Equipment Check-out: Difference between revisions

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[[Category: Rental Operations]][[Category: CurrentRMS]]
[[Category: Rental Operations]][[Category: CurrentRMS]]
[[File:Order Processing Details.jpg|frame|center]]


= Order Prep =
= 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.
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:
[[File:Sample Checkout Form.jpg|center]]
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
1. Move Items to staging area
Line 13: Line 10:
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!
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
2. Prepare & Scan gear with Asset Tags
* For equipment kits (dana dolly, teradek, Bartech, generators, etc…) it is essential that all accessories in the package should be accounted for.
* Make sure you are in the Detail View, Allocate Tab, "mark as prepared" slider is YES.
* Any accessory NOT included in the kit should have a 0 in the OUT column.
* Make sure you are in the asset text box and scan the items with the scanner.
* Any accessory missing should be noted in the comment column and a manager should in informed so replacement can be ordered or the item located.
** A good scan should have a bloop sound with a green box
* Any accessory damaged should be swapped out (if possible) and moved to the repair station. Management should be informed and a note made in the comment.
** A bad scan will have a glass shattering sound and a red box.
* Additional accessories/items not on the form should be written down on the form and follow the same process.
** If you get a bad scan, you should investigate why - Usually a Wrong item (Spring Loaded C-Stand instead of Non-Spring Loaded?)
* Fabric items should be inspected for tears, rips, holes and noted on the form.
* Inspect the equipment as you scan it.
* Overheads that are zip tied are presumed ok. If not zip tied, it should be taken out of the bag and inspected.


When inspected, if a note is made on an item and the item has a asset tag, please note the asset tag # so we can keep track.
3. Prepare & Account for Bulk Items
* Switch to the function Tab, for each bulk items select the checkbox for those items. You can then use the Action > Prepare button to mark it prepared.


3.Test electrical equipment
4. Check for Group Booking entries.  There should not be any.  It denotes an issue.
* Lights should be plugged in to insure they are in working order.  
* Group Booking is a serialized asset that was not scanned.
* Fix the problem:  Is it a missing asset tag?  Is it an unknown asset tag number?  Let's solve it.


4. Post Inspection
* For equipment kits (dana dolly, teradek, Bartech, generators, etc…) it is essential that all accessories in the package should be accounted for.
* After an item is inspected / Tested, the OUT column should be updated with the count of items and accessories.
* Any accessory missing '''Post on slack's #current-rental''' so replacement can be ordered or the item located.
* Put equipment together for client pick-up
* 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.
* Move clipboard to the Pick-Up Column
 
 
= Client Pick-Up =
= Client Pick-Up =
When the client arrives to pick-up their equipment, grab the clipboard with their order from the Pick-Up column.
When the client arrives to pick-up their equipment:
# Verify the Order has BOTH the Agreement & the CCA - Current Opportunities default view has Contract, CCA & Paid column indicating the status.
* Verify the has Accepted the Agreement
# Verify that the order has been paid for or will be paid for prior to departure.
** Under "Approval Documents", A document with "Agreement" in the title should be presend and marked "Accepted".
# Go through the equipment with them, double checking the count in the OUT column.
** Sometimes it does not show up there.  Look at the discussions and see if a document Accepted is present.
# Client is free to test the equipment at the shop to insure it is in working order.
[[file: Order_Accepted.png | border| 500px| center]]
# Once satisfied with the entire order, they sign in the signature block.
** "Rental Approval, Agreement & Payment accepted" either in the discussion section or approval Documents section.
# Email a PHOTO of all checkout form pages to checkout@jmlrental.com. Subject: CHECKOUT #<order number>. This will be used to update the CurrentRMS order with the correct quantity and track the return.
* '''Verify that the order has been paid for or will be paid for prior to departure.'''
# Move the clipboard to the Returns column.
** In the "default" view, there is an invoiced column.
a. A rental agent will update the clipboard with the returns form once the order has been updated in current.
** "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.


b. Do NOT print a return form prior to the agent updating the order.
'''Once client leaves with equipment, go to the order's Detail View, Function Tab, Select everything and use the Action > Book Out to mark everything as booked out.'''


== Adding to order on the fly ==
== Adding to order on the fly ==
Line 50: Line 58:
If the invoice has not been paid:
If the invoice has not been paid:
* Agent should update the Order in CurrentRMS
* Agent should update the Order in CurrentRMS
* Invoice should be updated on Square
* Client needs to approve the updated order via link
* Add the equipment manually to the form
* Pay order via the updated link
* Ensure updated invoice is paid for prior to departure.  
* 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:
If the invoice has already been paid:
* Agent should create a new order in CurrentRMS for the additional equipment
* Agent should create a new order in CurrentRMS for the additional equipment and add an "- ADDITIONAL" to the order name.
* New invoice should be generated on Square
* Client needs to approve the updated order via link
* A 2nd Checkout form should be printed and filled out.
* Pay order via the updated link
* Ensure new invoice is paid for prior to departure.
* Sales agent then issues, post and emails invoice
* Both orders should be on the same clipboard.
* Client fills out the 2nd checkout form too.
 
 
 
-----
Updated: 11-01-2021

Latest revision as of 12:43, 10 January 2022


Order Processing Details.jpg

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.

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. Prepare & Scan gear with Asset Tags

  • Make sure you are in the Detail View, Allocate Tab, "mark as prepared" slider is YES.
  • Make sure you are in the asset text box and scan the items with the scanner.
    • A good scan should have a bloop sound with a green box
    • A bad scan will have a glass shattering sound and a red box.
    • If you get a bad scan, you should investigate why - Usually a Wrong item (Spring Loaded C-Stand instead of Non-Spring Loaded?)
  • Inspect the equipment as you scan it.

3. Prepare & Account for Bulk Items

  • Switch to the function Tab, for each bulk items select the checkbox for those items. You can then use the Action > Prepare button to mark it prepared.

4. Check for Group Booking entries. There should not be any. It denotes an issue.

  • Group Booking is a serialized asset that was not scanned.
  • Fix the problem: Is it a missing asset tag? Is it an unknown asset tag number? Let's solve it.
  • For equipment kits (dana dolly, teradek, Bartech, generators, etc…) it is essential that all accessories in the package should be accounted for.
  • Any accessory missing 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.

 

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.
Order Accepted.png
    • "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.
Is Paid.png
  • 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.

Once client leaves with equipment, go to the order's Detail View, Function Tab, Select everything and use the Action > Book Out to mark everything as booked out.

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.


Updated: 11-01-2021

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