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Place rented equipment on the right project

How to place rented equipment that needs a project on the right project and save the mapping, so future rentals from the same external project are placed automatically.

Written by Thim Smedbrant

When should I use this guide?

  • When rented equipment from a rental supplier has no project.

  • When you want future rentals on an external project to be placed automatically.

  • When you want to view or delete a saved mapping.

Requirements

  • You are an administrator in the company.

  • Rental suppliers is activated for your company, and at least one rental supplier has access.

  • You are working on the web. This is not available in the app.

How to do it

Rented equipment without a project is grouped by the rental supplier's external project. An external project is the rental supplier's own project for your rental, for example their project name or project number. Without a saved mapping, new rented equipment ends up under Needs project until you place it.

On the web

Place a group on a project

  1. Go to Admin > Equipment > Rented.

  2. Open the Needs project tab.

  3. Find the group for the external project. You can search by the external project's name or number and sort the list, for example by Newest first or Most items.

  4. Check the project in the group. If there is a project suggestion, it is already selected and the reason is shown next to it, for example Remembered mapping or Matching project number.

  5. Select a different project if the suggestion is not right.

  6. Select Remember this mapping, so future rentals on … are placed here automatically if future rentals on the external project should go to the same project.

  7. Click Assign all.

Only the equipment in that group is moved to the project.

Create a new project for the group

  1. Open the project selection in the group and select Create new project: followed by the external project's name.

  2. Check the details in the Create project dialog. The name, project number and dates are taken from the external project.

  3. Click Create.

  4. Check that the mapping is selected and click Assign all.

The equipment is only moved when you click Assign all.

View and delete mappings

  1. Go to Admin > Rental suppliers and open the Project mappings tab.

  2. The list shows Supplier, External project, Project and Added for each mapping.

  3. Click the trash icon next to the mapping you want to delete.

  4. Click Delete mapping.

Equipment that has already been placed stays where it is. Future rentals on the external project end up under Needs project again.

If it does not work

First, check that:

  • you are logged in on the web as an administrator in the company,

  • at least one rental supplier has access under Admin > Rental suppliers.

If you do not see the Needs project tab

The tab is only shown to administrators in companies where Rental suppliers is activated.

If you cannot click Assign all

Select a project in the group first.

If the option to remember the mapping is missing

The group has no external project, for example No external project. You can place the equipment, but the mapping cannot be saved.

Tips!

  • Save the mapping when an external project always belongs to the same project in your company. Then you do not have to place future rentals manually.

  • A new mapping only applies to rented equipment that arrives afterwards. Place equipment that is already under Needs project with Assign all.

  • When all rented equipment has been placed, Every rental has a project. is shown on the Needs project tab.

  • The rental supplier must have access before rented equipment arrives. See the guide Grant a rental supplier access.

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