Three Methods To Add Equipment Item

Add Item

Method 1. Add Item: Adding and Linking Equipment to the Customer

Use this option to create a brand-new equipment record linked to the customer.

1. Click Add Item to create a new equipment item.

2. The word "New" will appear in the description field—replace it with a meaningful name (e.g., Hilux 2.5).

3. Enter an Item Code, such as the vehicle’s registration number.

4. Enter the description. The word new will be replaced by the description.

5. Complete other details like Make, Model, etc.

6. Click Save

New Item For Stock Item

Method 2. Add An Existing Stock Item as a Service Item.

Use this option to convert an existing stock item into customer equipment.

This is useful when:

•The item already exists in inventory

•You want to track servicing or maintenance

•The equipment was sold from stock

1. Select the stock item.

2. Click New Item for Stock Item.

3. The Custom Fields from the Main Inventory form (Custom Fields Tab) will be included.

4. You can modify fields like Make, Model, Registration No., and Engine No. to match the inventory details.

5. Save the equipment item

New Item Based On Template

Method 3. New Item Based On Template.

Use templates to quickly create standardised equipment items.

1. Click the Green Plus Button () to create a template.

2. Name the template and fill in the relevant fields.

3. Select the template and click New Item Based on Template to add the item.

Customer Equipment or Vehicle Fields

Make

Brand or manufacturer of the equipment.

Example: The make of a Yaris is Toyota.

Model

Model or version of the equipment.

Registration Number

Registration number or license number of the vehicle or equipment.

Where to input: Enter this in the Customer Main Form > Customer Equipment tab > Registration Number.

Engine number

Engine number of the vehicle or machine.

Series Number

Manufacturer’s series or batch number.

VIN Number

Vehicle Identification Number (VIN) — unique ID assigned by the manufacturer to a vehicle..

Weight

Weight of the equipment (optional, where relevant).

Service

Used for scheduling and service reporting.

This field allows you to identify equipment requiring service within a specified date range.

Example: Fire extinguishers needing service in March.

Internal Job Account

Overrides the default Internal Job Account defined in the GL Account Options.

This is used when creating internal job cards for the equipment.

Related Section: Internal Job Cards

Last Service Date

The date on which the equipment was last serviced.

Last Service Reading

The last recorded reading for the equipment.

Examples:

•Vehicle odometer

•Photocopier counter

•Machine hour meter

Next Service Date

The next scheduled service date.

Next Service Reading

The reading at which the next service is due.

Examples:

•150,000 km

•25,000 copies

•1,200 operating hours

Fixed Charge

A fixed service or maintenance fee, if applicable.

Date Bought

The date the customer purchased the equipment.

Date End

The contract, warranty, or service agreement end date (if applicable).