Buying New Equipment: Difference between revisions

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[[category:Rentals Manager]] [[category:Shop Tech]][[Category:CurrentRMS]]
[[category:Rentals Manager]] [[category:Shop Tech]][[Category:CurrentRMS]][[Category:How To]]


Purchasing new equipment is a bit more of a process than most people think, because we need so much data about each piece of gear to make its rental a repeatable and standardized process. We take these steps so that our inventory is uniform and people know what to expect when they order a specific piece of equipment from us. It's very important to separate new equipment immediately upon arrival until at least the CurrentRMS process is completed.  
Purchasing new equipment is a bit more of a process than most people think, because we need so much data about each piece of gear to make its rental a repeatable and standardized process. We take these steps so that our inventory is uniform and people know what to expect when they order a specific piece of equipment from us. It's very important to separate new equipment immediately upon arrival until at least the CurrentRMS process is completed.  


= CurrentRMS Resource Overview =
= CurrentRMS Product Overview =
CurrentRMS calls things we track a '''Product'''.  Everything that shows up on a rental or sale is a product.
CurrentRMS calls things we track a '''Product'''.  Everything that shows up on a rental or sale is a product.


Products can be made up of other products (i.e. a Parent product with Children product).  These child products are called Accessories and can be added under the accessory section.
Before you Add new products, you should be read the [[Structure of an Item]] article.  It covers how products are organized.
 
Accessories have the following characteristics:
* Count: How many of the same accessory are there
* Free: If we charge or not for the accessory
* Type: Accessory, Component, Safety Item
* Optionality: Mandatory, Default or Optional
 
The type of accessory affects if something shows up on a quote or invoice.  An Accessory always shows up.  A Component typically does not show up on Quotes or Invoices. Safety Items show up.
 
The optionality represents if the accessory MUST be present (Mandatory) otherwise the resource is not functional.  If the accessory should be present in the kit but is not essential to the function, then it should be Default.  If the accessory is an option, then is should be set to Optional.
 
Here is a simple Example: An ARRI 150W Tungsten Fresnel Light. It has the following items:
* 1 ESP 150W Globe - Mandatory Component
* 1 3" Barndoor - Default Component
* 1 3" Scrim Kit (5) - Default Component
* 1 ESP 150W Globe Spare - Default Accessory
* 1 3" Chimera Ring Adaptor - Optional Accessory
 
On the Invoice, the ARRI Light will show up, but the globe, barndoor and Scrim Kit will not be itemized (components). The Spare globe will show up. The Chimera Ring Adapter will be present only if it's added to the order.
 
Note that you can have nested accessories.  In the example above, the Scrim Kit consists of 1 bag and 5 different scrims as components of the kit.
 
Typically, we don't charge for components or default accessories, but we do for optional accessories.
 
Now that you understand how CurrentRMS organizes resources, let's take a look at how we add things
 
=Deciding if it's a Kit, Complete or Item =
The first thing to do is figure out if what you are adding is an Individual Item, Complete or a Kit.
 
An Item represents a single resource that can be counted, tracked and rented.  An item could have multiple parts, but we don't typically track it in CurrentRMS.  For example, a Junior Receiver Plate would have a T-Handle but we don't list it explicitly. We just have the Junior Receiver Plate.
 
A Complete is an item that is made up of multiple resources, but the main resource represents the item being rented and the other resources are accessories. 
For example, the ARRI 150 Fresnel is a complete.
 
A Kit is a collection of individual resources where none of them are the "main" item.  A Combo 3-wheel kit (made up of 3 combo wheel), A DMX Adaptor Kit (with a bunch of 3 pin to 5 pin adaptors in a container), etc...
 
=Deciding on Inventory Method=
The very first thing you will need to do is choose the inventory method for this item. The 3 options are:
* Serialized - Individual Resources have asset numbers (barcode)
* Bulk - We have a count, but don't track the items individually
* None - We don't track this resource. Typically, it's a Kit made up of other resources which are tracked.
 
We use CurrentRMS to also track items we use internally (T-knobs, storage bins, etc...). We do this so we have a database of items we purchase over and over again.  Since we don't actually inventory those items, they should be set to None as an inventory method.
 
Similarly, Subrented items we will never acquire (Fisher Dolly, etc...) should be set to None.


=Affixing Barcode Tags=
=Affixing Barcode Tags=
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* Printed Regular Label (1" x 2")
* Printed Regular Label (1" x 2")


We use clear book spine tape to cover the labels and extend their life.  Eventually, all labels will need to be replaced.
Check the first folder of the bottom drawer of the filing cabinet for already printed asset tags.
 
If you need more labels, see the [[Printing Asset Tag Labels]] page.


=Creating a New Item in CurrentRMS (Something we never had) =
= Creating a New Item in CurrentRMS (Something we never had) =


Go to Resource > Products > Add Product Button
Go to Resource > Products > Add Product Button
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* Product Group (Lights, Grip, Clamp, etc...)
* Product Group (Lights, Grip, Clamp, etc...)
* Allowed Stock Type: Rental  
* Allowed Stock Type: Rental  
* Stock Method: Serialized if using Barcode, Bulk if not.  Use None for Kits or Sub-rented gear
* Stock Method: Serialized if using Barcode, Bulk if not.  Use None for gear that will always be Sub-rented.
* If Bulk Type, Enter new Barcode for this item type.
* If Bulk Type, Enter new Barcode for this item type.
* Replacement Cost
* Replacement Cost
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Once done, Press the Create Product button.
Once done, Press the Create Product button.


==Options or Required Options==
== Options or Required Options ==
If there are Accessories for a Kit or a Complete, for example, chimeras or dimmers for that unit, add them as accessories in the Item listing page.
If there are Accessories for a Kit or a Complete, for example, chimeras or dimmers for that unit, add them as accessories in the Item listing page.




=Adding Individual Items=
= Adding Individual Items =
Once you have created the item itself, you need to add a quantity to that item.  
Once you have created the item itself, you need to add a quantity to that item.  
Note: You should add the items on the date we purchase it so that we can correlate the purchase to the piece of gear.  If it's a serialized item, put the serial number at TBD<YY><NN>.  You can update with the correct asset number when you label it.


'''For Bulk/Quantity Items'''
'''For Bulk/Quantity Items'''
* In the Stock Level Section, select "Add Stock Level" if there is no Bulk Stock Level and add the Quantity the quantity received.
* In the Stock Level Section, select "Add Stock Level" if there is no Bulk Stock Level and add the Quantity the quantity received and the purchase cost (for the whole quantity).
* If Bulk already exists, select the "Add" in the menu pulldown, Select "Buy", the buy date and the quantity received.
* If Bulk already exists, select the "Add" in the menu pulldown, Select "Buy", the buy date and the quantity received. Also, put the purchase price as a number in the comment field (for the whole quantity).
* Select Add (and you're done)
* Select Add (and you're done)


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* Enter the new barcode under Asset Number
* Enter the new barcode under Asset Number
* Enter the item serial number if it has one
* Enter the item serial number if it has one
* Enter the Location
* Enter the purchase price for the item
* Select Create and Add Another if you have more items to add.
* Select Create and Add Another if you have more items to add.


Latest revision as of 18:24, 5 January 2022


Purchasing new equipment is a bit more of a process than most people think, because we need so much data about each piece of gear to make its rental a repeatable and standardized process. We take these steps so that our inventory is uniform and people know what to expect when they order a specific piece of equipment from us. It's very important to separate new equipment immediately upon arrival until at least the CurrentRMS process is completed.

CurrentRMS Product Overview

CurrentRMS calls things we track a Product. Everything that shows up on a rental or sale is a product.

Before you Add new products, you should be read the Structure of an Item article. It covers how products are organized.

Affixing Barcode Tags

If you have chosen to track this by Barcode, there are 3 tags you can select from. Always go for the largest tag that will fit on the item, scanning speed improves as the tag grows in size.

  • Foil Serialized Tag (.75" x 1.5") - Used on hanging tags for Softgoods, sandbags, etc...
  • Printed Small Label (1/2" x 2")
  • Printed Regular Label (1" x 2")

Check the first folder of the bottom drawer of the filing cabinet for already printed asset tags.

If you need more labels, see the Printing Asset Tag Labels page.

Creating a New Item in CurrentRMS (Something we never had)

Go to Resource > Products > Add Product Button

Enter the following:

  • Name
  • Description
  • Product Group (Lights, Grip, Clamp, etc...)
  • Allowed Stock Type: Rental
  • Stock Method: Serialized if using Barcode, Bulk if not. Use None for gear that will always be Sub-rented.
  • If Bulk Type, Enter new Barcode for this item type.
  • Replacement Cost
  • Weight of Item (use vendor site, or B&H or Adorama)
  • Daily Rate: Ask for quotes from two local rental houses, enter the higher price.
  • Order Quantity & units
  • Manufacturer & Model Number
  • Vendor, Vendor SKU and website link.

Once done, Press the Create Product button.

Options or Required Options

If there are Accessories for a Kit or a Complete, for example, chimeras or dimmers for that unit, add them as accessories in the Item listing page.


Adding Individual Items

Once you have created the item itself, you need to add a quantity to that item.

Note: You should add the items on the date we purchase it so that we can correlate the purchase to the piece of gear. If it's a serialized item, put the serial number at TBD<YY><NN>. You can update with the correct asset number when you label it.

For Bulk/Quantity Items

  • In the Stock Level Section, select "Add Stock Level" if there is no Bulk Stock Level and add the Quantity the quantity received and the purchase cost (for the whole quantity).
  • If Bulk already exists, select the "Add" in the menu pulldown, Select "Buy", the buy date and the quantity received. Also, put the purchase price as a number in the comment field (for the whole quantity).
  • Select Add (and you're done)

For Bar Code/Serial Number Items

  • In the Stock Level section, select "Add Stock Level"
  • Enter the new barcode under Asset Number
  • Enter the item serial number if it has one
  • Enter the purchase price for the item
  • Select Create and Add Another if you have more items to add.

Now when you scan the item it will know what it is and its status will be trackable.

The barcode are just sequential numbers, so we use a physical sheet (cabinet door above computer) to keep track of the next number to use. When you are done adding items, update the sheet with the next serial number that should be used.

Wikipedia Article

We keep a wikipedia article on file for every single piece of gear we use. This is mostly for education of new people in the shop, but also helps promote our culture of continuous learning. We've setup some standard sections for every article, but if there is something special about the piece of equipment, you are always welcome to add more. When making new articles you can go into the Edit section of this one and copy paste this template to build your new article. Always be sure to add at least one picture and if you are ever on set, feel free to take pictures of it in use.

Uses

In this section, describe why people would order this piece of equipment in the first place. What can you do with it, what are the limitations, and what are you usually going to use it for.

QC Process

If QC is required on this item, what is the standard QC process? List it out in bullet point form.

Accessories

What are the common accessories with this piece of equipment if any? Be sure to link to other articles if they exist.

Troubleshooting

What are the common pitfalls to this item and how can they be fixed? If there's something that commonly breaks, feel free to list that along with who fixes it.

Substitutions

If we run out of this item or do not carry it, what is a suitable substitution for it? If there is a substitution, but it's not a perfect match, in what instances is it a good substitution and what instances does it not work?

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