Getting More from Purchase Orders in RentalResult: A Practical Guide for Users

Managing Procurement More Effectively with RentalResult

If you’re already using RentalResult to manage your equipment and operations, you know how central procurement is to keeping projects running smoothly. But many users don’t realize how much flexibility and control the Purchase Orders module offers.

We designed this guide and video walkthrough  to help you get more from that functionality, so your team can manage vendors, approvals, and budgets more efficiently across every job and location.

In this 30-minute session, we take a full look at the purchase ordering process in RentalResult, from creating requisitions and setting up preferred vendors to managing blanket POs and role-based approvals.

If your team handles purchasing or approvals in the system, this overview will help you refine your setup and understand how all the moving parts connect.

Understanding the Purchase Order Workflow

1. Where Purchase Orders Live

You’ll find everything under the Purchasing module, which manages the entire purchasing cycle:

• Purchase Orders (for standard equipment or parts)
• Re-rent Purchase Orders (for equipment sourced externally)
• Back-to-back POs (linking internal requests to vendor purchases)
• Purchase Requisitions (triggered automatically or manually)

The Purchase Control Center is your central hub—it queues requisitions for review and approval, including those triggered automatically when stock levels hit a predefined minimum.

This helps ensure materials and parts are replenished before you run out, maintaining continuity across sites.

Tip: Set minimum and maximum stock levels for frequently used items in Item Maintenance.

2. Creating and Managing Purchase Orders

When creating a PO, you can link it to a vendor account, project, or even an individual item code. You can select from preferred vendors, perform lookups, or free type a supplier if needed.

The PO form pulls master data—billing, shipping, payment terms, and contractual details—directly from the vendor record, so there’s no need to re-enter information.

Tip: Use the inquiry button on the vendor lookup to quickly review account status, payment terms, and credit conditions before finalizing your PO.

You can also choose your transaction type, such as:

• Purchase for workshop parts
• Purchase for new equipment
• Re-rent order

Each transaction type can have its own rules, ensuring compliance with your internal processes.

3. Using Quotes and Blanket Purchase Orders

RentalResult gives you flexibility in how you issue POs:

• Quote Mode: Start as a quote to generate a PO number early (helpful when vendors need a reference before the full order is finalized).
• Blanket POs: Establish a single PO with a defined value (e.g., $10,000) and draw down against it as orders are added.

Blanket POs are perfect for reoccurring purchases or budget-based agreements with vendors. The system tracks your remaining balance automatically and alerts you when you approach the limit.

In practice: Many contractors set up annual blanket POs for common suppliers, reducing administrative work while maintaining budget visibility.

4. Preferred Vendors and Price Lists

The Preferred Vendor feature allows you to control who your team buys from and at what rates. You can link preferred vendors by:

• Account or project (specific to a job site or customer)
• Item code (specific to a product or part type)

This helps standardize procurement and ensures negotiated pricing is consistently applied.

If you’ve agreed fixed pricing with a vendor, you can load it into their price list so that every PO automatically populates with the correct rate.

Tip: Keep your preferred vendor list up to date. You can easily deactivate old vendors or activate new ones without losing historical data.

5. Automating Replenishment

When you combine preferred vendors with min/max stock control, RentalResult can automates stock replenishment.

Here’s how it works:

1. Inventory levels fall below the minimum threshold.
2. The system automatically generates a requisition for the preferred vendor.
3. The requisition flows into the Purchase Control Center for approval.
4. Once approved, it converts into a purchase order ready to send.

This feature eliminates delays in restocking high-turnover items, keeping teams supplied and projects on schedule.

6. Role-Based Approvals

RentalResult uses a role-based structure for approvals. You can define:

• Approval limits (e.g., up to $10,000 for supervisors, $25,000 for managers, $50,000 for directors)
• Hierarchies (who approves above a certain value)
• Notifications (automatic email alerts using templates)

Operator Maintenance links each role the user profile , so only authorized users can approve within their assigned limit.

The Vendor Order Approval screen gives approvers visibility into all pending requests, showing document ID, value, vendor, and project association.

In short: The system enforces approval limits automatically, no manual policing required.

7. Tracking and Auditing

Every PO is fully traceable through the Document Movements Inquiry, showing approval history, changes, and related documents (like goods receipts and invoices).

If a PO is amended, say, to add quantity or value, it automatically re-enters the approval workflow, maintaining audit integrity.

You can also configure reports to monitor:

• Blanket PO balances
• Preferred vendor usage
• Purchase activity by project
• Approvals pending by user or value

Quick win: Set up a “Preferred Vendor Compliance” report to identify when purchases occur outside of approved supply chains.

Building Stronger Procurement Practices

If your team already uses RentalResult for purchasing, the key to improving control and efficiency lies in configuration and consistency.

Here are three steps to strengthen your workflow:

1. Define clear transaction types – Match PO types to your business processes.
2. Activate preferred vendors – Lock in your supply chain strategy and pricing.
3. Review approval hierarchies – Ensure your roles and thresholds align with project and regional budgets.

These settings ensure that every purchase order created in RentalResult supports the broader goals of visibility, accountability, and cost control.

The Takeaway

RentalResult’s purchasing module isn’t just about raising Pos, it’s about managing procurement intelligently across your entire organization.

By using features like automatic replenishment, preferred vendor management, and role-based approvals, current users can eliminate manual effort and ensure procurement aligns with business strategy.

Next Step: Watch the full video walkthrough above to see how each feature connects in practice, and review your own setup to make sure you’re using RentalResult’s purchasing tools to their full potential.