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Equipment Deals are used to manage equipment sales within Service Geeni.
The module allows you to create quotations, manage equipment being sold, record trade-ins, add spare parts and planned jobs, and convert accepted quotations into active deals.
Equipment Deals are commonly used when selling equipment that may require additional parts, preparation work, installation, or ongoing service contracts.
Getting There
To access the Equipment Deal module, navigate to:
Equipment and select Equipment Deal Records.
Navigation
The Equipment Deal records screen contains two tabs:
Deal Quotes: Deal Quotes are used to create and manage quotations before a sale is agreed upon.
Deals: Deals contain quotations that have been accepted and converted into active equipment sales.
Within each tab, you can:
Filter the results.
Add a New Deal.
Add a New Deal Quotation.
Access Deal Maintenance.
From the Action Tray, you can:
Edit
Delete
Revision History: Revision History allows previous versions of the quotation to be reviewed and compared. Older revisions can also be previewed in a read-only format.
Print
Creating a Deal
The following example demonstrates a basic Equipment Deal workflow.
One example workflow is shown below:
Select Deal Quotes and create a new quote via the Add a New button.
or
Edit an existing quote via the Action Tray.
This opens the details editor.
Creating a deal without a previous quote can be done and is useful for scenarios when using written quotes or 3rd party management systems.
Equipment Deal and Equipment Quote Deal share the same tabs.
Populate the fields for:
Type: A reference on what type of deal it is, containing a name and description, e.g. Refurbished sale: Rated at 80% of retail value, etc.
Customer Account Number
Add your equipment.
Additional options can include:
Trade-In
Spare Parts
Jobs
Service Contracts
Once the quotation has been configured, click the Raise Quotation button in the bottom right-hand corner.
The quote will open in a new browser window, close it and go back to the Service Geeni tab.
Click Ok on the alert, and you'll be taken back to the Equipment Deal Quotations page.
Set the Status to Accepted once the quote is approved.
Only Accepted Quotes can progress to the Deal stage.
Click Edit via the Action Tray on the Accepted Quote.
Click Raise New Deal.
A confirmation message will appear.
Click Ok and you'll be taken to the Deals tab.
Once raised, the Equipment Deal can be used to manage the sale through to completion.
The deal can be used to:
Review the Deal Overview and financial summary.
Raise purchase orders and part requests as required.
Manage deliveries and equipment transfers.
Generate invoices and monitor outstanding balances.
Complete the deal once all pending activities have been finished.
Congratulations, you have successfully created an Equipment Deal!
The sections below explain each area of the Equipment Deal module in more detail.
Deal Quotation Details
The Details section contains the core information relating to the quotation.
From here, you can add information for:
Customer
Site
Type
Print: Opens up the selected template in a new browser tab. Only available once equipment has been added.
The current deal value can be viewed as a pie chart and exported via an SSR Report.
Hide Details: Collapses the details section, leaving you with the essentials.
Revenue and Cost: Shows a breakdown of all the costs within this deal.
Tabs
The tabs provide access to the different areas of the deal.
Overview
This tab displays customer and site information associated with the deal. The customer will not see it, as it's for internal use only.
Customer information shows details such as:
Customer Address
Site Address
Contact number
Email
These sections will remain blank until the relevant fields are populated in the details section.
Other Details lets you:
Add Internal Notes
Attachments
Attachments and notes are intended for internal use and can help teams manage supporting documentation throughout the sales process.
Equipment For Sale
Equipment Details
The Equipment For Sale tab is used to sell your items.
Click Add Equipment For Sale, which opens the editor window.
Select an existing equipment record or catalogue item.
Add an Equipment/Catalogue ID.
Choose a Site ID.
Pick a Sales-Analysis Code.
Specifications
The Specifications section allows additional information to be recorded against the equipment being sold, such as colour, fitted accessories, or other customer-specific requirements.
Examples may include:
Colour
Alarm fitted
Battery type
Cabin included
Specifications can be used to record additional details about the equipment configuration.
You can learn more about Equipment Specifications here:
Warranty Section
You can add a Warranty to the item in this section.
This lets you:
Add the Warranty Name and Type.
Choose the Warranty Charge Code Type.
Next, set the warranty cover Time Period and/or Hours by clicking the toggle button.
Select Update to save the warranty.
Warranties are covered in more detail here:
Your entry will show in the tab.
As equipment is added, the Revenue and Cost Summary automatically updates.
Trade-In
The Trade-In tab is used when equipment is being accepted from the customer as part of the sale. The trade-in value goes towards the new purchase. For example, equipment valued at £5,000 can be traded against a £20,000 purchase, reducing the outstanding amount to £15,000.
Trade-ins can be recorded alongside the equipment sale, allowing both the trade-in value and net book value to be maintained against the quotation.
Trade-in details can be edited via the Action Tray.
Spare Parts
The Spare Parts tab allows additional items to be included alongside the equipment sale.
These items can be used to add additional parts or accessories to the overall deal.
Click Add Parts to add more.
To the right, a parts list will appear.
Add the quantity or price change with the up and down arrows, or type.
Click Add to include it in the deal.
Spare parts are tracked separately from the main equipment records, whilst still contributing to the overall value of the deal. This is shown in the Revenue and Cost window.
Jobs
The Jobs tab allows planned work to be added to the quote, which helps calculate the effort and work needed for the job.
Examples may include:
Equipment preparation.
Installation work.
Configuration tasks.
Customer-specific modifications.
At the quotation stage, these remain planned jobs and are not raised as active jobs. Once a quote is accepted and becomes a deal, you can make changes or raise the job.
Use the Add Job button to create a new one.
This opens the Add Jobs window, where you have three tabs.
Job Details: Add all the necessary details for the task, such as Date, description, Charge code and so on.
Planned Parts: Small, standard parts necessary to carry out the task, such as screws, tape, nails, etc.
They can be added as an SKU item, an On-Demand item, or a Miscellaneous Item.
Planned Labour: You can also record estimated labour requirements and job-related parts.
Service Contracts
The Service Contracts tab can be used to associate service agreements with equipment being sold.
This allows maintenance contracts and related invoicing arrangements to be configured as part of the overall deal.
Service Contracts created here continue to be managed within the Service Contracts module.
The following can be configured:
Contract Details
Service Details: Click the checkbox to Include all sale equipment for services.
Service Contract Invoice: Lets you add the invoice seperately
Uplifts
Under Service Details,
Learn more about Service Contracts here:
Service Invoice (Deal)
Once a quotation has been converted into a deal, an Invoicing tab becomes available on the Equipment Deal record.
Equipment Deals support invoice scheduling, allowing you to create one or more invoice schedules based on the deal's total value. This enables you to spread invoicing across multiple dates, take deposits, or invoice the deal in stages.
Click Add Invoice Schedule.
The Invoice Schedule pop-up opens and displays all chargeable items within the deal, including:
Equipment
Trade-Ins
Spare Parts
Jobs
Invoice schedules can be configured in one of two ways:
Automatic Allocation: The scheduled invoice value is automatically distributed across all chargeable elements within the deal.
Item Allocation: The scheduled invoice value can be divided and assigned to specific deal items, allowing individual equipment, jobs, spare parts, or other components to be invoiced separately.
Select the individual items that you want to include via the check box.
Use the Invoice Amount section to alter the values.
The system automatically calculates the total value of the selected items.
Save the schedule to create an invoice for the selected items.
This functionality allows invoice schedules to be created against specific deal items rather than automatically spreading the invoice value across all elements of the deal.
Click Set Schedule.
The invoice record will appear in the tab.
Complete this process until it is fulfilled.
Job-related charges can be invoiced either within the Equipment Deal or outside of the deal, depending on your business process. The Equipment Deal retains visibility of these job transactions regardless of the invoicing method used.
Comments
The Comments tab provides an area for internal collaboration.
Comments can be added by users involved in the quotation or deal, helping teams track discussions and progress throughout the sales process.
Raising a Deal
Once a quotation has been accepted by the customer, it can be converted into an Equipment Deal.
Accepted quotations can be raised as a deal, allowing the sale to move from the quotation stage into active processing.
To progress the quote, select Accepted from the Status dropdown column.
Edit the accepted quotation and select Raise New Deal.
