In this article, we explain how to book equipment to different statuses, and how to scan equipment
By booking equipment to a specific status, everyone in the warehouse knows what needs to happen with equipment items (or sets) and where they currently are located. Additionally, particular details about equipment (broken items, alternatives for planned items, notes) can be directly reported.
It is, however, not mandatory to book equipment in Rentman. The equipment stock is based on the equipment planning, rather than the equipment booking.
Equipment status versus project status
The equipment status is not the same as the project status.
For example, a project can be on location, whilst the planned item's haven't been booked to the location yet. Items which aren't yet booked, carry the status "In warehouse". From this status, equipment can be booked to other statuses.
When you book all equipment to another status, Rentman does propose to change the status of the (sub)project. This is optional.
Where to find the booking screen
- Go to the Warehouse module, and search for the project tile that you want to book equipment for.
- Click on Book equipment, in the (sub)project tile.
Overview of the booking screen
|Name||The name, as set in the equipment database.|
|Group||Number of planned items in the project.|
|Total||Total number of planned items in the project.|
|Click to view an image of the item (images can be added in the Equipment module).|
|Click to add a note to an item. This note is the same field as the note on the slip in a project's equipment list. A note that's been created there will show here, and notes that are created here will show there|
|See section Additional options.|
View of items and kits
Kits will be shown as a single tile that can be expanded or collapsed. Click on the view icon to expand or collapse the kit. You can then book a single item from the kit to another status, or the entire kit.
|Scan as packed||The equipment was in the warehouse and has now been packed|
|Scan to location||The equipment was in the warehouse and is now to location.|
|Packed to location||The equipment has been packed and is now loaded.|
|Return to warehouse||The equipment came back from location and has returned to the warehouse.|
|By equipment group||Equipment will be grouped by equipment group|
By warehouse location
|Equipment will be sorted per warehouse location as defined for the equipment items themselves.|
Do not group
|The equipment will be shown in order of addition and will not be grouped.|
Manually book equipment
- Select the status you want to book to.
- You have three options in the booking screen:
- Drag the equiment tile to the left or right.
- Click on the arrow(s) behind an equipment(group).
- Click on Everything to.
Book equipment using a scanner
- Connect a scanner to your computer that can act as keyboard.
Click on the scanner button in the booking screen.
- You can start scanning right away.
Optional: Click on the sound button to enable scanning sounds.
Warehouse workflow for sale equipment
If in a project you planned sale items (like consumables items), when returning your equipment to the warehouse you must leave on location the ones you used. The stock level of sale items is calculated on the quantity of pieces that are booked in and out of the warehouse, so it's important to book the exact number (but don't worry if you a make a mistake, you can always adjust the stock manually).
When moving equipment from "On location" to "Brought back", in the Group field you can select the number of pieces used, and that will remain "On location". Then press the on the right to move the remaining pieces back in the warehouse. The pieces that came back will be counted in the stock level of the item.
e.g.: You brought 20 rolls of gaffa tape to an event, but you eventually only used 7. When booking back the equipment, type in '7' in the Group field.
After moving back all the equipment (not only the sale items), click on the drop-down menu on the top-right corner and select Change status and close .
Scan back equipment from multiple projects
If you have equipment from multiple projects coming back to the warehouse at the same time, you can use the 'Scan back' function to register it all in one go.
Add additional equipment
- Click on Add additional equipment.
- Search for and click on the desired item.
- Fill in the necessary information about the item.
- Click on Add equipment.
The additional equipment will automatically be placed in a new equipment group.
When packing items
Items that have been planned more than twice can be split in multiple tiles. Click to split and fill in the number of items that should remain on the current tile, after which the other items will move to a new tile.
Note: When splitting items in a kit, both the existing and the new tile will be put outside of the kit. This is to prevent not being able to split tiles between kits.
Click and choose another item to plan instead of the current item. The new item will be added for the same price as the planned item. This can be changed by changing the price of the old item.
Note: When choosing alternatives within kits, the items will be assigned a price of 0 outside of the kit. This is to prevent not being able to split the number of items between kits.
When items are back from location
The item will go to maintenance. The customer may directly be charged for this.
The item did not return.