CurrentRMS Employee Training

This is a suggested sequence to understand how CurrentRMS works and provide you with an understanding of how it works and how we use it.

Overview

This page is organized as an exercise where you will be creating an order from start to finish. We will also cover some special circumstances you might encounter.

• Take a look at the Rental Process Workflow to get a feel for how orders flow through the system.

First Complete Order

Let's go through the process of creating your initial quote.

Let's say YOU will be renting a simple setup: 1 Litemat 1 Plus, 1 C-Stand, 1 35# Sand bag

Creating a Quote (Sales Agent)

Take a look at Rental Inquiry & Quotes that goes over the process. Here are some notes on the order:

• Create a new Quotation and call it "TRAINING 1 - <Your Name>"
• For the Organization, put "<Your Name> Training" - Notice it does not exist. Use the Green Plus to quickly add yourself.
• Just fill in your name and your email address (so you see what the clients see).
• Don't worry about the dates or the rest of the fields in the Quotation.

Once the quote has been created, it's time to add the Equipment you want to rent. Take a look at Add Items to Opportunity. The Picker is the easiest thing to use for a small order like this.

• Search for "Litemat" in the picker to show the litemats
• Search for "sand" to show the sandbags
• Search for 40" (standard C-Stand length) to find the various C stands. Choose the NSL (non spring loaded).

Now it's time to send yourself a quote. Take a look at Email a Quote to see how sending a quote works.

• Use the business quote template

Take a look at the email you got. Open the PDF and see that the quote is similar to what you saw on the screen. I strongly suggest you fill out the information form so you can see what the customer has to fill out.

Proceeding with the Order (Sales Agent)

Now that you got the quote and are happy, you decide you will proceed with the order. Take a look at Order Processing for an overview of the process.

For this training session, do the following:

• Select "Convert to an order" on the right-hand Actions section to convert the quote to an order
• Select the "Rental Approval, Agreement & Payment" in the Print section
• Select the "Create Discussion" and the "Rental Approval Link" template and send it.

You should receive an email (as the client). Click the link in the email to view the live form. Do select the Approval Green button to approve the order.

You can also click the payment link to see what it looks like. Notice the amount has been automatically filled in.

When the order is approved, there should be a document that appears in the "Approval Documents" section of the order.

When payment is received, we would create the invoice, issue the invoice, post the invoice, and then email the invoice to the client (which would be marked PAID).

Putting Order Together (Warehouse)

In Parallel with the Sales Agent doing the Order (once approved), the Warehouse can start prepping the order. Take a look at Equipment Check-out for that process.

• Switch to the Detail view to prepare the equipment.
• Select the Allocate Tab
• Make sure the "Mark as prepared" slider is on YES

Normally, we would scan the gear that we prep. But for this exercise, we'll just put in the numbers manually in the "Asset" box. Type in the following numbers

• 101001
• 101002
• 101003
• 100670
• 3187
• 100495
• 1291
• 1928
• 1135

Those are all the items that are serialized. They should all now be marked with a green "Prepared" status. Notice that there are a number of items that are still in the "Reserved" blue status. Those are bulk items that we have to manually count.

In the allocate tab, you can select the V menu on the right of the item and set the stock allocation manually. Or instead, you can select the function tab, select all the bulk items via the checkbox, and under Action, select "Prepare"

Congratulations! The order is prepared and we're just waiting for the client to pick it up.

IMPORTANT NOTE: If something ever shows up as "Group Booking", it means that something that should have an Asset tag was NOT scanned. That's bad. Please make sure that you have no group booking on the order. If there are group bookings, let's fix the problem (missing asset tag, wrong item type, etc...)

Client Pick-Up (Warehouse)

When the client shows up to pick-up the gear, make sure that the approval has been received and the order paid.

Client then needs to sign a form saying they are happy with the gear they received. This is normally done on one of the galaxy tablet.

• Navigate to the order
• Select JML - CHECKOUT in the Print Section
• Select "Approval URL" Button
• Click the URL
• Client should click the Accept Button
• Type their Name and sign in the signature pad

We should receive the JML-CHCKOUT document in the Approval Documents Section.

Please do all of the above for your order... right now, we'll wait.

Once client has received all their gear, go back to the Order's Detail View tab.

• Select ALL the items (just choose the 1st checkbox in the header)
• under Action, select Book-Out
• Now the order is marked as Booked Out. The client has it.

Fantastic! You have done your first complete check-out of an order.

Client Return (Warehouse)

Take a look at the Equipment Check-in page for the overall process.

When the client returns the equipment, they are welcome to wait until we finish checking everything in, but most likely they'll want to leave. It is important for them to sign the form that they dropped off the gear (usually on a tablet)

• Navigate to the order
• Select JML - CHECKIN in the Print Section
• Select "Approval URL" Button
• Click the URL
• Client should click the Accept Button
• Type their Name and sign in the signature pad

Now, we should follow inspect all the gear that is returned. Select the "Check In" Tab and scan (manually enter) the gear that you are checking in:

• 101001
• 101002
• 101003
• 100670
• 3187
• 100495
• 1291
• 1928
• 1135

For the bulk items, go to the functions tab and select them and under the V menu, select Book In.

IMPORTANT: In the real world, you MUST check that the gear got returned properly and nothing is damaged / not working.

Once everything has been returned properly, without damages, we are ready to close the order. Select the "FINALIZE" button.

Bravo! You have completed your entire first order.

When things do go as planned

Your first order was pretty run of the mill and everything went well, but sometimes, there are issues that pop-up. This section goes through some of those situations.

First things, first, let's re-create your first order. To save time, we will clone the old order.

• Go to the Opportunities
• If you did not finalize the order, it should show up. Click on it
• If the order is not there, on the "View" pulldown, select Completed, the find your order (you can sort by start date) and select it.
• Once in the order, Select Clone Opportunity
• Create the Order
• You need Convert it to a quote.