Reserve and Issue Equipment

Work site equipment can be reserved or issued in the Equipment Issuance pages. Multiple types of equipment can be reserved or issued in the Equipment Issuance page while a single type of equipment can be reserved or issued in the Equipment Issuance (single) page. Both pages are accessible from the Process menu on the Resource Card; the Equipment Issuance page is also accessible using Tell Me.

Issuing equipment (multiple)

  1. On the Resource Card, select the first piece of equipment that needs to be issued.

  2. On the Home menu, choose the Equipment Issuance action.

  3. If one person needs all of the equipment, enter their resource in the Default Person No field. Otherwise, leave this field blank.

  4. In the Equipment No. field, enter the needed equipment.

  5. In the Person No. field, enter the person who needs the equipment. This field may be populated by the Default Person No but can be changed.

  6. In the Project No. field, select a project if the equipment related to a project.

    Note

    This equipment will not be used in the project budget calculation. If you need to include equipment in the budget calculation, you need to set up a service resource.

  7. In the Start Date field, enter the first date that the equipment is needed.

  8. In the End Date field, enter the date that the equipment is no longer needed.

  9. In the Comment field, enter any information that is relevant for this equipment request.

  10. If the start date is in the future, choose the Reserve Equipment action to reserve the equipment for that time period.

  11. If the start date is today, choose the Takeover Equipment action to remove the equipment from the available equipment list.

Issuing equipment (single)

  1. On the Resource Card, select the equipment that needs to be issued.

  2. On the Home menu, choose the Single Equipment Issuance action.

  3. In the Person No. field, select the person who needs the equipment.

  4. In the Project No. field, select a project if the equipment related to a project.

    Note

    This equipment will not be used in the project budget calculation. If you need to include equipment in the budget calculation, you need to set up a service resource.

  5. In the Start Date field, enter the first date that the equipment is needed.

  6. In the End Date field, enter the date that the equipment is no longer needed.

  7. In the Comment field, enter any information that is relevant for this equipment request.

  8. If the start date is in the future, choose the Reserve Equipment action to reserve the equipment for that time period.

  9. If the start date is today, choose the Takeover Equipment action to remove the equipment from the available equipment list.

Unavailable equipment

If the equipment is not available because it has been issued for the date(s) needed, the values in the Start Date and End Date fields change to red italic and a message is shown at the bottom of the page stating that the resource has been issued for the needed date. These changes are visible when you leave the End Date field.

Choose the ellipsis button in the bottom right corner to open the Equipment Entries page, where you can view where the equipment is reserved or issued and depending on circumstances, cancel the entry, process a return, or take it over to another person (see Equipment Entries).

When entering multiple types of equipment in the Equipment Issuance page, you cannot complete the issuance process if one piece of equipment is unavailable. Either change the date to when all equipment is available or remove the unavailable equipment from the page.

Tip

To quickly find out the current location of unavailable equipment, open the Resource Card and check the Current Location FactBox. If it was issued to a person, their name will be shown; if it was assigned to a project, the project number and description will be shown as well.

Equipment that belongs with other equipment

Equipment is often booked/used together with other equipment parts. This additional equipment must be linked to the main equipment in the Belongs to Equipment No. field on the Resource Card page.

When reserving or issuing multiple types of equipment in the Equipment Issuance page, a message opens stating that additional equipment was found and then you must confirm the message to insert the linked equipment.

Example

An excavator always needs two additional shovels. On the Resource Cards, both shovels will refer to the excavator in the Belongs to Equipment No. field:

Equipment No. Description Belongs to Equipment No.
EQU001 Excavator <Blank>
EQU018 Wide Shovel EQU001
EQU019 Slim Shovel EQU001

When the excavator is added to the Equipment Issuance page, a message opens about the other equipment and then after choosing the Yes button, the wide shovel and slim shovel are added to the Equipment Issuance page.

Equipment entries

Once equipment has been reserved or issued, you can view the status and perform other administrative tasks in the Equipment Entries page, which is accessed using the Tell Me feature, from the Resource Card, Project Card (if assigned to a project), or on the Role Center in the Reserved Equipment and Issued Equipment cues in the Equipment part.

The Equipment Entries page shows all equipment that has been scheduled for issue (Reservation) or is currently issued (Takeover). The starting and ending dates are shown as well as the date when the takeover was processed (Issuance Date) and who needs or has the equipment. Entries can be cancelled if there is no longer a need for the equipment or can be marked as lost or broken if something has happened to the equipment. Additionally, reserved equipment can be issued when the reservation is starting and issued equipment can be returned.

The Open checkbox is selected for equipment that has not be cancelled, returned, or is not issued as of the work date. This means that the equipment will show as Available in the Resource Card.

Single or multiple entries can be issued or returned at once.

Issue reserved equipment

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Equipment Entries, and then choose the related link.
  2. Select the reserved equipment and then choose the Takeover Equipment action.
  3. Choose the Yes button to take over the entries.

The Type field changes from Reservation to Takeover and the Open checkbox is cleared, which means the equipment is no longer available for reservation or issue during the time frame.

Return issued equipment

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Equipment Entries, and then choose the related link.
  2. Select the issued equipment and then choose the Return Equipment action.
  3. Choose the Yes button to return the entries.
  4. A request page opens for you to select a new resource location for the return.
    • If returning to the same location, choose the Cancel button.
    • If returning to a new location, select that location and then choose the OK button.

The Return Date field is changed to the work date and the equipment is available for reservation or issue.

If a new location was selected, a new entry is made in the Resource Locations list with the return date set as the Starting Date.

Tip

You can see which equipment is past due for return on the Role Center in the Due Equipment cue in the Equipment part.

Transfer equipment to another person

Instead of manually returning equipment and then creating a new equipment entry, equipment can be transferred from one person to another by running the Takeover Equipment function from the Equipment Entries page.

  1. On the Equipment Entries page, select the line with the equipment to transfer to another person.
  2. Choose the Takeover Equipment action.
    The Equipment Issuance page opens.
  3. Change the Person No. field to the person taking the equipment.
  4. Change the Start Date and End Date fields to the new usage range.
  5. Enter any comments that are relevant for the equipment transfer.
  6. Choose the Takeover Equipment action and then close the Equipment Issuance page.

A new takeover entry is added to the Equipment Entries page for the equipment and in the originating entry, the Return Date is automatically set with the work date and the Open checkbox is cleared.

Cancel reserved or issued equipment

Reserved or issued equipment that is open can be cancelled by choosing the Cancel Entry action on the Actions menu. The entries are set as Cancelled and the Open checkbox is cleared.

Mark issued equipment as lost or broken

Reserved or issued equipment that has been lost, stolen, misplaced, or broken can be managed by choosing the Mark as lost / broken action on the Actions menu. When the function is run, a message opens asking if you want to mark this entry as broken or lost and then another message opens asking if you want to block the equipment resource.

The entries are set with Type = Lost / Broken, the Return Date field is set with the work date, the Open checkbox is cleared, and the Blocked toggle is turned on in the Resource Card. If this equipment is selected in the Equipment Issuance page, the values in the Start Date and End Date fields change to red italic and a message is shown at the bottom of the page stating that the resource is blocked. These changes are visible when you leave the End Date field.

If the equipment is recovered or fixed, then it can be placed back into the available equipment list by turning off the Blocked toggle in the Resource Card.

See Also

Set up Work Site Equipment

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