NetRental - Approving a Rental Contract

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Overview

Approving a rental contract is the step that confirms the contract is complete, accurate, and ready for fulfillment. By default—unless your environment has customized settings—new rental contracts begin in a Pending Approval status. Once the contract is approved by an authorized user, its status advances to Pending Fulfillment, enabling the next steps in the rental lifecycle.

Key Assumptions

• Newly created rental contracts begin in Pending Approval unless custom settings override this behavior.
• All rental items and applicable fees have been added to the contract prior to approval.
• The user approving the contract has the necessary permissions to perform approval actions.
• The approval process is required before fulfillment and subsequent billing.

Prerequisites

• A saved rental contract with all components added, including:
  • Rental items
  • Fees and non-rental charges
• Appropriate user role permissions granting access to the Approve action.
• No outstanding required fields or validations preventing contract save.

Step-by-Step Process

1. Prepare the Rental Contract

1. Open the rental contract.
2. Add all required rental items.

3. Add any applicable fees associated with the rental.

4. Click Save.
   • The contract is now available for approval.

2. Approve the Rental Contract

1. Users with the correct permissions will see an Approve button at the top of the rental contract.
2. Click Approve.

Once approved:

• The contract status automatically updates to Pending Fulfillment.
• The Fulfill Rentals button becomes available, allowing the user to begin the fulfillment process.

Limitations / Things to Be Aware Of

• Only users with approval permissions can see and select the Approve button.
• Approval is required before rentals on the contract can be fulfilled.
• Custom account settings may override the default Pending Approval starting status.

Troubleshooting

Issue: The Approve button is not visible.

• The user may not have the necessary role or permissions.
• The contract may not have been saved yet.
• The environment may have customizations that bypass or modify the approval workflow.

Issue: Contract does not advance to Pending Fulfillment after approval.

• Refresh the page to ensure the status has updated.
• Confirm that approval was successfully processed.
• Check for workflow or script errors if the status did not update.

Issue: Unable to approve due to validation warnings.

• Ensure all required contract fields are completed.
• Validate that all rental items and fees have appropriate configuration.