Overview
ServiceCore's Multi-Yard Inventory feature allows you to manager where your Inventory is located by assigning it to a Yard. With Multi-Yard Inventory, you select which Yard you want Inventory to come from for a Rental and which Yard you would like the Inventory returned to when the Rental ends. Multi-Yard Inventory allows you to schedule jobs to Transfer units between Yards. This article will walk you through how to use our Multi-Yard Inventory capabilities.
Permissions
- Creating a Yard: you will need to have Manager, Administrator, or Owner level permissions to Create a Yard
- Creating a Transfer: you will need to have Manager, Administrator, or Owner level permissions to Create a Transfer
Contents
- Enabling Multi-Yard Inventory
- Creating a Yard
- Viewing Products & Inventory
- Assigning a Yard to Products & Inventory
- Home Yards
- Creating Rentals & Jobs
- Creating Pick Up Jobs
Enabling Multi-Yard
When using ServiceCore’s Multi-Yard Inventory feature, the first thing you will need to do is enable the feature. To do so, navigate to Settings>Company>Preferences and toggle “Do you use multiple yards?” to “Yes”. This will allow you to create yards, assign Products and Itemized Inventory to your Yards.
Creating a Yard
You will need to create a Yard for each of the Yards you store your Inventory. To Create a Yard, you will need to have Manager, Administrator, or Owner level permissions to create a Yard.
- Navigate to Inventory and select the Yards sub-tab
- To add your first Yard, from the Yards tab, click the “Add Yard” button - this will bring you to the Yard Create/Edit page.
- When creating a Yard, you will provide the Yard with a name and address prior to clicking “Add New Yard” to save
- Once you have added the Yard, the Yard will now display in a list on the Yards tab, repeat this process for each of your Yards.
- From the Yards page, you have the ability to View and Edit each Yard via the View Yard dropdown menu
- On the Edit Yards page, you can update the name and address of the Yard; and you are also able to Delete the Yard.
Learn more about creating Yards here.
Viewing Products & Inventory
Can view and manage your Product & Inventory either; like you previously have in Setting under the Inventory tab, or in the new Inventory section under Rentals. In this section, we will focus on Products and Inventory under the Rentals tab as this is the only location you can make an association with a Yard.
Availability
With your Yards created, navigate out of settings and over to the Rentals tab. Under Rentals, you will now see a new “Inventory” in the place “Inventory Availability” used to be located. The “Availability” sub-tab is the same as the “Inventory Availability” tab that used to live here and remains unchanged.
Learn more about Inventory Availability here.
Products
Next to Inventory Availability you will see a new Product tab. The information presented in this table may look familiar to you, that is because it is the same information that was (and still is) presented in Settings under the Inventory>Products tab.
- Sort by, Filter by, and Search by all function as they have within Settings
- Both Itemized and Bulk Products are displayed
For users utilizing Multi-Yard Inventory, there is now a “+” expand icon on each row.
- Clicking on the plus icon will expand the row showing you the count for the selected Product across your Yards
- All Products & Inventory default to having a Yard value of Unassigned
- We will get into how to assign Products and Inventory later
- From the Products tab, you can click to view more and edit both Product and Item details.
Learn more about Products and Product Details here.
Inventory
The next tab under Inventory is Items. This page is very similar to what perviously existed in settings with the addition of Yards into the Location column.
- Only Itemized Inventory is displayed in on the Items page
- The Location column indicates where the unit currently is located
- We will indicate to you the name of the Site or Yard the inventory is located.
Learn more about Inventory here.
Assigning & Moving Products to a Yard (Transfers)
When onboarding to Multi-Yard Inventory, all Products and Inventory have a default Yard value of Unassigned. There are two ways in which Products/Inventory can be assigned to a Yard; units that are on site can be assigned a yard when the Pick Up job is created. Units in a Yard can be assigned by creating a Transfer and Transfer jobs.
Transfers - Overview
Transfers are how you move units between Yards. You either proactively schedule jobs to move Inventory between Yards, or retroactively adjust unit counts at each Yard and move Inventory digitally. Transfers also allow you to assign inventory from Unassigned to one of your Yards (learn more about Transferring Inventory from Unassigned here).
- When creating a Transfer, you will select a Transfer Date, a From Yard, a To Yard, and Items to Transfer
- We do not let you select specific Inventory to move when creating a Transfer, only unit counts
- Once you have input all of the required information and hit “Save” a Transfer Pick Up and Transfer Delivery will be created
- Both the Transfer Pick Up and Transfer Delivery job will be displayed the Schedule in the Unassigned column for the date you have selected
- Both Bulk and Itemized Products can be moved by Transfers
- We do not allow you to select a To Yard value of Unassigned, all units must be Transferred to an existing Yard
Transfer Pick Up & Transfer Delivery Jobs
When you schedule a Transfer, we create both the Transfer Pick Up and Transfer Delivery jobs as two separate items on the Schedule. We do this to allow you to maximize the efficiency of your driver’s route, allowing them to pick up units from the From Yard and potentially do multiple jobs prior to delivering the units at the To Yard when it makes most sense based on their route.
Transfer Pick Up Jobs
For the most part, Transfer Pick up jobs function like the first part of a standard Delivery job, except they do not have an association to a Customer, Site, or Rental.
- The Transfer Pick Up Job will display information about the Products being picked up and From Yard
- For Itemized Inventory/Product(s), the driver can select the serial numbers of the units they are picking up either manually or use the barcode scanner
- Transfer Pick Up jobs differ from standard Pick Up jobs as we do not allow them to be completed with status of anything other than Complete
Learn more about Transfer Pick Up Jobs here.
Transfer Delivery Jobs
Transfer Delivery jobs function like the final step of your standard Pick Up job where the driver brings the units into the To Yard. Like with Transfer Pick Up jobs, if the units are Itemized the driver will be able to either manually select inventory or scan the units in via the barcode scanner. Once the Transfer Delivery job is complete the product count (for bulk inventory) or the selected units (for itemized inventory) will be assigned a location value of the To Yard.
Learn more about Transfer Delivery Jobs here.
Creating Rentals
If you are using Multi-Yard Inventory, we now require you to select which Yard(s) the Inventory will come from. Above the Inventory section in the Create Rental form, there is now a Yards dropdown. From the Yards dropdown menu, you can select the single yard that you want the Inventory for that rental to come from, or if you want the inventory to come from Multiple yards.
Yard Inventory Selection & Delivery Jobs
If you select a single Yard, we will create one delivery job but if you select multiple Yards then one delivery job per Yard inventory comes from will be created. This allows for you to assign the inventory coming from different jobs to different drivers and increase efficiency.
Delivering from Unassigned
If you have not assigned all of your inventory to a Yard, you can still include it in a rental. To rent units with a Yard value of Unassigned, you need to select the “Unassigned” option from the From Yard dropdown and find your desired product.
As these units do not have a Yard associated, you will need to use Job Notes or other channels to identify the originating yard for these units.
Learn more about choosing a Yard when creating a Rental here.
Pick Up Jobs
If you choose to create the Pick Up job from the Create Rental form, the Pick Up job(s) will return Inventory from the originating Yard. If you are selecting for Inventory to come from Multiple Yards, then multiple Pick Up jobs will be created (one per Yard).
If you do not create the Pick Up job from the Create Rental form and you wish to return inventory to multiple Yards; you will need to create one Pick Up job per Yard Inventory being returned.
Creating Pick Up Jobs
When you are scheduling a a Pick Up job you now need to select a Yard where you want to bring the inventory. Unlike when Pick Up jobs are created via the Create Rental form, you are only able to select one yard per Pick up job. If you want to return inventory back to multiple yards you will need to create multiple Pick Up jobs.