Products' Items (Itemization) Overview

Items in ServiceCore represent each individual unit of a certain product. Instead of just knowing that you own 50 standard portable toilets, itemization lets you track exactly which unit is where, who's renting it, and what condition it's in.

Itemization is a good fit for businesses that need to track usage, condition, and location at the individual unit level. It's common for businesses managing restroom trailers, roll-off dumpsters, or any product where knowing which specific unit was delivered or returned matters for maintenance, billing, or accountability.

Please Note: Product itemization is optional; you can leave some of all of your products non-itemized and track them by quantity only. ServiceCore will show how many are available to rent, but won't distinguish one unit from another. 

Before You Start

Here are some things you should know before you continue:

• To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
• You CANNOT convert non-itemized products to being itemized or vice versa.
• You cannot delete an item that's associated with a rental or job.
• Serial numbers must be unique.
• To learn how to add a barcode or QR code to each item, click here.
• To learn more about products in ServiceCore, click here.

About Items (Itemization)

When you mark a product as itemized, the next step is to add that product's individual units with each of their unique identifiers. Each unit (item) gets its own serial number, barcode, or QR code and is tracked across the rentals it's associated with.

For example, if you have a product called 'ADA Restroom Trailer' and you own 10 of them, itemizing that product creates 10 items each with their own unique identifier. Your drivers will scan or enter that identifier into the mobile app when completing pickups and deliveries to confirm they're handling the correct unit.

Each item tracks the following information:

• Unique Identifier (serial number, barcode, or QR code)
• Current Yard
• Rental Status
• Condition
• Map Location (when associated with a rental)

TIP: While non-itemized products are assigned to a yard location, itemized products themselves aren't actually assigned to a yard location. Instead, the individual units of each itemized product are assigned to each location. This allows you to store some units of a product at Yard A and the rest of the units for that same product at Yard B.

There are 3 places in your ServiceCore account where you can view and edit your items:

1. In your main Settings area under Inventory.
   
   
2. In your main Rentals area under Inventory.
   
   
3. From inside a product's details page in the Items section.
   
   

Regardless of where you view an item from, you'll see the same information and management options in the product's details page.

Add an Item

As your business grows you'll no doubt increase the amount of individual units you own for most of your products. You may also start offering new products and need to itemize them once you add those products to ServiceCore.

There are 2 ways to add items to products:

1. From your web browser.
2. From the mobile app.

Add an Item via Web Browser

To add a new item from your web browser, just follow the instructions below:

1. From inside a product's details page, click "Add Item" in the Items section.
   
   
2. Enter the item's Serial Number. This can be anything that your business uses to differentiate between units, like the unit's actual serial number or a barcode ID.
   
   Please Note: This is the primary identifier that ServiceCore uses to track the item across jobs, rentals, and locations. It must be unique for each item you add.
3. Barcodes are a secondary identifier that enables physical scanning of the item via ServiceCore's mobile app. Skip this step for now.
   
   Please Note: If you'd like to add a barcode to an item, please click here to learn how.
4. Add the item's color, if needed.
5. Select a usage level for this item, if needed.
6. Add a status for the item's condition.
   
   Please Note: While this is optional, we strongly recommend using this field to track the condition of each item so you can manage your inventory effectively long-term.
7. Select the yard that this item is physically stored at.
   
   Please Note: After saving this item, you can only change the yard location by transferring it.
8. Select a reason for adding this item. You cannot change this after you've saved the item.
   
   TIP: If you select 'Other', we recommend leaving a note clarifying the reason so you have a paper trail to easily refer to in the future.
9. Add notes about this item, if needed.
10. Click "Add New Item" to save it and associate it with the product.
    
    

Item Details Page

After you add a new item or click on one from your list of items, you'll land on its details page.

This page gives you a full view of that individual item and its related information. 

You can quickly see where it's located, what rental and site it's associated with, and its related services. You're also able to edit its basic information and schedule the next service or pick up job as needed. 

If the item isn't currently rented out, the Location section will be blank.

Edit an Item's Yard 

To transfer a item from one yard to another, you'll need to either log an internal transfer (no job for a driver to complete) or create a transfer job (a job for a driver to complete, usually upon pick up).

Click here to learn how to transfer an item from one yard to another.

Delete an Item

There are 3 ways to delete an item:

1. In your main Settings area under Inventory.
   
   
2. In your main Rentals area under Inventory.
   
   
3. Inside a product's details page under Items.
   
   

Please Note: You cannot delete an item that's associated with a rental or job.

To delete an item from your ServiceCore account, just follow the instructions below:

1. Click "Deactivate Item". (See above screenshots.)
2. Click "Confirm Deactivation" from the prompt that appears.
   
   
3. Click on the "Filters" button and change the Status field to 'Inactive'.
   
   
4. Click the arrow to the right of the item and click "Delete Item" from the menu that appears.
   
   
5. Click "Confirm Delete" from the prompt that appears.
   
   

You'll no longer see this item listed in your Settings or Rentals areas, or in the yard's details page where it was originally stored.

Updating the Location of an Item

If an item your driver had associated with a rental is not correct, you can update the location of an item by marking it as back in a yard. This is recommended when a job may have been completed with serialized items that were not actually at the rental site.  

Please Note: This will NOT update your availability and will update your rental with Unknown Serial Number if there is still a missing serial number on the rental.

To update the location of an item, follow the instructions below: 

1. In your main Rentals area under Inventory, Find the Item you'd like to update: 

   

2. Select 'Update Location': 

3. A prompt with the following will pop-up and you'll need to select a yard. Select 'Confirm'. 

You will also see quick ways to navigate to Pickup Jobs associated with the rental and/or creating a new Pickup Job for that unit.

If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!