Shortage Resolution

The Shortages Grid 

When a booking is saved that contains shortages, an entry is added to the Shortages grid. 

• Entries in the Shortages grid are cleared when they are no longer short. 
• The Shortages grid will not display shortages for bookings with a Warehouse Out date earlier then today’s date.

 Use this option to filter display items on the grid

Use the calendar, product groups, region and location options to further narrow the grid display contents

Resolve Shortages using the following options

1. Either substitute the unavailable item with another product 
2. Remove the item from the booking
3. Cross Rent the item i.e. rent/hire from an outside source to temporarily supplement your own inventory
4. Purchase a new item into stock i.e. purchase equipment that is to be added to your inventory permanently.
5. Transfer equipment from another location 
6. Mark an Item for Quick Turnaround
7. If using First Come First Served, review/change the reservation order of the item via Manage Reservations (see below)

Open Assigned Orders

From the Shortages Grid, Use Open->Assigned orders to see all products with cross rentals against them

Product details, cross rental dates, booking reference, PO and price are all visible at a glance!  

Highlight any product, then click  to open the associated order.

Open any Booking Showing a Shortage

To open the booking for any shortage on the grid, first highlight or select the shortage, then click the option below

Next click on the  Equipment Grid and find the product

Shortages can be resolved from the shortage grid or from within the booking as needed

Sub/Cross Rent to Resolve a Shortage

From the Shortages Grid OR from within the booking, select the items that should be sub rented, then select the 'new sub rental' option

from the Shortages Grid

from the booking

Enter vendor information, confirm other information is correct, then proceed to dates tab

Enter date required, return date and delivery information as needed

• Double click on an Price or value (that is not grayed out) to amend the value
• Click on the Tax Name to amend taxes

Once you've ensured delivery address and notes are as needed, save the cross rental using the  icon

Print Purchase Order and Pick List information as needed, then close the window.

Note the PO number and Cross Rental Booking number are provided for your reference.

Notice the items in the booking now show as resolved with the cross rental booking reference beside them

The items no longer appear on the Shortages Grid

Add to an Existing Order Against a Booking

Add to an existing order using the top Shortages menu 

Or right click on the equipment grid-->Shortages

Then select the order to add to

Manage Reservations

The RentalPoint availability system has two main settings; First Come First Served (FCFS) and Pooled Stock (PS). The setting that you use depends on your company workflow. When using FCFS, bookings receive stock in the order in which the items were reserved; the Reservation Date. This date may or may not be the same as the Warehouse Out Date. At times it may be necessary to change the priority of a product so a booking receives stock before other bookings. You can change the priority of a product by changing the Reservation Date via the Manage Reservation utility. 

Running Balance v Manage Reservations

The Running Balance displays bookings by the Warehouse Out Date. Although it still displays predicted shortages it does not provide you with the level of detail you need to make a decision on stock levels. The Manage Reservations window displays bookings by Reservation Date and allows you to change the Reservation Date. Manage Reservations can be used to adjust the priority of particular products or entire bookings. For instance, a product that's out for a day may be a better choice to cross rent than a product that's out for a week.

Accessing Manage Reservations

To open the Manage Reservation window, select a booking from the running balance window, then click the

The Manage Reservation Window

Manage Items Tab

The Manage Items tab lists all bookings that overlap the warehouse dates of the booking you selected in the Running Balance. These bookings affect the availability of your product. 

Glossary

 Access Scope Filters to 'Hide out bookings' and/or 'Show headings on booking list'

Switch selected reservations	Reset selected reservation to the current date
Select a new reservation date	Undo last action

The cables on blue highlighted booking below are short.  The yellow highlighted bookings overlap the same dates and are filled before the selected booking.

To switch the reservation order of two bookings, check the box beside each booking, then click

The booking order will change in the list

Display Headings

If headings can have their own dates then Display Headings can be checked. This option displays the individual headings within the bookings. If the Booked Date on the heading is changed it only applies the date to the items under that heading. 

 Operational #89 – Headings Can Have Their Own Dates and Times

Manage Booking Tab

	Switch the dates of two items. Select the first line by clicking anywhere or selecting the check box. To add a second line to the selection, click the checkbox to the left of the second line.
	Set selected line to current date and time.
	Change selected line to a specific date and time
	Since equipment can be added to a booking on an on-going basis, the original 'reserved date' may not be the same for all items on a booking.  Use this option to apply the same date booked to all the equipment on the booking.

 Transfer Bookings

When to use Location Transfer

1. If a location has a shortage and the product is available in another location, you can create a transfer to cover the shortage from another location.
2. You can also create transfers via the shortages grid. The shortage grid provides options to assign shortages via a cross rental, transfer or purchase order. See Resolving Shortages Article for more information on resolving shortages

Note that transfers don't have the same 'Fixed' option that sub hires do. Other than using the assigned booking's reservation date, transfers go into a pool of stock that you have available for rental at the destination; so there is the possibility of another booking at that location taking precedence over the assigned booking. Use ‘Manage Reservations’ option to resolve reservation precedence

Transfer Parameters

Transfer options are available under the Transfers section of set-up parameters.

Other parameters affecting transfers are:

• Operational #75 – Transport Dates in Cross Hires 
• Operational #132 – Displaying Transfers and Cross Hires

One Way Transfers (permanent transfers)

One way transfers are used when equipment is being transferred to another warehouse location permanently (or for an undetermined period of time). When you create a one way transfer, meaning that the equipment will remain in the location it is sent to the transfer booking will be archived as soon as all the stock has been checked in at the destination and the transfer has been marked in 'R' status.

• Once entered transfer bookings appear in the booking grid
• One way transfers are handled similar to a booking where they have one checkout and return except that the return happens at the destination location.
• If the equipment on the transfer is barcode tracked you need to check out the transfer booking FROM Location A and check it in to Location B.
• Assets being returned will be updated to reflect their new permanent location. if Operational parameter #65 is enabled, asset tracked items (checked out with a barcode) will RentalPoint Location Transfers Last Revised: Wednesday, Aug 8th, 2018 Page 3 of 12 be moved as soon as they are returned even if the transfer is not final returned immediately.
• Transfers will archive on final return.
• Once archived the stock quantities in product set-up will be updated to reflect the transfer. 

Simple One Way Transfer

Create a transfer booking from the Booking Grid

The transfer will automatically be assigned to the current highlighted booking on the grid, this can be useful if you are transferring items that are short on the current booking.  Use the 'x' to the right of the booking number to remove the assignment if needed.

When you access the Equipment tab, any equipment shortages for the selected booking are displayed, allowing them to be easily added to the transfer.  Simply check the box to the left of any item needed, then '+Add' to continue.

Once the transfer is saved the transfer booking number is assigned and displayed to the user

The transfer booking number is also recorded against the shortage in the assigned booking

The transfer booking is visible on the booking grid once saved and should be checked out at the source location first

The same booking is visible on the booking grid for the destination location and can be received using the 'Return Booking' option.

The transfer is moved to the archive table on final return

Tracked assets are moved to the transfer location as soon as they are returned on a transfer booking. Non-tracked items are moved to the transfer location only after the final return has been completed and the transfer booking has been archived.