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Tools in Service Geeni are internal-use items such as torque wrenches, gas analysers, calibration instruments or specialist testing equipment. They are not hired to customers, but they still follow service schedules, calibration cycles and compliance checks just like equipment.
Service Geeni supports full testing and calibration for Tools. You can manage them, apply service schedules, link them to contracts and raise service jobs without creating duplicate equipment records.
Getting There
You can access and manage your tools via the Equipment menu and selecting Tool Records.
Tool Records
From the records screen, you can:
View all your current tools.
Add a new tool.
Edit information regarding an existing tool.
Transfer a tool from one branch to another.
To view a tool, click its ID. This opens the tool record with all its details.
Adding a Tool
You can create tools in the same way you add equipment.
Click Add to open the editor.
Enter a Tool ID. This can be generated automatically or entered manually.
Add a Description.
Select a Branch.
Enter a VAT and PA Code.
You can also add a Category, Model, Cost Price or Primary Supplier if needed.
Click Save.
The tool is now added to your Tool Records list.
You can make changes to a tool with the Edit icon via the Action Tray.
If it's no longer in use, you can Archive (de-activate) it.
Click Yes. The selected tool is archived.
To Un-Archive (reactivate) a tool:
Select Show Deactivated Tools. All the un-archived (i.e. deactivated) tools are displayed.
Click Un-Archive next to the selected tool. A message box is displayed.
Click Yes.
The selected tool is activated.
Transferring a Tool
You can transfer tools between sites or engineers. This lets you keep track of where tools are and who is responsible for them.
To transfer a tool:
Click Tool Transfer on a tool, which opens a New Tool Transfer page.
Select a Tool ID.
Set the Transfer Date.
Choose Customer Site Transfer or Engineer Transfer.
Enter From and To locations.
Click Add to Transfer List.
Repeat for more tools if needed.
Click Raise Tool Transfer.
The tool will now appear under its new location.
Manually Receiving a Tool
Use Manual Tool Receipt when a tool arrives without a purchase order, or when you find a tool that hasn’t been logged. This works the same way as Manual Stock Receipt, but you’re recording a tool instead of stock.
To receive a tool manually:
Locate the tool in the Tool Records list.
Click Manual Tool Receipt on the Action Tray.
The Manual Tool Receipt page will open.
Click Site.
A selection window will appear.
Search or scroll to find the site you need.
Click to select it.
You’ll return to the receipt screen
Enter one in the Quantity Received field.
Add any other details needed such as Delivery or GRN number.
When you are ready, click Save.
A confirmation page will appear
Click Confirm
The tool is now marked as received at the selected site.
You have successfully managed the Tool Records module.