Equipment Maintenance

inventory_category_128_hotUse this function to make changes to your rental equipment records.


Search.  Allows you to search for the equipment record. See Search Settings.

Common Name.  (Display Only) This is a short name for the item and is unique for any Department and Group numbers.  See Rental Equipment Planning for more details. To change the common name of an item, use the function Change Name or Department Number.

Description.  Provide whatever description for the item.

Serial #.  If this is a serial item, then you can record the serial number of this unit.

UPC Code.  Enter the UPC code if you are scanning this item for any purpose.



Minimum Time. This is the minimum time that rental equipment can be used.  This field works in conjunction with the Minimum Charge.  For the time period specified in the Minimum time, the Minimum charge will be used regardless of whether the item is returned early. Use the 1 Event Minimum Time to always charge the Minimum Charge and ignore the other rates.

Minimum Charge. Works in conjunction with the Minimum Time and is used if the the rental item is used for less time than specified in the Minimum Time.

Extra Hours. Rate charged for each hour after the Minimum Charge.

Daily/Weekly/Monthly/Yearly.  Rate charged for each period.  Rate calculations may vary, but the standard rate calculation would charge the least rate for each scenario.  For example, charge the Daily Rate if this is less than what would be charged for the Minimum Charge plus any Extra Hours. Charge the Weekly Rate once the sum of the Daily rates exceeds that of the Weekly rate.  This does not apply if you are using 1 Event Minimum Time.

Overnight Rate 1/Overnight Rate 2.  Allows for 2 overnight rates and requires a change to the standard rate calculation.

Weekend Rate 1/Weekend Rate 2.  Allows for 2 Weekend rates and requires a change to the standard rate calculation.

Holiday Rate 1/Holiday Rate 2.  Allows for 2 Holiday rates and requires a change to the standard rate calculation.

Suggested Deposit.  Amount for suggested deposit or zero. There is also a system option to calculate the Suggested Deposit based upon percentage of rental.

Price Code. Used in discount matrix where you can specify certain rental equipment and customers receive a discount. Default to zero.

Rate Calculation Type. Used in custom rate calculations where you can have different rules for different types of rental. Default to zero.

Taxes. Use the check boxes to set if this equipment is subject to the taxes specified.



Vendor.  Enter the vendor associated with the purchase of this item. You can select the Add Vendor Icon to add a vendor or the Remove Vendor Icon to remove the current vendor.

Purchase Price.  Price paid for item.  If this is a non-serial item, then enter the last purchase price, average price, or other pricing option.

Purchase Date.  Last Purchase date.

Sell Price.  This would be the price that you would sell this item for.  In some situations, you may want to convert a rental to a sale at the time of returning a contract due to customer breakage. The system will use this price as the sell price in those situations.

Manufacturer.  Name of the Manufacturer.  You can also Add the manufacturer web site and access it through the drop down area provided.

Model. Model name of the item.

Investment LTD.  Total amount invested in the item to date.

Alternative.  Another rental item that this item can be substituted for in case this item is out.  This is usually a similar item but is the next size larger.  When it is added to the contract, it will retain the rates of this item.  For example, you may specify a larger capacity compressor for a smaller capacity.  If the smaller capacity is out of stock, the system will offer the larger capacity at the same price as the smaller capacity.

Turnaround Time.  Amount of time required to make the returned rental item available for rent again.

Item # for fuel.  If this is a rental item that requires fuel, this is the inventory item that will be included automatically on the contract.

Fuel Units Used.  Minimum amount of fuel used to appear on the contract.

Damage Waiver.  Use the drop down to select the method used to calculate damage waiver.

Free Fields.  These can include any additional information you want to collect.



For non serial equipment items, skip this section

Availability.  This is display only.

Out. Out date of last contract.

Due In.  Due in date of last contract.

Current Contract #.  Contract number this item is currently out on.

Last Contract #.  Previous contract number this item was rented on.

Date to Rent.  This is the first date that this item is available to rent.

Fixed $ per Day.  Fixed amount for damage waiver.

License #.  For vehicles, this is the vehicle license plate.

Renewal Date.  Date when license/registration of vehicle is due.

Depreciation Active.  Checked if this item should be depreciated.

Ownership.  Code that determines the ownership of this item. Default is zero.

Free Field #1/Free Field #2.  Numeric fields that can be used to any purpose.

Dimension Fields.  Use these fields to further describe the item. These can be printed on contracts and picking slips and used to determine shipping requirements.



For serial equipment items, skip this section

Availability.  This is display only.

Last Rental Date.  Last date this item was rented.

Enter # Used of fuel on return.  If checked, you are required to enter the amount of fuel used for items that have a fuel item.



Allows you to attach an image.  See Attaching Images.


Related Items

Related items are other items that you want to suggest when this item is rented. When this item is added to a contract, the Related Items form will appear and the user will have the opportunity to add related items to the contract.  A Related Item can be an Equipment, Inventory, Parts, or Comment.

Press the Button Related Items at the bottom of the grid.  A new row will be added to the grid.

Sequence #.  Display only.

Type.  Using the drop down in the grid, select the type of related item.

Related Item.  Enter the name of the item. The system will search if there is not an exact match to what is typed in.

Description.  Display only.


Warning Messages

A Warning message is a message that you want to associate with this item and you want to print these warning messages on the contract. Warning messages are predefined and reusable messages.

Edit Warning Messages.  See Editing Warning Messages.



Provides various summary information regarding the history of this item.

Recalculate.  Press this button to have the system recalculate the history for this item.  This is rarely required and only used if it is suspected that the values need to be updated.



Provides various summary information regarding the repair history of this item.

Repair on Return. If checked, the system will change the status of the item to In Repair when the item is returned.

Service on Rental.  If checked, this item can be serviced as part of the rental.  An example of this is a portable toilet that needs to be serviced while in rental. This requires the Service Management features to be installed.

Create Work Order.  If Repair on Rental is checked, this can be set to create a work order when returned.

Hours in Repair.  Number of hours in repair.

Repair Type. Select repair type to create with the Create Work Order option. Requires the Service Management features to be installed.

# of Open Work Orders. Display only.

$ LTD.  Display only.



This is used to enter additional information about the Equipment item.

If you are starting without any existing specifications, you should use Notes instead. See Adding Notes.



This tab is available only for serial items.

See Adding Warranty Information.



This tab is available only for serial items.

See Adding Warranty Information.


Current Activity

Displays any contracts that this item is currently on.  Double click the row on the grid to load the Edit Contract form.

Copy.  Select a row and press this button.  The system will load the Copy Contract form and allow you to copy this contract to a new contract. See Copying Contracts.


Contract History

Displays the contract history for this item. You will first select a date range and then press the Refresh button.

Date Range. Enter the Date Range.

Refresh.  Press this button to refresh the grid.

Copy.  Select a row and press this button.  The system will load the Copy Contract form and allow you to copy this contract to a new contract. See Copying Contracts.

Output.  Select Contract to create a Contract Report. See Contract Reports for more details on how to customize these reports.  Select Contract to produce individual contracts from the refreshed list.  Use the select checkboxes on the grid to select the contracts included in the report.

Preview.  Previews the report. If Contract output is selected, this is not enabled.

Email.  Email the report or contracts as an attachment.

Print.  Print the report or contracts.



This is where you add and subtract from your Equipment inventory.

If this is a serial item and the item is currently on rent, you will not see the Dispose Of button.

See Purchases and Disposals for more information.


New. Select the New button at the footer of the page to add new equipment. For more information see New Equipment.

Delete. Select the Delete button at the footer of the page to delete equipment.

Cancel. Select the Cancel button at the footer of the page to exit the Equipment Maintenance function.

Save. Select the Save button at the footer of the page to save your updated equipment information.


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