There is an option in EZRentOut which enables rental businesses to customize the action button label from Company Settings → Custom label. This enables businesses to rename the action button label that best describes it for their staff members. You can customize labels 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).

Permalink.

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

Permalink.

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

With this setting enabled, users can also set a present or future rent out date while adding Items and a return date while returning Items from a rented out Order.

This is helpful for companies who want flexibility in rented out Orders. Best suited for partial return scenarios where a Customer wants to add/return one or more items in a Rented Out Order.

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 present and future Rented Out Orders and does not apply to Orders with past return dates.

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.
3. Click the ‘Add’ button and a dialogue box will pop up. You can specify the quantity and location here. Hit ‘Update’.

This is how you add more items to a Rented Out Order. Best for scenarios when you want to add a single item or replacement 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 – Partial Returns [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 the ‘Return’ mode (see image below).
2. Items that can be returned will now have a checkbox shown beside them. Select the items that you would like to return and click the ‘Return’ icon. Hit Return’ to finalize the returned items.
   The image below shows what Returned Items look like

The status for items returned will be marked Returned and any damages or additional charges can be added to the total.

Note: The user can change location when returning Assets only. For Asset Stock and Inventory, the user cannot change location when returning Items.

This is how you return items to a Rented Out Order. Mostly, customers use this feature to perform partial returns on Orders with multiple items. For example, it is useful when a Customer wants to return 1 of the 3 items and requests a refund.

Note: If you’re adding/returning an item from Asset stock or Inventory, the quantity is adjusted accordingly. This feature works out for existing or future 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 apply to start from October 2nd. Now, if the same item was returned on the 3rd instead of the 5th of October, then the rental pricing will be applied till October 3rd for this item.
• Similarly, Orders rented out at future dates will have different rental rates based on their rental period. For example, if the Order is created on 1st January with a future rented out date of 5th January, then rental rates will be applied from 5th January.
• Note: Assets and Asset stock cannot be returned before the future rented out date. For example, if the future rent out date for an Order is 5th January then all Assets and Asset stocks as part of the Order can be returned after 5th January. 
• Columns for ‘State’, ‘Order Dates’, and ‘Duration/Quantity’: To identify, when an item was added or returned to a rented out Order, you can use the State, Order dates, and Duration/Quantity columns.
• Click the two horizontal line icon on the Order Line Items table to customize its view. Here, choose  State, Order dates, and Duration/Quantity columns.
  Now you can see when an item was added or returned in a rented out Order. See the image below:
  
• Printout template: You can also customize an Order Printout template by adding the ‘Rental Dates’ element in the Order Line Items section.
  
• 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 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

Permalink.

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 Settings → Company Settings → Advanced Settings → Order Identifier.

 

 

 

You can customize OIN by choosing editable placeholders.  This can be done from Settings → Company Settings → Advanced Settings → Order Identification Number Format.

 

 

 

 

 

 

Click on the ‘PLACEHOLDER’ button and choose the relevant placeholder to edit the Identification Number. For example, you can choose ‘Month of Order Creation’ as your Identification number to keep track of when the Orders were created.

 

 

 

 

 

 

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

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 that have their own sequence numbers. This is if you haven’t enabled ‘Use Order Identification Number (OIN)’ under the Company Settings → Advanced Settings → Order Identifier.

The image below shows the difference between both the settings for the Order Identifier.

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 the 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-linked placeholders 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 the 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 ‘Edit’ icon on the top right corner of the table. If you keep track of your Order’s Identification Number, a column for OIN can be customized here.

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.

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 40, then ?40 will take you directly to Order# 40. Please note, you need to type at least 3 characters keyword to search.

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.

Similarly, if OIN is enabled, searching by Order Identification Number, say 1132, then @1132 will take you directly to the OIN – 1132. Please note, you need to type at least 3 characters keyword to search.

To go to a specific Order, type @ followed by the Order Identification Number, i.e. @1132.

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:

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#.

Note: For Work Orders, filter the Add Items field by Orders for the above search function to work.

Permalink.

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 Settings → Company 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.

Permalink.

Two-Factor Authentication is an added layer of security to your EZRentOut account that restricts third-party access. This protects your valuable account information by preventing your account from unauthorized log-ins. 

Here’s how you can enable Two-Factor Authentication: 

1. Go to Company Settings→ Authentication→  Select Email and Password → Choose Two-Factor Authentication
2. In order to check if Two-Factor Authentication is enabled, sign in to your EZRentOut account using your registered email and password 
3. After you have entered your login credentials, an overlay shown below will appear. It will send a six-digit One-Time Password (OTP)  to your registered email address. This OTP received on the email is valid for 3 minutes. 
4. If you are unable to enter the OTP within 1 minute, you can click Resend One-Time Password to receive another OTP on your registered email address 
5. Enter the One-Time password received on your email address and successfully log in to your EZRentOut account 

 What if I am unable to access One Time Password?

In case you have lost access to your registered email address or have forgotten your password you can follow these steps:

1. Ask your administrator to disable the Two-Factor Authentication for you using their account. 
2. They can do so by clicking on More→Users→Selecting the User name →  Click Temporarily Disable Two Factor

This will temporarily disable the Two-Factor Authentication feature for you for 30 minutes. Now you can access your account easily. 

Please note Two-Factor Authentication can only be enabled for Account Owners and User accounts. 

Permalink.