Rental Equipment Planning

inventory_category_128_hotThis article describes considerations in setting up Rental Equipment inventory in terms of a general understanding on how Rental Vision organizes information.  By properly numbering and naming the rental items in your rental equipment fleet, your system will run more efficiently and you will be able to maximize the experience of using Rental Vision.

Rental Equipment is divided into 2 major categories; Serial Equipment and Non-Serial Equipment.  All Rental Equipment items will have both a Common Name and a unique Equipment Number.  Below is a description of these terms and how they impact Rental Vision.

Serial Equipment

Pieces of equipment for which you maintain individual records (e.g., trucks, compressors) must be set up as serial numbered equipment.  If you have a number of serial equipment items that are all the same, then the serial items would have the same Common Name and would only differ by the unit number.

Any Metered Equipment or items, such as blades, for which you measure and charge for wear, must be set up as a serial equipment.

With serial equipment, you will get reports and sales information on each individual item.

Serial Equipment Numbers

The serial equipment number is a unique identifier for a specific equipment item.  The equipment number consists of a Department, a Group and a Unit number.  Each serial rental item is assigned a unique serial equipment number, therefore the quantity of each serial item is 1.   Below is a description of the parts of the serial equipment number.

Department.  This is the major grouping for this item and is used in Reporting.  It is a 2 digit number between 01 and 99.  Each of the items in the Department are like items.  For Example, you might create a group for Trailers, Landscaping, Earth Moving Equipment, etc.

Group.  The group number when combined with the Department identifies the Equipment item. The Common Name is a friendly name for the Department/Group.  Depending upon how the system is configured, this can be anywhere from 2-4 digits.

Department + Group = Common Name.  For items that have the same Common Name, only the unit number portion of the serial equipment number is different.

Unit.  When combined with the Department/Group (Common Name), this identifies a specific item. For Non-serial items, the unit number is always zero since we are not tracking individual rental items.  This can be from 2-4 digits.

Serial Equipment Number Example

The image below depicts an example of organization for serial items.  In the case of the first 2 items, since they are the same type of equipment and rent for the same amount and have the same specifications, they have the same Department, Group and Common Name.  This allows the user to request an item by Common Name and the system will auto assign the unit to be rented based upon a set of rules such as least rented item.  The third item in the example not the same specifications as the first 2 and so it has a different common name and a different group number while remaining in the same department.

 

SerialNumbers2

 

Non-Serial Equipment

Equipment too small or too inexpensive to warrant individual accounting should be entered as non-serial numbered. For example, if you have 50 chairs, set up a Common Name item for CHAIR and the quantity on-hand is 50.  If you have different colored chairs, then set up a separate non-serial item for each color.

Set up non-serial items when you do not care about tracking individual rental items but instead you want to manage each of the items as a collection.

Non Serial Equipment Numbers

The Non Serial Equipment number is a unique identifier for this item.  Non Serial Items can have quantities greater than 1 unit and you track non serial items as a collection of items and not on an individual basis like a serial item.

Below is a description of the parts of the serial equipment number.

Department.  This is the major grouping for this item and is used in Reporting.  It is a 2 digit number between 01 and 99.  Each of the items in the Department are like items.  For Example, you might create a group for Tents, Tables, Chairs, etc.

Group.  The group number when combined with the Department identifies the Equipment item. The Common Name is a friendly name for the Department/Group.  Depending upon how the system is configured, this can be anywhere from 2-4 digits.

Unit.  Always zeros for non serial items.  This can be from 2-4 digits.

Non Serial Equipment Number Example

With non serial equipment items, the Common Name is also unique and there is a quantity associated with each Common Name.  In the example below, we have some chairs in department 25 and a table in department 30.

 

NonSerialNumberPNG

Common Name

Easy to remember short name up to 12 characters long that represents either the group of Serial or Non-serial items that are the same.  Below are some simple rules for assigning a Common Name.

1.  All one word with no spaces in the middle.  No one is going to remember how to apply the rules for when and where there are spaces.

2.  Always begin the Common Name with at least one letter. When looking at the Price Book or other reports in sequence by Common name, it is best to group similar items.

3.  It is the best practice to assign a single person for adding inventory and creating Common Names.

Equipment Numbers

The equipment number consists of a department, a group and a unit number.  Below is a description of each:

Department.  This is the major grouping for this item and is used in Reporting.  It is a 2 digit number between 01 and 99.  Each of the items in the Department are like items.  For Example, you might create a group for Tents, Tables, Earth Moving Equipment, etc.

Group.  The group number when combined with the Department identifies the Equipment item. The Common Name is a friendly name for the Department/Group.  Depending upon how the system is configured, this can be anywhere from 2-4 digits.

Unit.  When combined with the Department/Group (Common Name), this identifies a specific item. For Non-serial items, the unit number is always zero since we are not tracking individual rental items.  This can be from 2-4 digits.  Below are some examples:

Equipment Group Unit: 10 550 001.  This would mean Department 10 Group 550.  Department 10 Group 550 would also have a Common Name assigned to it list BOBCAT753.  I can run a report on BOBCAT753 which will give me information on all of the units that I have or I can specify Unit 001 if I just want information on that specific unit.

Equipment Group Unit 44 123 000.  This would mean Deparment 44 Group 123 and would have a unique Common Name Assigned like CHAIRWHITE.  Since the Unit number is all zeros, this means that this is a Non-serial item and we do not track the activity of an individual chair.

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