Equipment Check-out

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.

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)

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

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

• 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 should be noted in the comment column and a manager should in informed so replacement can be ordered or the item located.
• 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.
• Additional accessories/items not on the form should be written down on the form and follow the same process.
• 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.

3.Test electrical equipment

• Lights should be plugged in to insure they are in working order.

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, grab the clipboard with their order from the Pick-Up column.

1. Verify that the order has been paid for or will be paid for prior to departure.
2. Go through the equipment with them, double checking the count in the OUT column.
3. Client is free to test the equipment at the shop to insure it is in working order.
4. Once satisfied with the entire order, they sign in the signature block.
5. 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.
6. 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.

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
• Invoice should be updated on Square
• Add the equipment manually to the form
• Ensure updated invoice is paid for prior to departure.

If the invoice has already been paid:

• Agent should create a new order in CurrentRMS for the additional equipment
• New invoice should be generated on Square
• A 2nd Checkout form should be printed and filled out.
• Ensure new invoice is paid for prior to departure.
• Both orders should be on the same clipboard.

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.

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.