Two questions, two numbers
PortaPro keeps two availability questions apart, because they have different
answers:
today. This is what you can load on a truck this morning.
booked out by then, plus units due back by then. This is a projection.
Every availability number in PortaPro is one of these two, and the screen
says which.
The number on a product card
Each product card on Inventory shows N Available: units available
today. Units out on rent, in maintenance, retired or not yet back are not
counted. If some of today's available units are rented from another company,
the card adds Incl. N subrented. A kit's number is how many complete kits
its parts allow, with the part that limits it named under the number.
The stock status pills (In Stock, Low Stock, Out of Stock) and
a product's Inventory Status on its Overview use this same today number.
Low Stock means at or below the product's low stock alert number.
The card's number is company-wide. With more than one branch, use a
product's Stock List Yard filter or its Storage Sites tab to see
one branch's units.
The Availability Tracker
Click Availability Tracker on the Inventory toolbar (or in a product's
header). Choose a product, the quantity you need, and optionally Filter
Variations (for example white chairs only). Then pick a mode:
Tracked units and Bulk pool, with each unit listed. A unit that is
out shows when it is projected back. Units come back when a pickup is marked
complete, or automatically the morning after their scheduled return date
passes.
scheduled deliveries, plus rentals due back, counted the day after their
return date. An overdue return is not counted until it actually comes back.
The current yard count stays on screen beside it. Two views:
- Calendar: pick a day for its summary, the units coming back that day
and the units booked.
- Date Range: pick a period and Qty Needed for Min Available,
Max Available, Avg Available and Total Stock, plus a Daily
Breakdown.
The projected number is a planning aid. Promising it to a customer is a
dispatch decision.
The availability check when you book
When you add equipment to a job or quote with dates, each product shows two
numbers:
booking, out of everything you own.
Add N books "any N" of the product and PortaPro picks the units. Pick
specific units lets you choose exact units. A unit that can't be booked for
your dates says why:
for a rental with no end date);
time between rentals;
another company.
When few or none are left for your dates, Rent from a vendor opens a
subrental for the gap. See Subrentals.
Overlaps
A unit can't be on two bookings whose dates overlap. A booking with no end
date holds the unit until it is ended. Two people booking the last unit at
the same moment can't both get it: the second save is refused.
Turnaround days
A product can require days between rentals, for washing or inspection. Set
it as Turnaround days in the product's Returns section, which shows
when item movement is on (Settings → Item Movement). A booking that would
start or end inside another booking's turnaround is refused. See
Subrented units
Units rented from another company count only inside the window you rent
them for. They never count toward the fleet you own. See
With item movement on, a quote can also hold units from the day it is sent
until it expires, and units at the laundry become bookable after their
expected-back date. See Item movement and
Facilities: your yards and warehouses
Yards, warehouses and shops are Facilities, on their own page in the
sidebar. The page has a list and a map, a Facilities tab and an
Analytics tab, and filters for country, state, Type (Warehouse,
Workshop, Dispatch Hub, Office, Mobile, Other) and sort.
To add one, click Add Facility. Give it a Site Name and optional
Description, then an address: Use Company Address, Custom
Address, or GPS Coordinates. Tick Set as Default Location for your
main yard.
You can also create a facility from the Add Product form (Create new
facility…) without losing what you typed.
A facility that still has inventory assigned can't be deleted. Move its
units first.
With more than one branch, the Facilities list follows the branch picked in
the header, and a facility with no branch belongs to the default branch.
Moving units between facilities
Edit and choose Transfer Location.
A product's Storage Sites tab shows Individual Units by Location:
how many of that product's units are at each facility. With more than one
branch, facilities are grouped under their branch, and with a branch picked
in the header it leads with "In <branch>: N · All yards: M".
The All Locations filter on Inventory and the Yard filter on a Stock
List both narrow to units stocked at a facility.
Units out at customers
The Location Map
Inventory → Location Map shows Current Deployed Inventory on a map,
with two layers:
declared on a customer site's rate card plus units out on job deliveries.
Filter it to All, Equipment or Add-ons, switch Streets or
Satellite, and click a site for its customer, address and units. Sites
with no map location can't be drawn; the legend says how many units are at
sites without map coordinates, and they still count in the deployed total.
whether each tag is still reporting. Only tagged units appear.
Keeping the two apart is on purpose: a unit whose paperwork says one site
while its tag reports somewhere else is worth a look.
The GPS Tracking tab
Inventory → GPS Tracking lists every unit carrying a GPS tag with its
status, when it last reported and its battery. When a tag and a unit's
status disagree (marked out but the tag is at a yard, or the reverse), a
note lists those units. Tags are ordered and set up in Settings → GPS
Tracking. See GPS tracking.
Other places to see deployed units
the yard and in the shop, by product, customer or site.
units are pinned.