Understanding the "Finalized" Toggle on Orders in Rentopian
The Finalized toggle in Rentopian is a flexible, internal-use flag that can help teams manage handoffs, restrict last-minute changes, and improve communication between departments like Sales and Dispatch. It does not affect order status, inventory, payments, or automation but can be paired with permission settings to prevent edits or cancellations.
Where to Find It
You can see the Finalized toggle within any Order under the Transaction section. It appears as a red or green icon to indicate whether the order is finalized. This toggle is only available on orders, not quotes.
What the Finalized Toggle Does
Does not change order status (e.g., Created, Rented Out, Returned).
Does not reserve or release inventory.
Does not prevent actions unless paired with permission or lock settings.
Can be used as an internal indicator that an order is ready or “locked” for changes.
Common Use Cases
Mark an order as finalized to indicate it's ready for dispatch, billing, or delivery planning.
Use as a signal that no edits should be made without notifying a manager or logistics team.
Track that all necessary info has been received (e.g., contract signed, COI uploaded, guest count confirmed).
The “Finalized” status can also be used as a condition within the Scheduler to trigger or prevent specific automated emails based on whether an order is finalized.
Optional Settings to Restrict Editing or Canceling Finalized Orders
You can enhance the Finalized toggle with two optional settings under:
Settings ▶ Orders
Settings Overview
Setting | Description |
Enable Orders Finalization | Activates the Finalized toggle on orders. |
Lock Editing of Finalized Transactions | Prevents users from editing a finalized order unless it’s first unfinalized. |
Prevent Cancellation of Finalized Orders | Blocks users from canceling finalized orders unless unfinalized first. |
Permissions
Admins can assign permissions so only specific roles (e.g., Logistics Manager, Admin) can finalize or unfinalize orders. This helps ensure only authorized users can lock or unlock transactions.
Conclusion
The Finalized flag is a simple but powerful feature to help teams collaborate and prevent mistakes. It doesn’t drive automation but can be paired with user permissions and settings to support your operational flow.