JMLWiki - User contributions [en]

Subrent Gear for an Order

2022-01-21T15:59:12Z

Benoit: Created page with "Occasionally, we need to sub-rent specific piece of equipment from another vendor. CurrentRMS allows us to mark equipment as subrented which helps us keep track of what we ne..."

Occasionally, we need to sub-rent specific piece of equipment from another vendor. CurrentRMS allows us to mark equipment as subrented which helps us keep track of what we need to pick-up and what we need to return to the vendor.

To illustrate the process, let's assume that we have an order with 2 M-18 lights.

== All of an Item is being sub-rented ==
If both M-18 lights are being sub-rented from the same vendor, the following process applies:
* Go to the Detail View
* Select the M-18 and all of its accessories
* Under Function, select Set sub-rent supplier
* Select the vendor we will be subrenting from
* Slide "Convert to Sub-rent" to Yes
* Click Set sub-rent supplier

All of the M18 and its accessories are not marked with a "Sub-Rent Booking" Asset Number and the Quantity is in brackets [2].

== Only Some items are sub-rented ==

If only 1 of the 2 M-18 are being sub-rented, I find it easier to do the following:
* Adjust the Item quantity to ONLY the subrented quantity (i.e. 1 M18)
* Convert the line to sub-rented, as above
* Go back and adjust the Item Quantity again to bring it back to the order total.
** The newly added quantity will be set as a group booking which we can scan from out stock.

This is the most efficient way I have found to quickly have items that are a mix of in-stock and sub-rented.

The alternative would be to go to the individual items, edit and allocate as "sub-rent", but this requires to visit every items that are part of a kit, which is time consuming.

== Multiple sub-rent suppliers ==
If we are getting the same item from 2 different suppliers, the easiest way to do that is as follow:
* Have 1 line item for Gear from Supplier A
* Pick again the same gear, which creates a 2nd line item and sub-rent from Supplier B.

The only issue is that on the Quote/Invoice, the M18 would show as 2 lines (Qty 1 each) instead of a single line with Qty 2.

CurrentRMS Tasks

2022-01-21T15:46:28Z

Benoit:

[[Category:CurrentRMS]][[Category:How To]]

CurrentRMS is central to our Rental operations. This is an overview of the various tasks one can perform in CurrentRMS. Think of it as a reference manual.

== Opportunity Focused Tasks ==
* [[Create a Quote]] (or an Order directly) - [https://youtu.be/sNeHScRdNy0 Video]
* [[Convert a Quote to an Order]]
* [[Cancel an Opportunity]] (Dead or Lost)
* [[Add Items to Opportunity]]
* [[Add free-form Rental item to Quote]]
* [[Add a discount line-item to the Quote]]
* [[Add a service charge]] (fuel, mileage, delivery fee, etc...) to Quote
* [[Email a Quote]] (or an Order)
* [[Create an Invoice]]
* [[Email an Invoice]]
* [[Check Gear Availability]]
* [[Subrent Gear for an Order]]

== Contact Focused Tasks ==
* [[Create an Organization]]
* [[Create a Contact]]
* [[Create a Venue]]
* [[Tags we use for Organizations]]

== Inventory Focused Tasks ==
* [[Structure of an Item]]
* [[Prep An Item]]
* [[Checkin An Item]]
* [[Check-out An Item]]
* [[How to Mark items as Sub-rented]]
* [[How to Return sub-rented items to vendor]]
* [[Buying New Equipment]] - Add a new Product (we never had)
* [[Add more equipment]] (i.e. buy more of what we already have)
* [[Add Accessories to a Product]]
* [[Special AS-USED Container]]
* [[Setup item's sub-rent costs]]
* [[Tags we use for Products]]
* [[Quarantine: lost Items]]
* [[Quarantine: Broken items to repair]]

How To Videos

2022-01-16T20:50:55Z

Benoit:

[[Category:CurrentRMS]][[Category:How To]]

Here is a list of short video How To on how to do specific jobs.

== CurrentRMS 1-Minute How To ==
=== Quotes, Orders, Sales ===
* [https://youtu.be/Iwn0CxtSJ9k Expendables Sales]
{{#ev:youtube|https://www.youtube.com/watch?v=Iwn0CxtSJ9k |600|inline|Start New Quote|frame}}

* [https://youtu.be/sNeHScRdNy0 How to Start a new Quote]
{{#ev:youtube|https://www.youtube.com/watch?v=sNeHScRdNy0|600|inline|Start New Quote|frame}}

* [https://youtu.be/IOXBI7GIux8 Add Items to Quote using the Picker]
{{#ev:youtube|https://www.youtube.com/watch?v=IOXBI7GIux8 |600|inline|Add Items to Quote using the Picker|frame}}

* [https://youtu.be/jSbxDCBLAYE Add Items using the Add Item Link]
{{#ev:youtube|https://www.youtube.com/watch?v=jSbxDCBLAYE |600|inline|Add Items using the Add Item Link|frame}}

* How to Change a Quote to an Order
* How to Generate an Invoice
* How to Keep track of Paperwork

=== Clients, Contacts, Venues ===
* [https://youtu.be/X_CKAe--rtg How to add a new Commercial Customer]
{{#ev:youtube|https://www.youtube.com/watch?v=X_CKAe--rtg|600|inline|How to add a new Commercial Customer|frame}}

* [https://youtu.be/I_g2gTm-5kQ How to add a new Student Customer]
{{#ev:youtube|https://www.youtube.com/watch?v=I_g2gTm-5kQ|600|inline|How to add a new Student Customer|frame}}

* [https://youtu.be/CdO9ftVL4sY How to add a Contact]
{{#ev:youtube|https://www.youtube.com/watch?v=CdO9ftVL4sY |600|inline|How to add a Contact|frame}}

* [https://youtu.be/9ujNY8K2Eno How to add a Vendor (for sub-rentals)]
{{#ev:youtube|https://www.youtube.com/watch?v=9ujNY8K2Eno |600|inline|How to add a Vendor (for sub-rentals)|frame}}

* [https://youtu.be/NXCMS5jsHBk How to add a Venue]
{{#ev:youtube|https://www.youtube.com/watch?v=NXCMS5jsHBk |600|inline|How to add a Venue|frame}}

=== Checkout, Check-in ===
* [https://youtu.be/sS9zOkiIiSA How to Check Out Gear]
{{#ev:youtube|https://youtu.be/oG72tLDwg8Y |600|inline|How to Check Out Gear|frame}}

* [https://youtu.be/ERqG7_bkLdM How to Check in Gear]
{{#ev:youtube|https://youtu.be/ERqG7_bkLdM |600|inline|How to Check in Gear|frame}}

== Gear How To ==
* [https://youtu.be/eqxrmI-i094 How to Clean a Leko Lens]
{{#ev:youtube|https://www.youtube.com/watch?v=eqxrmI-i094 |600|inline|How to Clean a Leko Lens|frame}}

* [https://youtu.be/j9b7m8Vyews Dana Dolly Kit Walkthrough]
{{#ev:youtube|https://www.youtube.com/watch?v=j9b7m8Vyews |600|inline|Dana Dolly Kit Walkthrough|frame}}

* [https://youtu.be/tLc3UaEdQRY How to Fold the S60 Grid]
{{#ev:youtube|https://www.youtube.com/watch?v=tLc3UaEdQRY |600|inline|How to Fold the S60 Grid|frame}}

== Operations How To ==

* [https://youtu.be/NUa7qjvR364 How to use our Time clock]

2022-01-10T17:20:45Z

Benoit:

2022-01-04T23:36:05Z

2021-11-05T17:15:59Z

Benoit:

[[Category: Rental Operations]][[Category: CurrentRMS]]

[[File:Order Processing Details.jpg|frame|center]]

= Order Prep =
Orders should be prepared 24 hours before pick-up to allow time to deal with issues that might arise. Only a single order should be worked on at a time, to minimize confusion and insure nothing is missed.

The person prepping the order should look at the Prep clipboards and select the next order. The clipboard should contain a checkout form similar to this:

For every line item on the order the steps are as follow (process all the items on a given line first before moving to the next item):

1. Move Items to staging area

If multiple small grip items are part of an order, it’s OK to put them in a milk crate, but ADD the milk crate(s) to the pick-up sheet!

2. Visually Inspect the Equipment & take count
* For equipment kits (dana dolly, teradek, Bartech, generators, etc…) it is essential that all accessories in the package should be accounted for.
* Any accessory NOT included in the kit should have a 0 in the OUT column.
* Any accessory missing should be noted in the comment column and '''Post on slack's #current-rental''' so replacement can be ordered or the item located.
* Any accessory damaged should be swapped out (if possible) and moved to the repair station. make a note on sheet and Post on slack's #current-rental.
* Additional accessories/items not on the form should be written down on the form and follow the same process. Post on slack's #current-rental so we can update order.
* Fabric items should be inspected for tears, rips, holes and noted on the form.
* Overheads that are zip tied are presumed ok. If not zip tied, it should be taken out of the bag and inspected.

3. For the item inspected, Scan the item if it has an asset tag. If it's in a serialized container, scan the container and the enclosed items should auto allocate. (See [[Prep An Item]])

4. Post Inspection
* After an item is inspected / Tested, the OUT column should be updated with the count of items and accessories.
* Put equipment together for client pick-up
* Move clipboard to the Pick-Up Column

= Client Pick-Up =
When the client arrives to pick-up their equipment:
* Verify the has Accepted the Agreement
** Under "Approval Documents", A document with "Agreement" in the title should be presend and marked "Accepted".
** Sometimes it does not show up there. Look at the discussions and see if a document Accepted is present.
[[file: Order_Accepted.png | border| 500px| center]]
** "Rental Approval, Agreement & Payment accepted" either in the discussion section or approval Documents section.
* '''Verify that the order has been paid for or will be paid for prior to departure.'''
** In the "default" view, there is an invoiced column.
** "Invoiced" being set to Yes means the order has been paid (see workflow... invoice is issued once payment is received).
** When in doubt, call Sales agent to verify payment has been received.
[[file: Is_Paid.png | border|500px | center]]

* Client is free to test the equipment at the shop to insure it is in working order.
* Once satisfied with the entire order, they perform an electronic signature on the checkout form.
** On the shop tablet, find the order in Current RMS.
** go to JML - CHECKOUT (under Print section on right hand side)
** Select Approval URL
** Click the Link
** Click Approve
** And tablet to client to fill name and sign pick-up form.

== Adding to order on the fly ==
Sometimes, additional equipment needs to be added to the order at pick-up.

If the invoice has not been paid:
* Agent should update the Order in CurrentRMS
* Client needs to approve the updated order via link
* Pay order via the updated link
* Sales agent then issues, post and emails invoice
* Make sure to use a new checkout form with the updated order.

If the invoice has already been paid:
* Agent should create a new order in CurrentRMS for the additional equipment and add an "- ADDITIONAL" to the order name.
* Client needs to approve the updated order via link
* Pay order via the updated link
* Sales agent then issues, post and emails invoice
* Client fills out the 2nd checkout form too.

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Updated: 11-01-2021

File:Is Paid.png

2021-11-05T17:07:36Z

Benoit:

2021-11-02T16:00:35Z

Benoit:

Email a Quote

2021-11-02T13:30:49Z

Benoit:

[[Category: CurrentRMS]][[Category: How To]]

= Email A Quote (or Order) =
Once all the items have been added to the quote, we need to send it to our potential client.

The various forms we use are under the Print section on the right-hand side of the screen. To generate a quote, we use the JML Quote entries.

* '''1-DETAIL Quote w/ Discount''' - List all Items, Accessories & Components with a discount column
* '''2-DETAIL Quote''' - List all Items, accessories & Components without a discount column
* '''3 - SUMMARY (No $0 AKS)''' - Only lists the main items & accessories with a cost.

The one to use depends on the client and situation and if there is a discount or not.

When you select the quote link, you get a quote page with 3 different buttons:

[[File:Quote page.png|frame|center]]

To send the quote to the prospective client, select Create a discussion.

This will open up the add a discussion dialog.

We have some pre-defined templates we use as a starting point. These are available from the template pull-down box.

[[File:Template pulldown.png|frame|center]]

{{#ev:youtube|https://www.youtube.com/watch?v=9WsyCuLVBjo |600|right|Project Information Forms|frame}}

You should start with either 1 – Quote Email – Business or 2 – Quote Email – Student.

The template is substantially similar in content and describes the process in broad terms.

The template contains one link to an online form which gives us information on who is renting the equipment:
* Project/Client Information (using JotForm) - [https://form.jotform.com/92944304556159 Commercial Version Link] - [https://form.jotform.com/92736575880168 Student Version Link]

The Project/Client information form is slightly different if it is a commercial project vs. a student project
Once the form is filled-in, we get an email with the details.

NOTE: Sometimes Student productions don't send us the forms until the day before, and we still need to get approval & collect payment via another email, we have a combined template "Student - Email AND Approval - ORDER" which combines the Info Sheet, Rental Approval AND Payment Link together to shorten the cycle. Up to you which one you prefer using. Note that the combined form will not work on a Quote. You need to have an Order.

You can edit the text and make it appropriate to the situation.

Once the body of the email is ready, the Organization should already be populated in the Participants field.

[[File:Add participant.png|frameless|center]]

Once you are satisfied, select Create Discussion to send the email.

All emails back and forth are tracked in the main opportunity screen, under the discussion section. Note that you have to refresh the browser page for a new Discussion to show up.

In addition, under the email, you can see when one of the recipients has read the email with a link to details.

If the prospect won't continue with a rental, you need to follow the [[Closing Opportunity]] process.

If the client goes ahead, we will send them another email that contains a link to the online agreement they must approve AND a payment link they MUST use to pay for the rental.
'''We do NOT accept rental payments via square.'''

See [[Order Processing]] for the next steps when client goes ahead with order.

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Updated: 11-01-2021

Create a Quote

2021-11-02T13:21:01Z

Benoit:

[[Category:CurrentRMS]][[Category:How To]]

A potential order starts with a Quote. This covers creating the quote (or order) itself.
Populating the gear details is on a separate page

== Create Quotation ==
* Navigate to Opportunities Screen
* Create New Quotation (or Create New Order if doing an order directly)

=== Enter Opportunity Details ===
{{#ev:youtube|https://www.youtube.com/watch?v=sNeHScRdNy0|600|right|Start New Quote|frame}}

* Enter an Opportunity name: Typically <Main Item> - <Contact Name>
* Organization should be '''The person contacting us'''. Once we have project details, this field might change.
** You can quickly add an organization using the + icon in the Organization Field. Please make sure they don't exist already.
* The start date should be the day client will pick-up
* The end date should be the day the client returns the equipment.
* Adjust the Days field to what will be quoted:
** 1 Day Week-End on Student Productions (pick-up Thursday or Friday, return Monday).
** 3 Day Week on Commercial projects
** Custom duration for longer projects
* Set the dates under Scheduling section
** Delivery: Client pick-up date and time in the 1st column, pick-up time + 30 minutes in 2nd column.
** In-Use: 1st day of use to last day of use
** Pickup: Date equipment is to return in the 2nd column only.
* If the client is coming to get the equipment, select Customer Collecting & Returning
* If we are delivering the equipment, in the venue section, select the appropriate venue where the delivery will happen or fill in address.
** Note that if we deliver, the TIME in the delivery & pickup fields is important and should be set according to the estimated delivery time.
* If the venue is likely to be a place we might go again, we need to add it as per [[Capturing Venue Information]] if it's not there already.
* Once the details are entered, select Create Quotation.
* Proceed to the Opportunity Order Detail Form to enter the details of the order (see [[Add Items to Opportunity]])

Here is a sample Add Quotation Screen:
[[File:Add-Opportunity.png|frame|center]]

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Updated: 11-01-2021

Create a Quote

2021-11-02T13:19:15Z

Benoit:

[[Category:CurrentRMS]][[Category:How To]]

A potential order starts with a Quote. This covers creating the quote (or order) itself.
Populating the gear details is on a separate page

== Create Quotation ==
* Navigate to Opportunities Screen
* Create New Quotation (or Create New Order if doing an order directly)

=== Enter Opportunity Details ===
{{#ev:youtube|https://www.youtube.com/watch?v=sNeHScRdNy0|600|right|Start New Quote|frame}}

* Enter an Opportunity name: Typically <Main Item> - <Contact Name>
* Organization should be '''The person contacting us'''. Once we have project details, this field might change.
* The start date should be the day client will pick-up
* The end date should be the day the client returns the equipment.
* Adjust the Days field to what will be quoted:
** 1 Day Week-End on Student Productions (pick-up Thursday or Friday, return Monday).
** 3 Day Week on Commercial projects
** Custom duration for longer projects
* Set the dates under Scheduling section
** Delivery: Client pick-up date and time in the 1st column, pick-up time + 30 minutes in 2nd column.
** In-Use: 1st day of use to last day of use
** Pickup: Date equipment is to return in the 2nd column only.
* If the client is coming to get the equipment, select Customer Collecting & Returning
* If we are delivering the equipment, in the venue section, select the appropriate venue where the delivery will happen or fill in address.
** Note that if we deliver, the TIME in the delivery & pickup fields is important and should be set according to the estimated delivery time.
* If the venue is likely to be a place we might go again, we need to add it as per [[Capturing Venue Information]] if it's not there already.
* Once the details are entered, select Create Quotation.
* Proceed to the Opportunity Order Detail Form to enter the details of the order (see [[Add Items to Opportunity]])

Here is a sample Add Quotation Screen:
[[File:Add-Opportunity.png|frame|center]]

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Updated: 11-01-2021

Rental Inquiry & Quotes

2021-11-02T13:17:20Z

Benoit:

[[Category: Rental Operations]][[Category: CurrentRMS]]
Rental Inquiry & Quotes is generally handled by the Rental Desk (i.e. Sales).

= Handling Rental Inquiry =
A potential client contacts us and wants to know how much it will cost to rent equipment. We will need to generate a quote to answer their query.

This is the minimal information we need at this point before we can proceed:
* Client Contact Info: Name, email, telephone (we have an online form they can fill out in the email template)
* Dates of rental: Pick-up date, usage dates, return date
* Type of project: Feature, Commercial or Student Production
* List of Equipment

This is probably easier to gather via email than over the phone. The next step is to create a new Opportunity in CurrentRMS

= Steps to Create a Quote =
# [[Create a Quote]]
# [[Add Items to Opportunity]]
# [[Email a Quote]]

Once Quote is approved, proceed with [[Order Processing | Order Processing]]

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Updated: 11-01-2021