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Issues posting Equipment V8

This article details how to solve the errors relating to posting equipment.

These error typically occurs for the following reasons. 

  1. If a piece of equipment was added to an invoice but the equipment was deleted before the invoice posted.

  2. The equipment was not added to warehouse prior to the driver installing it at the location.

  3. If there was an error made during the Equipment Transfer process which did not list the equipment Serial Number.

  4. Equipment is not assigned to customer (unable to post "Invoice XXX has a Rent Code (4 or R) and cannot find a Serial #"

Use the following steps below to correct the error.

Process

Firstly, lets narrow down the reason of the error based on the issues above. By default, all three items are selected during the posting process. But you can choose to post a specific category later if you desire, simply by un-checking the correct box.  Doing so we can check to see which is causing the issue. (Invoice or Equipment Movement) With this information we can go to either one and see what is missing.

 

Solution 1:

If the equipment was deleted or was not created before the driver added the equipment to the customer. Navigate to Lists > Wizard > Equipment Setup  and create the equipment. Once the equipment is added into the system, attempt the posting process again. 

If the equipment movement is missing a serial number simply navigate to Modules > Equipment Processing > Equipment Transfer. This window is where all equipment records can be modified before posting. Add the serial number of the equipment that was just created to the equipment movement. 

Solution 2

CAUSE: An employee input a rent code on an invoice (via desktop or handheld) without inputting the equipment's Serial Number. 

SOLUTION: Go to Transactions>Invoices and Adjustments and search for the Invoice number listed in the Error Report. On the invoice, locate the Rent Code that is listed on the invoice. If there are multiple Rent Codes, the error is connected to the code that does not have a Serial Number input in the field below.



If the Qty/Price is not correct (usually its zeroed out), check to see if there are any duplicates of that Rent Code that does have a Qty/Price. If the Rent Code is not needed, you can delete the duplicate that is zeroed out and try to post again.

If the rent charge is needed, delete that Rent Code and add it again with the qty and price input and then post the transaction. If the charge code does not allow you to add a serial number. Navigate to the customers account. List > Customer Information > Equipment and ensure that the equipment is on the customers account. If not add the equipment to the customer with the correct charge code, frequency and rate. Once done navigate back to the invoice and add the serial number to the invoice. 

Tip

There's a way to avoid equipment posting errors already in the system!

If you go to Lists > Routes > Handheld Class > Load/Unload tab, you can check the option outlined in red below. 

This won't let driver load equipment, unless the serial number has already been added to the system. This will not only minimize errors, it will help prevent duplicate equipment records.