This training is designed for office users using the QuickService Equipment Tracking software.
It covers bringing equipment into inventory, sales, & rental contracts.
Purchasing & Receiving Equipment
To purchase a new piece of equipment and bring it into inventory, create a new Equipment Purchase Order.
On the PO, add a Vendor and select the correct piece of equipment. Adjust the Unit Amount (purchase price) as needed.
On the Equipment Purchase Order, enter additional information about the equipment in the custom fields. This will be printed as an inspection sheet when the equipment is received.
To create custom fields for Purchase Orders, click Setup ➜ Preferences ➜ System Options ➜ Custom Field Setup (shown in the second screenshot below)
In Field 1, QuickService assigned unit ID T-1005 (see screenshot below).
To receive the new equipment, from the PO screen click the Receive button along the right-side of the screen. The PO Receive screen opens. Type the Vendor Invoice ID on the top and click Receive Selected Items.
Enter any specific Vendor Invoice information and click Save.
Click on the Custom Fields box for that piece of equipment and enter specific equipment information like Equipment Type, Serial Number and Meter Hours & Date in the new window that opens.
Now the Equipment is in the Equipment Warehouse and visible from the QuickService Equipment Tracking screen.
Make sure that there are two separate equipment warehouses in QuickService: Equipment Rentals and Equipment Sales. These can be added in the Stock Manager if needed.
To find equipment for rent, start on the Equipment List tab. Search for equipment in For Rent Warehouse and chose equipment type.
To find equipment for sale, start on the Equipment List tab. Search for equipment in For Sale Warehouse and chose equipment type.
Selling Equipment
To sell piece of equipment, search for the correct Customer and open them up. Click over to the Sales Order tab.
Click Add Sales Order on the right-side of the screen, and then click Add Equipment.
The Equipment Tracking screen opens, listing all equipment for sale. The list can be searched through and filtered by equipment type.
Double-click on the unit you want to sell to add it to the sales order.
When it is physically removed from the warehouse and delivered to the customer, click Shipment on the right-side of the screen.
Select the equipment and click Ship Selected Items on the right-side of the Shipment screen. Fill in any invoice details needed and click Save.
This removes the equipment out of inventory and adds it to the customer equipment record.
Check the custom fields you want to print on the sales order. The sales order and invoice can be printed or emailed directly from this screen.
Rental Contracts
To edit a rental contract, start in the QuickService Equipment Tracking. Select to Search Rental Contracts, then filter the search by Equipment Type and select the correct search settings.
Choose to search for Active Rental Contracts using the Rental Contract Date Filter. Double-click a listed contract to open up the details of that contract and equipment on the Equipment Details tab.
To create a new rental contract, start by searching for the equipment to rent.
Select equipment you want to rent and double-click it. The Equipment Details tab opens, displaying details for that piece of equipment.
Details about a current rental contract are visible in the center and lower-half of the screen. The equipment below has no active contract.
Click the New Rental Contract button on the right-side of the screen. In the pop-up window, select the customer you’re renting the equipment to.
Fill in other contract information like start and end dates, beginning meter hours, and a contract description.
Rental Work Tickets & Invoices
The next step is to add a cost code. Cost codes are activities related to the rental contract, like delivering or picking up the equipment, performing PMs, and weekly or monthly rental billing periods. Cost codes are a way of grouping similar work tickets.
Click the Add Cost Code button on the right-side of the screen and select a cost code from the drop-down list.
To add or edit the cost codes in QuickService, click the Cost Code button on the right-side of the Equipment List tab (equipment search screen).
Click the Set up Schedule button on the right-side of the screen to set up the schedule for each cost code. For example, the delivery and pickup cost codes have specific one-time dates, while PMs may include multiple visits over the length of the contract.
Components are invoice items (labor hours, parts, etc) included on each visit in a cost code. To add components, click the Components button on the right-side of the screen. Include items that are billed to the customer, as well as all estimated costs.
QuickService generates a work ticket for each scheduled visit inside of a cost code. The work ticket includes the components added.
A check list of services for the technician to perform can be added by clicking the Tasks button on the right-side of the Equipment Details screen.
To open a specific work ticket and make changes, double-click on the work ticket ID. From the work ticket screen, the task list can be accessed and edited as well.
Work Tickets can also be manually added and grouped in a variety of ways.
When service or maintenance work needs to be performed on rented equipment, an internal work ticket can be created inside the rental contract.
Click the Billing Options button on the right-side of the equipment contract screen to create a billing schedule. QuickService automatically generates the required invoices based on the schedule and amount entered.
Billing and cost information, along with future and past invoices for the contract, are available by using the tabs across the bottom section of the screen.
To generate work tickets and billing invoices, select the Equipment Tracking List tab. Click either the Auto Create Work Tickets button or the Future Billing List button on the right-side of the screen.
Search for work tickets or invoices in a specific date range, select the ones to create and click the button to create them.
New work tickets can now be found on the schedule board or dispatch list. New invoices are available on the invoice screen for individual or batch processing.
Closing a Rental Contract
When rental equipment is returned to the warehouse, return it to your warehouse in QuickService by clicking the Move Equipment button on the right-side of the screen. Change the equipment status from Rented.
The Move Equipment feature can be used to move the piece of equipment from a customer location to a warehouse or from one warehouse to another.
To print the rental contract and returned equipment intake form, click the Rental Contract Reports button on the right-side of the screen.
Equipment & Rental History
To view a list of expiring rental contracts, select the correct date range on the Equipment Tracking tab. The search results can be filtered by equipment type.
To view a cost / revenue contract breakdown for a piece of equipment, search for the piece of equipment on the Equipment List tab. Double-click it to open it in the Equipment Details tab.
To view a financial breakdown of previous rental contracts, select the Cost/Revenue tab across the top of the screen.
To view a history of the equipment’s hour meter readings, select the Hour Meter History tab on the top of the Equipment Details tab. Hour meter readings are broken down based on work ticket history.
To view a work ticket history for a piece of equipment, select the Work Ticket History tab on the top of the Equipment Details tab.
To view a rental contract history for a piece of equipment, select the Rental Contract History tab on the top of the Equipment Details tab.
