Product Status Codes allow for a more detailed level of control on the physical or logical status of Rental Assets within the Systematic Rental Management application.
Sometimes certain rental equipment is included in the Rental Fleet, but at times it should not be available for rent, depreciated, and/or transferred to a different division. Status codes simplify the process for ensuring equipment is inspected, cleaned and serviced properly after every return if required.
Rental groups can be flagged to prompt to alter the status code for an asset when returned, exchanged or entered on a work order. The status codes can also be configured to create a work order during the rental return process.
A checklist can be automatically generated during the return or exchange, with service or maintenance instructions according to the division and the product status code.
If generating a work order is not required the status code can be configured with a delay feature which will revert the status of the asset to “Rental Ready” after a specified amount of time. This allows for a set period to clean up and prepare the asset for the next rental without utilizing a work order.
Setup
Create Checklists - System Maintenance Menu -> Configure System Settings -> Operations Tab -> Inventory -> Product Check Lists
A checklist can be assigned to a status code action (discussed later) and will print as a separate document when an asset is returned. Most organizations use a manual sheet that a service technician fills out during the return inspection. Product Check Lists allows a user to add/change/delete check lists for printing.
Create the Status Codes - System Maintenance Menu -> Configure System Settings -> Operations Tab -> Inventory -> Product Status Codes
The status codes must be created in Product Status Codes. This option is used to create more status codes and assign permissions to allow or not allow rental equipment to be rented, or depreciated.
NOTE: When creating a status code is make it easier to utilize two digit, characters (no numbers) for the code. (i.e. WB, Wash Bay)
A message can be associated with each code that is displayed on the screen if the operator attempts to execute one of the actions that is not allowed for products having this code.
The system provides three default codes that can be modified as well as their associated warning message. Codes can then be manually assigned or changed on relevant rental equipment in Rental Inventory (Inventory Control -> Rental Inventory), or Update Product Status Code (Utilities Menu -> Inventory Control -> Status Codes Menu -> Update Product Status Code).
Auto Status Code Updates - System Maintenance Menu -> Configure System Settings -> Operations Tab -> Inventory -> Product Status Codes -> UPDATE button -> Actions option -> Status Code Actions By Group
After creating the status codes for assets SRM must be configured to handle the processes that are triggered. Auto Status Code by Product/Group is used to configure what status code is set for groups/products during the return or exchange transaction.
Back Office Parameters - System Maintenance Menu -> Configure System Settings -> System -> Company & Divisions -> Division Parameters
There are five different flags with Rental System Divisional Parameters that can be activated to use the status code processing. Note that as these parameters are configured per Division, if a Company utilizes multiple Divisions each Division configuration should be reviewed.
- Delivery/Pickup Parameters – Update Product Status Code at Pickup: Enabling this flag to will change the status code (or prompt for the status code) when a pickup ticket is created for the asset.
- Inventory Parameters – Two-Step Transfers Update Status Code: This flag will enable the status code updates during transfers completed in Internal Branch Transfers.
- Return Parameters - Update Product Status Code at Rental Return: This flag activates the status code change during the Rental Return.
- Return Parameters – Update Product Status Codes at Exchange: Activates the status codes change during an equipment exchange.
- Work Order Parameters – Prompt for Product Status Code: When enabled a prompt appears to change the status code of the asset when a work order is closed (internal or external).
Operations
Rentals, Exchanges, Returns
When the status codes and parameters have been setup properly the end user or counter operator has very little different to complete. They will continue to generate transactions and may have a new prompt based on the requirement of updating a status code.
The equipment availability lookup from the Counter Worksheet, Enter Contracts, etc… will display the current status code of the asset. This is important as the user can determine based on the current status code if the asset requires a cleaning or is hard down in the repair shot.
Service, Repairs
Service operations will no longer be required to create work orders based on repair requirements or damaged equipment from a return as the operator completing the return can set the status and create a work order (or it may be generated automatically).
The service team will still update the work order parts, labor and service accordingly. A new prompt will appear when they close a work order which will allow them to update the status code.
Utilization Reporting
Reports Menu -> Utilization -> Rental Utilization Reporting Menu -> Rental Utilization Report by Status Code
Status code processing has utilization reporting that can be configured and run automatically. Reporting classes and groups can be defined to allow you to organize the inventory into sets other than the inventory class/group structure. Rental Utilization Report Setup is used to customize the Rental Utilization Report for your organization. The report headings can be defined and specific product status codes can be assigned to each column.
The report prints product totals and utilization percents by Group within Product Class, broken down by the product status codes specified in each of six columns. Status codes to be excluded can also be specified. The Rental Utilization Report can be generated from this option as a report or as e-mailed output. The analysis can also be generated by a scheduled and run automatically by SRM at a designated time. More detailed information about the Automated Job Scheduling is available in the help file.