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 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 that are zip tied are presumed ok. If not zip tied, it should be taken out of the bag and inspected.
When inspected, if a note is made on an item and the item has a asset tag, please note the asset tag # so we can keep track.
3.Test electrical equipment
- Lights should be plugged in to insure they are in working order.
- Walkies should be turned on and checked.
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.
- Verify the Order has BOTH the Agreement & the CCA - Current Opportunities default view has Contract, CCA & Paid column indicating the status.
- Verify that the order has been paid for or will be paid for prior to departure.
- Go through the equipment with them, double checking the count in the OUT column.
- Client is free to test the equipment at the shop to insure it is in working order.
- Once satisfied with the entire order, they sign in the signature block.
- Email a PHOTO of all checkout form pages to checkout@jmlrental.com. Subject: CHECKOUT #<order number>. This will be used to update the CurrentRMS order with the correct quantity and track the return.
- 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.