Plan your equipment on a project

In this article, we explain how to plan your equipment on a project. You can also watch our tutorial video below:

Available for: Lite Classic Pro

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Plan your equipment

  1. Go to the Projects module, and double-click a project to open it.
  2. Go to the Equipment tab.

    On the left, you will see all equipment in your database.

    On the right, you will see equipment that is currently planned on your project and sorted into equipment groups.

  3. Use the search field (or navigate the equipment folders) to find the item you want to add.
  4. Double-click an item to add it to the overview. You can also select the item and enter an amount in the Quantity field to plan multiple items at once.

Add a temporary item

Temporary items are useful to add a custom item for a specific project. A temporary item is not in your stock, and will therefore directly show as a shortage.

  1. In the Equipment tab of your project, click Add_highlight.png.
  2. Choose Temporary.

Comment lines

Comment lines can add information to your packing slip or quotation. Comment lines are relevant in the order of the equipment planning - when you change this order the comment lines may not appear.

  1. In the Equipment tab of your project, click Add_highlight.png.
  2. Choose Comment.

Accessories

Read our article about Accessories for more information.

Edit kits

Click on the  to open the kit. When kits are opened the number of items in the kit can directly be changed. When an opened kit is selected, new items can directly be added by adding them from your equipment list on the left.

Change the price factor

The price factor of equipment is a price multiplier for when equipment is rented out for a longer time period. It's useful to give customers a more attractive price deal when they rent equipment for multiple days.

To overwrite the default price factor of an equipment item:

  1. Go to the Equipment tab of your project.
  2. Select Select.png an item, click on More actions More.PNG, and choose Edit.
  3. Fill in the new factor, and save your changes.

Equipment availability

In the equipment timeline of your project, you can see the current availability of your planned equipment items. When an item is in stock, the amount will displayed in green. If there is a shortage of an item, this will be displayed in red. You can also reserve equipment for projects that are not confirmed yet.

Equipment groups

Equipment items are always planned in equipment groups. When planning items an equipment group is automatically created. Click on the equipment group to change the name. Double click on the edit icon and choose edit to change the time, delete the group or change it to a different sub-project.

To add a new equipment group, enter a name in the 'add new group' box, select a time and click on the plus button on the right.

Time schedule

The time schedule contains all time periods of your project. By default, it contains the planning period and usage period of your equipment.

Column overview

/column
Expand or fold the contents of a kit or case. This applies to kits within kits as well.

 column
The item that you've selected.

 column 
Click-and-hold to drag items.

 column
An equipment module is shown with the icon, normal items are shown with the icon and kits are shown with the icon.

Name
The default (database) name of this item. You can rename this item (per project), and this name will be shown on your documents.

Renaming an item in a project does not change the default (database) name of the item.

By default, your packing slips show the database name of your item. If you change the name of an item in a project, you can choose to display this name on your packing slips instead. Edit the template for your packing slips, and add the Project name column to the Equipment module in your template, instead of the Database name column.

Quantity
Number of items planned, click to change.

Total quantity
Shows total number of items planned in a kit.

Example: a DJ kit contains one CDJ2000, you plan the DJ kit twice. If you open the kit it will show the CDJ2000 is planned once in a DJ kit and the total quantity of that kit is two.

Discount
Fill in a discount percentage that will be subtracted from the daily rental price.

Remark

This can be shown on the quotation. Edit the template to show or not show the remark or show it in a different way. The remark in the project is automatically filled with the remark for quotation filled in the equipment module.

Total amount
The total costs. 

Option
Mark an item, kit or case as Optional.

Add or hide a column

Read our article about Columns for instructions.

Reserve a serial number

You also have the option to select the specific item (serial number) of the equipment you want to book for a project.

  1. Select an item in your project.
  2. Click the More actions button More.PNG and choose Reserve serial number. The pop-up screen shows an overview of your serial numbers and their availability status.
  3. Select your preferred serial number and choose Reserve to book it for the project.

The serial number you've selected will be visible on the packing slip and in the booking screen of your warehouse module.

Edit multiple items at once

Editing multiple items at once (in bulk) can save a lot of time. It's useful to (for example):

  • change the price factor of all planned equipment items
  • add a discount to all planned items with an equipment group
  1. In the Equipment tab of your project, select Select.png the desired equipment items.
  2. Click on the More actions button More.PNG.
  3. Choose Edit.
  4. Select the fields you want to edit, and change the values.

    Bulk_edit.png

Mark equipment as optional

When planning your equipment, you can mark equipment as optional for a project. This is useful for letting a customer choose between different items, kits or cases. Additionally, this allows you to offer extra items to a customer.

Read our article about optional equipment

Display optional equipment separately on quotation

In your quotation template, you can choose how optional equipment should be displayed. By default, optional equipment will be listed between all other equipment. However, you can also list optional equipment in a separate section.

Read our article about editing document templates for instructions.

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