In this article we present you with two ways for tracking external equipment:
1. By linking Object Classes to your suppliers contacts, so when you run out of a specific equipment farmerswife shows you possible suppliers
2. By creating an Object Class names e.g. "External Equipment", and just amending the name to specify what equipment it is as you book it
1. Using an External Object linked to a Supplier to track cross hired equipment
If an equipment was scheduled, but you are out of stock in farmerswife you can add an External Object via your suppliers contact (Global Contact) in your contact database.
In the Supplier Details tab it is possible to setup equipment (Object Classes) that this specific supplier rents out. It is also possible to define rates.
Objects that need to be cross hired can now be replaced by an External Object from that supplier.
The External Object will then show in Preliminary Status as you probably will need to check with the supplier, if this specific Object can be rented for that day. Once confirmed, set the Object to confirm:
Please note: A red line on top of the Booking will later on still indicate that there is an External Object inside of this Booking, unless you click on the Booking icon > Other > Force Confirm All Objects.
For more details on this workflow read the separate article.
2. Using an Object Class to track cross hired equipment
If you don't want to setup specific equipment with prices in your contact database, the other option to track cross hired items is to use a specific Object Class with the name e.g. External Equipment, configured to not cause conflict so it can be booked as many times as needed.
This Object Class can then be added to a Booking, and a Name and a Note can be given to it (see pic below).
Note that if you use Budgeting, these amended details (Name and Note) are also displayed for the actual line in the Budget module (from 6.6 SP2).
Later, when creating the corresponding Check Out, all other necessary information can be introduced by double clicking on the line, like the specific name, inventory number and any additional note.
Create a Dispatch for an External Object / Object Class and check it out
When a Dispatch is created for the Booking, it is now possible to double click on the Object line inside of the Check Out and easily amend the Name, scan or type in the real Inventory Number of the cross hired item, add a note and set it to "verified" thus scanned in the same window. Once all equipment is scanned and ready to go, set the Dispatch Status to "Dispatched".
Inside of the New Check Out window you can setup Custom Fields, to track more info about the cross hired equipment, like a Files widget Custom Field to upload a contract, or even pictures.
Adding (more) cross hired items that are not "on the shelf" to dispatch
When preparing the list of equipment for a job, if you start from the Edit Booking window > "Create Dispatch" button, you can book by only using the Object Class as "TBD" (To Be Determined), so when the Dispatch is created, the warehouse people would see the list and start assigning specific equipment (i.e. Objects from farmerswife, e.g. by scanning them).
In some scenarios, you would however
a) start directly from a Check Out (without a booking).
b) want to be able to add more "Cross Hired" items as Object Class to the Check Out.
The issue was that it was not possible to add an Object Class into a Check Out.
This is now supported since version 6.7 Beta 3, and you can search for and add Object Classes via the "Add Object (Name)" search field in the Check Out window.
Check back in cross hired equipment
Once the equipment comes back you will need to use the following option in the Dispatch Module: Select the original Check Out > right mouse click > New Check In From Selected to scan back in the cross hired equipment.
It is not possible to just scan back in the item, as you don't have the inventory number in your system.