How to Configure Order Preferences?
Order Preferences are a few rules that Rentablez checks every time someone on your team creates a rental or lease. Use them to stop a customer from running up several open bookings at once, to make sure you have the customer’s ID on file before handing over equipment, or to take part of a deposit as non-refundable.
Where to Find It
- Go to Bookings → Orders to open the List of Rentals.
- Click the ⋯ button next to New Rental and choose Preferences.
The Preferences drawer opens on the right.
You need the Settings read permission to open Preferences, and Settings (write) to change them. Preferences are not available from the Sales list.
Which Customer Rules Should Apply?
Allow Only One Open Order per Customer
Tick this to block a new order for a customer who already has an open one. An order counts as open while it is Draft, Active, or Paused — it stops counting once it is completed or cancelled.
When it’s on, choose what it Applies to:
- Rentals — a customer can have only one open rental at a time.
- Leases — a customer can have only one open lease at a time.
- Both — rentals and leases share one limit, so a customer with an open lease can’t start a rental, and the other way round.
If someone tries to create another order for that customer, Rentablez stops it with a message naming the open order — for example, “This customer already has an open rental (ORD-26-08-00167). A customer can have only one open rental or lease at a time — complete or cancel it first.”
Require Customer Documents Before Creating an Order
Tick this to make sure a customer has documents on file before you can book for them. When it’s on:
- Minimum documents — how many documents the customer must have (1 to 3). Any document type counts, including ones uploaded earlier.
- Applies to — Rentals, Leases, or Both.
If the customer doesn’t have enough, the order isn’t created and you see a message such as “Please upload at least 1 customer document before creating the rental. The customer has 0.” Open the customer’s profile, go to Documents, upload what’s needed, then create the order again. See How to Upload Customer Documents?.
How Should Security Deposit Be Collected?
Allow Refundable and Non-Refundable Security Deposit on the Same Order
By default, each order’s security deposit is either refundable or non-refundable. Tick this rule (and pick Rentals, Leases, or Both) to let one order hold both kinds at once.
With it on, the first step of the order’s Record Security Deposit drawer shows two parts:
- Refundable — returned after the order closes. Choose a Method (for example Fixed Amount) and enter the Amount.
- Non-Refundable — kept as revenue when it’s collected. Enter the Amount.
The drawer adds them up as the Total Security Deposit. When you collect, the non-refundable part is filled first. For the rest of the deposit flow, see How to Create an Order? and How to Create and Manage Security Deposits.
Save Your Changes
Click Save at the bottom of the drawer — a Preferences saved message confirms it. The rules apply to every new order from then on; existing orders are not changed.
Click Reset to default to turn all the rules off again.