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 not the specific unit available.
Requests can be submitted individually or as part of an order line to request multiple equipment items simultaneously.
How it works
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 request to proceed.
- Denying the request: Providing a reason for denial.
When fulfilling requests, you can opt to convert them to assignmentsassignments, reservations, or loansloans.
1. Create a request
- 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.
2. Fulfil a request
When fulfilling a request, you are transforming that request for an equipment type into a reservation for a specific equipment unit. In Unaric Equipment Track, creating a reservation for equipment prevents double-booking and ensures its unavailability during the reserved period.
To fulfil 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. Only equipment meeting these conditions will be available:
- 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.
- No equipment pool: Equipment that belongs to an equipment pool is unavailable.
- Optionally, you can assign a name to the reservation and before and after margin pads. To continue, click the Convert to Reservation button.
You can also fulfil requests as assignments or loans. To activate this option, see Fulfil requests as assignments or loans.
- 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. When the actual shipment date arrives, 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).
Un-fulfill request
If the chosen equipment unit becomes unavailable, use the Un-fulfill button to cancel the reservation. To select another available piece of equipment, use Fulfill again.
- On the Equipment Request tab, select the equipment request you want unfulfilled.
- Click the Un-fulfill button on the action bar.
- Review fulfilment details and click the Un-Fulfill button to finish.
Fulfil requests as assignments or loans
By default, requests can only be converted to reservations. However, you can also activate the options to convert requests to assignments and loans.
- On Setup, go to Custom Code > Custom Settings.
- Select Equipment Request Preferences.
- Click Manage.
- Select your existing custom settings or use the New button to create one.
- Select the checkboxes for assignment, loan, or reservation.
- Click Save to finish. Now, when fulfilling a request, you will find the options to convert it to assignments and loans.
If equipment requests are part of an equipment order, the equipment order lines will be updated to reflect line type —e.g. reservation, assignment, loan, and line type will be updated to Processed status.