How to Filter and Export Orders
Need to find every order for one customer, pull all rentals from last month, or hand your accountant a spreadsheet of this year’s business? The orders list gives you a filter panel to narrow what you see on screen and an Excel export to save that same set as a .xlsx file. Filter first, then export — the export can carry your filters along so you only get the rows that matter.
Before You Start
You reach this from the Rentals list (or the Leases list for recurring orders) in the left menu. You need the Orders (Read) permission to open the list and use filtering and export. If you don’t see the list or the buttons, ask an administrator to check your role.
The filter fields and export are the same on the Rentals list and the Leases (recurring) list. The main difference is the status labels and whether an Order Type filter is shown — details below.
Filtering the Orders List
Filtering only changes what you see on screen — nothing is deleted or moved. Click Show Filters in the top-right of the list to open the filter panel.
Step 1: Set your filters
The panel gives you these fields:
| Field | What it does |
|---|---|
| Order # | Type an order number or keyword. Also searches customer, city, asset, tag, or serial. Applies as you type. |
| Customer | Search and pick a customer to see only their orders. |
| Status | Pick one or more statuses (multi-select). Leave blank for all statuses. |
| Order Type | Choose All Orders, Rental Orders, or Recurring Orders. Shown only on the general Rentals list. |
| Start Date / End Date | Limit the list to orders inside a date range. |
The Order # search updates the list immediately. The other fields wait until you click Apply Filters.
Dates come as a pair. If you set a Start Date you must also set an End Date, and the start must be on or before the end. The list won’t accept an end date more than two years in the past.
Step 2: Apply and review
Click Apply Filters. The list refreshes to match, and your active filters appear as chips above the table. Each chip has an x to remove that one filter, or use Clear All to reset everything.
To close the panel without losing your filters, click Hide Filters. To wipe the filter fields inside the panel, use Clear filters (it appears once at least one filter is set).
Status labels differ for leases
The Status dropdown adapts to the list you’re on. Rentals use the plain rental vocabulary; the Leases list uses lease-friendly wording for the same underlying stages.
| Rentals list | Leases list |
|---|---|
| Reserved | Pending for Dispatch |
| Rented Out | Lease Active |
| Partially Dispatched | Lease Active (Partial Dispatch) |
| Received | All Items Returned |
| Partially Received | Partially Returned |
| Completed | Lease Completed |
| Cancelled | Lease Cancelled |
The Leases list also adds Paused for subscriptions that are temporarily on hold.
Exporting to Excel
Export saves your orders as an Excel spreadsheet you can open, print, or share. Click the export button in the list header — it reads Export All normally, or Export (Filtered) when you have page filters active. The button is disabled when the list is empty (there’s nothing to export).
The export window is titled Export Rentals on the Rentals list and Export Leases on the Leases list.
Step 1: Choose a date range
Pick a Date Range for the export. This is separate from any date filter on the list — it decides which orders, by date, go into the file.
| Option | Range covered |
|---|---|
| All Time | Every order, no date limit |
| Last 7 Days / Last 30 Days | The trailing 7 or 30 days |
| Last 3 / 6 / 12 Months | The trailing 3, 6, or 12 months |
| Current Year | January 1 of this year to today |
| Previous Year | All of last calendar year |
| Custom Date Range | Pick your own From and To dates |
If you choose Custom Date Range, a From Date and To Date appear — both are required before you can export.
Step 2: Pick your content and filter options
Two checkboxes control what goes in the file:
- Include stock details — adds a separate “Stock Details” sheet to the workbook with the individual stock items on each order. Leave it off for a lighter, one-sheet summary.
- Apply current page filters to export — carries your on-screen search, status, and recurring-status filters into the export so only matching orders are included. When it’s on, a summary box lists exactly which filters will apply; if you have none set, it tells you all records will be exported.
The page-filter option carries your search, status, and recurring-status filters — it does not carry the list’s Start/End date filter. Use the export’s own Date Range to limit by date.
Step 3: Export
Click Export to Excel. The button shows Exporting… while the file is built, then your browser downloads it automatically. The file is named for its type and the day you ran it — for example rentals-export-09-Jul-2026.xlsx (or leases-export-... from the Leases list). You’ll see a success message when it’s done.
Tips
- Filter, then export. The quickest way to get a precise spreadsheet is to narrow the list first, confirm the results look right, then export with Apply current page filters turned on.
- Combine the two date controls. Use the list’s date filter to review on screen, and the export’s Date Range to define the file — they work independently.
- Big exports. Turning on Include stock details makes a larger file with an extra sheet; skip it when you only need order-level totals.