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.

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.
• 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 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.

 

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.

• • "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.

• 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.

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Updated: 11-01-2021