Equipment Orders
Use equipment orders to send multiple equipment pieces to the same object (User, Contact, Account, or Opportunity). Think of orders like placing a multi-item order instead of creating individual requests for each item. Consumable equipment can be included, creating Equipment Shipment records instead of loans.
Create an equipment order: Specify details, user/contact, and dates.
Select the equipment: Choose equipment from the available list.
Commit the order: Initiate processing and select serial numbers (if needed).
Process the order: Finalize by scanning equipment or printing packing slips.
- Go to the Equipment Orders tab and click on the + New Equipment Order button.
- A New Equipment Order window will pop up asking you to provide details for the equipment order.
Field | Description |
|---|---|
Equipment Order Name | Equipment order unique identifier that begins with the sequence EO followed by a sequential number. It is automatically assigned and cannot be modified. |
Owner | Equipment order owner. |
Order Status | The order status New, Committed, Processed, Complete, Error, and Cancelled. |
User / Contact / Account / Oportunity (Required) | An Order must be related to either an Account, Contact, Opportunity, or User. |
Commit Start Date | The commit start date |
Process Start Date (Required) | The process start date. Required to add equipment. |
Estimated Return Date (Required) | The estimated return date. Required to add equipment. |
Return Date | The return date |
Order Contact | A contact lookup used to associate a contact to the order header for any e-mails that you wish to create and send related to the order in question. |
Template | Check this box to make this order a template that can be re-used. This will only create a template, not an actual order. |
Order Address Name | Write this field to override the standard name for an order (if the order is being shipped or loaned to some location not the same as the user, account, contact, or opportunity name). |
Description | Order description. In case this is a template, enter a description that can be used to find it. |
Order Address | The address to which the order will be delivered. |
Order City | Delivery city. |
Ship Method | Available options for shipment methods are None, Shipment, and Pick-up. |
Order State | Delivery state. |
Tracking Number | Delivery tracking number. |
Order Postal Code | Delivery postal code. |
Shipping Instructions | Use this field to provide additional shipping instructions. |
Order Country | Delivery country |
Notes | Order additional notes. |
3. Click the Save button to finish or Save & New to save and create another order.
- On the Equipment Order page, click the Select Available Equipment button on the action bar.
- Choose the equipment from the list below on the Equipment panel by checking their boxes under the Select column. You can use different filters to search equipment.
- To select how you want to add them, click on the drop-down list on the action menu of the panel.
- Click on the Add Selected As button to add them or add them and go back by clicking on the Add Selected and Return to Equipment Order button.
The Commit button serves as the starting point for the processing cycle of an Equipment Order. Users click "Commit" when they have finalized the order details and are ready to proceed to the next stage.
After committing an order, ELTON initiates various actions specific to the different types of lines within the order. The system will perform different actions depending on the type of line included in the order, as shown in the table below:
Line Type | Action Taken When Commit is Pressed |
|---|---|
Assign | No action |
Request | An equipment request will be created for the equipment type |
Reservation | A reservation will be created for the equipment. Reservations do not support quantities. |
Loan | No action |
Consumable | The quantity will be committed for the consumable equipment |
If your order includes Request lines, each request requires manual selection of a specific serial number to fulfill it. You or another authorized user must complete this step before the order becomes eligible for processing. Before committing the order, ensure you have fulfilled all "Request" lines by selecting the serial number you want to use.
To commit an order:
- Click the Commit button on the action bar on the Equipment Order page of the equipment you want to commit.
Review the order details and click the Commit button to finish.
- The status of the order will change to committed. In case you want to add new lines, you will have to commit the order again. The size of the order will determine the time it takes to commit. You can refresh the screen to see the update. Once the commit is complete, the order status will change to Committed.
The Process button represents the final step in the Equipment Order workflow. Processing an order triggers the system to complete various actions, officially moving it to its next stage. Like committing an order, processing is a background process that might take some time to complete. Once processing is finished, the order status will change to Processed.
To process an order:
- On the Equipment Order tab, click the equipment order you want to process.
- Click the Process button on the action bar.
The Process Equipment Order screen will show you the details of the various records it will create and a summary of the order.
- After reviewing the information, click the Process button to finish. Once processing is finished, the order status will automatically update to Processed. Check the order lines to see if there are issues when processing any of them.
