When looking for the right rental or sales product number to add to a rental document such as Contracts, Reservations, Invoices or Quotes, this equipment search utility provides a broad choice of selection criteria and filters.
Customizing the Search:
Following is an outline of the product search prompts and the
default settings available with the inventory search feature.
These default selection filters can always be over-typed.
When Both is selected, the resulting product list for Rentals is displayed first.
Select one of the following:
Note: If response time for this search appears to be slow
because there is a very large volume of inventory data, filtering
the search by a single location or by a selection of locations will
use an optimization feature and will speed up the return of the
search results.
A divisional default can be setup for inventory searches on
documents in the Divisional Inventory
Parameters.
The Allow Selection Of Products For Documents From Other
Locations flag in the Company Security
Parameters controls whether operators can select products to
put on a document from locations other than the location defined on
the document header.
When this restriction is set and the user does an equipment search,
the locations where the products are available will be displayed
but the product cannot be selected from any location other than the
contract location.
A warning will be triggered when searching from Counter Worksheet,
Reservations, Quotes, Contracts, and Invoices, and products
available at locations other than the document location must be
transferred first.
For an inventory search on a document this defaults to the
Customer to Clone as defined in the "Customer Settings" of
the operator's Divisional Contract
Parameters.
The Customer # can be over-typed and a Accounting Customer Search window is
provided.
Note: If this Inventory Search tool is used on a Counter Worksheet Details before the customer has been defined in the Worksheet header, then the Customer selected for the first search becomes the default customer for the document. Pricing taxes, discounts, etc are then also based on this customer in the worksheet drill down inquiries.
The Apply Discounts To Search Results flag in the Company Inventory Parameters controls whether the customer's rental and sales discounts are also reflected in the inventory list results from the Inventory Search.
Note: If this Inventory Search tool is used on a Counter Worksheet Details before the document dates have been defined either in the Worksheet header or in the Rental Period window, then the dates selected for the first search becomes the default dates for the document.
Check this box to return only available products.
This search respects the Product Status
Code "Rent" and "Avail" flags, as well as committed quantities
in the resulting calculations.
Uncheck this box to return available products and also products
that are not currently available.
Rental Inventory can be further filtered
in the search based on Tag information in the following
prompt.
Leave this box unchecked to exclude "Inactive" products in this
Inventory Search.
Check this box to include "Inactive" products in this Inventory
Search.
Select NO TAGS to include rental products that have no
Asset Tags assigned.
Select NEITHER to exclude Rental
Inventory that have no Asset Tags or
have all tags Disposed.
This becomes the selection and the other options are disabled when
the search is just for 'Sales' or is for "Available Only" (box
above is checked).
Select BOTH to include rental products that have been disposed or that have no tags.
Note: In product searches on the documents the quantity is also
considered and so Rental Inventory with no quantity is not returned
on a search from the Counter Documents regardless of this Tag
information filter.
However Rental Inventory with zero quantity does respect the
"Include Based on Tag Info" when the search is initiated from
Inquiries, Reports, Purchase Orders or Rental
Inventory.
Uncheck this box to exclude rental products with no quantity and
with all tags disposed.
Check this box to include rental products that have been
disposed.
Note: When the Class filter is used for the product search, inventory items that do not have a location record will not be included in the results for the Class.
Using the Group search on Purchase Orders or Reservations, will put the Group itself on the document, where as using the Group search on Contracts or Invoices requires a product in the group to be selected.
Note: When the Group filter is used for the product search, inventory items that do not have a location record will not be included in the results for the Group.
A field in Groups controls whether a Group that is selected with a quantity greater than one, is listed on the worksheet as a single product detail line with a multiple quantity, or as multiple line items each with quantity one.
Products flagged with a Product Status Code defined as not available to rent, are not included in the count available.
Note: Sometimes when the available Group quantity does not match the sum of the products available within that Group, it is because a Group has been committed on a Worksheet or Reservation, but the specific product has not yet been selected.
To search for a product using a few characters within the
description, preface the characters with %
e.g. %OO would find DRYWALL TOOLS, PLASTIC SPOONS, FLOOR SANDER,
STEEL DOOR, SAFETY BOOTS, COARSE STEEL WOOL
Refer to Add Sales Parts or Add Rental Products for detailed instructions on adding new products.
Note: This functionality is only available when the search window is generated from controlled menu options, and the ability to add new inventory, classes, or groups on-the-fly is controlled by role permission assigned to the operator.
Select Model Number to search for the Sales or Rental
product using the "Model Number" assigned in one of the Rental
Equipment Make/Model and Re-Order
Information or Sales Product Re-Order
Information windows.
This search option is not available with the Display Groups
option.
Enter all or a partial character sequence to search for all products having those characters in the Model Number.
Select Licence/VIN to search for a non-bulk Rental
product using the first or second "Licence Plate" number or by the
"VIN" number assigned in the Make/Model and
Re-Order Information.
This search option is not available with the Display Groups
option or for Sales parts.
Search Results:
Products can have and be searched for using multiple descriptions
but only one product record per location is listed in the resulting
paging screen, displaying the first description that meets the
selection criteria.
However the description returned to the document will always be the
primary product description for the customer language.
Optional Inventory Search features based on search location include:
The details on the resulting Inventory Search list include:
The rates that are displayed are the first three company default rates flagged to show in the "Rate Book" in Company Default Rates.
Note: If the customer has not yet been determined for the document, such as on a worksheet that starts with product entry, the taxes and damage waiver charges reflect the values defined for the clone cash customer of the operator's default division. If the clone customer has several options for damage waiver %, the first option in the list will be used.
The serial number for non-bulk rental items is also displayed,
along with the Bin#, and product full description.
The last contract with last customer and site are displayed.
The document Rental Rates window is
triggered if this division is setup to allow rate changes at the
counter.
The "Next Activity" field displays the next document information
for this product and only applies if the product has a future
booking pending.
Sales Parts
To view sales items with the prices, taxes and quantity available,
press <F5>, or click on the VIEW SALES button
at the bottom of the screen.
This button is only enabled when 'Both' has been selected in the
initial search filters.
Press <F9> or click the EXP/CON button on the
Sale items screen to view the Bin#.
Groups
If the option to Display Groups was requested, the rental
groups are listed by number, with description, available quantity,
location, and rates.
The available product count respects the Product Status Code flags as well as committed
quantities.
Press <F9> or click the EXP/CON button on the Group screen, to view any rates including the tax, or including the tax and damage waiver.
SELECT
Note: In the Counter Worksheet special select options are offered, as outlined in the section below that addresses the Unique Equipment Search Features on Worksheet.
Note: This window for a component part will display information on the primary product for this component.
Groups
When Groups are listed in the paging screen the window on the
Select column accesses the inventory statistics by location,
as outlined in Current Sales Inventory or
Current Rental Inventory.
Note: In the search by Group on a Purchase Order, Quote or Reservation, the Group itself is added to the document, where as when searching by Group on a Contract or Invoice, a specific product in the group must be selected.
AVAIL
The current quantity available for this location is displayed.
If the quantity at this location exceeds the field size, ***** are
displayed, so to view the actual quantity window on the
Select field to access the Inventory
Inquiry and then drill window on the Locations option.
If the Use Requirements when Calculating Availability feature has been activated for the division in the Division Inventory Parameters any Non-bulk rental equipment that is NOT available, will display the assigned Product Status Codes or one of the following reserved codes:
* If the Use Requirements when Calculating Availability feature has not been activated for the division, then only the four reserved codes C, R, W, O are recognized in the product selection results for the division.
If AVAIL displays it means one of the following:
Bookings:
LOC
The location of the quantity for the record is displayed.
N/A displays for the location if there are no Location (RSIL)
records when the quantity is zero or not applicable (N/A) for the
product.
Sales - PRICE
PRICE WITH TAX
The price for sales products including taxes is displayed.
The tax rate that is used in this calculation is controlled by the
Default Tax for Misc Reports and Inquiries set in the
Company Taxing Parameters.
Rentals - RATES
Errors:
If nothing was returned as a match in
the search, check the following:
Unique Equipment Search Features on Worksheet:
Alternatives to pressing <F3> or ACCEPT to close the selection window include:
When the selection is complete on the worksheet, the product detail lines are added automatically with quantities to the document without requiring the cursor to stop at each field. If adjustments are required, the operator can always change from Add to Change mode and arrow back up to the relevant field to make changes to quantities, prices or rates.
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