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:
1. Move Items to staging area
[[File:Sample Checkout Form.jpg|center]]
 
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!


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):
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.


1. Move Items to staging area
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.


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!
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.


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.
* 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 '''Post on slack's #current-rental''' so replacement can be ordered or the item located.
* 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.
* 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 [[Check-out 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 Pick-Up =
* Client is free to test the equipment at the shop to insure it is in working order.
When the client arrives to pick-up their equipment, grab the clipboard with their order from the Pick-Up column.
* Once satisfied with the entire order, they perform an electronic signature on the checkout form.
# Verify the Order has BOTH the Agreement & the CCA - Current Opportunities default view has Contract, CCA & Paid column indicating the status.
** On the shop tablet, find the order in Current RMS.
# '''Verify that the order has been paid for or will be paid for prior to departure.'''
** go to JML - CHECKOUT (under Print section on right hand side)
# Go through the equipment with them, double checking the count in the OUT column.
** Select Approval URL
# Client is free to test the equipment at the shop to insure it is in working order.
** Click the Link
# Once satisfied with the entire order, they sign in the signature block.
** Click Approve
# Put a PHOTO of all checkout form pages on the #rental-paperwork slack channel.  
** And tablet to client to fill name and sign pick-up form.
# Move the clipboard to the Returns column.
a. A rental agent will update the clipboard with the returns form once the order has been updated in current.


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 ==
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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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