Both Subrentals and Purchase Orders can help when you do not have enough inventory.
But they are used for different reasons.
This guide explains the difference and when to choose each one.
Quick Difference
Purchase Order (PO) = You are buying inventory.
Subrental = You are borrowing inventory from a vendor for one order.
A Purchase Order adds inventory to your stock once it is marked Received.
A Subrental does not add inventory to your stock.
Essentially, to know which to use, ask yourself one question:
“Do I want to add this item inventory?”
If yes → Use a Purchase Order.
If no → Use a Subrental.
What Is a Purchase Order?
A Purchase Order is used when you are buying items from a vendor.
This can be:
Buying new inventory to carry long-term
Replacing damaged inventory
Ordering sale products
Increasing stock because you are often low
How Inventory Works with a PO
The order may turn orange if connected to an overbooking to notate the overbooking is resolved.
The overbooking is fully resolved after the PO is marked Received.
Inventory increases once the PO is marked Received with or without being connected to an order.
You can find more information about Purchase Orders in our Knowledge Base article.
What Is a Subrental?
A Subrental is used when you need to borrow items from a vendor for one specific order.
The inventory does not belong to you.
It is only used for that transaction.
How Inventory Works with a Subrental
The order is still marked overbooked, but it is considered resolved.
Your inventory count does not change based on the status of the Subrental.
After the order is returned, nothing is added to inventory.
You can find more information about Subrentals in our Knowledge Base article.
When Should I Use a Purchase Order?
Use a Purchase Order if:
You plan to rent the item again in the future.
You are adding a new product to your inventory.
You frequently run low on this item.
You are replacing damaged inventory.
The item is a sale product.
When Should I Use a Subrental?
Use a Subrental if:
You only need extra inventory for a specific order.
You do not want to own or store the item.
You don't want to keep them in your inventory due to maintenance costs, like linens or tents.
You want to test demand before buying.
How They Appear in a Transaction
If an order has overbooked items, the Overbooked tab will appear.
Inside this tab:
Each overbooked item is listed.
If a PO or Subrental is connected, the number will appear next to the item.
If multiple items are tied to the same PO or Subrental, the same number appears next to each.
A Purchase Order resolves availability only after it is marked Received.
A Subrental satisfies availability for that specific transaction only.
Need Help?
If you have questions about Purchase Orders or Subrentals, contact us at [email protected].