Turning Parts into Equipment

Protean allows for you to be able to hold parts in stock that become maintainable pieces of equipment when issued to customers. Whether this is a set of parts that come together as a kit to become a single piece of equipment or whether they are single parts that when issued to customers require maintenance the same as a piece of equipment.

As such, it is possible to hold stock items in Protean that become pieces of equipment. To set this up for any part you must set the Make and Model of the piece of equipment that this stock item will be when turned into a piece of equipment (Click Here for ‘How To Create new Makes & Models’). To set this, go to the stock record:

Stock > Stock Enquiry

• Search for the appropriate stock record
• On the stock record, go to the ‘Other’ tab
• Click the three dots under ‘Make/Model’
• Select the relevant Make and Model for this piece of equipment

Note: The selected Make/Model will apply the same service defaults to this piece of equipment as set against the Make/Mode.

Changing these stock items to pieces of equipment can be achieved in multiple ways.

Via Jobs:

This method acknowledges that a part only becomes a piece of equipment when used on a job (e.g. a build job where the stock item/equipment is installed for a customer)

For this method:

• Create the relevant job
• Add the stock item to the piece of equipment
• Ensure the job is completed as necessary
• Upon completion of the job, the following prompt will come up

• Click ‘Yes’
• This will create an equipment record that will exist at the customer site with ‘Sold’ status.

Via Sales Orders:

Similar to the process of creating equipment records via jobs, this process creates the piece of equipment from stock records via a sales order. For this process go to:

Sales > Create Order

• Create a Parts Sales Order for the appropriate customer
• Add the part to the Sales Order

• Place the Sales Order
• Click the ‘Despatch’ button to send the stock item to the customer
• On the newly created Despatch Note click ‘Despatch’ to receive the following prompt

• In the same way, a piece of equipment is created at the customers site
• All that is left is to invoice the sales order as appropriate

Via Stock Adjustments:

The final way in which you can convert stock items to pieces of equipment is via a Stock Adjustment. This process does not involve selling or installing any stock items to achieve the desired outcome. For this method go to:

Stock > Create Stock Adjustment

• Select a reason that is of the Equipment Conversion category (see ‘Adding Adjustment Categories’ for more information)
• Add the part record to the Stock Adjustment
• Process the Stock Adjustment
• Upon completion you will receive the following prompt confirming creation of the new piece of equipment

A new piece of equipment is created