Let's get to grips with Equipment Transfers!
The Equipment Transfer module in Service Geeni allows users to efficiently manage and document the movement of equipment between branches, sites, and suppliers.
Enable the following User Rights to get full functionality:
Equipment Transfer allows users to manage the movement of equipment between branches or sites.
The Purchase Orders access right in Service Geeni allows users to create and manage supplier purchase orders.
Equipment: View, to select equipment and see the new transfer history on the equipment record.
Jobs: Create, for the prompt to create transfer jobs on internal transfers.
Communication Centre: for the delivery and collection notes. The Equipment Transfer delivery and collection note templates sit in the Default Communications Centre.
Getting There
You can access Equipment Transfer via the Equipment menu.
From here, you can view all your open or current Equipment Transfers.
Create a New Equipment Transfer
To create a transfer, click the New Equipment Transfer button.
In the window, fill out the following mandatory fields:
Transfer Date: The date the equipment moves to its new site. You can choose today’s date or a future date.
From Branch: The originating branch.
To Branch: This is the destination branch.
Equipment: Here, you'll select the equipment being transferred.
From Site: The current site where the equipment is located.
To Site: The target site for the equipment.
To Site Location: The desired destination for the equipment.
Below are some optional fields to add further detail to the transfer:
Transfer Supplier: The supplier involved in the transfer. Leave this blank for internal transfers. If you don’t select a supplier, the Raise Purchase Order button is disabled.
To Site Location: Where the equipment will be stored at the destination. Leave this blank if you don’t know the final location yet.
Produce Delivery Note for supplier on completion.
Produce Delivery Note for customer on completion.
Produce Collection Note for supplier on completion.
Produce Collection Note for customer on completion.
All mandatory fields must be filled in before proceeding. You can add multiple equipment items to a single transfer, but each equipment item must be unique; you cannot add the same equipment more than once to the transfer list.
Adding Equipment to the Transfer List
Once all required details for a piece of equipment are filled in:
Click the Add to Transfer List button.
The item will appear in the Transfer List section, which displays:
Line No
Equipment ID
From Site
To Site
From Site Location
To Site Location
Processing the Transfer
After all items have been added to the transfer list:
Click the Raise Equipment Transfer button to process the transfer. This opens the Equipment Transfer Preview.
Click the Confirm Equipment Transfer button to proceed.
A confirmation message will appear asking if you want to transfer ownership of the equipment to the destination branch.
This message will not show if the Sending and Receiving branches are the same.
Once the transfer is complete, you can print any delivery or collection notes from the Action Tray.
Forward-Dated Transfers
You can raise and complete a transfer today, even if the Transfer Date is in the future.
The equipment stays at its current site until the Transfer Date. On that date, the system moves it to the new site automatically. You don’t need to do anything else.
Until the Transfer Date, the transfer shows as Scheduled. Once the equipment has moved, the status changes to Transferred.
Pro Tip: The move happens [at TIME and TIME ZONE] on the Transfer Date. You can edit or cancel a scheduled transfer before then from the Equipment Transfer screen.
Transfer Jobs
When you raise an internal transfer, you’ll be asked if you want to create transfer jobs.
Create them if you need a job to cover the move, or carry on without one.
To approve a transfer between branches, your user group needs the Can Approve Equipment Transfer access right.
Viewing Transfer History
You can see every transfer for a piece of equipment from its equipment record.
Head to Equipment Records.
Open the record and select Equipment History to view its full transfer history in one place.
What you can see depends on your access rights.
Additional Actions
Next to the Raise Equipment Transfer button, there are additional options:
Raise Purchase Order: Lets you initiate a purchase order related to the transfer.
Save As Draft: Click this to save the current transfer to return to later.
Cancel: This will cancel the current operation without saving.
Congratulations! You have successfully made an Equipment Transfer.