Rentopian Rental Software News Center

Hi there,

Attachments on purchase orders and subrentals now follow each team member's role permissions, so you decide who can see, add or delete those files.

What's New:

• The attachments section on a purchase order or subrental only shows for roles allowed to view attachments.

• The add attachment option only shows for roles allowed to add them.

• The delete button on each file only shows for roles allowed to delete them.

How to Use It:

• Open a role's permissions in your settings.

• Under purchase orders and subrentals, choose whether the role can view, add or delete attachments.

• Team members see only the attachment actions their role allows.

Benefits:

• Vendor paperwork stays with the people who need it.

• No accidental file deletions by staff who shouldn't remove them.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

The Serials Tracking report now runs reliably when you choose to run it based on status, so you can always see where each serialized item stands.

What's New:

• Running the Serials Tracking report with "Run Based On Status" ticked now works every time.

• The report's date settings are used only when you run it by date range, as intended.

How to Use It:

• Go to Reports and open the Serials Tracking report.

• Tick "Run Based On Status" to see each serialized item by its current status, or leave it unticked to report on a date range.

• Run the report.

Benefits:

• A dependable view of where every serialized item is.

• Less time spent re-running reports.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

Time-based delivery and pickup fees now look at the full time window you set on an order, not just its start time, so customers are charged the right fee for the hours you actually serve them.

What's New:

• A time-based rule now applies whenever the delivery or pickup window overlaps the rule's hours.

• Before, only the start time was checked. A window from 4:00 PM to 8:00 PM would miss an after-hours rule that starts at 6:00 PM.

• Exact-time deliveries and pickups work the same as before.

• Day-specific rules still take priority over every-day rules.

• The same matching is used on the order page and for fees calculated on your website.

How It Works:

• Nothing to change. Your existing Delivery Time Based Rules keep working with the new matching.

• When you set a delivery or pickup window on an order, the fee updates to the matching rule automatically.

Benefits:

• Late-evening and early-morning windows pick up the fee you set for them.

• Fewer manual fee corrections on orders.

• Website and back-office totals agree.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

You can now require a title on every quote and order, so each job is easy to recognize in lists, calendars and reports.

What's New:

• A new Title Required option in Order Settings.

• When it's on, a quote or order can't be saved without a title, and the field shows a clear message if it's left empty.

• The check applies when creating an order, editing it, and editing additional fields from the order page.

• A required title can't also be hidden: turning on Title Required removes Title from the Hide Additional Fields list, and hiding Title turns the requirement off.

How to Use It:

• Go to Settings → Order Settings.

• Tick Title Required and save.

• From then on, add a title whenever you create or edit a quote or order.

Benefits:

• Every job has a name your team recognizes at a glance.

• Easier searching and reporting.

• More consistent data across your team.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

Product images added through the product import are now optimized the same way as images you upload by hand, so your catalog loads faster.

What's New:

• Oversized images that come in with a product import are resized automatically.

• Imported photos are turned the right way up based on how the camera saved them, so they no longer appear sideways.

• Thumbnails are still created for every imported image.

How It Works:

• Nothing to change. Import products with image links as usual, and each image is optimized when it is downloaded.

Benefits:

• Faster-loading product pages in Rentopian and on your website.

• Photos display the right way up.

• Less storage used by very large photos.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

When you undo a return from an order page, the confirmation message now tells you exactly what will happen, so nobody reverses a return by mistake.

What's New:

• On a returned order, clicking Revert to Rented Out now asks: "This will undo the return. You'll need to process it again later. Continue?"

• The message makes clear that the items will need to be returned again afterwards.

How to Use It:

• Open a returned order.

• Click Revert to Rented Out in the left panel.

• Read the confirmation and confirm to undo the return, or cancel to keep it.

Benefits:

• Fewer accidental reverts.

• Staff know the return must be processed again.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

Creating orders and invoice statements is now quicker for companies whose number format starts from a set number, such as ORD-1000.

What's New:

• Rentopian now finds the next free order or statement number in one step, instead of checking existing numbers one at a time.

• This mostly helps companies with a long order history and a format that has a starting number but no X placeholder.

• Numbers still never repeat, and your existing number format keeps working as it is.

How It Works:

• Nothing to set up. The improvement applies automatically every time a new order, quote or statement gets its number.

Benefits:

• Saving new quotes and orders feels faster.

• Keep the number format you already use.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

Custom fields you've added to product variants now fill in on your order documents, so quotes, invoices and other documents show the variant details your customers need.

What's New:

• Order items on documents now carry their variant, so variant custom field values appear correctly.

How It Works:

• Nothing to set up. If your document templates already include variant custom fields, they now fill in automatically for each item.

Benefits:

• Documents show the right details for each variant.

• Less manual editing before sending documents to customers.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

The detailed inventory export now includes more product information, so your spreadsheet has everything you need without extra lookups.

What's New:

• A new Variant Description column shows each variant's own description.

• A new Depth column sits alongside the other product size fields.

How to Use It:

• Go to Inventory and export your inventory in the detailed format, as usual.

• Open the file to find the new Variant Description and Depth columns.

Benefits:

• Complete product details for audits, catalogs and price lists.

• Less manual copying between Rentopian and your spreadsheets.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

Two improvements for teams that use the DispatchTrack integration: you can now keep prices out of what your drivers see, and delivery windows that run past midnight now arrive with the right times.

What's New:

• A new "Do not send pricing information" option. When it's on, order totals and delivery charges are sent to DispatchTrack as zero, for orders and for purchase orders.

• The setting saves as soon as you tick or untick it, with a confirmation message.

• A short note under the setting explains which purchase orders and subrentals are sent: only trips your company handles itself.

• When a delivery or pickup window starts on one day and ends on the next, Rentopian now sends a window that ends at 11:45 PM on the start day. Before, these could arrive with an end time earlier than the start time.

How to Use It:

• Go to Settings → Company → Integrations and find the DispatchTrack section.

• Tick "Do not send pricing information" to stop sending prices.

• Overnight windows are handled automatically. Just schedule delivery and pickup times on the order as usual.

Benefits:

• Drivers and crews see the job details without the order value.

• Late-night and overnight jobs show a valid time window in DispatchTrack.

• Fewer manual fixes for your dispatch team.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].