Essentials Exchanging Serialized Items on a Contract

Topics included in this article

• Overview

• The Exchange Process

• Understanding Serialized Items

• When Can Serialized Items Be Exchanged?

• Common Reasons for Serialized Item Exchanges

• Reservation vs. Order Clarification

• Best Practice Recommendations                                                     

Overview

This guide explains how to exchange a serialized item on an active contract in Point of Rental.

This process is used when:

• A serialized rental item is already out on rent.

• The unit needs to be replaced (e.g., equipment failure, maintenance, oil change, damage).

• The replacement must be the same item type (same item name).

Exchange Process

Step 1: Access the Contract for Modification

If the customer needs a replacement:

1. Open the active contract.

2. Locate the serialized item line.

You will see the assigned serial number displayed.

Step 2: Use the Exchange Function

1. Locate the double arrow icon (⇄) next to the serial number.

        2. Click the double arrow icon.

        3. The Exchange window will open.

4. Select one of the other available serialized units.

5. Confirm the exchange.

The system will now:

• Remove the original serial number from the contract.

• Assign the newly selected serial number.

• Keep the contract intact.

Understanding Serialized Items

A serialized item is an item tracked individually by unique serial numbers (e.g., specific Bobcat units such as Serial #123, #456, etc.).

When renting serialized items:

• A specific unit must be selected.

• The system tracks that exact unit while it is on rent.

• Exchanges must maintain item consistency (same item name).

When Can Serialized Items Be Exchanged?

Serialized items can be exchanged when the contract is in:

• Order Status (most common)

• Reservation Status (less common, depending on store workflow)

Most rental stores select serialized units at the time of dispatch (Order status).
However, if a store selects serial numbers during reservation, exchanges can also occur at that stage.

Important Limitations

1. Item Must Be the Same Name

You cannot exchange:

• Bobcat 56 → Bobcat 65

• Any different item type

• Any different group item

The exchange must be:

• Bobcat 56 → Bobcat 56 (different serial number only)

2. No Group Functionality

Unlike non-serialized group items:

• You cannot swap to a different item within the same group.

• There is no “equivalent item” exchange option.

If a different item type is needed:

1. Remove the original item from the contract.

2. Add the correct item manually.

Common Reasons for Serialized Item Exchanges

• Equipment malfunction

• Preventative maintenance required

• Oil change or servicing

• Damage in the field

• Customer upgrade within same item type (same item name only)

Reservation vs. Order Clarification

The primary use case is exchanging a unit that is already out on rent.

Best Practice Recommendations

• Only use the exchange function when swapping the same item type.

• If changing item types, remove and re-add the item.

• Confirm availability of alternate serialized units before initiating the exchange.

• Document the reason for the swap in contract notes if required by company policy.