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15.4. Editing Rental Item Inventory
Another great feature available for rental items, is the ability to change the amount of inventory you have on hand as well as specify a date for when these inventory changes will take effect. This feature is great is you decide to retire old or worn items from your Rental inventory or if you expand the number of items available by acquiring new equipment to help you keep up with the demand. Being able to specify when the new inventory will take effect is just another way to allow Arctic to help you stay on top of the minutia that makes up so much of your business but is easily overlooked.
To change the inventory of a rental item go to the "Rental" menu and select "Items" as shown here:
This will take you to the "Browse Rental Items" page where you will be able to view all of the rental items you have set up for your installation. To edit the quantity, find the rental item you wish to edit and click the "Tool" menu and choose "Edit Quantity" as shown here:
On the "Edit Rental Quantity" page, you will see the following:
Notice the "Effective" field at the top of the page. This will be where you will tell Arctic when this inventory change will go into effect. By default, Arctic automatically enters the current date and time. To change the date click the "Calendar" icon and select the new date as shown here:
Then select the time the change should go into effect as shown here:
Now you are ready to enter your invetory change. First, click the drop down arrow on the orange box and choose whether the quantity is "Increasing" or "Decreasing"; then enter the number of items that the inventory is increasing or decreasing by as shown in the images below:
Notice once you have completed the selections for the middle box that Arctic displays your "Previous Quantity", the change you are making and what the "New Quantity" will be. In this example, there were originally 25 items available, the quantity will be increased by 25 items on 4/8/2015 at 2:00 pm which will give us a new total of 50 items. If you choose to decrease your inventory, Arctic will also display the reduction as shown here:
Next, we can tell Arctic if the change in inventory is permanent or temporary. If the change is temporary, you will be able to tell Arctic when the inventory change should expire.
If you are entering an increase in inventory, Arctic will decrease the inventory by the number of units shown in the middle box on the date your enter for the expiration. If you are decreasing the inventory, Arctic will increase the inventory by the number of units shown in the middle box on the date you enter for the expiration.
Once you have completed all of the fields correctly for the change you wish to make, click "Submit" to save your changes. If you chose the current date and time for the change to take effect you will notice an immediate increase or deacrease in the rental item's availability. If you chose a date in the future, you will not see the a change in the rental item's availability until the specified date and time. If you told Arctic the change was temporary and entered an expiration date for the change, you will see two entries on the rental item's availability; one on the date the first change was scheduled and an opposite adjustment on the date the change expires. To view rental item inventory information including allocations and information regarding any future inventory changes, click "View Usuage" next to the rental item. This will take you to the "View Rental Item" page as shown here:
The chart on the "View Rental Item" page will display all of the inventory allocations and future quantity adjustments. This chart also shows you what your total item availability is. Notice the inventory allocation entries for 7/4/15. The first entry shows a reduction in the available quantity of 2 items due to start of Rental A395. The next entry shows an increase in the available quantity of 2 items due to the end of Rental A395 thus the return on the items rented. The chart will always show upcoming inventory changes whether due to rental reservations or inventory adjusments. This is a good place to get an overview of your upcoming item usuage and availability.
The "View Rental Item" page also displays the pricing levels for the rental item and gives you access to several options to help you manage the rental item and navigate easily between the "View Rental Item" page and the general "Browse Rental Items" page. Here is a description of all of the features you can access from this page:
Edit Item: You will use this button to make changes to the name of the item, the pricing, attachments, online descriptions etc.
Change Quantity: You can use this button to also access the change quantity form and alter the rental item's current inventory availability.
Delete: This button will delete the rental item from your installation.
Return: This button will return you to the "Browse Rental Items" page.
Usage Statitics: Under the "Pricing Levels" box, Arctic gives you a way to get "Usage Statitics". To see an items usage statistics, enter a date range and then press "Load". Arctic will then display the usage statistics for the item for the date range you chose.
Reports: If you have created any "Item Utilization" reports, you can run these reports for the rental item from the "Reports" box. For more information on creating "Item Utilization" reports, see chapter 16 on Reports.