Inventory Request (Rental Module)

The crmSeries Inventory Request Module is designed to track Inventory reservations for Heavy Equipment Dealers. The Inventory Request Module selection options, automated notifications, and user access is defined under System Admin, Inventory Request. Typical Inventory Requests that a Heavy Equipment Dealer might define are Rentals, Demos, and Loaners.

Inventory Request System Admin

Setting up the crmSeries Inventory Request Module will be required before a rep can access and use the module. Below are the available setting and options for tuning the module for your Heavy Equipment Dealer.

Under System, Admin, Select Inventory Requests.

Settings

General Settings

• Default Rate – Select the Default Rate to apply when a Rental Inventory Request is created.
• Sales Rep Stock Number Allocation (Checkbox) – Allows a rep to select a specific stock number for the Inventory Request.
• Insurance Evaluation Reference Column – Indicates the equipment value to calculate the insurance value.
  • Acquisition Cost
  • Book Value
  • Current Cost
  • List Price
  • Sell Price

User Access

Determines who can access the crmSeries Inventory Request Module. To Edit the User Access, Select the Edit icon for the row or double-click on the row.

To add a new user access to the crmSeries Inventory Request Module, select the Add button at the upper left of the form. 

• User – Select the user for the access.
• Access Type
  • View Only – Only allow access to view inventory requests based on the Record Select.
  • Full Access – Full access to the inventory requests based on the Record Select.
• Record Select
  • All Records – Access Type will apply to all inventory request records.
  • Self – Access Type will apply only to the inventory request records that the user created.
  • Custom – Access Type will apply to a custom filter.

User Notification

Determines who will receive crmSeries Inventory Request Notifications. To Edit the User Notifications, Select the Edit icon for the row or double-click on the row.

To add a new user notification to the crmSeries Inventory Request Module, select the Add button at the upper left of the form. 

• User Type
  • Internal – Setup notification for a crmSeries User.
    • Select the user from the available user list.
  • External – Setup notification.
    • Enter a valid email address.
• Notification Type
  • Required Allocation – The inventory request requires an inventory machine to be allocated.
  • Approval Submission – Request approval for the inventory request.
  • Record Filter – Defined what conditions to send the notification. NOTE: leaving the Record Filter empty applies to all conditions.

Request Types

Defines the types of requests that are available for selection when creating a new inventory request. At least one Request Type is required. To edit an existing request type, select the Edit icon or double-click on the row to edit.

• Request Type – Name of the Request Type.
• Rates to Apply – The Request Type will have associated rates.
• Reminder Interval Type – Notification timeframe for the Reminder Interval Count.
• Reminder Interval Count – Used in combination with the Reminder Interval Type.
  • NOTE: In the example below, if a demo machine is allocated for 7 days, a reminder notification will be sent to the rep association with the inventory request.

Status

Defines the status that an inventory request can be assigned. To edit a status, select the Edit icon or double-click on the row to edit.

• Status – Name of the status.
• Internal Status
  • Open – Indicates the inventory request is open.
  • Closed – Indicates the inventory request is closed.
• Result
  • Won
  • Lost
  • Abandoned
• Sort – Oder the status will appear in lists.
• % – Probability
• Selection – Filter for selecting a status
• Restriction – Filter restricting a status
• Fixed – crmSeries defined Status and cannot be modified.
• Require Inv Allocation – The status requires inventory allocation.

Adding a new Inventory Request Status

• Status – Name of the status.
• Internal Status
  • Open – Indicates the inventory request is open.
  • Closed – Indicates the inventory request is closed.
• Internal Result
  • Won
  • Lost
  • Abandoned
• Win Probability – Precent probability of winning the inventory request.
• Sort Order – Order of the status to appear in lists.
• Dashboard Status
  • Open – Show as Open on the dashboard.
  • Closed – Show as Closed on the dashboard.
• Selection – Filter for selecting a status
• Restriction – Filter restricting a status
• Fixed – crmSeries defined Status and cannot be modified.
• Additional Options
  • Require Decision – This status required a decision
  • Default Status – Default status for a new inventory request.
  • Require Inventory Allocation – this status requires an inventory allocation.
  • Initial Approval – This status requires an initial approval.

Miscellaneous Fee Templates

Define associated fees for an inventory request. Select Add to add a new Miscellaneous Fee or select the Edit icon or double-click a row to edit.

• Misc. Fee Name – Name of the Fee
• Admin Override Value – Value assigned to the fee.
• Percentage Based Fee – Indicates the fee is a percent.
• Taxes not Applicable – If checked, taxes are not applicable.
• Admin Defined – The fee cannot be modified by the rep.

Rate Intervals

Defines the rate type intervals available for a rental type of inventory request. To edit a Rate Interval, select the Edit icon or double-click on the row to edit.

• Label – Name of the Rate Interval.
• Period Type
  
  • Day
  • Month
  • Week
• Period Count – Count of the Period Type

Base Equipment Rate Profiles

Defines the available Base machine profiles available for an inventory request that are associated with a rental rate. To edit a base equipment profile, select the Edit icon or double-click on the row to edit. To add a new Base Equipment Rate Profile, select the Add Button at the upper left of the form.

 

Attachment Rate Profiles

Defines the available attachment profiles available for an inventory request that are associated with a rental rate. To edit an attachment profile, select the Edit icon or double-click on the row to edit. To add a new Attachment Rate Profile, select the Add Button at the upper left of the form.

Inventory Request Dashboard

The Inventory Request Dashboard lists all the crmSeries Inventory Requests. Follow the steps below to access the crmSeries Inventory Request Dashboard.

1. Select My Business, Sales, Inventory Requests

The crmSeries Inventory Request Dashboard lists can be filtered using the dropdown at the upper left of the dashboard.

The crmSeries Inventory Request Dashboard column layout can be customized. To customize the layout, select the Actions menu at the upper right. 

Select the Grid Setup option from the Actions menu and select the columns from the Available list. Select the SAVE CHANGES button to save the Grid Setup.

Adding Inventory Request

A new crmSeries Inventory Request can be added by selecting the Add button at the upper right or from a company record.

Adding a new Inventory Request from the Add button follow the steps below.

1. Select Add, Inventory Request
   

Adding a new Inventory Request from a Company Record.

1. From the Company Record select Add New, Add Inventory Request.
   
   1. Under the Input Company Information, Enter the Company Name or Account number. A list the available company names will appear in the list. Select a company from the list. NOTE: If the company is not available, Select the ADD NEW link to add the company.

   

2. Select the contact from the contact list. NOTE: If a contact is not available, select the Add New link to add the contact.

   

3. Select the Branch that the Inventory Request is associated with and select the Next button.
4. Select the Request Type from the list. NOTE: Additional fields to complete may differ based on the Type selected.

   

5. If a Request type includes rental fees, a Profile should be selected to automatically calculate the rental charges. NOTE: Profiles are setup within Inventory Request in the crmSeries System Admin by a System Administrator.

   Additional information can also be entered for the rental:

   • Optional Price Override – Override the Automated Profile Pricing.
   • Optional Max Hour Limit – Maximum hours for the Inventory Request.
   • Overage Charge Per Hour – Additional Charge for Hours Over Limit.
   • Comments

     

     

6. Under the Period Information the following can be selected to determine Rental Charges. Then select the NEXT button.
   • Rate NOTE: Rates are assigned based on the profile selected.
   • Interval
   • Number of Intervals

     

7. Under the JOB INFO tab, select a Job Site (lists addresses associated with the company) or manually enter the job site address.
8. Under the Project Information, enter the following.
   • Project Name
   • General Contractor – Name of the General Contractor Company assigned to the project.
   • Contractor Contact – Contact name for the general contractor.
   • Contractor Contact Phone – Phone number for the general contractor contact.
   • Contractor Contact Email – Email address for the general contractor contact.

     

9. Taxes can be added to the Inventory Request and select the SAVE button. NOTE: Taxes can be added via the crmSeries System Admin.

   

10. After selecting the SAVE button, the Inventory Request detail form will appear.

Printing Inventory Request Documents

Documents such as rental quotes and contracts can be created for an Inventory Request. To create and view documents, follow the steps below.

To create a new document from a predefined template, follow the steps below.

1. Select ACTIONS, Build Output. You can also select the DOCUMENTS Tab and select the Build Customer Output button. NOTE: Document Templates are uploaded under the System Admin, Output Templates by a crmSeries System Administrator. 
2. Select the document Category and the Template to create the document.
   

Viewing Inventory Request Documents

Documents that are associated with an Inventory Request can easily be viewed.

1. Select the DOCUMENTS Tab from the Inventory Request overview form.
2. To download a document, select the document name link.

Editing Inventory Request

From the Inventory Request Dashboard, the Inventory Request can be opened to View and Edit.

1. Select the Inventory Request link under the Inventory Request # Column.

   

2. From the Inventory Request Overview form, select ACTIONS, Edit Request.

   

3. To modify the Inventory Request pricing, select the UNLOCK button. Select Yes at the Unlock Prompt.

   

   

4. Modify the Rate, Interval, Number of Intervals, or Optional Override Price. Select NEXT Button.

   

5. Select the SAVE Button.