Product Status Codes

Status codes can be maintained in the Product Status Codes window in the "Inventory" parameters on the Operations tab of the Configure System Settings.
An operator must be assigned a Security Role that allows permission to the Operations - Product Status Codes in order to access this table.

Use this option to setup the permission status codes to allow or not to allow rental equipment to be rented, depreciated, transferred, or to be included in product searches by Group using an availability filter.
A message can be associated with each code that is displayed on the screen if the operator attempts to execute one of the actions that is not allowed for products having this code.

Relevant products and groups can then be listed in Auto Status Code Update By Product or in Auto Status Code Update By Group to trigger the update in Status Code at return or exchange.
Then when a non-bulk rental product is returned or exchanged and the Status Code is changed to a specific code, a Work Order can automatically generated to service the equipment. This action is setup in the Status Code Actions By Group by specific Status Code for the appropriate Groups.

The Current Product Status Report can be used to list non-bulk products by Status including Reserved Status codes.
Changes to the product Status Code can be viewed in Status Code Change History.
Refer to Product Status Code Overview for detailed information on this feature.

The system provides three default codes that can be modified as well as their associated warning message.
Additional codes can be created in ADD mode.
Codes can then be assigned to the relevant rental equipment in Rental Inventory or in Update Product Status Code.

Existing Codes include:

CODE  DESCRIPTION                    ALLOW RENT   ALLOW DEPRECIATION   ALLOW TRANSFER   AVAILABLE   NOT TW
----  -----------                    ----------   ------------------   --------------   ---------   ------
      UNASSIGNED                          Y               Y                   Y             Y
 N    RENT/DEPRECIATION NOT ALLOWED       N               N                   N             Y
 Y    RENT/DEPRECIATION ALLOWED           Y               Y                   Y             Y

Note: Because the Blank Product Status Code becomes the default for all rental inventory not assigned a status, the system forces all check-boxes to be checked for the blank code and does not save any changes that uncheck the boxes for the blank code.

The prompts to setup the additional codes and messages are:

SEQ

The sequence number is used to track the records in the file.

CODE

Enter the product status code using up to 2 alphanumeric characters.

Note: Certain letters are Reserved as system assigned product status codes.
e.g. C means ON CONTRACT or W means on WORK ORDER.
To prevent conflicts, these letters can not be re-used here. For a list of these codes, view the screen display in Product Inquiry Sort Order.

DESCRIPTION

Enter the description for this code. This description is only used to identify the code.
For example:

CODE  DESCRIPTION      RENT     DEPRECIATE   TRANSFER   AVAILABLE  NOT TW    ERROR MESSAGE
----  -----------     ------    ----------   --------   ---------  ------    -------------

 WB   Washing Bay       N           Y          N            Y                 In Wash bay for service.
 AC   Auction           N           N          N            N         Y       No longer in use - going to auction.

RENT

Check this box if equipment with this code should be available for rental.

Uncheck this box to prevent rental equipment identified with this status code from being rented or from being included in the product list of available products to rent.
The associated warning is displayed on the screen if an operator does attempt to rent them, as outlined in Product Availability pop-up.

Note: The quantity availability checking in Group searches and Group reporting calculations still includes these products in the active for rent count unless the Avail flag is also unchecked.

Credit Invoices do not prevent invoicing of a rental product with a Status code prohibiting rentals, even if quantity on credit invoice is a positive value.

Note: If the Contract has been created for the "External Repair Customer" as defined in the Company Estimate & W.O. Parameters then this 'not available' for Rent flag is ignored.

DEPRECIATION

Check this box if equipment with this code should be available for depreciation.

Uncheck this box to prevent rental equipment identified with this code from being depreciated.
This Allow Depreciation flag for a product is verified whenever depreciation is generated from Depreciation.

Note: When the Status Code assigned to a product is flagged not to allow Depreciation, the "change Status Code" utilities can only change the Status Code to another code that does not allow Depreciation.
This restriction helps maintain a consistent depreciation flag status for each product.

XFER

Check this box if equipment should be available for transfer to another division.

Uncheck this box to prevent rental equipment identified with this status code, from being transferred in Inventory Branch Transfer.
The associated warning is displayed on the screen if an operator does attempt to transfer an item assigned this code, as outlined in Product Availability pop-up.

Note: The flag to prohibit transfers only applies to transfer initiated in Internal Transfer Console, Internal Transfer Worksheet, and in Inventory Transfers.
It does not prevent transfers at Rental Return when a customer returns a product to a different location from the Out location.

AVAIL

This flag is always checked if the Rent flag is checked and only becomes enabled when the Rent flag is unchecked for the status code.
It can be useful to uncheck the 'Avail' flag if there are assets in the inventory file that are not really rental products, such as company vehicles and shop equipment, and so they should never be rented nor should they be included in any availability check.

Check this box if equipment with this code should be included in the Group product available count.
This is the default for all status codes and must be manually changed if required.

Example:
The 'WB' Wash Bay status code should still have the "Avail" column checked, since the equipment is part of the rental fleet but is temporarily not available to rent.

Uncheck this box if this status code is flagged not to allow rent and the rental equipment should not be included in the availability calculations by Group when using the 'available only' filter in the Product Search window.
This condition should only apply to products that are not part of active inventory.
The associated warning is displayed on the screen if an operator does attempt to rent the product, as outlined in Product Availability pop-up.

Example:
The 'AC' Auction code should NOT have "Avail" checked, since it will never be available for rental, and should not count towards on-hand quantity for the group.

NOT TW

When only certain Status Codes should be assigned in Texada Web, this flag is used to control Status Codes that are visible on a product in Texada Web, but cannot be assigned in Texada Web.

Check this checkbox if this Status Code should be removed from the Status Code selection list in Texada Web when setting new Status Code values.
Uncheck this box if the Status Code is used by and can be assigned in Texada Web.

ERROR MESSAGE

Enter the appropriate message to be displayed on the screen.
e.g. ITEM IS CURRENTLY IN THE WASHING BAY FOR SERVICE.

The product status code can be updated in Rental Return, Close Pickup Ticket, Exchange by Contract, Exchanges By Customer, Confirm Exchange Pickup, Work Orders, or Close Internal Work Orders, and can only be updated to codes with the same Depreciation flag.
This restriction helps maintain a consistent depreciation flag status for each product.

Use Rental Inventory or in Update Product Status Code to manually set the status code on the relevant rental equipment.

ACTIONS:
Additional actions provided by buttons on the Product Status Codes screen include:

• Delete a Status Code:
  Only unused Status Codes can be deleted.
  To delete a code, click DELETE or press <F7>.
  • The option to "View Where Codes Are In Use?" is provided.
  • After exiting the codes in use option, only unused Status Codes and Status Codes not in BKTX transactions, remain listed in the Delete Product Status Codes paging screen.
    Click on the reference number for the code to be deleted and click DELETE.
    Confirmation is required.

• Actions and Updates by Status Code:
  Click the UPDATE button to access the Automatic Update options including:

  • By Product window provides the ability to flag specific non-bulk rental products for which the Status Code should be changed when the equipment is returned or exchanged, as outlined in Auto Status Code Update By Product.

  • By Group window provides the ability to cause a Status Code update for all non-bulk rental products in a Group when the equipment is returned or exchanged, as outlined in Auto Status Code Update By Group.

  • Actions window provides the ability to setup actions when the Status Code is changed at return or exchange, such as creating a W.O., printing a Service Check List, or setting a Time Delay on availability to allow for service, as outlined in Status Code Actions By Group.