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Item Availability
This article covers some of the features of Item Availability.
Topics included in this article
Item Availability
Getting There
Expert
- Program Menu > Item Availability > Item Availability
- Counter System > Item Availability
Elite
- Left Menu > Item Availability
Selecting an Item
Once in Item Availability, you will be prompted to look up an item in the Inventory Selection screen. You can search for items by searching by the item key, name, number, part number, or search. You can also use the category selection to list all the items in a category. Additionally, you can use the "Show Items" filters and the Recently Viewed drop-down. Recently Viewed is a search history that allows you to see previously searched items. It will store previously accessed record items in the drop-down list. Please note that this will only store record items that have been opened. Selecting the item from the drop-down menu will open the item in Item Availability.
Select the item, and it will open in Item Availability.
Viewing a Header Item
Up & Down Arrows - The up and down arrows can be used to select the next or previous item. If you click the up arrow next to “Key,” then the previous item by “Key” will be displayed. If you click the down arrow next to “Part Number,” the next item by “Part Number” will be displayed.
Key, Name, Part No, Number - Click on any of these blue labels, and an Item MORE screen will appear, displaying the items from the current item. If you click “Key,” the items will be displayed in “Key" order. If you click “Name,” the items will be displayed in “Name” order.
Serialized - This button will display all the serialized items under this header. This button only displays for Rental Header Items.
Wait List - You must have allowed the wait list box to be checked under the options tab in the item record.
Viewing a Serialized Item
If you view a serialized rental item in Item Availability, it will also display the label showing whether it is available, unavailable, Reserved, down for Repair, on an IMO or ISO, or on order, so you can quickly see the item's status at a glance.
| Status | A hierarchy dictates which status is displayed. This label is also visible in the serialized selection and inventory selection screens. If an asterisk exists, more than one contract contributes to the status. In the inventory selection screen, the label can be selected to open a new window that lists the contracts that contribute to the status. |
| Header | This button will display the Rental Header item for this serialized item. This button only displays serialized items. |
| Kits | This button displays the kit associated with this item. It only displays items with kits defined. |
| Bin Location | Double-clicking in the gray space to the right of the item number will prompt the user to enter an ID and password. If they have the security to do so, they can update the bin location from here. This security can be changed on Item File, in File and Field Security, through the ‘bin location’ option |
| All Stores | This button displays all the items from all stores that match the current item's key. It is only displayed for multi-store systems. |
| Quantity | This section provides specific information about the quantities relative to the item. You can also find this information by hovering over the label and triggering a tooltip.
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| Previous | This button divides the calendar into 4-week periods. It is only available if a contract is dated before the displayed period. |
| Today | This button will set the calendar to start for the current week. |
| Hourly | This button will display the hourly availability for the current item. The hourly availability will be displayed for a 9-day period. This button will only be available if there are contracts on this item for the current period. The screen will look similar to the following screen: |
| X Total Contracts |
This button will display the details for ALL the contracts with the current item on them. X denotes the total number of Open & Reservation contracts written for this item. Please note that after this button, contracts will show overdue. When looking at the contract details for a specific store, all items being transferred into that store via Transfer Contracts will be displayed as well. |
| Pictures |
This lets you right-click in the box and paste a picture of the item. Once the image has been entered, double-click on it to enlarge it. Please note, on SQL databases, users can also drag and drop images from File Explorer into their intended item record. |
| Quote | This button allows you to get a price quote for a certain quantity and a specific item period for the current item. You will also be able to change quotes to a reservation or open a ticket. |
| Missed |
This button allows you to add an item to the Missed Rental Report. This is done when someone calls in for an item that is not available on the desired date. Click the Missed button to add the item. When you click on this button, the following screen will be displayed. Enter the appropriate information in Customer, Quantity Desired, and Approximate Rental Amount, as well as the reason for the missed rental and any additional notes. Then click the OK button. |
| Tear Sheet |
The button will print out an item information sheet that includes the item rates, pictures, and notes for the item. This can be given to a customer for pricing purposes. |
| Wait List |
This button will put a customer on the waiting list for this item. It will only be displayed if the item has “Allow Wait List” checked. Please note, if the waiting list button is missing, then the item you are viewing in item availability does not have the box checked to allow a wait list in the file record. |
Viewing Sales Items
When viewing a sales item, the purchase price plus any additional expenses are displayed at the bottom of the rates column. When the operator hovers the mouse over the cost, a breakdown of this is visible.