Equipment Check-out: Difference between revisions

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== Order Prep ==
[[Category: Rental Operations]][[Category: CurrentRMS]]
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 (see sample form)
[[File:Order Processing Details.jpg|frame|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):
= 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
1. Move Items to staging area
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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. Overheads should be taken out of the bag and make sure the fabric is not damp. It does not necessarily need to be unfurled.
* 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.


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 that the order has been paid for or will be paid for prior to departure.
* Verify the has Accepted the Agreement
# Go through the equipment with them, double checking the count in the OUT column.
** Under "Approval Documents", A document with "Agreement" in the title should be presend and marked "Accepted".
# Client is free to test the equipment at the shop to insure it is in working order.
** Sometimes it does not show up there.  Look at the discussions and see if a document Accepted is present.
# Once satisfied with the entire order, they sign in the signature block.
[[file: Order_Accepted.png | border| 500px| center]]
# Email a PHOTO of all checkout form pages to checkout@jmlrental.com. This will be used to update the CurrentRMS order with the correct quantity and track the return.
** "Rental Approval, Agreement & Payment accepted" either in the discussion section or approval Documents section.
# Move the clipboard to the Returns column.
* '''Verify that the order has been paid for or will be paid for prior to departure.'''
a. A rental agent will update the clipboard with the returns form once the order has been updated in current.
** 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.


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


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.
 
== Client Returns ==
Prior to the client arriving, print out the returns form for the order and ADD it to the clipboard in the return column. The return clipboard should have both the (signed) check-out and the returns form for an order.
 
Note 1: Make sure to use Download as PDF and print that form. Otherwise, there is no pagination and keeping individual sheets with an order is a pain.
 
Note 2: Print the return form either the day before, or the morning of the return to ensure the state of the equipment is correct. Printing the return form on the day of the pick-up results in out of date information, and no count in the OUT column.
 
When the client arrives for their return, get the order clip-board from the Returns column.
 
Equipment should be collected to one of the staging areas.
 
Before the client leaves, they need to sign the return form.  They can elect to wait until we finish inspection, in which case they can get a copy of the return form or they can leave at return.
 
Ask client about ANY bulb burn-out.
 
1. Equipment Count
 
For each item on the form, perform a count and write it down on the IN column.
 
Be especially diligent with kits to ensure all accessories are returned and none are missing.
 
Missing equipment should be noted and flagged immediately.
 
2. Equipment Check
 
Inspect the gear & note issues on the form. Pay special attention to the following:
 
* OVERHEADS: Take out of bag & inspect for tears, stains, WETNESS
* Flags: Inspected for tears, stains, holes
* Lights: Plugged in and tested – If light is burnt, we can charge for burn-out
* Spare Globes: Check for breaks/burnout.  On break we charge
* Electronic: Verify proper operation (monitor, BarTech, Teradek)
Once an item is inspected, a Checkbox is put in the Check column.
 
3. Post Inspection
 
Email a photo of all return form pages to returns@jmlrental.com
 
Return working equipment to proper location
 
Broken equipment should be tagged and put at repair station.
 
 
== Return Exceptions & Special Cases ==
=== Missing Equipment ===
If a client return is missing a piece of equipment and it is not readily available, mark the missing piece on the return.  If the client says he’ll return it, we give them 24 hours before we charge.  If it’s missing, we’ll potentially charge the card on file.
 
=== Broken Equipment ===
 
=== Broken Globes ===


=== Burn-Out ===
Our policy is to not charge for globe burn-outs. However, the client has to be upfront about it!


A burn-out globe put in the spare box and us not being informed means we can send an order out without a working spare. Unacceptable


A missing globe can’t be ascertained as to burn out or breakage.
-----
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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