1 Equipment Search

2 Equipment Inquiry There are multiple ways to search the equipment rental file. Searches can be done on: Serialized Equipment And/Or Bulk Rental items Completing the search allows you to view such items like the equipments availability, rental rates, and equipment location.  NOTE: The system allows you to view equipment information for other locations. Remember, you must get authorization from the assigned locations before being able to reserve or rent any equipment.

3 Equipment Search: Search Types From the Equipment Search screen you may search through six different options. If you leave the search criteria blank, the search begins from the start of the sequence. Search Word (Opt. 1) – Allows us to search by word on bulk and serialized equipment. Cat/Class (Opt. 2) – Searching by Cat/Class lists equipment by Category and Class. Using just the category displays ‘like’ equipment items. Equipment # (Opt. 3) – Entering equipment # takes you to Equipment Detail screen: if left blank; system lists equipment by number for serialized equipment. Serial # (Opt. 4) – This is most commonly used to find serialized equipment numbers. Worksheet (Opt. 5) – This option is designed to find equipment packages. This search is not location specific; therefore, not commonly used. Equipment Misc. (Opt 6) – Used to find equipment based on miscellaneous comments found in the equipment file for serialized equipment.

4 Equipment Search: Finding Equipment Because we are in single location mode, all the equipment in this location will be displayed in either alphabetical or numerical order depending on the type of search. From any of these search screens you can further refine your search by using the delimiter lines underneath your options. The delimiter lines are helpful when you are searching for an item, and are unsure of name or description. Type in partial words or numbers. Delimiter bar search will display associated items.  NOTE: These searches could take some time so be patient.  Helpful Hint: Be sure to explore all the available combinations to find what works for you. Options at the top of the screen and search F Keys at the bottom are available throughout.

5 Equipment Search: Rates F-key Unfold The F11 key is used to ‘unfold’ the line items to display more detailed information on the line item. F11 in this example will display the following information. Mileage – if available Rates – hourly, minimum, daily, weekly and monthly When opening the field using the F11 key, all the rates should be populated. If they are blank you need to have whom ever has the proper security level to add the rates for the cat class into the Master Rate File. To enter into the Rate File, going through the Operations Menu, you need to enter into the Rental Maintenance (Opt. 51), then to(Opt 14) Rate File.  NOTE: This function is helpful when quoting rates to a customer on multiple items because the additional information is at hand.

6 Equipment Search: Location Selection The Cat/Class Availability screen displays equipment or bulk rental items available by location for rental. It lists the current status for each location using the following fields and associated codes: A - Available for Rent N - Returned Quantity – places item in ‘less than 4 hours’ status. This status indicates items that need to be checked out before returning to an available status. I - Scheduled for Pickup – equipment that is still on rent waiting to be picked up and returned. R - Inside Shop/Out for Repair – equipment placed out of service that needs repair. T - In Transit – equipment being transferred between one store and another. O – On Rent – items on open rental contracts Using the availability calendar allows you to: Monitor equipment levels to ensure inventories will meet your rental needs. View alternative locations that have the needed equipment in stock to meet your rental needs.

7 Equipment Search: Equipment Selection After selecting a cat/class or location from the previous screens, one of two things will happen: First Option: Select a Bulk Rental item. The system displays the cat/class master record for this bulk equipment. Second Option: Select a Cat/Class for serialized equipment. The system displays a list of equipment for that Cat/Class. The first time you enter the Equipment Selection screen, the system will show all equipment available for rent for your location. Hit F8 to view all equipment, regardless of status, in a specific Cat/Class.  NOTE: If this screen is blank when you enter the item you either have no equipment for this Cat/Class or your equipment is on rent or out of service.

8 Equipment Search: Equipment Detail After selecting a piece of serialized equipment, the system takes you into the Equipment Detail screen for that item where you can view detailed information. Notice that the detail screen displays any information needed on the available equipment: The Cat/Class (useful when searching or reserving an item), the equipment number, current status, make model and serial number of the equipment. Who owns the equipment by assigned location, and where it currently is located. A brief description of the last transaction or moves that equipment has made. If more information is needed you can view the transaction by hitting F6  NOTE: Only the managers are able to view the equipment detail, which gives replacement value, and maintenance cost for the equipment.

9 Equipment Search: Rental History To view the rental history for an item, hit F4 from the Equipment Detail screen. Listing of all the transactions that have occurred for the item is displayed including: All invoices and open rentals. Any transfer that has taken place between stores. Any credits that may have occurred. The system allows us to track what customer has had the equipment, what location has been renting the item, and who created the transaction.  NOTE: To dive deeper into the detail you can select the transaction to see job information, notes, and rental rates.  Helpful Hint: Again, if you want to refine the search, use the delimiter bars to sort out unwanted information.

10 Equipment Search: Work Order Inquiry When the status of a piece of equipment shows out of service, hit F10 to view the reason why it has been placed out of service. This screen displays the maintenance history for the selected piece of equipment including: The work order number if the work order is open or closed, and the reason why it is out of service. To view the detail of the repairs completed, select a work order, once in the selected work order you are able to view the cost break-down on parts and labor.  NOTE: The Work Order Inquiry is a useful tool to view why the equipment is out of service. The advantage is that the counter can see what is happening to the equipment without having to physically run back to the shop and track down the equipment.