items section.printout rental dates
  • Recurrence: You can add/return an item in recurring orders as well. When you add/return an item in a rented out order (with recurrence set), the effect takes place in the existing order and the next recurring orders till the end of recurrence. An item added will automatically appear in all the future recurring orders. However, the item returned will not appear in any future recurring orders from there onwards. The stock will be updated accordingly.
  • Export Orders in CSV: While exporting Items list from an Order Details page, you can now also export the data on edited rented out orders. The list will show ‘Rental Dates’ data in CSV format.

Learn more about managing Orders in EZRentOut

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How can I use Order Identification Number to track orders instead of Order#?

At EZRentOut, we try to make things easy for you by providing you with default templates and frameworks to keep things organized. This is why we’ve given you the Order# to help you keep tabs on Orders easily. However, if your workflow primarily uses Order Identification Numbers (OIN) to keep track of orders, you can always use them instead of the Order# in Order listings. This can be changed from Company Settings → Advanced Settings → Order Identifier.order identifier setting

Please note, for the OINs to be enabled, you’ll need to store Identification Numbers to all your Orders separately. You can edit an identification number for an order from its details page (see image below).edit identification number to enable setting

By default, EZRentOut assigns an Order# for every Order that you create in your account. The first Order that gets added is #1, the second is #2, and so on. It’s all sequential. We’ve also designed a special field Identification Number for businesses who have their own sequence numbers. This is if you haven’t enabled ‘Use Order Identification Number (OIN)’ under Company Settings → Advanced Settings → Order Identifier.

The image below shows the difference between both the settings for Order Identifier.order# vs oin

With Order Identification Number (OIN) enabled as your Order Identifier, when you create a new order, the system assigns a unique OIN (based on the Orders sequence number) to it automatically. Say, next order in sequence was 20, so the OIN assigned by the system will be OIN – 20. However, you can edit the OIN for this order from its details page as per your business standards for Identification Numbers. Based on this setting, an identification number cannot be empty.

Some key features:

– OINs are unique for every order.

– You can type in an OIN in the Search Bar to go directly to the details of the relevant order and take the necessary actions. We’ll explain the search workflow later in this post.

– OINs can be used for barcoding. Learn more

– Your order listing can be customized to show OINs instead of the Order# (explained below)

– Orders are also referenced by the OIN in all alert emails. OIN link placeholder can also be added to customizable order email alerts.

– If you have more than one serial number to refer to an order, you can always add a custom field of type ‘Text’ (More → Custom Fields). These custom fields also appear in the search results.

Order Identifier View on Listing Page

You will view Order Identifier on Order listing page based on the setting you choose in Company Settings → Advanced Settings → Order Identifier.

If Order# is enabled, you’ll see Order# as your primary column by default on the order listing page. Here, the table can also be customized using the 3 vertical dots on top right corner of the table. If you keep track of your Order’s identification number, a column for OIN can be customized here.order#

Similarly, if Order Identification Number (OIN) is enabled, you’ll see OIN as your primary column by default on the order listing page and vice versa.oin view

Search by ‘Order Identifier’

Similar to the Order listing page view, the search functionality also plays out based on the setting you choose in Company Settings → Advanced Settings → Order Identifier.

If Order# is enabled, searching by Order# from the main search bar, say 19, then ?19 will take you directly to the Order# 19. Please note, you need to type at least 3 characters keyword to search.search order#

To go to a specific order, type ? followed by the Order#, i.e. ?19.

If Order# is enabled, searching by OIN from the main search bar, say 18000, will filter out your results this way.search oin on order# setting

Similarly, if OIN is enabled, searching by Order Identification Number, say 18000, then @18000 will take you directly to the OIN – 18000. Please note, you need to type at least 3 characters keyword to search.search oin

To go to a specific order, type @ followed by the Order Identification Number, i.e. @18000.

If OIN is enabled, searching by Order# from the main search bar, say 180, will filter out your results this way.search order# on oin

Add Items to an Order# or Order Identification Number

You can add items to an order based on the Order Identifier setting. Search Order# by typing # and OIN by typing @ before the Order Identifier. See the image below:add to order

Additionally, you can also add items, say to a work order (and where ever orders can be searched) based on the Order Identifier setting. On the search field, when you type a keyword or OIN or #/@, all orders with OIN assigned will appear, if OIN is enabled as the Order Identifier. If Order# is enabled as the Order Identifier, all orders with Order# assigned will appear when you type #/@ or Order#.

add order id or order# to work order

For work orders, associate it with Orders for the above search function to work.

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How can I set up the inactivity period in EZRentOut?

You can add another layer of security to your EZRentOut account by activating the ‘Session Time-out’ feature. It is helpful in scenarios where you want to prevent your account from being misused by someone else. For this to work out, go to Your Name -> Settings -> Advanced Settings -> Session Time-out Policy -> Click ‘Enabled’. 

Set up the inactivity duration after which the session expires and you are logged out of the system, as shown below:

Note: Inactivity duration for session time-out must be between 5 minutes to 1 year.

Hit the Save Settings button once you’re done.

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