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 similar to this:

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

1. Verify the Order has BOTH the Agreement & the CCA - Current Opportunities default view has Contract, CCA & Paid column indicating the status.
2. Verify that the order has been paid for or will be paid for prior to departure.
3. Go through the equipment with them, double checking the count in the OUT column.
4. Client is free to test the equipment at the shop to insure it is in working order.
5. Once satisfied with the entire order, they sign in the signature block.
6. Put a PHOTO of all checkout form pages on the #rental-paperwork slack channel.
7. 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.