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Inventory Book |
  
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Inventory Book |
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The Inventory Book is where you enter what inventory of equipment you own. The inventory book serves 2 purposes:
| 1. | A record of the assets and value of all your equipment. This is typically done for accounting purposes |
| 2. | A record of the stock levels of what is available for hire and the rental price and price schemes. |
These two purposes are fundamentally different from each other and each serves a specific purpose. You will have equipment in your inventory book which you do not actually own in order to process your jobs. The stock level will be 0 and therefore that equipment will not contribute to the value of your inventory.
Equipment falls into 4 classes of equipment and then is arranged into 4 levels of organization. The four classes of equipment are:
Rental Equipment |
This is your hire equipment for which HireTrack will always look for it's return at the end of the rental. Rental Equipment can only appear on rental related equipment lists and forms. |
Consumables |
These are your consumable or expendable equipment such as batteries, tape, gel, etc. that are part of a rental order. Consumables can only appear on rental related equipment lists and forms. |
Sales (New) |
This is brand new "in-the-box" equipment used for sales and installations. HireTrack will never look for it's return, although facilities are included should the client reject or return the equipment. Sales (New) can only appear on sales related equipment lists and forms. |
Sales (Ex-Rental) |
This is retired on un-needed rental equipment, and is typically transferred from the rental class and then sold. Sales (Ex-Rental) can only appear on sales related equipment lists and forms. |
There are facilities to easily transfer equipment between classes although there are limitations. It is possible to:
| • | Transfer from Sales (New) Class to Rental Class |
| • | Transfer from Rental Class to Sales (Ex-Rental) |
Before you can enter this information, you must first understand how HireTrack NX sorts and arranges your equipment. Understanding these basic ideas will make the entry of your inventory much easier.
HireTrack NX sorts your equipment on 4 different levels - from very general to very specific. You decide the names for each of these levels and these levels build on each other, and therefore are best represented by a pyramid.
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Very broad descriptions and sometimes referred to as departments. You typically will have somewhere between 4 and 20 Master Categories. |
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a bit more narrow and are assigned to a Master Category, in other words Categories are a sort of "Sub-Master Category". An example would be a Category of "Speakers". They would be assigned to a Master Category of "Sound", or "Truss" would be assigned to a Master Category of "Lighting". |
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Form the core of HireTrack NX and typically represent the manufacturer, model number and description. Equipment Types are assigned a daily rental price, a price scheme and most importantly a quantity owned. The quantity owned is what the program will use to calculate availability for a specified period. Equipment Types are assigned to a Category, so a "Meyer UPA-1 Speaker" would be assigned to the category of "Speakers", which is in the Master Category of "Sound". A "VariLite VL3500 Spot Fixture" would be assigned to the category of "Moving Lights", which is in the Master Category of "Lighting". |
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Specific pieces of equipment, which typically have a serial number, but a serial number is not needed. These items will usually have, but not necessarily have a unique identifier like a physical barcode attached to them and may not be duplicated. Items are not required, but they will provide you with the ability track which exact piece of equipment is sent out on orders. |
NOTE: just because you have created a Type is does not necessarily mean you own any equipment - you need to stock in equipment to set the levels that are owned and where they are stored. It is a good idea to give some thought about how to best arrange your equipment before entering this information. Deciding how to set up equipment is the most important decision you will make when setting up HireTrack NX and it is vital that you get this right