Change a reservation: extend, shorten, duplicate or mark returned in bulk

Most reservation changes are routine, not mistakes. A customer keeps the totes a week longer, comes back a day early, or rebooks the same move next month. Here is how each one works.

Extend a rental or record an early return

Both start in the same place on the order detail page.

1. Click Change end date next to the end date. The hint next to it reads "Extend the rental or record an early return."

2. Enter the New end date.

3. Click Review change. A preview shows each rate-card line with its old and new price, so you see the difference before you commit.

4. Click Extend order or Record early return.

An extension reprices rate-card lines at today's rates. An early return lowers the total the same way, but no refund is issued automatically. If the customer is owed money, refund it from Payments. That two-step keeps refunds a deliberate act rather than a side effect of editing a date.

If there is not enough stock for the added days, the preview says so ("Not enough inventory for the added days") and the confirm button stays disabled. You cannot extend into a gap. Move the end date back, or transfer stock from another location first.

Duplicate an order

Open the order and click Duplicate. A dialog titled "Duplicate R-1042" (the order's number) opens with four checkboxes:

Customer: the customer, plus pickup or delivery details.
Items: products, packages, custom lines, and discounts.
Dates & times: the rental dates and the pickup and return windows.
Notes: internal and customer notes.

Tick what you want and click Open in intake. The copy opens in a new tab as a new order; your original stays exactly as it was. If the source order had unsaved changes, a warning tells you they will not be copied, so save first.

The copy is not a clone of the old prices. Rates and the catalog are read fresh from their current values, and anything that no longer exists in the catalog is dropped. Check the prices before you send the copy to the customer. That is the right default: a duplicate made three months later should carry today's rates, not the ones from the original.

Mark several orders returned at once

When a truck comes back with totes from five orders, you do not have to open each one.

1. On the Orders list, tick the checkbox on each order that is fully back.

2. Open the Actions menu and click Mark returned.

3. The dialog tells you how many qualify, like "5 of 6 selected can be marked returned," and lists the ones it will skip, each with a reason. Orders that are not out on rent are skipped. That is expected, not a failure.

4. Click Mark 5 returned. The summary reads "5 returned · 0 failed." If any failed, each one is listed with the reason.

This marks the orders returned. It is not the per-tote scan with a condition call: for individual tote conditions on return, use Scan → Check in / Return.

The order timeline

Above the Orders list, a View control switches between List and Timeline. Timeline draws each order as a bar across a 30-day window (adjustable from 7 to 92 days), colored by status: quotes and drafts in one tone, holds in another, confirmed and booked in a third, out-on-rent orders in a fourth, and closed or cancelled in a fifth.

It is the calendar view of your commitments: which orders overlap, where the gaps are, and which weekend is about to get tight. The list is where you search; the timeline is where you look ahead.

Finding orders: the two status filters

Filters opens a panel with four controls, and the button shows a count when filters are active ("Filters, 2 active").

Status: Any status, plus Draft, Quote, Hold, Confirmed, Active, Returning, Closed, Cancelled. This is where the order sits in its life.
Payment status: Any payment, plus the payment states. This is where the money sits.
From date and To date bound the rental window.
Late only narrows to orders past their return date.

Status and payment status answer different questions, and mixing them up is the most common filter confusion. Status = "has the rental happened yet." Payment status = "has the money arrived." An order can be Active and unpaid, or Closed and fully paid.

The two failure modes

The extend button stays disabled with an inventory warning. There is no workaround inside the dialog. Either pick an earlier end date or make the stock exist (transfer, adjust, or move another order's dates).
The duplicate dialog warns a line was dropped. The pool was archived or is no longer offered at that location. The rest of the copy is fine; add a replacement line by hand.