Equipment Requests
Equipment requests come in handy when you need a specific type of equipment, but not a particular serial number. This is common when a Sales Rep wants to arrange a product demonstration for a customer. They might know the model they want (e.g., "Ultrasound Machine"), but someone else will choose the specific unit from available options. Requests can be submitted individually or as part of an order line to request multiple equipment items simultaneously.
Create a Request: Specify the equipment type, start and end dates, and the associated user, contact, account, or opportunity. Additional details can be added if needed.
Fulfill a Request: The responsible for fulfilling requests reviews the request and takes action. This may involve:
- Locating available equipment: Identifying a specific serial number if requested, or choosing an appropriate one from available options.
- Approving the request: Granting permission for the loan to proceed.
- Denying the request: Providing a reason for denial.
Equipment Loan: Loans follow this cycle:
- Loan processing: If approved, the equipment is prepared for loan, including recording serial numbers and other relevant information.
- Loan completion: The equipment is loaned to the requesting party, often with a tracking number and associated notes.
- Loan return: The equipment is returned, any necessary inspections are conducted, and records are updated.
- Go to the Equipment Request tab and click on + New Equipment Request.
- A New Equipment Request window will pop up asking you to provide details for the request.
Field Name | Value |
|---|---|
Equipment Request Name | Equipment request's unique identifier that begins with the sequence EQRQ followed by a sequential number. It is automatically assigned and cannot be modified. |
Owner | Equipment request owner. |
Equipment Type (Required) | Equipment type associated with the request. |
Request Start Date (Required) | The date the request starts. |
Request Return Date (Required) | Estimated date for the request to end. |
Account / Contact / Opportunity / User (Required) | A request must be related to either an account, contact, opportunity, or user. |
Equipment Reservation | If a request is converted to a reservation this is the related equipment reservation cross-reference |
Equipment Order Line | Associated equipment order line. |
Request Note | A note related to the reservation request. Will be copied to reservation notes if the request is converted to a reservation. |
Tracking Number | Pass through tracking number such that if an Equipment Order has a tracking number then it copies to any request Data Interface records created such that the tracking number gets to any Equipment Reservations created from a request. |
3. To finish, click the Save button or Save & New to create another request.
When fulfilling a request, you are transforming that request for an equipment type into a reservation for a specific equipment unit. In ELTON, creating a reservation for equipment prevents double-booking and ensures its unavailability during the reserved period. When the actual shipment date arrives, simply use the Convert to Loan button to convert the reservation into a formal Equipment Loan record. A reservation differs from the Request in that it has a specific piece of equipment selected (serial-no).
To fulfill a request:
- On the Equipment Request tab, select the equipment request you want to fulfill.
- Click the Fulfill button on the action bar. You will be redirected to the Fulfill page.
- Select the equipment unit for this request. Instead of manually searching a calendar, the system uses a smart search to find equipment available during the requested dates. To be available for fulfilling requests, equipment has to meet the following criteria:
- Active equipment: Equipment has to be set to active (usable).
- Assigned equipment: Only equipment that is assigned is considered.
- No conflicting reservations: The equipment cannot be reserved for other uses during the requested dates.
- No conflicting loans: The equipment cannot be loaned out during the requested dates.
- Optionally, you can assign a name to the reservation and a margin pad for before and after. To continue, click the Convert to Reservation button.
- You will be prompted to review equipment, requests, and reservation details, including the reservation start and end dates. if required, you can modify loan dates. You can also include a tracking number and reservation note for the loan.
- Click on the Reserve button to finish.
If the chosen equipment unit becomes unavailable, simply use the Unfulfill button to cancel the reservation and use Fulfill again to select another available piece of equipment.
- On the Equipment Request tab, select the equipment request you want to unfulfill.
- Click the Unfulfill button on the action bar.
- Review the fulfill details and click the Un-Fulfill button to finish.
