How Purchase Orders Work with Cross-Hiring Equipment (video)

This article accompanies a video that demonstrates how purchase orders integrate with cross-hiring equipment. The video provides a step-by-step walkthrough of the process to ensure required equipment is available for bookings, even when it is not in stock, by facilitating rental from suppliers.

Initiating the Process from a Booking

The purchase order process begins inside a booking. When scheduling rental equipment:

Mark the required rental dates.
Select the necessary equipment, such as an Arri Alexa camera and a base plate.
If the base plate is out of stock, you must rent it from an external supplier.
Raise a purchase order (PO) directly from the booking screen.
Ensure that the dispatch workflow and division settings (if applicable) are correctly configured.

Purchase Order Configuration

Once the PO is created, the system automatically schedules collection and return dates:

Collection Date: Set for one day before the booking starts.
Return Date: Set for one day after the booking ends.

You can customize the PO details as needed:

Adjust the hire type (e.g., rename "cross-hire" to "sub-hire").
Select the supplier from whom the equipment will be rented.
Define the rental period (e.g., 5 days).
Set the rental rate if not predefined.

If you have the necessary approval rights, you can approve the PO, linking it directly to the booking for easy tracking.

Managing Outgoing Purchase Orders

To track the PO’s status:

Access the outgoing purchase orders section.
Search for the relevant PO to monitor its progress.
Once the rented equipment arrives, proceed with the check-in process.

Check-in and Check-out Workflow

Equipment Check-in

When the rented equipment arrives:

The kit room team processes the check-in.
The supplier details (e.g., Larsen’s Rental) and rented equipment (e.g., base plate) are confirmed.
A serial number can be scanned for accurate tracking.

Equipment Usage in Booking

Once checked in:

The rented equipment appears in the booking alongside other booked items.
The equipment is now available for use during the rental period.

Equipment Return and PO Closure

When the booking concludes:

Perform a checkout process to mark the rented equipment’s return.
The PO status updates sequentially (e.g., returned status when the base plate is back at the supplier).
The PO process finalizes once all rented equipment has been successfully returned.