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Equipment

Topics Discussed Below

Adding an Equipment Item

Deleting an Equipment Item

Viewing Equipment Item History

Creating Your On-Shelf Inventory

Once you have created your equipment types, and added the equipment items, you can now create your inventory. You can choose to create your on-shelf inventory and keep an accurate count of the equipment that you have available for use.  When you create your on-shelf inventory, it is important to remember the Inventory Policy you choose when creating the equipment type.  If you chose the Manage Total Quantity policy, you can enter one item into the list and adjust the total quantity available. When the level reaches the low safety stock level the user is notified, when the level reaches zero the user can still assign the equipment. 

If you choose the Restrict by Total Quantity policy, you can enter one item into the list and adjust the total quantity available.  However, when the total available reaches zero the user will not be able to assign the equipment, the total quantity must be replenished before you can assign the item.  If you want to track individual items with serial number, use this policy.  When the serial number is selected it cannot be used again until it is removed from the assignment.   

Adding an Equipment Item

Once you have added in the Equipment Item, you can add specific pieces of equipment. This allows you to track the number of pieces you have available, the sites where the equipment is available, serial numbers, etc.

1.    Click Equipment/Services from the menu.

2.    Within the Navigation pane, click Equipment.

3.    Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type any portion of the record and then click the magnifying glass.

·         Click the Show All button.

4.    A list of equipment items displays. Within the list, double-click the equipment item that you want to assign pieces to. The Equipment window opens.

5.    Within the Show ribbon group, click the Items button.

6.    The window changes to the Items view. Click the top line marked with an asterisk (*), to add new items. Complete the following equipment information (required fields are marked with an asterisk (*)):

·         Warehouse Name – click the drop-down arrow to access a list and select the warehouse name. 

·         Vendor Name – click the drop-down arrow to access a list and select the vendor name

·         Serial Number – type the serial number, if applicable. If no serial numbers are present, cairs.net automatically enters “none.”

·         Purchase Order Number – type the purchase order for the equipment item

·         Site – click the drop-down arrow to access a list and select the site. The site drop-down list displays the bottom-most site first. After the ~~ is the complete path to the site. In the example below, we selected the Henderson site, which is a child to Las Vegas. Each site level is separated by a >.

·         Item Status* – click the field to access a drop-down list and select whether the item is Existing (in stock) or Unavailable (out-or-stock).

·         Total Quantity Available – type the total quantity available for this serial number, the field defaults to one (1).

·         Total Quantity Used – this field automatically populates when an equipment item is in use

·         Assigned – this field defaults to no until the equipment item is assigned to a component, once assigned the field automatically populates with yes. 

·         Rack, Shelf, and Bin – type the rack, shelf and bin name or number to provide the location of the equipment item within the warehouse.

·         Item Information 1 – 4 – use these fields to type any additional information regarding the equipment item. 

7.    To add another piece of equipment, click the Save & New button within the Actions ribbon group and repeat step #7.

8.    Within the Actions ribbon group, click Save (to save and stay) to continue working with equipment types or Save & Close (to save and exit) to return to the Equipment list. 

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Deleting an Equipment Item

1.    Click Equipment/Services from the menu.

2.    Within the Navigation pane, click Equipment.

3.    Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type any portion of the record and then click the magnifying glass.

·         Click the Show All button.

4.    Within the list, double-click the Equipment item.

5.    The Equipment window opens. Within the Show ribbon group, click the Items button.

6.    The screen changes to display all the associated pieces of equipment. Within the list, right-click the piece of equipment to delete and select Delete.

7.    Once you click Delete, a message box appears verifying that you really want to delete the piece of equipment. Click Yes within the box to continue or No to cancel the operation.

8.    Once selected, cairs.net draws a line through the item allowing you to delete multiple pieces of equipment at once.

9.    If you do not want to delete the piece of equipment, right-click the record to access a pop-up menu. Click Undelete.

10.  Once you select Undelete, a message box appears verifying that you really want to undelete the type. Click Yes within the box to continue or No to cancel the operation.

11.  Within the Actions ribbon group, click Save (to save and stay) to continue working with equipment or Save & Close (to save and exit) to return to the Equipment list. 

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Viewing Equipment Item History

1.    Click Equipment/Services from the menu.

2.    Within the Navigation pane, click Equipment.

3.    Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type any portion of the record and then click the magnifying glass.

·         Click the Show All button.

4.    A list of equipment items displays. Double-click the Equipment item. The Equipment window opens.

5.    Within the Show ribbon group, click the History button. The following read only information displays for each action performed on the set:

·         Action Name* – describes the completed action. For example, Add New Billable Cost or Update Billable Cost.

·         Custom Field Name – displays the field name of the modified information

·         Old Value – displays the old information

·         New Value – displays the new information

·         User Name -  displays the username of the person who completed the changes

·         Last Name/ First Name – displays the first and last name of the user who completed the action.

·         Activity Date* – displays the date the action was completed.

·         Source* – lists the computer’s IP address.

·         Work Order Number – displays the work order number for the order completed to make the changes, if applicable.

6.    Alternatively, you can click on the lower portion of the History button to access a menu, from the menu select Old History. The screen changes to display a list of all action taken on the equipment, to view more detail double click on the record. A window opens with a more detailed description of the action.  Within the Actions ribbon group, click Close 

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