Products and Units

Products and units, in one paragraph

A product is something you rent out (Standard Unit, ADA Unit, 20 yd

Roll-Off, Frame Tent). It carries the name, type, prices and picture. Under

each product are its units: the actual pieces of equipment, each with its

own unit code (like 1019 or S-1596), status, location and history. Bookings

reserve units, and every count on the Inventory page is a count of units.

Two kinds of product work differently and have their own articles:

Kits.

not coded units). See Items tracked by count.

Add a product

button is New Add-on).

for equipment a Product Category (Sanitation, Roll-Offs, Waste

Containers, Events) that narrows the Product Type list. Add-ons are

always type Add-on. A roll-off type also shows roll-off defaults; see

Roll-off container setup.

Per 28-Day Cycle, Per Month, Per Day, Per Event,

Tiered Rental (Day/Week/Month), Per Trip / Per Pull,

Per Service, Flat Rate and Per Hour. Exactly one rate is the

default.

(required for equipment). If you have none yet, choose Create your first

facility without leaving the form. Then Initial stock and

Low stock alert.

on only for small pieces nobody labels one by one; see

Items tracked by count.

codes from. The panel shows the range, how many codes are in use and the

next available code, and tells you which numbers these units will get.

Tick Start numbering at to continue an existing fleet's numbers.

Color and Qty. Each row creates that many units tagged with that

manufacturer and color. The total fills Initial stock for you.

Create Add-on).

If you enter a quantity, a series is required, because every unit needs a

code. If a step fails partway, nothing is left behind, so trying again won't

create a duplicate.

Bringing in a labelled fleet

If your units already carry numbers or QR labels, use Import Units

instead of typing them. Import Units & Existing Codes takes a pasted

list in any format, or a CSV or Excel file (Download Template,

Upload CSV / Excel), and keeps your unit numbers and codes as they are.

Edit, convert, retire or delete a product

Open a product and use its ⋯ menu:

Products with tracking off are listed under Inactive equipment (or

Inactive add-ons): on a desktop through the count beside Hide

Inactive in the toolbar's ⋯, on a phone in the ⋯ menu. Use

Enable, Enable Selected or Enable All to bring them back.

Delete Product lives at the bottom of Edit Product under Danger

Zone and needs you to type "delete". It removes the product and its units.

A product that is a part of a kit can't be deleted.

Inside a product

A product's tabs are Overview, Stock List, Workshop,

Variations, Storage Sites and Retired Units. (A kit shows

Overview and Parts; a counted product shows Overview, Stock and Storage

Sites.)

Overview shows the price, whether any are available, and:

Series changes it; Clear removes it.

available stock is at or below it), and how many are Available, On Rent

and in Maintenance. Stock History lists stock adjustments; View

Units opens the Stock List.

previews the codes before you confirm.

turnaround days, needs cleaning after each rental) and Shipping

(weight and size for load planning). See Item movement

and Load plan.

Availability Tracker in the header shows what is free today and on

future dates; see Availability, Facilities and Deployed Units.

The Stock List: every unit of a product

The Stock List tab lists each unit with Unit Code, Storage

Location, Unique Product Name, Status, Variations, Tracked

and Tool Number. Click a unit code to open the unit.

Indefinite, Maintenance, GPS tracked.

branch each yard shows its branch.

Each unit's ⋯ offers Edit Unit, Mark as Indefinite (for a unit

on rent with a job behind it) and Delete Item.

Select units to get the bulk bar: Set attribute, Bulk Edit (Set

Unique Product Name, Change Status, Change Condition, Transfer

Location, Set Manufacturer, Set Color, Set Size, Set

Material), Clear Selection and Delete Selected.

Unit statuses

With item movement on, a unit that came back needing attention shows why,

in place of Maintenance: Needs cleaning, Damaged, Missing or

At the laundry. See Item movement and

Laundry.

Jobs move units between Available and On Rent for you. You change status by

hand in Edit Unit, whose Status choices are Available, On

Rent, Maintenance and Retired / Stolen / Damaged. Edit Unit also

holds Unique Product Name, Manufacturer, Condition (Excellent,

Good, Fair, Poor, Needs Repair), Storage Location, Tool Number,

Vendor ID, Plastic Code, Mfg Date, Mold Cavity and

Notes. Choosing Maintenance asks for a Reason, an Expected Return

Date and Maintenance Notes.

The unit page

Opening a unit shows its tabs Overview, Service history, Photos,

Notes and Documents, with product and unit details, its current

location, and its tracker card when it carries a GPS tag. The ⋯ menu

holds Edit Details, Profile Photo, Add / View Photos, Print

QR, Maintenance Updates (while in maintenance) and Delete Unit.

Service history is explained in Unit Service History.

Variations

Variations are the properties that tell units of one product apart:

color, size, condition, manufacturer, material, tank capacity, or one you

name yourself. On the product's Variations tab, click Add Variation,

pick a Variation Type (or Custom…), add its values, and decide

whether it is a Required Variation (every unit must have it set when

edited). Units created with a manufacturer and color on the Add Product form

already carry those two.

Set a variation on many units at once with Set attribute or Bulk Edit

on the Stock List. The Stock List's Variations filter and the

Availability Tracker's Filter Variations both narrow by them, and a

booking can ask for a variation (for example white chairs).

Retire and reactivate a unit

To retire a unit, open Edit Unit, set Status to Retired / Stolen /

Damaged, and give a Reason (End of Life, Stolen, Damaged Beyond

Repair, Lost, Sold, Other), a Retirement Date and notes. Retired units

leave the Stock List and availability, and appear on the product's

Retired Units tab.

To bring units back, select them on Retired Units, open Bulk Edit

and choose Restore Status (Un-retire). The retirement reason and date

are cleared.

Retire a unit when that piece is gone or done for good. Disable tracking on

a product when you stop offering the whole product. Use Maintenance when a

unit will come back.

The Workshop

The Workshop tab on Inventory (titled Equipment Workshop) and the

Workshop tab inside a product show units in for repair. Workshop Tracker

lists what is in the shop now, with In Shop, Awaiting Parts, Avg

Days in Shop and Pending Chargebacks, and Workshop History lists

finished work. A unit enters the workshop when you set its status to

Maintenance in Edit Unit. Mechanics see Inventory for this reason.

Unit codes, internal labels and printed tags

Unit codes come from asset tag series, set up in Settings → Asset

Tags under Asset Tag Numbering. A series has a Series name,

Letter prefix, Digits, Starting number and optionally a Range

end; Next number shows where it continues. A new company can start

with Use classic 4-digit ranges (one range per equipment type) or

Start custom for lettered codes. Changing a series never renumbers

existing units. Each product picks its series (when you add it, or with

Set Number Series on its Overview).

There are two different things called tags:

unit tags: pick units and print 4 × 2.5 in tags, eight to a page, on your

own printer. These are internal inventory labels.

polyester tags PortaPro prints from your unit list and mails to you. You

order them per series (each line starts at that series' untagged count),

can show your company name or logo, and pay at checkout with Order

tags. Order history lists paid orders.

Both carry the same QR code for a unit, and scanning either opens that unit.

Find a unit by scanning

opens the unit. It matches printed tags, unit codes, QR codes, barcodes,

serial numbers and tool numbers. If nothing matches, it searches products

for what was scanned.

molded tool number on a unit and opens the unit with that tool number, or

searches products for it.

scanned or photographed unit instead of opening it.

Scan Consumable, Scan Asset and OCR Tool Number; on a desktop

it opens the scanner directly, which also works with a USB or Bluetooth

barcode scanner. A unit opens its page, a customer's on-site component

opens that component, and a consumable opens it in your supplies.

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