Loaner items¶

Loaner items are units of equipment that can be loaned or rented in the course of providing service.

Work orders have a loans area dedicated to this feature.

Authorization Roles required¶

Many roles can select this object on other records where approriate. Editing or viewing this object in detail is only available to Users with the following roles:

Full access

Business administration
Service manager
Accounting

Read only access

Business administration - restricted
Service manager - restricted
Service technician
Sales
Sales - restricted

How to access Loaner items¶

Loaner items are accessed in the following ways:

From the Service navigation drawer Loaner items item to open the Loaner items data table

Loaner items data table¶

table

The Loaner items data table lists all the Loaner items that are available and provides access to common data table menu options.

Current Work order item column¶

If the Loan item has been selected on a Work order item Loan record in a work order and has not been returned, this column will provide a link to that work order.

Loaner items edit form¶

edit form top

edit form bottom

The Loaner items edit form provides all the standard edit form functionality and the following fields:

The Name field is the only required field on this form, all other fields are optional.

Name¶

This is the name of the Loaner item as it's displayed in forms and reports. This is also the primary identifier when searching for a Loaner item to select in autocomplete lists. A Loaner item Name must be unique from all other Loaner items entered.

Keep in mind that this is the Name that Customers will see on reports if provided to them.

This is the only required field on the Loan item edit form. All other fields are optional and can be hidden if not required.

Serial number¶

The serial number for this loaner item for tracking and optionally selection purposes as an option for the Loan item autocomplete list template.

Costs¶

There are 6 different Cost fields available for varying units of time.

The cost of providing this loaner item per the unit of time indicated in the field for the service company. Used for business metrics and management reporting.

As with all non-required fields in AyaNova you can hide any fields on this form that are not required.

Charges¶

There are 6 different charge fields available for varying units of time.

The charge to the Customer per the unit of time indicated in the field for providing this loaner item. Used on work orders for charging to Customer, busines metrics and management reporting.

As with all non-required fields in AyaNova you can hide any fields on this form that are not required.

Shadow unit¶

If you need to track service on Loan items, a loan item can have a "Shadow Unit" attributed to it.

Any Unit can be a shadow unit of a loan item.

The recommended course of action is to create a Customer specfically for all Shadow Units i.e. "Shadow_unit_Loaner item". Then create a standard Unit that belongs to this Loaner item for each Loan Item for which you want to track service.

If a Loan item requires internal service it can be placed on a standard work order with the "Shadow_unit_Loaner item" selected as the Customer.

In this way you have the full range of reports and data tracking available for your own in-house Units that are loaned out periodically for service.

Active¶

Loaner items that are set to Active can be selected on new records.

Loaner items not set to Active will still show in older records but can not be selected for new records; this is how you retire a Loaner item from use.

Notes¶

Notes about this record for internal staff use. Notes can also be reported on if desired.

These notes are only visible in this form.

Tags¶

Optional tags control for categorizing, searching, selecting and notification filtering.

Wiki¶

Optional wiki control.

Attached files¶

Optional attachments control.

In addition to the common edit form menu options the Loaner item edit form also has these options:

Work orders¶

This is a shortcut to view prior work orders for this loaner unit and opens the Work order list data table pre-filtered to only show records for this loaner unit.

Quotes¶

This is a shortcut to create or view prior Quote records for this loaner unit and opens the Quote list data table pre-filtered to only show records for this loaner unit.

Preventive maintenance¶

This is a shortcut to create or view prior Preventive maintenance records for this loaner unit and opens the PM list data table pre-filtered to only show records for this loaner unit.