Create a New Purchase Order:
Begin by creating a new Purchase Order and selecting the appropriate type: Cross Hire. (Note: The type may vary depending on your setup. Approval limits are configured per Purchase Order type within each user's permission profile.)Select Rented Objects:
Use the drop-down menu or right-click to select Rent Objects. In the next window, choose the required Object Class. If the necessary Object Class doesn’t exist, you’ll need to create it first.Set the Unit and Dates:
- The unit will default to Days as the rented object will be hired for a specific period.
- Complete the Purchase Order details, ensuring you set the correct Collection Date (when the equipment will arrive at your warehouse or be picked up) and Return Date (when the equipment must be returned to the supplier).
By following this workflow, you’ll streamline the approval process and ensure proper communication with your kit room team.
Once the PO is approved you can now click on the little green plus or if you are the Approver you will be presented with a popup asking you whether you want to create the corresponding Check In and Check Out.
Dispatch Module - kit room:
When the kit arrives, it can be scanned into the Check-In using the supplier’s barcode:
- Highlight the relevant line and scan the barcode. The scanned code will be added to the Number column.
- Note that this item won’t become part of your database, but its details will be stored within the Purchase Order and the Check-In record.
The PO will show the Status: Received:
As soon as the job is done that you needed this camera for, a Check Out task is waiting for the kit room guys and all is planned to send this item back to the supplier.
The Status of the PO will then automatically be changed into: Returned.
Cross Hiring directly from the Booking
This is only available if the Booking is a "Dispatch Workflow Booking". The corresponding setting in the Toolbox > Booking Defaults > Booking Names > Server Setup have to enabled.
If you need to cross hire equipment you will need to add the Object Class of this object to any Booking. Click on the Object's icon and select > *Rent Objects* > *Raise Purchase Order*.
A Purchase Order window opens, with the Project linked to it. The name of the Purchase Order is taken from the last Object Class selected inside of the Booking Involved window. For each Object Class selected a new PO line is created. You can now adjust the PO with a supplier and adjust the rates as well.
The *Collection* and *Return* Date on the Purchase Order is set automatically to *-1 day from the Booking Start Date and +1 day from the Booking End Date. Those days can be adjusted.
Once the PO is created the Object Class in the Involved Booking will have the PO number next to their name [Object Class Name / PO: xx] and the little cart icon at the end of the line. This cart icon is clickable and brings you to the corresponding PO.
Once the PO is approved the option*"Create Check In/Out For Renting xx Units" is amiable so the PO Check In (when the rented equipment will arrive or will need to be picked up) and the PO Check Out (when the equipment needs to be returned) can get created.
You will get a popup asking *"Would You Like To Create The Checkin / Checkout For This PO's Object Now?"*, after the approval and clicking on OK.
When clicking on *"Yes"* select the *Collection / Return Date*. In the New Check In window click OK and you will be directed back to Purchase Order window. In the right upper corner you will see the corresponding links to the PO Check In in green and and red for the PO Check Out.