icon:
Equipment Book
tab: Items
Press the
Add New Button to create a new record.
Enter a unique number for the barcode. If your barcode scanner is configured, you can press the Scan In check box and scan in the barcode to the barcode field. Select a type using the
Smart Find Window. If you have selected a type, you can choose Barcode and Stock In, and HireTrack will enter the barcode and increase your quantity owned by 1 unit, similar to the
Stock In function. If you have manually entered a barcode, you may press the
Quick Stock In button to increase the quantity owned of that type by 1 unit.
Owner:
Single site users: Owner will be inactive to select, however there will be a value visible, which is taken from the
location tab.
Multi-site users: You will need to determine which
location is the owner of this barcode.
Location:
Single Site users: The Location will be the physical location of where this item is stored in your warehouse.
Multi-site users: The location is which warehouse the unit currently resides. If the unit has been kept following a transfer, this will display which warehouse the unit is currently located.
Purchase Date, Purchase Price, Currency
All of the financial information about this item should be entered here. You can select a date, insert a price and set your currency. However, it may be easier to select the purchase audit link, which will automatically insert the price, date and currency from the matching entry on the stock in page.
Serial No
The serial number of the item is entered here. A search function to search by serial number is provided by clicking on the
Search button.
Our Stock No
This is an extra field that is used for storing an additional stock code. A search function to search by our stock number is provided by clicking on the
Search button.
Part Of
If a barcode is part of a
composite barcode, the master barcode will be displayed here if the
"Track Part of" has been chosen to display, which is on the comp code tab.
Last Job/Returned
Displays the last equipment list which this barcode has been scanned. To see prior equipment lists, click on the
Hire History tab. If the returned box is checked, the barcode is available for hire.
Deleted
If this box displays a check mark, this barcode has been deleted and is unavailable to be hired.
Purch Audit Link
The Purchase Audit Link is a link to the audit trail which allows a user to specify the purchase date and price based on the
Stock In entries made for this type in the audit database. Once selected, the purchase price, date and currency will be filled automatically from this information.
Sale Audit Link
When a barcode is deleted, the Sale Audit Link is a link to the audit trail which allows a user to specify a link based on the
Stock Out entries made for this type in the audit database.
Deleting an item/ barcode is a simple process, however when deleting a barcode it is simply marked as deleted. This is done in the event the equipment is found or returned. If it is determined that the unit will never return, the barcode can be permanently deleted and then reused.
The process of deleting a barcode is different depending on whether the item is still out on a job, or if it has been returned.
If you decide to permanently delete barcode, then you will need to delete the deleted barcode.
How to delete an item/barcode not out on a job
To delete a barcode that is
not out on any job follow these steps:
Icon: Equipment Book
Tab: Items
Select your barcode and highlight it.
Press the
Delete button.
You are prompted:
Press Yes
You are prompted:
Press Yes.
This will make an entry to decrease your stock level for this
type by 1 unit, and an entry is made in the Audit trail, similar to a
stock out function.
The Next window will allow to link the stock out of this type with the stock in. This provides you with exact information about when you purchased this item and when you disposed of this item.
Once the item has been marked as deleted, it will appear in grey italics :
and the Deleted box will be checked.
Show Me
How to delete an item/barcode that is out on a job
If an item has been checked out on an equipment list and needs to be deleted. The process is similar to above, however some extra steps are required, including possibly creating an invoice to the customer.
To delete a barcode that is
out on a job follow these steps:
Icon: Equipment Book
Tab: Items
Select your barcode and highlight it.
Press the
Delete button.
You are prompted:
Press Yes
You are prompted:
Press Yes and the item will be returned on the equipment list.
You are prompted:
If you would like to create an invoice for the item, which will be charged against that job, press yes. The amount charged will be the value of the equipment.
You are prompted:
Press Yes.
This will make an entry to decrease your stock level for this
type by 1 unit, and an entry is made in the Audit trail, similar to a
stock out function.
The Next window will allow to link the stock out of this type with the stock in. This provides you with exact information about when you purchased this item and when you disposed of this item.
Once the item has been marked as deleted, it will appear in grey italics :
and the Deleted box will be checked.
Show Me
Undeleting or erasing an item/barcode is a similar process to deleting an item/barcode. Undeleting the barcode will return the barcode to service. Erasing a barcode will permanently delete the record of the barcode and the barcode number is again available for use.
To undelete a barcode, press the
delete/undelete button.
You will then be asked:
If you select Yes, the barcode is undeleted and returned to the inventory, your stock level will increase by 1, and an entry is made in the audit trail.
If you select No, a confirmation window will appear:
If you select Yes, the barcode is erased, and all history of the barcode will be lost. No entry is made in the audit trail and the stock level will NOT decrease, as the barcode has already been marked as deleted.
