Overview #
AssetIQ maintains rental history to help authorized users understand when, where and how assets were allocated and used.
You can review rental information from the rental-job list, an individual rental record or the related asset record. Where export functionality is available, the information can also be downloaded for reporting, reconciliation and further analysis.
Important: An exported file represents a point-in-time copy. Use AssetIQ as the primary source for the current rental, asset and corrective-work status.
Before you begin #
Before viewing or exporting rental history, confirm that:
- You have access to Rental Management
- Your role allows access to the relevant assets and recipients
- You understand the required reporting period
- You know whether planned, active or completed rentals are required
- Appropriate filters have been identified
- Your role permits export
- You have an approved location for storing downloaded information
Your access may be limited by organization, business unit, location, customer, project or role.
Open the rental-job list #
- Sign in to AssetIQ.
- Open Rental Management or Rental Jobs.
- Open the rental-job list or history view.
- Review the displayed records.
- Use search, filters or sorting to locate the required rentals.
The available columns and controls depend on your AssetIQ configuration.
Information shown in the rental list #
The rental-job list may display:
- Rental-job reference
- Rental title
- Customer, project or recipient
- Rental location
- Responsible coordinator
- Planned start date
- Planned return date
- Revised return date
- Actual dispatch date
- Actual return date
- Rental status
- Number of allocated assets
- Number of dispatched assets
- Number of returned assets
- Overdue indicator
- Commercial reference
Review the column headings before interpreting the information.
Search for a rental job #
You may be able to search using:
- Rental-job number
- Rental title
- Customer
- Project
- Recipient
- Asset number
- Serial number
- Rental location
- Purchase-order number
- Quotation number
- Delivery reference
- Work-order reference
Use a distinctive value where possible.
If no records appear:
- Check the spelling
- Search using the rental-job number
- Remove unnecessary words
- Clear active filters
- Expand the date range
- Confirm the organization
- Review your access permissions
Filter rental history #
Available filters may include:
- Rental status
- Rental-job type
- Customer
- Project
- Recipient
- Asset
- Asset category
- Location
- Business unit
- Responsible coordinator
- Planned rental dates
- Actual dispatch dates
- Actual return dates
- Completed date
- Overdue rentals
- Rentals with extensions
- Rentals with damage
- Rentals with missing items
- Rentals with open work orders
- Cancelled rentals
Use the exact filters available in your AssetIQ environment.
After applying filters, review the record count to confirm that the results are reasonable.
Common filter examples #
View active rentals #
Filter the status for values such as:
- Dispatched
- Active
- Partially Returned
- Overdue
Use this view to monitor assets currently away or still associated with an open rental.
View overdue rentals #
Apply the overdue filter or search for active rentals whose expected return date has passed.
Review:
- Outstanding assets
- Current location
- Responsible coordinator
- Last contact or update
- Approved extension
- Future scheduling conflicts
- Maintenance due dates
View completed rentals #
Filter for Completed or the corresponding closed status.
Use this view for:
- Historical reporting
- Customer or project review
- Asset utilization analysis
- Damage analysis
- Rental-duration comparison
- Record retention
View cancelled rentals #
Include cancelled rentals when reviewing:
- Demand that did not proceed
- Released reservations
- Planning changes
- Customer cancellations
- Resource-planning effectiveness
Do not exclude cancelled jobs automatically if they are relevant to the purpose of the report.
View rentals for one asset #
Search or filter using the asset number to see:
- Previous recipients
- Rental locations
- Rental periods
- Dispatch and return dates
- Extensions
- Condition records
- Meter readings
- Damage history
- Related inspections
- Linked maintenance work
View rentals for a customer or project #
Filter by the relevant customer, project or recipient to review:
- Current active rentals
- Rental history
- Frequently used assets
- Overdue returns
- Extensions
- Damage or missing-item records
- Related references
View rentals for one location #
Filter by rental location to understand:
- Assets currently present
- Historical asset movements
- Rental volume
- Return performance
- Damage trends
- Outstanding equipment
Sort the rental list #
Useful sorting options may include:
- Planned start date
- Expected return date
- Actual return date
- Rental status
- Customer or project
- Asset count
- Responsible coordinator
- Completion date
Sort by expected return date to identify rentals requiring near-term follow-up.
Open an individual rental record #
To review a rental in detail:
- Locate the rental job.
- Open the record.
- Review the job summary.
- Confirm the recipient and location.
- Review planned and actual dates.
- Open the asset list.
- Review dispatch and return records.
- Check extensions and status history.
- Review condition information.
- Open related inspections, findings or work orders.
Confirm that you are reviewing the correct rental before making operational or commercial decisions.
Review job-level information #
The rental-job record may contain:
- Rental-job reference
- Title and description
- Customer, project or recipient
- Primary contact
- Rental location
- Responsible coordinator
- Original planned dates
- Revised dates
- Overall status
- Delivery and collection details
- Commercial references
- Instructions
- Attachments
- Close-out comments
This information provides the overall context for the rental.
Review asset-level rental history #
Each rental asset may contain separate information, including:
- Asset number and description
- Allocation status
- Planned dispatch date
- Actual dispatch date
- Planned return date
- Revised return date
- Actual return date
- Dispatch location
- Return location
- Dispatch condition
- Return condition
- Meter readings
- Components and accessories
- Damage or missing items
- Related work orders
Review asset-level records when the job includes partial dispatches, extensions or staged returns.
Interpret statuses correctly #
Different statuses describe different parts of the process.
| Status | What it represents |
|---|---|
| Rental-job status | Overall stage of the rental |
| Rental asset status | Stage of an individual asset within the rental |
| Asset operational status | Whether the asset can be used |
| Inspection status | Progress of a related inspection |
| Work-order status | Progress of corrective or maintenance work |
| Commercial status | Position of a related transaction where available |
For example, a rental job may be Completed while a returned asset remains Under Repair with an open work order.
Compare planned and actual dates #
Review both planned and actual dates to understand what occurred.
| Date | Purpose |
|---|---|
| Planned start date | When the rental was expected to begin |
| Actual dispatch date | When the asset physically left |
| Planned return date | Original expected return |
| Revised return date | Approved extension or updated expectation |
| Actual return date | When the asset was physically received |
| Completion date | When rental close-out finished |
Do not treat the completion date as the asset’s actual return date.
Review rental duration #
Where AssetIQ calculates rental duration, confirm which dates are used.
Possible calculations include:
- Planned start to planned return
- Actual dispatch to actual return
- Actual dispatch to current date for active rentals
- Original return date to actual return date for delay analysis
If calculating duration outside AssetIQ, document the selected method so users interpret the result consistently.
Review extensions #
For rentals that were extended, review:
- Original planned return date
- Revised return date
- Extension reason
- Approval
- Affected assets
- Conflicts identified
- Maintenance implications
- Actual return date
Repeated extensions may indicate:
- Changing project requirements
- Inaccurate original planning
- Asset shortages
- Return-management problems
- Customer demand patterns
Review dispatch and return condition #
Compare:
- Pre-dispatch inspection
- Dispatch photographs
- Existing damage
- Return inspection
- Return photographs
- New damage
- Meter readings
- Missing accessories
- Required follow-up
This helps identify condition changes during the rental period.
Do not assign responsibility for damage based only on the rental dates without reviewing available evidence.
Review linked inspections and work orders #
Check related records such as:
- Pre-dispatch inspections
- Return inspections
- Fault reports
- Inspection findings
- Corrective actions
- Maintenance work orders
- Repair orders
- Follow-up inspections
Confirm whether identified damage or defects were resolved and whether the asset was approved for further use.
Identify trends #
Rental history can help reveal:
- Frequently rented assets
- Assets with low rental activity
- Common rental locations
- Regular customers or projects
- Average rental duration
- Frequent extensions
- Overdue return patterns
- Repeated damage
- Missing-accessory trends
- High post-rental maintenance demand
- Long turnaround periods
- Asset shortages
Use these patterns to support:
- Capacity planning
- Maintenance strategy
- Asset-replacement decisions
- Customer or project discussions
- Process improvements
- Additional equipment purchases
- Inspection improvements
Prepare the rental history for export #
Before exporting:
- Identify the report’s purpose.
- Select the appropriate date basis.
- Choose the required statuses.
- Apply customer, project, asset or location filters.
- Review the displayed records.
- Check the record count.
- Confirm whether cancelled rentals are required.
- Confirm whether asset-level detail is needed.
- Review visible columns.
- Confirm your export permission.
The selected date basis matters. Filtering by planned start date can produce different results from filtering by actual return or completion date.
Export the rental history #
To export the displayed records:
- Open the rental-job list or history page.
- Apply the required filters.
- Review the records.
- Select Export, Download or the corresponding action.
- Choose the available format if prompted.
- Confirm the export.
- Wait for the file to be generated.
- Save it in an approved location.
- Open and check the downloaded file.
The available export formats depend on the current AssetIQ version and configuration.
Export an individual rental job #
Where individual rental reporting is available:
- Open the completed rental job.
- Confirm its reference and recipient.
- Review the asset and return details.
- Select Export, Download Report, Print or the corresponding action.
- Choose the available format.
- Generate the report.
- Save it securely.
- Check its contents.
An individual rental report may contain more detail than a rental-list export.
Export all or filtered records? #
Export all relevant records when: #
- Retaining rental history for a reporting period
- Reviewing overall rental activity
- Analyzing utilization
- Supporting an internal or external review
- Archiving completed rentals
- Reconciling operational records
Export filtered records when: #
- Reviewing active rentals
- Following up on overdue assets
- Reporting for one customer or project
- Analyzing one asset category
- Reviewing rentals at one location
- Investigating extensions
- Monitoring returned assets with damage
- Preparing a missing-item report
Record the filters used when the export supports a formal report or decision.
Information that may be included #
Depending on the export type, the file may include:
- Rental-job reference
- Rental title
- Customer or project
- Recipient
- Location
- Responsible coordinator
- Asset number
- Asset description
- Asset category
- Planned start date
- Actual dispatch date
- Planned return date
- Revised return date
- Actual return date
- Rental status
- Asset-level rental status
- Dispatch and return readings
- Rental duration
- Condition
- Damage or missing items
- Inspection reference
- Work-order reference
- Commercial references
- Completion date
- Close-out comments
The exported file may not include every item displayed in AssetIQ.
Photographs, attachments, signatures and detailed activity history may need to be accessed separately.
Check the exported file #
After downloading:
- Open the file using a compatible application.
- Confirm that the correct organization is shown.
- Review the reporting period.
- Confirm that the expected records are included.
- Check the record count.
- Verify the applied filters.
- Review column headings.
- Check asset and rental identifiers.
- Confirm dates and statuses.
- Look for blank or truncated fields.
- Review overdue and exception records.
- Confirm whether asset-level detail is included.
Do not distribute or rely on an unchecked export.
Suggested file-naming convention #
Use a filename that identifies the scope and reporting period.
Recommended format:
AssetIQ_Rentals_[Scope]_[Date-or-Period]
Examples:
AssetIQ_Rentals_Active_2026-09-30.xlsxAssetIQ_Rentals_Melbourne_2026-Q3.xlsxAssetIQ_Rentals_Apex-Construction_2026.xlsxAssetIQ_Rental_RNT-0142_2026-09-30.pdfAssetIQ_Rentals_Overdue_2026-09-30.csv
Avoid filenames such as:
rental-export.xlsxreport-final.csvrental-new.xlsxfinal-final-report.xlsx
Use exported rental information #
Exported rental history can support:
- Operational reporting
- Asset-utilization analysis
- Customer or project review
- Overdue-return follow-up
- Maintenance planning
- Damage analysis
- Missing-equipment reconciliation
- Capacity planning
- Internal-control reviews
- Management reporting
- Commercial reconciliation
- Audit evidence
Use the export only for its intended and authorized purpose.
Protect exported information #
Rental exports may contain:
- Customer or project details
- Contact information
- Asset locations
- Operational schedules
- Equipment condition
- Damage records
- Commercial references
- User names
- Work-order information
After export:
- Store the file in an approved location
- Restrict access to authorized users
- Avoid unapproved communication channels
- Apply password protection or encryption where required
- Confirm external recipients are authorized
- Follow the organization’s retention policy
- Delete unnecessary duplicate copies
- Avoid unmanaged devices
Downloaded information is no longer protected by AssetIQ’s role-based access controls.
Treat exports as point-in-time records #
After the export is generated:
- Rentals may be extended
- Assets may be dispatched or returned
- Statuses may change
- Findings may be added
- Work orders may be completed
- Locations may change
- Administrative corrections may be recorded
Return to AssetIQ and generate a new export when current information is required.
Editing the exported file does not update AssetIQ.
Common issues #
The required rental is not visible #
Check search terms, filters, date range, status, organization and permissions.
Completed rentals are missing #
Confirm that the status filter includes completed jobs and that the selected date basis covers their completion or return date.
The Export action is unavailable #
Your role may not have export permission, or export may not be available on the current screen.
The exported file is empty #
Clear or adjust the active filters and confirm that records appear before exporting again.
Some assets are missing from the export #
The export may contain one row per rental job rather than one row per asset. Use an asset-level export or detailed individual report where available.
Photographs are missing #
List exports may not include embedded photographs. Open the individual rental or generate a detailed report.
The exported information appears outdated #
Review the current AssetIQ record and generate a new export.
Changes made in the export do not appear in AssetIQ #
Downloaded files are separate from the system. Make authorized updates directly in AssetIQ.
Recommended practices #
When viewing and exporting rental history:
- Confirm the purpose and date basis
- Review job-level and asset-level information
- Interpret rental and asset statuses separately
- Compare planned and actual dates
- Review extensions and overdue returns
- Examine dispatch and return condition
- Check linked inspections and work orders
- Apply relevant filters
- Verify the displayed record count
- Check the downloaded file
- Use consistent filenames
- Store exports securely
- Treat AssetIQ as the current source
- Generate new exports when information changes
- Retain final reports according to policy
Next steps #
After reviewing or exporting rental history:
- Follow up on overdue rentals
- Monitor unresolved damage or missing items
- Review recurring extensions
- Analyze asset demand and utilization
- Review post-rental maintenance patterns
- Confirm corrective work is completed
- Share reports only with authorized stakeholders
For related guidance, see:
