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.
- Make sure you are in the asset text box and scan the items with the scanner.
- A good scan should have a bloop sound with a green box
- A bad scan will have a glass shattering sound and a red box.
- If you get a bad scan, you should investigate why - Usually a Wrong item (Spring Loaded C-Stand instead of Non-Spring Loaded?)
- 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.
Updated: 11-01-2021