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Equipment List Header Information
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| · | The Palm Ref is the unique number that is entered in the Palm Pilot Barcode Scanners so equipment that is scanned is checked out to this specific list. This number is unique, and cannot be edited.
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| · | Eql Ref is the identifier for the selected equipment list. A setting in the configuration utility determines how this number is formatted. By default, the number is prefixed with the Job Number, and then a creation number is used. So, in the example above, this is the third equipment list created for Job number J173. This setting may be shut off, which will then number the equipment list for all jobs in creation order. This typically can lead to some confusion as a single job can have widely varying numbers such as EQ6, followed by EQ19, followed by EQ37. This number is unique, and a setting in the configuration book determines if the number is editable.
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| · | The Title allows a user to apply a title to the specific equipment list. By default the Title uses the Job Title AND the Eql Ref. This information may be overwritten by the user.
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| · | The Date Out and Date Back is one of the most critical pieces of information as these dates are what determines the availability of the equipment on the selected equipment list. This information is entered using the standard calendar functions in Eclipse.
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| · | The Setup, Show and Derig or Strike dates are provided as extra information for the selected equipment list. If entered, this information will appear in the diary module. This information is entered using the standard calendar functions in Eclipse.
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| · | The status of the equipment list is critical in determining the availability of the equipment on the list. The system statuses in HireTrack are
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| Quote | No equipment is reserved for equipment lists that are in quote status. The availability checking will include the quoted equipment, but only on the quoted equipment list.
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| Provisional (HP) | A provisional status will reserve equipment, however, these equipment lists may be filtered out from the availability checking. The (HP) means these orders are Heavy Pencil or Highly Probable equipment lists and should be accounted for during the availability checking.
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| Confirmed | A confirmed status will reserve equipment for the specified period. Confirmed Equipment Lists affect all equipment lists during the same date range.
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| Active | An active equipment list means that equipment has been sent out and is unavailable for rental. Equipment that is returned early on an Active equipment list is available for rental once it has been returned.
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| · | The Av. Display is used to toggle the Availability column of equipment list between 1 of choices. When the H is depressed, Eclipse will calculate the availability of the equipment against all other lists that have a status of Provisional, Confirmed and Active or higher. When in this mode, the Availability column in the lower grid will display HPAv. When the C is depressed, Eclipse will calculate the availability of the equipment of the equipment against all other lists that have a status of Confirmed, Active or higher. When in this mode, the Availability column in the lower grid will display ConAv. When the XX Hrs. Prep button is pressed, Eclipse will calculate the availability of your equipment for the number of hours selected prior to the date out of your equipment list. This display function makes it easy for the user to see if any equipment will be prepped quickly before the date out. When in this mode, the Availability column in the lower grid will display PreAv. When the Off is depressed, Eclipse will not calculate the availability as you add equipment. This allows a user to create a list without concerning the availability until the list is completed. When in this mode, The Availability column in the lower grid will display the last selected Availability Display. Click Here for more information about Availability Calculations.
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| · | The Show Composites  button will expand all composites so the user can see the components of the composite in the lower grid.
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| · | The Notes  button is used to store and enter notes related to the entire equipment list. When a note has been entered into this field, a green box will highlight the icon. Simply press the button, and a form will open which will allow entry of information.
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| · | The Group by is used to sort the equipment list in the working view. When the R is pressed, the equipment will be grouped by the Case column. When the T is pressed, the equipment will be grouped by category. However, it should be noted that the components of priced aliases are assigned to the same category so they will appear together. Equipment added to an equipment list as a reminder in which the "Bind Reminders" has been selected are also assigned to the same category so they will appear together. The Off button is selected by default, and therefore equipment will appear in entry order.
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| · | The Search Function  allows a user to locate a specific type of equipment on the equipment list. When the drop down button is selected the Smart Find Window displaying the equipment. Select a type of equipment and Eclipse will search from the selected point on the equipment list downward. Press the Find Again  button to find the same type again on the selected equipment list.
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| · | The site function determines the method of shipment between the sites, and therefore checks the availability of equipment depending on the number of hours it takes to transfer equipment from one location to another. For example, if you configure the Normal shipping method to take 72 hours to get from one location to another location, and your out date is June 10 and your back date is June 15, then Eclipse will check for any conflicts from June 7 until June 18. However if the express method is used, and it takes 24 hours to transfer equipment from one location to another, then Eclipse will check for any conflicts from June 9 until June 16. For job transfers, Eclipse will assume that if the equipment is not being used, then it is available for use by any location. However, Eclipse will also assume that once you are finished with the equipment it will be returned to the originating location.
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| · | Return Site
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| · | Depending on whether the Out or In buttons are pressed, the barcode field is used to enter a barcode number for either scanning in or out your equipment barcodes. Either scan your equipment with your serial barcode scanner, or simply type the barcode of your item. If you are entering a typecode, then you should enter your typecode, a comma, and the quantity to be checked out (Ex.: 1234, 10).
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| · | The AutoAdd/AutoReturn button is represented by the barcode symbol. When this is depressed a user may open a blank equipment list and begin scanning barcodes or entering typecodes without verification that the scanned equipment is to be added.
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| · | The import from portable reader button  activates Eclipse into reading the file that has been imported by your portable barcode scanner. This file location is configured when you install the software for transferring data from your data collector to your computer. If you are using the Palm Pilot Scanner (Symbol SPT-1800) and have scanned equipment from different equipment lists, Eclipse will check out the equipment on those lists without first opening them.
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| · | Right clicking on the import from portable reader button will open a dialogue box which will prompt the user for the location a text file containing only typecodes and quantities (Ex.: 1234,10). This feature allows a user to create a text file of information in another application like a web page or spreadsheet. Once created, the user can then build an equipment list from this information.
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| · | These selections can also be made from the Equipment List Menu under the Mode selection
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| · | The Disc field is used to apply a discount to all lines of an equipment list. It is important to understand that each line of an equipment has it's own discount that may or may not be equal to the value entered here. If an equipment type has a maximum allowed discount of 10% and a value of 15% is entered in the Disc field, the equipment will maintain it's maximum discount of 10%. If a user enters a 20% discount on a line of equipment, and then a 15% discount is entered in the Disc field, the line will maintain it's 20% discount.
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| · | The Price Grp drop down window is used to determine which daily rate for your equipment you wish to use. If you have set all four of your currencies to the same currency type, then you can select from any of these currencies or you can select from the extended pricing function.
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| · | The Hire Days is a calculated value used to calculate the pricing of the equipment on your list. This number is calculated using the number of days between the date out and the date back of the equipment list. A user may edit this number if needed to automatically calculate the proper pricing. An example would be a 1 week rental may have the price calculated as 1 day by simply entering a 1 in the number of hire days. Conversely, if you wanted to charge a 2 week rate for a 1 week rental, enter 14 in the HireDays field.
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| · | The Price Lock check box locks the equipment list total price so additional equipment may be added to the equipment list without impacting the cost. Many times, a sales person will create the equipment list that will be used to create a quotation for the customer. This list will not typically contain information about support equipment such as cables or small parts. Once the price has been agreed upon, the sales person can lock the price of the equipment list, and an equipment control person can add or edit the list without impacting the total price. When the price lock check box is unchecked, you may append additional equipment to the list which will then be charged. When unlocking an equipment list, you will be prompted:
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| This will lock the existing lines so a user can adjust the total pricing without impacting the individual line prices. When these lines are locked, a very light grey background will indicate which lines have been locked.
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| · | The Eq Total field is a sum of the lines of the equipment list. There are times when a user needs to enter a total price for the order instead of a series of line prices. To use the "bottom line pricing" function, simply enter an amount in this window, and Eclipse will automatically discount the lines of the equipment list to sum the total price. Maximum discounts and manually entered discounts are respected during this process. This price does not include sales tax or VAT.
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| · | The Add'n Total is a sum of all "markups", which is a defined percentage of the equipment list total.
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| · | The Total is the sum of the Eq Total plus the Add'n charges.
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| · | The Paid check box is a simple check box, which allows a user to indicate receipt of funds for an order. There is no link to accounting or to invoices.
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