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Flex Rental Solutions - User Manual

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1. Last update 2015 06 25 08 17 43 Page 44 of 223 New Contact Overview Using the New Contact option on the Contacts menu is one way that you can add a new contact into your Flex system You can also right click on any existing contacts folder Clients Employees Vendors etc then choose New Contact or New Company It is also easy to add a new contact when you are creating a new element within Flex For example when creating a new quote you can click on the binoculars icon next to the client field then click the Add New Contact tab This allows you to add a new contact without exiting the new quote window Instructions How to add a new contact 1 On the Contacts menu click New Contact 2 Enter the new contact information Is Company Choosing Yes will cause the First Name Last Name and Job Title fields to disappear Resource Type Client Employee Vendor etc Contact Type Learn how to add and edit contact types and contact type groups 3 Click ACCEPT How to edit a contact 1 Inthe Resource Browser browse the Contacts section to find the contact you want to edit Note You can also use the Search function in the Resource Browser to find contacts Double click on the name of the contact you want to edit 3 Navigate through the tabs found on the top of the contact info page An explanation of each tab is found below Contact Info On this tab you can edit the basic information that you provide
2. Use a Barcode Scanner For serialized items you will scan the unique barcode found on each serialized unit of the model For non serialized items you will scan the model barcode then enter the quantity that you want to scan Manually Enter Barcodes You can manually enter a barcode into the barcode input box to the right of the main menu in Flex Like using a barcode scanner you will manually enter unique barcodes for serialized units and the model barcode for non serialized items Virtual Scan To virtually scan an item double click on the line item in the prep screen If you virtually scan a serialized item a window will appear asking you to select a specific serialized unit to send If you virtually scan a non serialized item the quantity prompt will appear asking you to enter the quantity that you want to scan By default performing a virtual scan will cause a prompt to appear asking you to verify the virtual scan If you want to turn this prompt off click Manage Prompt Preferences in the Workbench Menu then uncheck the Virtual Scan Confirmation Click SAVE to save changes Undo a Scan If you need to undo a scan click the UNDO LAST SCAN button in the Last Scan tab If you need to delete multiple scans or a scan that you did earlier in the prep process you can use the Related Scan Records screen To access this screen click the cog wheel next to the item for which you need to delete a scan then click Related Scan Re
3. Accounting Integration le We integrate with QB Desktop versions Windows only and QB Online versions QuickBooks Desktop We integrate with the Desktop Editions using the QuickBooks Web Connector This is a small middleman application that runs on the same machine as your QuickBooks installation lt connects to your Flex system and pulls down exported documents The Web Connector is only available for Windows so unfortunately integration is not available for the Mac QuickBooks edition QuickBooks Online We integrate with QuickBooks Online with the new QuickBooks Online API Previously we used the same underlying API as the QuickBooks Desktop but Intuit has since created a brand new API to target the Online Edition The old legacy Online API is still in Flex as of this writing but it is scheduled for shutdown by Intuit in mid March 2014 Currently Invoices Credit Memos and Received Payments can be pushed to QBO QuickBooks Online with support for Purchase Orders coming in the very near future QuickBooks Online setup As with the Desktop Edition QuickBooks integration has to be unlocked by the support team before it can be used Once setup and authorized you can begin pushing to QuickBooks Online right away Tax Codes QBO QuickBooks Online has a global tax model which means that taxes are architected in such a way to fit most any country or area The key concept in QBO tax is a Tax Code For US QBO each line item is e
4. Instructions How to add new referral sources On the Contacts menu click Referral Sources Click New Referral Source in the Workbench Menu Give the new referral source a name code optional and description optional Click CREATE SINS The new referral source will now be an option to choose from the Referral Source option when creating a new quote Staff Availability Search Overview The Staff Availability Search is a useful tool that can help you determine whether or not a contact is available during a certain time period You can search by contact name skill city or state Instructions How to search for contacts in the Staff Availability Search On the Contacts menu click Staff Availability Search 2 Enter a search query in one several or all of the search fields Note Entering a search query in only one field will return results for that field only You can enter a search query in as many fields as you want and the search results will narrow accordingly 3 Change the From and To date options to match your desired search window The results are separated into several columns Name Type Employee Freelance Labor etc and Available Yes or No Double clicking on a contact name will open their contact entry To Do List Overview The To Do List is a list of tasks that is unique for each Flex user Any task assigned to a particular user will show up in their To Do List Each time a user logs into Fle
5. e Contacts Includes Clients Employees Vendors etc e Facilities Shows the business locations associated with your Flex subscription Inventory A complete listing of all of your inventory items Recent Items The 25 most recently opened pages e Services Non inventory items that you might include on a quote like labor travel expenses etc These sections with the exception of Recent Items are organized by folders and sub folders To navigate through folders and sub folders click the small arrow to the left of any folder The Resource Browser also contains a search feature Switch from browse mode to search mode by clicking the SEARCH tab at the top of the Resource Browser You can narrow your search by selecting an option from the drop down menu Search All Search Quotes Search Inventory etc The Workbench The middle section of Flex is called the Workbench The calendar automatically opens in the Workbench when you log in to Flex and any new page you open whether it be a quote inventory item or system Flex Rental Solutions Flex Rental Solutions User Manual 1 setting will open in a new tab in the Workbench You can rearrange tabs by pressing and holding the mouse on a tab and dragging it to a new location You can close a tab by clicking the small circle on the right hand side of the tab es Users O or by right clicking on any tab and choosing either Close All Tabs or Close All Other Tabs
6. 1 2 Enter your user name and temporary password Click Login or press Enter Server Version 4 7 0 6 Th Client Version 4 7 0 6 Licensed To Flex Rental Solutions Re nta Sol ut j ons 2000 2014 Flex Rental Solutions LLC Username example Login 3 Enter the temporary password in the Current Password field and enter your new password in the New Password and Verification fields Click ACCEPT or press Enter Note Use your new password for all future logins Change Password Current Password KKK New Password x x x x x Verification KKK KKK ACCEPT Last update 2015 06 25 08 17 43 Page 8 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Le Administrators Your user name and temporary password were provided by a Flex representative Contact Support if you don t know your user name or temporary password Non administrators Your user name and temporary password were provided by your system administrator Last update 2015 06 25 08 17 43 Page 9 of 223 Navigate the Layout of Flex Overview Flex features an elegant and intuitive user interface Learning the different parts of the Flex interface and how they interact with each other will help you to be more efficient when navigating your Flex system Instructions The Resource Browser The left hand section of your Flex system is called the Resource Browser The Resource Browser contains five different sections
7. Last update 2015 06 25 08 17 43 Page 151 of 223 Corporate Identities Overview A corporate identity is the identity of your company Multiple corporate identities can be at a single business location For example if an audio video rental company also operates a recording studio from their warehouse they can set up a new corporate identity for the recording studio and bill their clients under the name of the recording studio corporate identity A single corporate identity is included in your Flex subscription Contact Flex Sales to learn more about pricing for multiple corporate identities View our Best Practices video on how to Manage Multiple Corporate Identities Instructions Flex How to edit an existing corporate identity On the System Settings menu click Corporate Identities Double click on the name of the corporate identity that you want to edit Upload your company logo by clicking Upload Logo Edit the desired fields Click Update a 2 0 NS Currencies Overview You can set up multiple currencies in your Flex system and set up inventory and service pricing for each currency Flex Support will set up your system to use the common currency in your area Instructions How to add a new currency 1 On the System Settings menu click Currencies 2 Click New Currency in the Workbench Menu 3 Enter the new currency information Name The name of the currency ex US Dollar Euro etc ISO Code
8. The Workbench Menu To the right of the Workbench is the Workbench Menu The options found in the Workbench Menu change based on what you have open in the Workbench For example if you have a quote open in the Workbench the Workbench Menu will list options that apply to working on a quote If you open an inventory item in the Workbench the Workbench Menu will list options that apply to an inventory item The Toolbar Along the top of the Flex screen is the Flex Toolbar The Flex Toolbar contains the main menu barcode input box location selector and create new element menu Resizing Sections and Columns You can resize each section width in your Flex system by pressing and holding the mouse over the resize bars located between sections i The resize cursor will appear and you can drag the section to your desired width You can also resize the column width in the calendar by pressing and holding the mouse over the column separator and dragging to your desired width Last update 2015 06 25 08 17 43 Page 11 of 223 Flex Rental Solutions e dp 31 PM 01 PM Last update 2015 06 25 08 17 43 Flex Rental Solutions User Manual 1 Page 12 of 223 Inventory and Contacts Import In this section you will learn how to Y Complete the Inventory Import Spreadsheet Y Complete the Contacts Import Spreadsheet Terms you should know Non Serialized Item An inventory item that only has one barcode associated
9. 4 Click Create Note You can edit contact types by double clicking on the contact type name in the Contact Types tab How to create a new contact type group On the Contacts menu click Contact Types Click Contact Type Groups in the Workbench Menu Click New Contact Type Group in the Workbench Menu Fill in the necessary information SA NS e Name Examples City Region Services Provided etc e Caption How the contact type group name will appear in the Contact Manager Generally the same as the Name e Description More detailed description if needed Example Resource types in this group should only be the names of cities 5 Click Create Crew Schedule Overview Using the Crew Schedule option on the Contacts menu is a quick and easy way to view which contacts are assigned to crew calls in your Flex system Instructions How to view the crew calls that contacts in your system are assigned to On the Contacts menu click Crew Schedule 2 Click the El plus icon next to any resource type to view the contacts found within Note You may have to also click the plus icon on each business location that you want to view 3 For each contact that appears follow the row to the right to view crew calls that they are assigned to on the calendar You can add the previous or next month to the calendar by clicking the Add Previous Month or Add Next Month buttons found in the top left and top right corners of the Crew S
10. International Organization for Standardization currency code ex USD EUR etc Locale Locale settings will affect the appearance of your currency ex comma or decimal to split dollars and cents Issuing Authority Optional Exchange Rate Optional you will likely have to change this field as often as exchange rates change which could be daily 4 Click CREATE Any screen where you can input pricing will have a tab with the new currency where you can input separate pricing information for that currency You can also set up a default currency for each contact in your system on the Terms Notes tab of a contact entry You can edit any currency by double clicking on the currency name while on the Currencies tab How to choose a default currency for a business location ON OO IN On the System Settings menu click Business Locations Double click on the business location that you want to edit Click Edit Business Location in the Workbench Menu Choose which currency to be the default in the Currency field Click UPDATE Custom Fields Overview You can create custom fields to appear in a variety of locations in Flex like a contact entry page inventory model page and more Custom fields are helpful when you want to input information that Flex does not offer as a default field Instructions Here is a webinar explaining how to add custom fields to a contact entry Here is a webinar explaining how to add custom f
11. Multiple Corporate Identities Last update 2015 06 25 08 17 43 Page 223 of 223
12. As Overrides The user will not be able to delete inventory models or serial units The user will not be able to see the Inventory Group Manager when right clicking on an inventory group The user will not be able to drag and drop to reorganize inventory folders or inventory models within the inventory tree The user will not be able to scan gear on the prep screen to a job if that gear is already booked on another job during the same time A prompt window will appear saying that Taking this item will create a shortage and the ACCEPT button will be greyed out not allowing the user to proceed The user will not be able to manually change quantities of a non serialized model on the Qty tab of the inventory model page The user will not be able to scan any item in or out on any warehouse scanning screen prep screen return screen free scan in screen free scan out screen etc The user will not be able to virtually scan serialized items They will still be able to virtually scan non serialized items The user will not be able to use the Scan All Items In Out in the workbench menu of the prep screen and return screen The user will not be able to view any inventory item that is marked as hidden in its settings The user will not be able to view the Manage Prompt Preference or Enable All Prompts options when on any warehouse scanning screen More info soon lt lt Business Operations Contact Management Modul
13. Checking the Total Mute box will make the line item not be included in the total price but the price of the item will still be shown as a reference Build a Quote Part 2 Overview Part 2 covers the tools and options found in the Workbench Menu for the quote Instructions I ste Es The Workbench Menu for the quote has many useful tools and options along with some important information about the quote At the top of the Workbench Menu you will see the total amount due for the quote and the project tree The project tree will show you all of the parent and child elements that are associated with this quote For example a parent Event Folder a child Rental PO a Pull Sheet or a Crew List that is associated with the quote Total r 3 228 63 Project Tree y Ev Las Vegas Show 2 y Qt Bellagio Hotel and Casino o Grace Hopkins Rental Cr Bellagio Hotel and Ca Dc Bellagio Hotel and Ca Log Bellagio Hotel and Cas y You can double click on any of the parent or child elements to open them Under the total and project tree you will find the Quote Menu options The Quote Menu options are split into several different categories The first category is Modify which includes the following options Edit Header Will open the edit window that was opened when you created the quote e Copy Selected Lines Will allow you to copy multiple selected lines e Delete Selected Lines Will allow you to
14. EEEa i skasvestaseseesdau teas EEn oier iese 31 E E A A A A E teeta 32 License NiO is E A ENEE A O E AA ene ea 33 EOJ NN 34 Systematic 35 Contacts Mentir A id iaa 36 Contact Manage Rucci li liinda aa Aeae aa akoa EEE 38 Contact Relationship TYPES curiosidad ete 39 Contact Types taa AA ended dane deere dada Gees 40 Crew Schedule co ida 42 Crew Schedule Settings ici ss tevaadsnaeteesugeni shasadegasi Ie AES rE TEEDE EEE EaSI gano ELERA ei EER ETENE TEETE 43 New Company rascar olaaa laa ais 44 NEW Contact PORO OOO stash a ed EA aE cha piadd abgotawyad A Aa eay aa E eia naaa 45 Referral SOULCES A ie 47 Stafr Avallability SearCh cito tds a ie io EI 48 TOD a O dass 49 Financials Men a a Ao E dal 50 Accounting Integration eouttria tidad renders 51 QuickBooks Online SEtUP senil a dia 52 Automation Prol Et s 53 Credit Memos td AECA 54 Fee Matrices tant il ar 55 Pricing Model Matriciales aiaia es 56 Recelived Payments ii iva 57 Inventory Men ati A A A A E AA AI a ai 58 Organize Inventory GTOUPS miraia e a e td 59 Catalogue Workshee tirinn a a E dcagrbsleden dus a a E a A de eed neces erases 60 Cheat Sheets imienne penea eaea aiea dat pe E paee stv eau E apaa ia A aaia Aaaa E nedan iee TEn e e atini 61 INVENTORY MANE ii ia a AA saute aa a Eas 63 Inventory Settings A A ts i 64 Maintenance Procedure Sii A da 65 New Inventory Mi ade 67 Serialized vs Non Serialized Models cccccccccecceeeeeeeeeeeeeeeae
15. Estimate 0 pan Replacement Cost 2 000 00 Weight 50 Pounds Average Cost 2 000 00 Model I Dimensions 16 x 14x 23 uupdate Medel mega y v D Cable gt IZ Signal Cable v OD Speaker Cable gt m 5 NL4 74 gt a 10 NL4 94 gt am 25 NL4 108 Qty Serial Numbers OutOf Commission Suggestions Alternatives Substitutions Suppliers Pricing Scan Log gt a 100 NL4 70 gt D Adapters gt IZ DI Boxes gt E Microphones gt EZ New Audio Child Group IZ Playback and Recording v DD Speakers D 4 Speaker System 0 gt EAW IF 26 22 gt EAW F 56 20 gt Mackie 450 40 Documents Integration Item Size Auto Include Quantity Suggestions gt NL4 Speakon Cable 10 33 ib NL4 Speakon Cable 25 Suggested Items associated with this Model rr Now whenever you place the item into a quote the suggestions window will appear with the items that you added Check the box next to the items that you want to add The quantity will automatically calculate based on the amount of the original item that you placed on the quote but you can also manually adjust the quantity by clicking and typing the new quantity Suggested Options ALL Quantity Nod Aeey Item Rel Type Included In Price M 0 NL4 Speakon Cable 10 next sibling NL4 Speakon Cable 50 next sibling You can also change the Relationship Type and Included In Price options but these are typically contr
16. New Tax Rule Code NEWRULE Click CREATE Po NS de Business Rule Set and Sales Tax Categories are advanced features Email Support for help with these features Security Groups Overview Each Flex system user is assigned to a security group Users are granted specific system permissions based on the security group to which they are assigned For example a warehouse employee who is assigned to the Shop Techs security group will only have permission to access warehouse related parts of the system Your Flex system includes the following security groups e Accounting e Administrators e Inventory Managers Management e Registered Users e Restricted e Sales Reps e Shop Techs You can add other security groups if needed Instructions How to change security group permissions 1 On the System Settings menu click Security Groups 2 Click the PERMISSIONS button in the row of the security group that you want to edit 3 Select either DENY or GRANT for each option Inventory Module STATUS INHERIT DENY GRANT Can Conduct Inventory Counts DENIED Can View Inventory Financial Information GRANTED Can Manage Inventory Financial Information DENIED Can Manage Maintenance Procedures DENIED Note If the security group is based on another security group the INHERIT selection will apply the attributes of a parent security group 4 Close the Permissions tab All selections are automatically saved How to create a new secu
17. Temple 17 Vendor Y Smith Stagin 235 Robbin Birch Way 18 ient Y Stevens and Stevens Way 19 Employee Y Ultimate Auc 55 N State St Sulte 230 20 Employee Josh Anderson Account Exec N Ultimate Auc 55 N State St Suite 230 21 Employee Barry Carlton Shop Tech N Ultimate Auc 55 N State St Suite 230 22 Employee Jeremy Clyde Sales N Ultimate Auc 55 N State St Suite 230 23 Freelance Labor Randy Corbett N 24 Employee Aaron Davis Audio Depar N Ultimate Auc 55 N State St Suite 230 25 Employee Frank Henderson Warehouse N Ultimate Auc 55 N State St Suite 230 26 Employee Nancy Holmes o N Ultimate Auc 55 N State St Suite 230 27 Vendor Grace Hopkins Sales Lead N Insane Audio 4828 Backend Way Instructions How to perform a contact export 1 On the Reports menu click Contact Export 2 Choose the Report Format Paper Size and Page Orientation 3 Click the EMAIL ME or GENERATE REPORT button 4 cm Salt Salt Salt Las Salt Port Ligh New Las Wes Pron Salt Box Salt Las Salt Salt Salt Salt Salt Salt Salt Salt Salt Last update 2015 06 25 08 17 43 Page 126 of 223 Contact Schedule Overview Use the Contact Schedule report option to create a file that contains the schedule for a chosen contact This report will only work if you are utilizing the crew scheduling features in Flex Instructions How to generate a contact schedule report 1 On the Reports menu click Contact Schedule 2 Choose the Contact Start Dat
18. a unique barcode Whenever you send any of these loudspeakers out on a job you will scan the unique barcode found on each one thus enabling you to effectively track the location of each individual unit You can add a new serial number to this inventory item by entering the necessary information into the Add New Serial Number section Enter any information you want to provide then click the ADD button If you leave the Barcode field empty a barcode will be generated automatically Serial Number Barcode Stencil Model Location Resource Type Purchase Date Purchase Order Purchase Cost nnn rn Salt Lake City v Rental v 2 ADD Non Serialized Inventory Model Example A good example of a non serialized model is an XLR audio signal cable If you create a non serialized inventory model in your Flex system for a 10 foot XLR cable you will not find a Serial Numbers tab on the inventory model page There will only be one barcode created and each cable in your inventory will be controlled by that single barcode Last update 2015 06 25 08 17 43 Page 70 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Qty Out Of Commission Suggestions Alternatives Substitutions Suppliers Pricing Scan Log Documents Integration Locations Rentals Retail Subrentals Backorders ooc On Order Salt Lake City 160 185 0 0 0 0 0 0 1 0 West Valley 100 100 0 0 0 0 0 0 0 0 CHANGE QUANTITIES The Qty tab shows the count for each lo
19. at the 13 12 mark in this video Last update 2015 06 25 08 17 43 Page 177 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Resource Audit Trail Coming soon Last update 2015 06 25 08 17 43 Page 178 of 223 Resource Types LILI Flex Rental Solutions Flex Rental Solutions User Manual 1 Safe Work Methods Coming soon Last update 2015 06 25 08 17 43 Page 180 of 223 Sales Tax Rules Overview Each resource type in Flex can have sales tax automatically applied to it For example you can have sales tax automatically apply to rental and retail items but not to labor and travel It all depends on how your company operates You also have the ability to apply a different sales tax rate for each of your business locations if your subscription includes more than one location This would be especially applicable to customers who have multiple locations in different states Instructions How to set up sales tax 1 On the System Settings menu click Sales Tax Rules 2 Double click Sales Tax 3 Click the value that you want to edit Enter a percentage value in each category that you want to charge sales tax example 5 5 Note Each value will automatically save There is no save button on this page How to set up a new sales tax rule On the System Settings menu click Sales Tax Rules Click New Sales Tax Rule in the Workbench Menu Give the new rule a name and a code example Name
20. delete multiple selected lines Bulk Edit Will allow you do edit multiple line items at once e Create Subtotal Will allow you to create a custom subtotal in which items can be placed e Reset Price Will allow you to reset the default price of line items that have been manually changed Select a line item or multiple line items then choose the Reset Price option Apply Trading Terms Will apply new trading terms that have been applied to the client of the quote e Copy Will allow you to copy the entire quote with the option to copy the whole project tree change dates and reset workflow e Move Will allow you to move the quote into a parent folder e Delete This Quote Will allow you to delete the entire quote The next category is Reports where you can generate a variety of PDF copies of the quote By default only a few reports are available in the category You will learn how to enable more reports in the next lesson Send a Quote to a Client gt gt Related to the category is the Send To Client category which will send a PDF copy to the client This is also covered in the next lesson The Logistics category gives you options to update associated child elements when you make changes on the quote The Financials category gives you options to manage the financial aspects of the quote The Display category allows you to refresh the entire quote or just refresh the availability of the quote The Workflow ca
21. in each field of the Catalogue Worksheet click on the text of the field and it will change into an editable field Make the necessary changes and all changes will be automatically saved when you click out of the field To edit the Group column double click on the name in the group field and the group selection window will appear Highlight the new group that you want to assign the item to then click ACCEPT Je Experiment with adjusting column widths and selecting only the needed columns as visible to create a Catalogue Worksheet screen that is easy to navigate without the need for scrolling Cheat Sheets Overview A cheat sheet is a document that you can create that contains multiple barcodes for easy scanning access There are many uses for cheat sheets For example you might want a cheat sheet for all the non serialized video cable that you have in your warehouse With a cheat sheet you will have easy access to the barcodes for the video cable during the scan out process Instructions AAA How to create a cheat sheet 1 On the Inventory menu click Cheat Sheets 2 Click New Cheat Sheet in the Workbench Menu 3 Fill in the necessary information Name The name the cheat sheet Symbology The type of barcodes that will be used code 128 is most common Show Short Names If Available Choosing Yes will show the short name for the item on the cheat sheet Number of barcodes per row Select how many barcodes you want to
22. in the Alternatives tab If you open the inventory information page for the alternative item you will find the original item in the Alternatives tab Now when you have a shortage of the item on a quote you can open the Conflicts and Availability window and replace it with the item s placed in the Alternatives tab How to add Substitutions to an inventory item 1 Open the inventory information page for the item that you want to add substitutions to 2 Click on the Substitutions tab 3 Drag and drop other inventory items from the inventory tree that can be offered as a substitution to this item Now when you have a shortage of the item on a quote you can open the Conflicts and Availability window and replace it with the item s placed in the Substitutions tab Add Subrental and Purchase Suppliers Overview Adding preferred subrental and purchase suppliers to an inventory item can be very useful when you need to resolve shortages If you are short an item for a job you can quickly rent or purchase the item from suppliers that you previously set up Instructions How to add subrental and purchase suppliers 1 Open the inventory information page for the item that you want to add subrental and purchase suppliers to Ba Click on the Suppliers tab You will see two sections Purchase Supplier Preferences and Subrantal Supplier Preferences Click the ADD button to search for the contact entry that you want to add as a suppl
23. the printer Follow the steps below How to set up a barcode printer to work with Flex 1 Obtain a Static public IP or set a static hostname one is required If you don t currently have a static ip or a static hostname contact your ISP or an IT professional for assistance 2 Assign an Internal IP to your Zebra barcode printer in router administration 3 Port forward 9100 to printer s assigned IP Email Support with the subject Barcode printer Setup Assistance Requested Include the Static IP hostname and your barcode label dimensions If you are unsure how to make the proper configurations to complete a successful setup contact an IT professional Flex does not assist with network configurations Flex Rental Solutions Flex Rental Solutions User Manual 1 Rebuild Resource Indexes Coming soon Last update 2015 06 25 08 17 43 Page 175 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Report Groups Overview Report groups can be used to add options to the print popup for reports Instructions Report groups are covered at the 15 10 mark in this video Last update 2015 06 25 08 17 43 Page 176 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Report Preferences Overview You can set preferences for each report in your system For example you can choose which security groups are allowed to print a report Instructions Report preferences are covered
24. with it When scanning anon serialized item in or out of your Flex system you will be prompted to enter a quantity Many Flex customers make their cables and other small items non serialized e Serialized Item An inventory item that has multiple barcodes associated with it For example you might have ten of the same model of audio mixers in your inventory and each of those mixers would have their own unique barcode Expendable Item Items that you don t expect to return into your inventory e Container A setting that can be applied to an inventory item that turns the item into a container for other inventory items For example you could set an amp rack case as a container in your Flex system and scan each individual amplifier into the amp rack When you scan a container barcode all of the contents that have been scanned into the container will also be scanned during the scan in and scan out process e Free Pick Container A setting that can be applied to an inventory item that turns the item into a container during the prep scan out process For example a shipping case can be set as a free pick container in your flex system and will allow you to scan other inventory items into the container while you are prepping an order When you scan the case on the prep screen it will open the container Virtual Item A non physical inventory item Virtual items can be placed on a quote to represent an item or package that doesn t phy
25. within Flex quotes invoices POs etc The Project Elements menu option contains all of the settings for each of your project elements and the Workflow menu option contains all of the workflow settings and paths that are used within the project elements Clicking on one of the project element menu options like Quotes Invoices Crew Calls etc will open a list of all of those elements that are found within your system These lists are very customizable with options to change which columns are visible sort order sort priority and more There is also a very useful filter function that will help you to narrow your search ALL ENTER NEW QUOTE REFRESH Items 1 toOof0 Pagelofo K 4 gt Wh Go to Page vii amp 3 l Y Y Z 37 w Ex l All LY All v All v all v All X s J L 2 s L A S Name Number Parent Name Company Dept Account Manager Created By Status Start Date End Date Total In addition to these important project element menu options the Projects menu also contains quick link options for each of the calendars that are set up in your system Je The Projects menu itself is very customizable You have the ability to add or delete project element names from the menu as well as additional calendars Last update 2015 06 25 08 17 43 Page 95 of 223 Flex Rental Solutions Flex Rental Solutions User Manual Calendar Overview By default the main calendar in Flex is called Calendar This calendar automatically op
26. 215 Inventory Module irmi n da a dG 217 Contact Management Mod le roe aroa ondas iaa a ea aaae ia EEE EAE aE aa aae lei 219 Fi ancials Module casta A IR 220 AUS NN 221 Be St ad Es eA O EATE E T E E E E A ETA AAT TATA 223 Introduction Welcome to the Flex Rental Solutions User Manual This manual will be an invaluable resource to you and your company as you implement Flex into your day to day operations The Flex User Manual is separated into five main sections Getting Started Popular Topics e Flex Menu Options e Permissions Glossary e Best Practices For beginning Flex users we recommend starting with the Getting Started and Popular Topics sections For intermediate and advanced users we recommend viewing the Flex Menu Options section which provides information about each of the menu options found in Flex and the Best Practices section which includes long format videos explaining some of the best methods for setting up and utilizing your Flex system The Permissions Glossary is also a great resource for both beginner and advanced users in that it explains each security permission that can be granted or denied to your Flex system users If you are unfamiliar with Flex Rental Solutions then we recommend viewing our 35 minute demo video e Flex 0 If your questions aren t answered in this manual please take advantage of our support offerings Help Menu Flex Rental Solutions Flex Rental Solutions User Manual
27. 40 Documents Integration Item Size Auto Include Quantity Suggestions gt NL4 Speakon Cable 10 33 ib NL4 Speakon Cable 25 Suggested Items associated with this Model rr Now whenever you place the item into a quote the suggestions window will appear with the items that you added Check the box next to the items that you want to add The quantity will automatically calculate based on the amount of the original item that you placed on the quote but you can also manually adjust the quantity by clicking and typing the new quantity Suggested Options ALL Quantity Nod Aeey Item Rel Type Included In Price M 0 NL4 Speakon Cable 10 next sibling NL4 Speakon Cable 50 next sibling You can also change the Relationship Type and Included In Price options but these are typically controlled by assigning suggestion types Suggestion Types Last update 2015 06 25 08 17 43 Page 93 of 223 Suggestion types can be applied to each suggested item For example you might want a suggestion type that makes the suggested item not required included in the price and will be added as a child item to the main item This suggestion type would end up looking like this on a quote O Subtotal E Computers mar Rental 1 EJ White iPad WiFi 16GB O y EX Rental 1 iPad to HDMI cable O E Rental 1 iPad Charging Cable Computers Total 1 Day Rate had Gal Gal EIT 25 00 250 m m lf 0 00 of awa 0 00 of
28. 90 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Sound Themes Last update 2015 06 25 08 17 43 Page 191 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Spell Check Engine Introduction There are five spell check engines built into Flex English Spanish French Italian and Portuguese Choose which spell check engine that you want to use in your Flex system and click SAVE The spell check engine runs a spell check on all text entered into text areas within Flex Last update 2015 06 25 08 17 43 Page 192 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Standard Discounts Last update 2015 06 25 08 17 43 Page 193 of 223 Static Reports Overview Static reports are non dynamic reports a report that does not pull information from Flex that can be added and used in your Flex system A common example of a static report is a credit card authorization form The form can be built and designed in an outside program then uploaded into your Flex system as a static report in pdf format You can then choose to use this report when printing or sending to clients quotes invoices and other elements Instructions The following video contains information about static reports starting at the 8 45 mark Flex Rental Solutions Flex Rental Solutions User Manual 1 Status Options Coming Soon Last update 2015 06 25 08 17 43 Page 195 of 223 Flex Rental So
29. A AA AA DAA Ac 102 EMAIL Template des R s 103 Project Elements naci A iia 104 Numbering TaDiyciriaratdatividatdnl rta esteis 105 Reports LD A IS RS 106 Custom Fields Tab A A as de 107 ACCOUNTING Options TaD sisata ETE EE E ees sk EE DEAE TEEME neu ENA EEEE S 108 Document Views TaD aceite donostia AEE aa 109 PUlISH EIS ia a ea e a aa aA Eaa Ep eaa E a aa aaa a a EAE iia 110 Purchase PO rie 111 QUIE A A A AA a ace 112 B illd a Quote Part Pi a 113 Build a Quotes Rart 2s rae en A as 116 S daQuote to a Client eee rne erage a ida vies pcan Ar Na aN EE ia racial taa 118 Rental PO Mea ii o its 120 Staffing ASSIM Misc A A A a ARA A tee 121 AR ie decal en ae iene i deren eine eet dain ieee ieee Nae ae 122 WOPKTOW austenite se 123 Workflow JOBSA ieee penea a in ri aani pea EDELAS iii adas 124 E E REER A E A E E A 125 Contact EXPO baei aE i Ea aE atat aaae aera aE ra aE AA EES 126 Contact Scheduleriin A ee AAA A ee See 127 Contacts Birthday a ea e r e a a ire 128 Contacts By Dale Syanie a 129 Decommissioned Repo mui oia 130 Del ted lt6Ms REPOrt sientercsidseedehe a a a a Ea Ea a A a EA a aaae a aaa A nO AREE iia 131 Free Scan IM REPOT t reite tese e a E tl dd ev NEEE E TEE EER 132 Free Scan DUERO a r a a E ease E E EE 133 Maltenance RO DOR nl a A E RENE aE E a eE EAEE AAMT 134 Out of COMMISSION REPOM e a r a a aa a a Ae std A ae aaa Ora aea aaeeea SiS 136 Service Rate SHOU nnrir ern iii a Ea e Era eera aa e a aii ES 137 Shortage Repo
30. ARO 172 Raw Printer Templates ici a a a eens 173 A 174 R bulld Resource Indexes rei nahyi ee dl ba hee 175 Report EOS A ae et ae ede eee al eee Ai 176 Report Preferences sec AA a E E a sanded esas aa EEEE E 177 Resource Augit Tal iii a ds ii 178 RESOUICE TY Peseta tati AT rito 179 Sate Work Methods reien e dt de o ad nts eevee 180 Sales Tax RUul S A A A Ae ae ee 181 Sec rity GROUPS dd 182 Security Policies s idea lr raro Se aM eee 184 Sensitive Search TOKENS re aristaa otas ena seet cti anodes cabeantapehea id aa a aE A AEAEE REREN 185 Serice Offerings i si NN 186 SOIPpidg MEthOdS 200 rd A AAA A AA IA 188 Skill QUA ea ONO e 189 SOUNG Clipse cA cei baud bik dict id eR 190 SOUMGPPMSMCS sci e 191 Spell Check ENGINE imac ill sii 192 Standard DISCOUNTS curiosos ctra 193 STA REPOMS csi ista 194 O scdeeceseerh E e ev ee one ee ee 195 Terms COn Si Ada 196 Test Quality Agents door Ona 197 Units O ME ASUNG sara ii das 198 A ES 199 Warehouse Me Unit e A A A A E A AS A rta 201 A A A e Oo 202 A E a a ta once eaca dts nace E E E EEO 203 Prep Pulls MGCtixasded tui peers adetecteasagriuv tage llar sia ee aeee E EEES Eea EE ONS Eas nE danes saw segettaseeneet 205 RECEIVING ii A dan AND AED cuente Dedica 207 Return Manli SAA eee 208 Subrental Return Sii 209 Mt eat Roa 210 Permissions GlOSS aly cion a as 212 ProjectManagement Module c c acosan cto sin li AAA 213 Business Operation miro riic ironico idilio aine r ta shirt tete
31. CCEPT After an item has been added to the quote you can edit most of the information for the item including quantity notes rental time and rate and pricing Click in each field to edit The field will either turn into a text editable field or a drop down menu Make the changes then click out of the field and the changes will be saved You can also add items to a quote from the search function in the resource browser Search for an inventory item then drag and drop it into the quote Sort Modes There are three different sort modes when building a quote Auto Insert and Add You can select which sort mode to use from the menu at the bottom of the quote header On Auto v 7 Bookmarl Insert Add O O 00 uwer ff Of aan l Flex Rental Solutions Flex Rental Solutions User Manual 1 Auto sort mode When you drag and drop an item into the quote in Auto sort mode it will automatically sort into a subtotal Furthermore each item will be sorted in the quote in the same order that the items are sorted in the inventory tree Remember you can sort folders and inventory items in the inventory tree any way you want The folders and items at the top of the inventory tree will appear first on a quote when you are in Auto sort mode Insert sort mode When you drag and drop an item into the quote in Insert sort mode you can place the item wherever you want on the quote This includes into any existing subtotal or outside of a subtotal A t
32. Flex Rental Solutions User Manual Manual 1 Last update 2015 06 25 Table of Contents IntrOdUCION ui A an 5 Getting Started viii a a A ci 6 ACCESS Your Flex Systematic data 7 Navigate the Layout of Flex ii a ol 10 Inventory and Contacts IMPOR din 13 Complete the Inventory Import Spreadsheet oooooccccooccccccnnnccconnccnnnnnncccnnnonccnnonncnnnnnnnncncnnnnnnnnennnininnnn 14 Complete the Contacts Import Spreadsheet cccccceeceeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeaaeeeeesaneeeessaees 15 Popular TOPICS iii cede eceaescddec cet ct dac ek iced ccducenieescccauseusecscezectaegczaereesasccudeetsseretsdceaseenasesceencsex 16 System Setups vit ives tte ects eave awe lonini detalii delet ee dete deel atleast 17 Contacts aroei A AA hits ash ted ad ed dire AE 18 GNU OTS S Bice ie hae ase doo 19 Banco AMO A Al Sa 2 20 SCAN cistitis 21 CONPIQUI AL ONS RN 22 Scanner Recommendations viii det Ad es Aen i a eke a ee A tc 23 Barcode Label Printer s iii oa 24 Barcode Printer Recommendations ooccconcccononcnonenencnnonanenoncnonnnnennennnnnnnnnnnnnennnnnrenarenanerenernenanes 25 ADSI S ss ints secede araaina tags ca bores Baa eae cad Ie eee ete pa a nds ce vada oa E nee deg A E A woseataeday 26 RIBBON ita ii EIA sein dhvensenaiale AS 27 Label Templates Dd iia whe inh ian enh ea eae 28 Flex Men Options ica A ds 29 PIS IM Silt os 30 Change Password icnsccicesiaedepectunceasisveneedavesad agent Eaa Enen ea rE a EES
33. Getting Started In this section you will learn how to Y Access Your Flex System Y Navigate the Layout of Flex Terms you should know e Resource Browser The left hand section of your Flex system which contains Contacts Facilities Inventory Recent Items and Services Workbench The middle section of your Flex system This is your main work area Workbench Menu The right hand section of your Flex system The menu items in this section change based on what you have open in the Workbench Main Menu The menu that runs along the top of your Flex system Barcode Input Box A manual barcode input area located at the top of your Flex system and to the right of the main menu Flex Rental Solutions Flex Rental Solutions User Manual 1 Access Your Flex System Overview Flex is web based which means you can access it from anywhere with a web browser and an internet connection Flex works on Windows Mac and Linux operating systems and all major web browsers Internet Explorer Safari Chrome Firefox etc with the Flash plugin installed Instructions How to access your Flex system for the first time 1 Enter your unique Flex web address into the address bar of your web browser Your Flex web address was given to you by a Flex representative i Q company name flexrentalsolutions com Last update 2015 06 25 08 17 43 Page 7 of 223 Flex Rental Solutions Flex Rental Solutions User Manual
34. Page Orientation Click the EMAIL ME or GENERATE REPORT button Peo NS Shortage Report By Group Overview Use the Shortage Report By Group report option to create a file that contains all equipment conflicts caused by jobs in your system sorted by inventory group The Shortage Report By Group report shows the following information Group Inventory group of the item Item Size if used Conflict the job name Type quote pull sheet invoice etc Ship Date Location which warehouse the item is shipping from QTY the amount of the item that you are short Instructions How to generate a Shortage Report By Group report SA NS On the Reports menu click Shortage Report By Group Choose a Time Window the number of days into the future that you want to check for shortages Choose the Report Format Paper Size and Page Orientation Click the EMAIL ME or GENERATE REPORT button Sold Report Overview Use the Sold Report option to create a file that contains all items in your system that have been marked as sold The Sold Report shows the following information Item Name e Serial Number e Barcode Sold Date Sold Cost e Purchase Date e Purchase Cost Instructions How to generate a Sold Report On the Reports menu click Sold Report 2 Choose a Start Date and End Date these are optional and if you don t select any the report will return all results 3 Choose the Report Format Paper Size
35. Settings menu Duplicate Barcodes on the System Settings menu Embedded Reports on the System Settings menu GL Accounts on the System Settings menu Holiday Schemes on the System Settings menu Labor Unions on the System Settings menu Numbering Schemes on the System Settings menu Payment Methods on the System Settings menu Payment Terms on the System Settings menu Pricing Models on the System Settings menu Production Tasks on the System Settings menu Raw Printer Templates on the System Settings menu Raw Printers on the System Settings menu Report Groups on the System Settings menu Report Preferences on the System Settings menu Resource Types on the System Settings menu Safe Work Methods on the System Settings menu Shipping Methods on the System Settings menu Skills and Qualifications on the System Settings menu Standard Discounts on the System Settings menu Static Reports on the System Settings menu Status Options on the System Settings menu Units of Measure on the System Settings menu e Suggestion Types on the Inventory menu The user will not be able to view the following areas e Trading Terms and Bill Rates of a contact e The Pricing tab of an inventory model Can View Pricing e The Pricing tab of a service offering Information e Pricing Models on the System Settings menu Standard Discounts on the System Settings menu e Service Offerings on the System Settings menu Payment Terms o
36. This will cause the IP address and time restriction options to appear Add and edit the IP address and time restriction options based on the nature of your security policy Click UPDATE S01 eS Ns Flex Rental Solutions Flex Rental Solutions User Manual 1 Sensitive Search Tokens Last update 2015 06 25 08 17 43 Page 185 of 223 Service Offerings Overview Service Offerings are services that you want to charge to your customers This can include labor show expenses travel and more You learned how to create new resource types for services in the last lesson Now you will learn how to fill those folders with a variety of services each with their own attributes and pricing Instructions How to add a new service offering 1 On the System Settings menu click Service Offerings 2 Click New Service Offering in the Workbench Menu Note Alternatively you can right click on a Services folder in the Resource Browser then click New Service Offering 3 Enter the necessary information Name The name that will appear in the resource browser and on quotes e Code Optional code for internal Flex purposes e Description Optional description to provide more information about the service offering Resource Type The Services folder that this service offering will appear in e Tags Optional e Associated Qualifications Choose the qualification that this service offering is related to e Default Qualification Choose the quali
37. WORD 3 Click the EMAIL ME button to email the report to the email address associated with your user name or the GENERATE REPORT button to download the file Service Rate Sheet Overview Use the Service Rate Sheet report option to create a file that contains all services in your system with pricing information The Service Rate Sheet shows the following information e Name of service offering e Description if entered Cost optional e Price Instructions How to generate a Service Rate Sheet report On the Reports menu click Service Rate Sheet Choose a Pricing Model and Currency both required Choose whether to show Cost and Zero Price Items Choose the Report Format Paper Size and Page Orientation Click the EMAIL ME or GENERATE REPORT button 915 IN gt Shortage Report Overview Use the Shortage Report option to create a file that contains all equipment conflicts caused by jobs in your system The Shortage Report shows the following information e Conflict the job name e Group Inventory group of the item Item e Size if used e Type quote pull sheet invoice etc Ship Date e Location your warehouse e QTY the amount of the item that you are short Instructions How to generate a Shortage Report On the Reports menu click Shortage Report Choose a Time Window the number of days into the future that you want to check for shortages Choose the Report Format Paper Size and
38. add the model with accessories to a quote the items in the Contents tab will automatically be added as child items and included in the price Serialized Packages Overview A serialized package is a physical inventory item that contains other physical inventory items within it Scanning the serialized package barcode during the prep or return process will also scan all of the contents within it For example you can set up an amp rack case as a Serialized package called Amp Rack Then you can scan the barcodes of individual amplifiers into the amp rack case Whenever you scan the barcode on the amp rack case everything inside the case will also be scanned Instructions m How to create a serialized package 1 Create a new inventory item or click Edit Inventory Item in the Workbench Menu when on the information page of an existing inventory item 2 Under the Structure Availability section choose Serialized Package from the Preset options 3 Click ADD if creating a new item or Update if editing an existing item Note Be sure to provide as much information as you can in the other fields when creating a new inventory item When you selected Serialized Package the Unit Container option switched to yes This means that each serialized unit will have a contents tab The contents tab on a unit level works differently than the contents tab on the model level When you place items into the contents tab on the unit level you
39. ake some time to add some contact types examples Audio Vendor Video Production Specialist etc Assigning contact types to your contacts is a great way to keep organized and can be very helpful when searching for a particular type of contact Note Contact types are not the folders that you see under the Contacts section of the Resource Browser Those are called resource types Learn how to add new resource types for contacts Contact types can be organized into contact type groups For example the contact type Las Vegas can be part of the City contact type group and the contact type East Coast can be part of the Region contact type group Company Resource Contact Types Region City Miss America Client Client West Coast Las Vegas Audio Sales and Rental Vendor Audio Vendor Mountain Salt Lake City EE How to create a new contact type 1 On the Contacts menu click Contact Types 2 Click New Contact Type in the Workbench Menu 3 Fill in the necessary information Name Examples Audio Vendor Video Production Specialist Los Angeles Staging Provider East Coast etc e Code Used for internal Flex purposes in referencing this particular contact type e Group If you haven t created any Contact Type Groups yet the only option will be Default Learn how to create new Contact Type Groups below e Description More detailed description if needed Example An audio vendor provides audio equipment etc
40. al 1 Warehouse Menu e Free Scan In e Free Scan Out e Prep Pull Sheet e Receiving e Return Manifest Subrental Returns Last update 2015 06 25 08 17 43 Page 201 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Free Scan In Last update 2015 06 25 08 17 43 Page 202 of 223 Free Scan Out Overview Sometimes you might have to scan equipment that isn t assigned to a job out of your warehouse Using the free scan out feature will allow you to do this We typically recommend always creating a job and scanning equipment out from a pull sheet But the free scan out feature can be useful when you have to quickly remove something from your inventory without creating a job The scanned items can then be assigned to a job later Instructions ASA How to free scan equipment out 1 On the Warehouse menu click Free Scan Out 2 Scan the barcode on each piece of equipment you are scanning out The scanned equipment is now removed from available inventory but not assigned to a specific job or event Assigning Free Scanned Out Equipment to a Job If you free scanned out some equipment and want to assign it to a job or event later then you can use the Choose from Free Scan Out option from the prep screen of a job For example say you had a customer call and they needed a projector immediately If you didn t have time to create a quote or pull sheet for the customer then you can free scan the projector ou
41. and Page Orientation Click the EMAIL ME or GENERATE REPORT button Unfilled Labor Roles Overview Use the Unfilled Labor Roles report option to create a file that contains all unfilled labor roles between certain dates in your system sorted by job Instructions How to generate an Unfilled Labor Roles report On the Reports menu click Unfilled Labor Roles Choose a Start Date and End Date the report will pull all unfilled labor roles between these dates Choose the Report Format Paper Size and Page Orientation Click the EMAIL ME or GENERATE REPORT button PON gt Unreturned Items By Item Group Overview Use the Unreturned Items By Item Group report option to create a file that contains all unreturned items in your system sorted by the inventory group that they belong to Instructions How to generate an Unreturned Items By Item Group report 1 On the Reports menu click Unreturned Items By Item Group 2 Choose the Report Format Paper Size and Page Orientation 3 Click the EMAIL ME or GENERATE REPORT button Unreturned Items By Manifest Overview Use the Unreturned Items By Manifest report option to create a file that contains all unreturned items in your system sorted by the manifest they were last scanned to Instructions How to generate an Unreturned Items By Manifest report 1 On the Reports menu click Unreturned Items By Manifest 2 Choose the Report Format Paper Size and Page Orientation 3 C
42. appears next to Document a Numbers the document number when the user enters the Edit Header window Can Sync With Google The user will not be able to view Google Calendar Settings on the calendar screen Calendars Can Sync With Facebook The user will not be able to view Facebook Events Settings on the calendar screen Events Can Configure Conflict The user will not be able to view Conflict Resolvers on the Projects menu Resolvers Can View The user will not be able to view any other task except their own When this permission is Tasks for All GRANTED the user will see a check box along the top of the To Do List tab that says Show Users for All Users Business Operations gt gt Business Operations PERMISSION Can Manage Icon Library Can Manage Critical Settings IF PERMISSION IS DENIED The user will not be able to add change or delete icons from the icon library The user will not be able to view the Icon Library on the System Settings menu The user will not be able to edit Project Settings or E Mail Templates both on the Projects menu The user will not be able to view the following areas Automated Functions on the System Settings menu Business Locations on the System Settings menu Business Rules on the System Settings menu Corporate Identities on the System Settings menu Currencies on the System Settings menu Custom Reports on the System Settings menu Departments on the System
43. are actually putting that item into the unit e g amp rack case video processing rack case etc Watch the video for a visual demonstration of this How to add items into a serialized package 1 Go to the inventory information page of a serialized unit Note The easiest way to do this is by clicking on the Serial Numbers tab of a serialized package model then double clicking on the serialized unit that you want to view Click on the Contents tab 3 Drag and drop from the inventory tree non serialized items and scan the barcodes of serialized units that you want to add to the package amp Note You can either scan with a barcode scanner or manually enter barcodes in the barcode input box Now whenever you scan out the barcode for the serialized unit that you just built all of the items that you put into the Contents tab will be scanned out as well This way you don t have to open the case or package and scan all of the individual contents as you are scanning out a job The other settings under the Structure Availability section that you should be aware of when creating a serialized package are Contents Available and Contents Permanent The Contents Available setting is set to No for a serialized package because the items that you place into the package should not be available to rent individually The contents should only be available as part of the package Switching this option to Yes will change the preset to Serialized Stora
44. area will appear as a note when this item is placed into a quote or other financial document Note Mute By Default Selecting Yes will cause the note to not appear on documents that you send to customers 3 Click ADD The inventory item page will open 4 Click Upload Model Image and follow the steps to upload an image for this item How to edit an inventory item 1 Open an inventory item page by double clicking on an inventory item name in the inventory tree or in the search tab Click Edit Inventory Item in the Workbench Menu 3 Make changes and click Update Note From the inventory information page you can also delete the item create a new item copy the current inventory item and use scheduling processing tools Serialized vs Non Serialized Models Overview All of the physical inventory items that you want to track in your Flex system need to be either serialized or non serialized models Serialized inventory models have individual serial units each of which have their own unique barcode Non serialized inventory models do not have individually barcoded units Detailed examples of both serialized and non serialized models are shown below There is no right or wrong way to assign inventory models as either serialized or non serialized The decision of which items to make serialized models and which to make non serialized models is entirely up to you and the way that your company operates The guidelines presented in this le
45. atus Last update 2015 06 25 08 17 43 Page 35 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Contacts Menu Overview The Contacts menu in the Toolbar along the top of the screen contains the following options click on the link to go to the Flex manual page for that topic Contact Manager Contact Relationship Types Contact Types Crew Schedule Crew Schedule Settings New Company New Contact Referral Sources Staff Availability Search To Do List MQAAAQAQAAAQAQA You can add a variety of different types of contacts in your Flex system By default your Flex system includes the following contact folders e Clients e Employees e Freelance Labor e Labor Providers e Vendors e Venues Last update 2015 06 25 08 17 43 Page 36 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Last update 2015 06 25 08 17 43 Page 37 of 223 Contact Manager Overview The contact manager is a powerful tool that can help you search for and keep your contacts organized Instructions To open the contact manager go to the Contacts menu and click Contact Manager You can view all of your contacts by clicking the ALL button or you can search for certain keywords like a contact or company name You can also easily add a new contact or company by clicking New Contact or New Company Along the top of the Contact Manager is a filter Some of the filter columns allow you to enter text to
46. cation You can change the quantity of a non serialized model by clicking the CHANGE QUANTITIES button at the bottom of the screen When you send a 10 foot XLR cable out on ajob you will type in or scan the single barcode for 10 foot XLR cables and you will be prompted to enter the quantity that you are sending to the job Last update 2015 06 25 08 17 43 Page 71 of 223 Add Suggestions and Suggestion Types Overview Adding suggestions to an inventory item will allow you to conveniently add related items when you place the item into a quote For example if place a rental iPad into a quote you can configure Flex to automatically suggest cables and other accessories that often accompany an Pad This makes the quote building process much easier A suggestion type is a group of attributes that can be applied to a suggested item For example you can add a suggestion type to a suggested item that makes the suggested item either be required or not required and included or not included in the price Instructions Maa How to add suggestions to an inventory item 1 Open the inventory item that you want to add suggestions to 2 Click on the Suggestions tab on the inventory information page 3 Drag the items that you want want to add as suggestions from the inventory tree into the suggestions area Flex Rental Solutions Flex Rental Solutions User Manual 1 e avem nw ane iis Expendable No Purchase Cost 2 000 00 Expendable Return
47. chedule tab The date range will always show at the top of the tab You can also hide contacts that aren t being used on any crew calls by checking the box next to the Hide Unused Contacts option found at the bottom of the tab Double clicking on the crew call name found in the calendar in the row of a contact name will open that crew call in a new tab Crew Schedule Settings Overview The Crew Schedule Settings will affect how the Crew Schedule works Instructions The first option in the Crew Schedule Settings is which contact types will be visible in the Crew Schedule Check the box next to the contact types that you want to be visible in the Crew Schedule then click the UPDATE button in the lower right corner The second option is whether or not to hide unused contacts by default If this option is set to yes then the Hide Unused Contacts option found on the Crew Schedule will default to checked whenever you open the Crew Schedule If the option is set to no then the check box on the Crew Schedule will default to unchecked Flex Rental Solutions Flex Rental Solutions User Manual 1 New Company Please refer to the New Contact section for information about adding contacts and companies Je Using the New Company option will automatically choose Yes from the Is Company option when creating a new contact which removes the First Name Last Name and Job Title fields All other fields remain the same
48. cords Find the barcode s that you want to undo then click the check box on the right side of the row so it turns to YES Click ACCEPT then Yes on the confirmation screen The selected items will go back to unscanned Substitute a Line You can substitute equipment during the prep process For example if you don t have enough 25 foot cables to fill the order you can substitute them for 50 foot cables Click the cog wheel on the line for the 25 foot cables and click Substitute Line A red prompt will tell you that the next item you scan will substitute for the original item you can press escape on your keyboard to cancel the substitution scan Now if you scan a 50 foot cable the scanned quantity for the 25 foot cable will increase but the 50 foot cable will be placed on the manifest Doing this will allow you to fulfill the quantity for the item that you don t have enough of but still have a scan record for the item you used to substitute Complete and Finalize As you have been scanning you might have noticed that a green check mark appears next to any line item that has the quantity completely fulfilled You will also see a green check mark next to any subtotal that has been completely fulfilled As soon as all quantities have been fulfilled the progress bar at the top of the screen will say 100 you will see a prompt asking if you want to finalize the prep for the pull sheet If you are ready to finalize click FINALIZE The job is no
49. creating a pull sheet etc Instructions Last update 2015 06 25 08 17 43 Page 123 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Workflow Jobs Last update 2015 06 25 08 17 43 Page 124 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Reports Menu Last update 2015 06 25 08 17 43 Page 125 of 223 Flex Rental Solutions Flex Rental Solutions User Manual Contact Export Overview Use the Contact Export option to create a CSV file that contains the information for all of your contacts This includes name contact type phone numbers address and more a A B e D E F G H J K L M N Lo P Q R S 1 CONTACT_T CONTACT_TY CONTACT_T CONTACT_T CONTACT_T CONTACT_T SALUTATION FIRST_NAME M_I LAST_NAME TITLE I5_COMPAN CONTACT_G CONTACT_RtEMPLOYER_ICOMPANY_ MADDRESS ADDRESS ADDRESS3 2 Venue Y Abravanel Hi 123 West South Temple 3 Vendor Y Audio Sales lt 223 North Street 4 Vendor Y AV Pros 223 North Street 5 Venue Y Bellagio Hote 3600 S Las Vegas Blvd 6 Vendor Y Flex Rental Solutions 7 Vendor Y Insane Audic 4828 Backend Way 8 dient Y Jones Corp 2382 Southb Sulte 234 9 Vendor Y Lighting Sup 748 Lighting Way 10 Venue Y Madison Squ 4 Pennsylvania Plaza 11 ient Y Miss Americ 55 Miss America Way 12 Venue Y Noah s West 322 W 11000 S 13 ient Y Novell Something Something Street 14 Vendor Y Poll Sound 223 15 Cient Y RosenCo 234 Atotcha Road 16 Venue Y Salt Palace C 100 South West
50. d when creating a contact You can also add additional addresses phone numbers and internet addresses To add personal details click ADD FIELD in the Personal Details box and select the field you want to add e g birthday anniversary favorite restaurant etc Note To edit existing fields in the Telephone Addresses Internet and Personal Details boxes Hover over the existing field with your pointer until a light green shaded box appears then click on the field and an edit box will appear Terms Notes On this tab you can link a contact entry with a Flex system user in the Security box more info set default trading terms Trading Terms box when the contact is listed as a client on a quote assign a default rate Bill Rates box when the contact is used as labor and assign skills and qualifications Skills and Qualifications box with ratings To add more skills and qualifications On the System Settings menu click Skills and Qualifications Click New Skill in the Workbench Menu Enter the necessary information Click CREATE gt 0 NS Referral Sources Overview Referral sources can be assigned when creating a new quote or other element By default the quote element in Flex has the option to choose a referral source in the Edit Quote window Assigning a referral source to a quote or other element is a good way to keep track of where your customers are coming from ex web search existing customer referral etc
51. dministrators can send emails to their users through Flex Instructions On the System Settings menu click E Mail Blast Give the email a subject and type the email content in the Message field Your email address will automatically default in the From Address field Next check the box next to any user that you want to send the email to If you want to send to all users click the All header and all boxes will be checked You can also filter options that show in the Recipients section by choosing a security group from the Recipient Group section This will only show users from the chosen security group Click SEND MAIL and your email will be sent Flex Rental Solutions Flex Rental Solutions User Manual 1 Embedded Reports Overview Embedded Reports in Flex are the pre designed reports that are included in every copy of Flex The jrxml file for these reports can be downloaded and altered with an XML editing program Instructions How to download an embedded report 1 On the System Settings menu click Embedded Reports 2 Find the name of the report that you want to download and click the DOWNLOAD button This will download a jrxml file with the source code of that report The file can be opened in an XML editing program then the edited version can be uploaded into your Flex system We only recommend custom report programming to advanced users who are familiar with XML editing For all other custom reporting needs plea
52. e suggestion type Qty Serial Numbers Out Of Commission Suggestions Documents Integration Item Size _ IPad Charging Cable _ IPad to HDMI cable _ IPad to VGA Cable IPad Tall Stand _ iPad Small Stand Alternatives Auto Include NO NO NO NO NO Substitutions 1 1 1 1 2 Quantity Suppliers Pricing Scan Log AUN Suggestions Power Cable iPad Adapters iPad Adapters iPad Stands Add Alternatives and Substitutions Overview Adding alternatives and substitutions to an inventory item can be very useful when you need to resolve shortages If you are short an item for a job then you can quickly replace it with an alternative or substitution that you previously set up Alternatives should be viewed as a very similar replacement like a Yamaha 12 channel mixing board as an alternative to a Mackie 12 channel mixing board Substitutions on the other hand should be viewed as an upgrade like a Mackie 16 channel mixing board substituting a Mackie 12 channel mixing board Watch the video for more examples Instructions NEO dni AE How to add Alternatives to an inventory item 1 Open the inventory information page for the item that you want to add alternatives to 2 Click on the Alternatives tab 3 Drag and drop other inventory items from the inventory tree that can be offered as an alternative to this item Note A relationship is created between the original item and the item that is placed
53. e 3 Edit each field as desired Name The name of the template From Address Who is sending the email Inputting USER will automatically enter the user s email address each time the template is used CC Addresses Add carbon copy addresses BCC Addresses Add blind carbon copy addresses e Subject The subject line of the email Template Text The body of the email 4 Click UPDATE after you have made changes Notice that there are many substitution tokens code between brackets in the body of the email template If you want to change the substitution tokens in the email template we recommend emailing Support for help Reports The Workbench Menu for the quote contains a variety of reports that you can generate and send to the client By default there are only a few reports enabled in your Flex system but you can enable many more How to enable reports for a quote On the Projects menu click Project Elements Double click Quote Go to the Reports tab In the Instance Level Reports list check which reports you want to be available Click UPDATE OV ee Oa Now if you go back to the quote you will see the reports that you checked listed under the Reports category in the Workbench Menu Default Print Format Report You can build a report that is made of up several reports For example many Flex customers like to send a quote with a summary page and a terms and conditions page Instead of manually creating eac
54. e End Date Report Format Paper Size and Page Orientation 3 Click the EMAIL ME or GENERATE REPORT button Contacts Birthday Overview Use the Contacts Birthday report option to create a file that contains the birthday information for your contacts This report only works if you have filled in birthday information for your contacts Open the contact entry information then enter birthday information on the Contact Info tab Instructions How to generate a contacts birthday report 1 On the Reports menu click Contacts Birthday 2 Choose the Number of Days to Birthday Report Format Paper Size and Page Orientation 3 Click the EMAIL ME or GENERATE REPORT button Contacts By Dates Overview Use the Contacts By Dates report option to create a file that contains the creation date of selected contacts Instructions How to generate a contacts by date report On the Reports menu click Contacts By Dates 2 Choose the Start Date and End Date The report will only show contacts that were created between the entered dates Note Leaving the Start Date and End Date fields blank will return results for all contacts in your system 3 Choose a Report Format Paper Size and Page Orientation Click the EMAIL ME or GENERATE REPORT button Decommissioned Report Overview The Decommissioned Report is a report that lists all of the inventory items in your Flex system that have been decommissioned The Decommissioned Report shows t
55. e gt gt Contact Management Module PERMISSION IF PERMISSION IS DENIED The user will not be able to open a contact record and view contact details Can View and Search The user will not be able to enter a contact on any element quote PO invoice etc Gontacts The user will not be able to view the Contact Manager on the Contacts menu The user will not be able to create a new contact Can Create and Manage The user will not be able to edit any contact details Contacts The user will not be able to view New Contact and New Company both on the Contacts menu Can Delete Contacts The user will not be able to delete a contact lt lt Inventory Module Financials Module gt gt Financials Module PERMISSION Can View Financial Documents Can Edit Financial Documents Can Manage Financial Document Definitions Can View Sensitive Financial Views IF PERMISSION IS DENIED The user will not be able to view any financial documents quotes invoices POs received payments credit memos etc The user will still be able to view other elements like pull sheets manifests crew calls etc The user will not be able to execute the following actions on any financial document Add line items inventory services etc Delete line items Create custom subtotals Apply trading terms Edit line item details type quantity notes time price etc Check or uncheck line item mute boxes WM PM TM LM NM Rese
56. e System Settings menu Security Policies on the System Settings menu Service Offerings on the System Settings menu Sounds Clips on the System Settings menu Sound Themes on the System Settings menu Spell Check Engine on the System Settings menu Terms 8 Conditions on the System Settings menu Test Quality Agent on the System Settings menu Text Templates on the System Settings menu The user will not be able to access any area of Flex More info soon User Administrator Can Change Password Can Use Mobile Devices Mobile Pin Optional lt lt Financials Module The user will not be able to enter or delete a user ID in the User field of the Terms Notes tab of a contact record The user will not be able to view the Users and Security Groups options on the System Settings menu The user will not be able to view the Change Password option on the Flex menu The user will not be able to log in to Flex Mobile The user will not be able to use a pin to log into Flex Mobile Flex Rental Solutions Flex Rental Solutions User Manual 1 Best Practices Overview The Best Practices Series is a series of videos showing how to best utilize your Flex software These videos will be less about basic how to and setup help but more about the core functionality of Flex and the many different ways that it can be implemented Inventory Virtual Models and Packages Logistics Shipping Methods System Settings
57. e software development team and offers a detailed look into the programming process behind Flex ONLINE AND ON SITE TRAINING Any Flex customer can receive one on one training either online or in person Contact sales flexrentalsolutions com to receive more information about one on one training and pricing options Additionally we offer implementation services where a Flex support representative will personally assist you in implementing Flex Flex Rental Solutions Flex Rental Solutions User Manual 1 Permissions Glossary Permissions in Flex are organized into six different sections Click on a section below to view the permissions associated with it as well as a description of how a user is affected when that permission is DENIED e Contact Management Module e Business Operations Project Management Module e Financials Module e Inventory Module e Core System Last update 2015 06 25 08 17 43 Page 212 of 223 Project Management Module PERMISSION Can Configure Project Elements Can Manage Calendar Templates Can Manage Project Elements IF PERMISSION IS DENIED The user will not be able to view the following areas e Crew Schedule Settings on the Contacts menu e Project Elements on the Projects menu e Consolidated Copy Profiles on the Projects menu e Workflow on the Projects menu The user will not be able to edit any calendar settings e g Element Types Global Status Location EDIT button set
58. ed Jones 300 00 1 days Last update 2015 06 25 08 17 43 Page 100 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Consolidated Copy Profiles Overview Consolidated Copy Profiles is currently not an active feature in Flex A future update will activate this feature along with related functionality Last update 2015 06 25 08 17 43 Page 101 of 223 Crew Calls E Mail Templates Overview The E Mail Templates selection on the Projects menu contains the e mail templates that are used when sending communication to clients through Flex By default the following e mail templates are found in your Flex system e Credit Memo Email PDF to Vendor Template e Send Invoice to Client Send to Client Template used when sending a quote to a client Instructions How to edit an existing e mail template On the Projects menu click E Mail Templates Double click on the e mail template that you want to edit Edit each field as needed Click UPDATE ONS Flex Rental Solutions Flex Rental Solutions User Manual 1 Project Elements Overview The Project Elements settings are where you can modify each element in your system quotes invoices pull sheets etc After clicking on an element from the project elements page you will see a variety of tabs that contain all the settings for that element These tabs include the following Numbering Tab Reports Tab e Custom Fields Tab e Accounting O
59. eeeeeeeeeeeeeeeaeeeesaeeeeeseeeeeesneeeees 69 Add Suggestions and Suggestion Types cccccccceeeeeeeeeeeeeeceeeeeeeeaeeeeeaeeeeeesaeeeesegeeseesaneeeeeeaees 72 Add Alternatives and Substitutions ooonocconnncccccccnncnnnnacnnnononccnnnnnnncnonnnnncnnnnrncnnnnnrncnnnnncnnnnariccnnns 75 Add Subrental and Purchase Suppliers ooooooccccocccccccnoccnncnncnnnonnnccnnonnncncnnnacnncnnnncnonnnccnnonnnacacinnes Ef Build Containers and Packages cccceceecceeeeeeeeeeeeeeeaeeeeeeeaeeeeeeeaaeeeesaeaeessaaeeeeeseceeeseseeeeseaeees 78 Serialized and Non Serialized Models with Accessories 0cccceeeeeeee neces ceeeeeeesaaeeeeeseees 79 Serialized PackagOS ia atlas 81 S ralized 665 10 1 Lo SO OC ACiO OPNUO05 seeshdeladehaoue Aces shaniadcebdel tana ad O AEAEE ARESA 83 Free Pick COntalMerS vivi dilo rbd di e 84 Create VirtUal lOs ah eet adn adie vac tel ented eens batho es eae 85 Virtual ON O 86 virtual Models ado tactiendslsbecddes 88 ROIDashbdardascovoisitcdpislo le trend lidad tias 89 Resolve Shortage Sesin ara lr edi ative heeds 90 Scheduled Inventory Counts ssc a A A AE eis 91 S gg stion TYPES cernar das AA 92 Projects Men ula a a Non a aaa Gai a D ae a e a eea A aar aE aa EE easels 95 Calendar kecses a ea a E AR AE a ea shance A e a Ea R 96 Calendar Templates lili anaa e eeek 97 Conflict RESOIWElS eeii n E a a E E EAN EE a E a tah aoe 98 Consolidated Copy Profiles iii a is 101 Crew Call A A A AS AA
60. een free scanned in during a selected period Instructions How to generate a Free Scan In Report On the Reports menu click Free Scan In Report 2 Choose a start date an end date and a location if applicable The report will only show items that have been free scanned in between the dates that you choose Note Leaving the start date end date and location fields empty will result in the report containing all the items in your system that have been free scanned in 3 Choose a Report Format Paper Size and Page Orientation Click the EMAIL ME or GENERATE REPORT button Flex Rental Solutions Flex Rental Solutions User Manual Free Scan Out Report Overview The Free Scan Out Report is a report that lists all of the inventory items in your Flex system that have been free scanned out Instructions How to generate a Free Scan Out Report 1 On the Reports menu click Free Scan Out Report 2 Choose a Report Format Paper Size and Page Orientation 3 Click the EMAIL ME or GENERATE REPORT button Maintenance Report Overview The Maintenance Report is a report that lists all of the maintenance procedures that have been performed on inventory items in your Flex system The Maintenance Report shows the following information e Inventory Model Name Stencil e Barcode e Service Date e Performed By e Summary of Maintenance e Procedure e Cost Instructions How to generate a Maintenance Report On the Report
61. ens when you log into Flex If you happen to close the calendar tab clicking the menu option Calendar on the Projects menu will open it again The Calendar option on the Projects menu reflects the name of the default calendar in your system If you change the name of the calendar then that name will appear in the Projects menu Instructions Calendar Templates Overview The Calendar Templates selection on the Projects menu shows a list of all the calendar templates that you have created in your system The list will show the important information about each calendar template including whether or not it is a default calendar a personal calendar which contact is associated with the calendar and what the default view is Double clicking on any template from the list will open that calendar in a new tab Clicking the X on the far right side of the row of any calendar template will delete that calendar Flex Rental Solutions Flex Rental Solutions User Manual Conflict Resolvers Overview The Conflict Resolvers selection on the Projects menu is a list of the different ways that you can resolve conflicts in your Flex system By checking or unchecking the box on each row you can enable or disable that conflict resolution option in your system Instructions The conflict resolution options are the options that appear in the Conflicts and Availability window when you have an availability conflict while building a quote or other financia
62. f mM Oo 25 00 oO Or you could create a suggestion type that make the suggested item required not included in the price and be added as the next sibling to the main item To create a new suggestion type 1 On the Inventory menu click Suggestion Types 2 Click New Suggestion Type in the Workbench Menu 3 Fill in the necessary information Name The name of the suggestion type e Code Assign an optional code for tracking within your Flex system e Note This note will appear in the notes field when this suggestion type is added on a quote Included In Price Yes or No Association Type How the suggested item will appear in relation to the main item e Required Yes or No 4 Click ADD Now you can apply the suggestion type to a suggested item by clicking on the pencil icon and selecting the suggestion type Qty Serial Numbers Out Of Commission Suggestions Documents Integration Item Size _ IPad Charging Cable _ IPad to HDMI cable _ IPad to VGA Cable IPad Tall Stand _ iPad Small Stand Alternatives Auto Include NO NO NO NO NO Substitutions 1 1 1 1 2 Quantity Suppliers Pricing Scan Log AUN Suggestions Power Cable iPad Adapters iPad Adapters iPad Stands Flex Rental Solutions Flex Rental Solutions User Manual 1 Projects Menu Overview The Projects menu contains some very important settings and information pertaining to the project elements found
63. fication that this service offering is related to e Default Production Tasks Production tasks that this service offering will take part in e Create Corresponding Role Check the box to create a corresponding role 4 Click CREATE The information screen for the new service offering will automatically open You can make changes to the service offering from here Click on the Pricing tab to enter pricing information If you have multiple Flex Rental Solutions Flex Rental Solutions User Manual 1 currencies set up in your system you will have to set a price for each currency and each pricing model that you want to use de If you can t enter a cost or price make sure that the pricing model s check box is checked The new service offering will now appear in the folder resource type that you chose and can be placed into a quote Last update 2015 06 25 08 17 43 Page 187 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Shipping Methods Last update 2015 06 25 08 17 43 Page 188 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Skills amp Qualifications Overview Skills and Qualifications can be assigned to contacts in your Flex system and are especially useful when using the Staffing Assistant Instructions Last update 2015 06 25 08 17 43 Page 189 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Sound Clips Last update 2015 06 25 08 17 43 Page 1
64. filter your search further ex the First Name and Last Name column while others have a dropdown menu with check boxes ex any of the custom contact type groups that you created You can clear the filter by clicking the icon Each column in the Contact Manager can be moved by clicking and dragging the column header You can also adjust the width of each column by clicking and dragging on the edge of the column header The column sort order ascending or descending can be changed by clicking on the column header You will see the sort order arrow on the right side of the column header change as you do this Click the Preferences icon to choose which columns are visible whether or not the footer and filter are visible and the number of records that appear per page Click the Save Preferences icon to save all adjusted preferences so they will appear the same each time you open the Contact Manager Contact Relationship Types Overview Contact relationship types are the types of relationships that can be used when utilizing the relationships widget within a contact entry Instructions On the Contacts menu click Contact Relationship Types to view the default relationship types that you can use in your system You can edit any existing relationship type by double clicking on the name or you can add a new one by clicking New Contact Relationship Type in the Workbench Menu Contact Types Overview Before you begin adding contacts t
65. g with option to show or hide certain types of items There are many tools and options to help you organize your search results Watch the video for this section to see a demonstration of these tools and options You will notice that you cannot edit the individual fields in the Inventory Manager To edit any information pertaining to an inventory model or serialized unit double click on the line and the inventory information screen will open From here you can edit the information that you need to Flex Rental Solutions Flex Rental Solutions User Manual 1 Inventory Settings Overview There are many settings that control the look and flow of your inventory We highly recommend not changing any settings unless you are absolutely sure what the setting does Instructions Last update 2015 06 25 08 17 43 Page 64 of 223 Maintenance Procedures Overview You can log maintenance on inventory items within Flex keeping a record of all repairs updates cleanings etc You can also create an unlimited amount of maintenance procedures that best fit the needs of your company A maintenance report can be created within Flex showing the maintenance records found between specific dates Instructions CO pa RE How to log maintenance on an inventory item 1 Open a serial unit information page You can do this by scanning or entering the serial unit barcode while on the calendar page or by choosing a serial unit from the Serial Numbers
66. ge which works differently than a serialized package Learn more The Contents Permanent setting can be changed between Yes and No depending on the type of package you are building For example if you are building an amp rack where amplifiers are bolted into the rack and generally never move from the rack then you would set the Contents Permanent to Yes This will make it so the package is always intact even through a complete scan out and scan in process Serialized Storage Overview Serialized Storage inventory items typically act as temporary storage for other inventory items For example a case that transports cable or lighting equipment None of the contents of the case are permanent and can move in and out of the case in the warehouse during prep or on a job site Instructions z Flex Rental Solutions Flex Rental Solutions User Manual 1 Free Pick Containers Coming soon If you have any questions email support flexrentalsolutions com Last update 2015 06 25 08 17 43 Page 84 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Create Virtual Items Overview There are two types of virtual items that you can create in Flex Virtual Packages and Virtual Models Each one works a little bit differently when adding them to a quote Instructions Y Virtual Packages Y Virtual Models Last update 2015 06 25 08 17 43 Page 85 of 223 Virtual Packages Overview A virtual package in Flex is n
67. h pricing model You cannot enable or disable any resource type from this screen gt 56 of 223 Last update 2015 06 25 08 17 43 Flex Rental Solutions Flex Rental Solutions User Manual 1 Received Payments Coming soon Last update 2015 06 25 08 17 43 Page 57 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Inventory Menu Overview Each inventory item in your Flex system can be set up in a variety of ways serialized non serialized virtual package container etc You also have the ability to determine the amount of rental stock and retail or expendable stock per inventory item The Inventory menu in the Toolbar along the top of the screen contains the following options click on the link to go to the Flex manual page for that topic Catalogue Worksheet Cheat Sheets Inventory Manager Inventory Settings Maintenance Procedures New Inventory Item ROI Dashboard Resolve Shortages Scheduled Inventory Counts Suggestion Types MQAAAQAQAAAQAQA You will also learn how to Organize Inventory Groups in this section Last update 2015 06 25 08 17 43 Page 58 of 223 Organize Inventory Groups Overview Your inventory is organized into an inventory tree located in the resource browser The inventory tree consists of parent inventory groups and child inventory groups You can create new inventory groups and sort them however you want Instructions Right click on any inventory group fo
68. h of those reports then piecing them together you can create them all at the same time and as the same report How to modify the default print format report On the Projects menu click Project Elements Double click Quote Go to the Reports tab PO No In the Default Print Format Report section choose a report corporate identity optional location optional and sub report optional Click ADD 6 Repeat for as many reports that you want to add to the default print format report 7 Click UPDATE a There is a demonstration of this in the video at the 2 35 mark Flex Rental Solutions Flex Rental Solutions User Manual 1 Rental PO Overview Instructions AR Last update 2015 06 25 08 17 43 Page 120 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Staffing Assistant Last update 2015 06 25 08 17 43 Page 121 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Tasks Coming soon Last update 2015 06 25 08 17 43 Page 122 of 223 Flex Rental Solutions Flex Rental Solutions User Manual Workflow Overview Each element in Flex has a workflow that allows you to move through the different statuses of that element e g Inquiry Tentative Confirmed etc Each workflow State is tied to a status and a workflow Action is how you can move from one state to another Each workflow Action can have workflow Jobs associated with it e g sending an email template
69. he following information Inventory Item Name Serial Number e Barcode e Purchase Date e Decommission Date e Decommissioned By e Purchase Cost Instructions How to generate a Decommissioned Report On the Reports menu click Decommissioned Report 2 Choose a start date and an end date The report will only show items that have been decommissioned between the dates that you choose Note Leaving the Decommissioned Start and Decommissioned End fields empty will result in the report containing all the items in your system that have been decommissioned 3 Choose a Report Format Paper Size and Page Orientation Click the EMAIL ME or GENERATE REPORT button Deleted Items Report Overview The Deleted Items Report is a report that lists all of the inventory items in your Flex system that have been deleted Instructions How to generate a Deleted Items Report On the Reports menu click Deleted Items Report 2 Choose a start date and an end date The report will only show items that have been deleted between the dates that you choose Note Leaving the start date and end date fields empty will result in the report containing all the items in your system that have been deleted 3 Choose a Report Format Paper Size and Page Orientation Click the EMAIL ME or GENERATE REPORT button Free Scan In Report Overview The Free Scan In Report is a report that lists all of the inventory items in your Flex system that have b
70. hick black line designates where the item will be dropped into the quote Add sort mode When you drag and drop an item into the quote in Add sort mode the item will automatically be sorted to the very bottom of the quote Notice that when you are in Insert or Add mode a few new icons appear including Add Note Line Add Misc Line and Add Blank Line to the quote You can move any line item on a quote by clicking and dragging on the far left hand side of the line the small dots A thick black line will indicate where the line item will be dropped os Subtotal E Audio la Rental Yamaha LS9 32 Day Rate 200 00 400 00 E DS me a ommon Fon aooo 0 0L Rental EAW JF 26 Passive Loudspeaker Day Rate 80 00 640 00 E Crown XTi 2000 Digital Power Amplifier 2000 Watts ye 50 2 Day Rate 2 00 16 00 Audio Total 1 176 00 Adding Services to a Quote Adding services to a quote works the same as adding inventory items to a quote Drag and drop any service offering into the quote and it will be added The Cog Wheel Each line item on the quote has a cog wheel with some helpful tools Click on the cog wheel to see the following options Open Item Will open the inventory information screen for the item e Schedule Will open the detailed schedule for the item Last update 2015 06 25 08 17 43 Page 114 of 223 e Conflicts Will open the conflicts and availability window allowing you to resolve conflicts and availab
71. hortages tool is a quick way to view all shortages created by jobs in your system between a chosen date range Instructions To open the Resolve Shortages tool go to the Inventory Menu and click Resolve Shortages The Start Date From field will automatically fill with the current date but the To date will have to be filled in manually The maximum date range is 30 days After choosing a To date all conflicts between the the chosen dates will be shown The following information is shown e Job Start Date End Date e Resource inventory item Attempted how many of the item is booked on the job Available the amount available during the job To resolve the shortage double click on the line item and the Conflicts and Availability window will open For more information about how to resolve conflicts see the following sections Add Alternatives and Substitutions Add Subrental and Purchase Suppliers Build a Quote Part 1 Scheduled Inventory Counts Overview You can perform a full inventory of all your equipment by performing a Scheduled Inventory Count This involves two major processes 1 The counting of the equipment and 2 the reconciling of any missing equipment Instructions Suggestion Types Overview Adding suggestions to an inventory item will allow you to conveniently add related items when you place the item into a quote For example if place a rental iPad into a quote you can configure Flex to auto
72. ields to inventory models and serial units L Custom Reports Overview Flex Support can design a custom report for your company that can be uploaded and used in your Flex system Custom reports can include or exclude whatever information you want For example you might want a quote report to send to your clients that only shows certain information in the header and certain information per line item Email Flex Support with your custom report request and they will respond with an estimate on how much the custom report will cost and how long it will take All custom reports are then uploaded into your system on the System Settings menu and Custom Reports Flex Rental Solutions Flex Rental Solutions User Manual 1 Departments Last update 2015 06 25 08 17 43 Page 157 of 223 Duplicate Barcodes Overview The Duplicate Barcodes tool helps you find duplicate barcodes in your system and allows you to easily change item barcodes if need or delete items entirely Instructions To use the Duplicate Barcodes tool go to the System Settings menu then click Duplicate Barcodes A list of items with duplicate barcodes will be shown You can click into the barcode field and change the barcode from this screen If one of the duplicate items is unnecessary then you can check the box on the left side of the row then click the Delete Selected button This will delete the item from your system E Mail Blast Overview Flex system a
73. ier Choose a contact and click ACCEPT Enter the Lead Time estimated arrival and Estimated Cost Click the UPDATE button to save changes Note You can repeat this process and add as many subrental or purchase suppliers as you need DOV e o to Now when you have a shortage of the item on a quote you can open the Conflicts and Availability window and quickly create a rental or purchase PO with the vendor and pricing information already filled in This is done by double clicking on the name of the chosen vendor in the Conflicts and Availability window See video for an example Flex Rental Solutions Flex Rental Solutions User Manual 1 Build Containers and Packages Flex offers the ability to store inventory items within containers and packages There are several different types of containers and packages offered within Flex each of which work differently in the quote building and scanning out process Serialized and Non Serialized Models with Accessories Serialized Packages Serialized Storage Free Pick Containers QAQA Last update 2015 06 25 08 17 43 Page 78 of 223 Serialized and Non Serialized Models with Accessories Overview Accessories are inventory items that always need to be sent out with a serialized or non serialized model For example let s say there is a lighting console that needs to be sent with an external power supply when it goes out on a job The power supply doesn t live in the case with the
74. ility issues e Choose Serialized Unit Allows you to choose a specific serialized unit to be sent for the line item e Suggestions Will open the suggestions window allowing you to choose any suggestions that have been applied to the item e Copy Line Will copy the line After a line has been copied clicking on another cog wheel will show the paste option Delete Line Delete the line item from the quote You can also view the upstream and downstream links for the item and add note misc or blank lines to the quote The Mute Check Boxes Each line item has several check boxes on the right hand side These check boxes are used to mute certain parts of the line item By default there are four check boxes found on each line item Note Mute NM Price Mute PM Line Mute LM and Total Mute Checking the Note Mute NM box will make the notes on this line item not appear on the PDF copy of the quote This is useful when you have notes that you only want to be seen internally and not by the customer Checking the Price Mute PM box will make the price of the line item not appear on the PDF copy of the quote but the price will still be added to the total price of the quote Checking the Line Mute LM box will make the line item not appear on the PDF copy of the quote This is useful when you have items that are meant to be part of a package and you don t necessarily need the customer to see those items
75. inventory model pages The user will not be able to change the pricing of an inventory model The user will not be able to log maintenance on an inventory item The user will not be able to view the Catalogue Worksheet Inventory Settings and Maintenance Procedures all on the Inventory menu The user will not be able to execute the following actions e Create new inventory items e Edit existing inventory items e Copy inventory items e Mark a serial unit as out of commission OOC Add units to or remove units from a container i e serialized package and serialized storage containers The user will not be able to add new inventory models or add new serial units to an inventory model The user will not be able to view inventory items The user will still be able to see inventory names in the inventory browser but will not be able to open them and view details The user will not be able to view the following areas e Catalogue Worksheet on the Inventory menu e Inventory Manager on the Inventory menu e ROI Dashboard on the Inventory menu e Resolve Shortages on the Inventory menu Can Delete Inventory Items Can Manage Inventory Groups Can Force Shortage During Scan Process Can Change Quantities Can Scan Equipments In amp Out Can Virtually Scan Serialized Items Can Virtually Scan All Items In Out Can Browse amp Search Hidden Items Can Manage Warehouse Prompts Can Perform Mark
76. ions Last update 2015 06 25 08 17 43 Page 168 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Payment Terms ABE Last update 2015 06 25 08 17 43 Page 169 of 223 Pricing Models LTEN Flex Rental Solutions Flex Rental Solutions User Manual 1 Production Exchange As of April 2015 Production Exchange is no longer operating All references to Production Exchange are scheduled to be removed from Flex Last update 2015 06 25 08 17 43 Page 171 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Production Tasks Last update 2015 06 25 08 17 43 Page 172 of 223 Raw Printer Templates Overview The Raw Printer Template section is where you can edit the look of the barcode labels that are automatically printed from Flex The EPL2 language is used to configure barcode labels in Flex Here is a link to the EPL2 language programming guide http www servopack de support zebra EPL2_Manual pdf Instructions The following video is of a webinar on designing barcode labels to be used with Flex Raw Printers Overview Flex supports Zebra brand barcode printers that use the EPL2 programming language and are Wifi or Ethernet connected USB barcode printers are NOT compatible with Flex Check out our recommendations page on BarcodesInc com for barcode printer labels and printer ribbon recommendations Instructions Note Do not perform the installation steps included with
77. ions window will appear with all of the items that you placed in the Suggestions tab You can choose which of the suggested items that you want to use Examples of what you might put in the Suggestions tab for the Small Projector Package might include e Laser pointer DVI cable HDMI cable e Signal converters Learn more about how to Add Suggestions and Suggestion Types Virtual Models Overview Like a virtual package a virtual model is not a physical inventory item Many Flex customers will use a virtual model to act as a trigger mechanism for a variety of suggestions For example a virtual model called Green Room Components can contain suggestions for different types of furniture TV monitors drape labor and more When you add the Green Room Components virtual model to a quote you can virtually build a green room with the suggestions Instructions IAEA pa A How to create a virtual model 1 Create a new inventory item 2 Under the Structure Availability section choose Virtual Model from the Preset options 3 Click ADD Since the Model Container was switched to no you will not see a Contents tab Virtual models are built entirely out of suggestions Learn more about how to Add Suggestions and Suggestion Types Flex Rental Solutions Flex Rental Solutions User Manual 1 ROI Dashboard Coming soon Last update 2015 06 25 08 17 43 Page 89 of 223 Resolve Shortages Overview The Resolve S
78. ither taxable or non taxable with one Tax Code assigned to the entire document For international QBO each line item can be assigned a single tax code There might be many different tax rates associated with the Tax Code but each line will only have one Tax Code For Flex the equivalent of a Tax Code is a Sales Tax Rule The sales tax rule name must exactly match a tax code in QBO If you have tax code called PA Sales Tax then you must create a sales tax rule in Flex with that exact same name In Canada you might have a tax code called HST ON You would need a tax rule in Flex with the exact same name The Flex tax rule matching with a tax code is crucial because we do not and can not modify the tax codes from our side So they must be created on the QBO side and matched on the Flex side with tax rules before tax can be sent over correctly For US QBO we set the tax code on the Invoice and send the exact tax amount calculated in Flex For International QBO each line item s tax code is set with the Flex sales tax rule name and QBO automatically calculates the tax based on the line item tax codes Be aware that for international QBO the tax calculated in Flex vs QBO may be slightly different This is due to some taxes having a more complex calculation such as tax on tax than Flex currently supports Automation Profiles Overview Most automation profiles are set up by Flex support and shouldn t be modified transfer profile
79. l document The Conflicts and Availability window is accessed by clicking on the cogwheel of a line item that has an availability conflict as seen here All Type Description fel Y Subtotal E Audio O Schedule Conflicts Choose Serialized Unit Suggestions Copy Line Delete Line Upstream Links Downstream Links With the Conflicts and Availability window open you will see the options that are enabled in the Conflict Resolvers page For example if all the options in the Conflict Resolvers page are enabled then the Conflicts and Availability window might look something like this Flex Rental Solutions Flex Rental Solutions User Manual 1 Conflicts and Availability Availability Conflicts Pending Returns By Component By Location Availability Details Graph Salt Lake City only has 3 available because this location has 0 in stock and 3 are in use during the proposed time period Split Shortage Into Separate Line Item Transfer West Valley 0 0 Substitute Subrent Fred Jones 300 00 1 days Purchase L Grace Hopkins 0 00 Use What Is Available 0 As another example let s say that only the Subrent and Substitution options are checked as enabled in the Conflict Resolvers page In this case the Conflicts and Availability window for the same inventory item might look something like this Last update 2015 06 25 08 17 43 Page 99 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Subrent Fr
80. lder and select Inventory Group Manager From here you can edit the inventory group change name apply icon etc create a new child group under the parent group delete the inventory group or create an entirely new parent inventory group You can reorganize the order of inventory groups by dragging any inventory group folder on top of another A pop up box will appear asking if you want to move the group into the group you dragged it onto above it or below it This works for parent inventory groups and child inventory groups Keep in mind the way that your inventory tree is organized is how inventory items will appear on a quote when the quote is in auto sort mode Catalogue Worksheet Overview The Catalogue Worksheet is a powerful tool that will help you in managing your inventory In the Catalogue Worksheet you can view and edit important information about your inventory including item name group membership purchase cost pricing and more Instructions AA TET To access the Catalogue Worksheet go to the Inventory menu then click Catalogue Worksheet Along the top of the Catalogue Worksheet screen you will find a search box a results per page selector and a Visible Columns menu You can also adjust the column width of each column by clicking and dragging on the lines between the column names You can also click and drag the column header to rearrange the order of the columns To edit the information found
81. lick the EMAIL ME or GENERATE REPORT button Flex Rental Solutions Flex Rental Solutions User Manual 1 System Settings Menu Overview There are many system settings that can be adjusted in Flex Before adjusting any settings we highly recommend reviewing the manual section for those settings Automated Functions e Backup History Barcode Printing e Business Locations e Business Rules Corporate Identities e Currencies e Custom Fields Custom Reports Departments Duplicate Barcodes E Mail Blast Embedded Reports External Authenticators e GL Accounts e Holiday Schemes e Icon Library e Integration Bus Labor Unions Numbering Schemes e Password Policies Payment Terms e Pricing Models e Production Exchange e Production Tasks Raw Printer Templates Raw Printers e Rebuild Resource Indexes e Report Groups e Report Preferences Last update 2015 06 25 08 17 43 Page 144 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 e Resource Audit Trail e Resource Types Safe Work Methods e Sales Tax Rules e Security Groups e Security Policies Sensitive Search Tokens e Service Offerings e Shipping Methods e Skills amp Qualifications e Sound Clips e Sound Themes Spell Check Engine e Standard Discounts e Static Reports e Status Options Tags e Terms amp Conditions e Test Quality Agent Text Templates e Units Of Measure e User
82. lighting console but needs to be sent with it You can add the power supply as an accessory to the lighting console so whenever the console is placed on a quote the power supply will automatically be added with it Instructions sg How to set up a Serialized or Non Serialized Model with Accessories 1 Create a new inventory item or click Edit Inventory Item in the Workbench Menu when on the information page of an existing inventory item 2 Under the Structure Availability section choose either Serialized Model with Accessories or Non Serialized Model with Accessories from the Preset options 3 Click ADD if creating a new item or Update if editing an existing item Note Be sure to provide as much information as you can in the other fields when creating a new inventory item When you selected either Serialized Model with Accessories or Non Serialized Model with Accessories the Model Container option switched to yes Now when you are on the model or parent level of the inventory item information screen you will see a Contents tab This is a unique tab that only appears on the model level when Model Container is switched to yes How to add accessories to a Serialized or Non Serialized Model with Accessories 1 On the model level of an inventory item click the Contents tab 2 Drag and drop from the inventory tree the inventory item or items that you want to add as accessories into the Contents tab Now whenever you
83. ll be covered as sub sections in this section Instructions How to add a new inventory item 1 On the Inventory menu click New Inventory Item 2 Fill in the new inventory item details Item Name The name that will appear on quotes and other documents that are sent to customers Item Short Name The name that will appear in the inventory tree Short Hand Carryover from other inventory management software Use if applicable Track Running Hours Selecting Yes will allow you to track hours on this item whenever you scan it in and out Primary Group Where the item will appear in the inventory tree Additional Groups If applicable the item can appear in more than one location in the inventory tree Icon Click the binoculars icon to choose an icon from the extensive icon library Click the broom icon to delete the current icon Hide Selecting Yes will cause this item to be hidden from the inventory tree Line Mute By Default Selecting Yes will cause this item to not appear as a line item on documents that are sent to customers but will still be charged for e Preset The Structure Availability options will automatically change as you select a new preset Learn more about Serialized vs Non Serialized Items and Containers and Packages Bar Code Manually enter the barcode number to be associated with this item or leave this field blank and a barcode number will automatically be generated e Notes Anything entered in this
84. lutions Flex Rental Solutions User Manual 1 Terms amp Conditions Coming Soon Last update 2015 06 25 08 17 43 Page 196 of 223 Test Quality Agent Overview The Test Quality Agent is a way to test the error reporting system within Flex When you click the Test Quality Agent on the System Settings menu the error reporting window will pop up with the following message Quality Feedback Agent Test Notification This is only a test intended to verify correct operation of the feedback agent for this system The Test Quality Agent is typically only used by Flex Support to verify that the error reporting system is working properly within your system Flex Rental Solutions Flex Rental Solutions User Manual 1 Units Of Measure Coming Soon Last update 2015 06 25 08 17 43 Page 198 of 223 Users Overview A Flex system user is an individual who has access to your company s Flex system Generally Flex system users are the employees of your company Instructions fe o How to add a Flex system user 1 On the System Settings menu click Users 2 Click New User in the Workbench Menu 3 Enter the new user information Name Employee name first and last User ID This will be the user s log in name e Locked Choosing Yes will block this user from accessing Flex e Security Policy Learn how to create security policies External Authenticator Advanced option e Default Group The security gro
85. many maintenance procedures as you need to Examples External Repair Internal Repair Cleaning Fader Replacement Screen Replacement You can be as specific as you want with each procedure name How to create a new maintenance procedure On the Inventory menu click Maintenance Procedures Click New Maintenance Procedure in the Workbench Menu 3 Enter the necessary information Name The name of the maintenance procedure Procedure Number Optional number for tracking purposes Type The applicable resource type Recommended selection Repair or Maintenance e Description A description of the maintenance procedure Completion Time Estimated time to complete the procedure e Estimated Cost Estimated cost to complete the procedure 4 Click ADD New Inventory Item Overview Since your inventory is a vital part of your Flex system we recommend being as thorough as possible when adding inventory items There are many information and tracking options that you can complete when adding inventory items e g size weight manufacturer purchase cost part number suggestions suppliers pricing Taking the extra time to provide information for all these options will make tracking and maintaining your inventory much easier in the future There are also several different options as to the type of inventory item that you want to create e g serialized non serialized package container virtual item Each of these options wi
86. matically suggest cables and other accessories that often accompany an Pad This makes the quote building process much easier A suggestion type is a group of attributes that can be applied to a suggested item For example you can add a suggestion type to a suggested item that makes the suggested item either be required or not required and included or not included in the price Instructions SA How to add suggestions to an inventory item 1 Open the inventory item that you want to add suggestions to 2 Click on the Suggestions tab on the inventory information page 3 Drag the items that you want want to add as suggestions from the inventory tree into the suggestions area Flex Rental Solutions Flex Rental Solutions User Manual 1 e avem nw ane iis Expendable No Purchase Cost 2 000 00 Expendable Return Estimate 0 pan Replacement Cost 2 000 00 Weight 50 Pounds Average Cost 2 000 00 Model I Dimensions 16 x 14x 23 uupdate Medel mega y v D Cable gt IZ Signal Cable v OD Speaker Cable gt m 5 NL4 74 gt a 10 NL4 94 gt am 25 NL4 108 Qty Serial Numbers OutOf Commission Suggestions Alternatives Substitutions Suppliers Pricing Scan Log gt a 100 NL4 70 gt D Adapters gt IZ DI Boxes gt E Microphones gt EZ New Audio Child Group IZ Playback and Recording v DD Speakers D 4 Speaker System 0 gt EAW IF 26 22 gt EAW F 56 20 gt Mackie 450
87. more effectively Adding Flex Users Security Groups Security Policies Password Policies Sales Tax Rules Business Locations Corporate Identities Currencies Last update 2015 06 25 08 17 43 Page 17 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Contacts Creating a New Contact Editing Contact Details Default Trading Terms for Contacts Skills amp Qualifications Contact Manager Contact Types and Contact Type Groups Creating New Contact Resource Types Contact Relationship Types Last update 2015 06 25 08 17 43 Page 18 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Quotes Create a Quote Build a Quote Build a Quote Send a Quote to a Client Last update 2015 06 25 08 17 43 Page 19 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Barcoding e Scanners e Barcode Label Printer Label Templates Last update 2015 06 25 08 17 43 Page 20 of 223 Scanners We support most usb bluetooth wireless keyboard wedge style scanners Preferred scanners allow rule configuration for prefix and suffix If rule configured Flex can detect a barcode scan without requiring you to move the cursor to a barcode entry field prior to scanning each barcode We support all standard symbologies including Code 39 Code 128 and Interleave 2 of 5 You can even use 2D symbologies like maxicode and PDF417 Configuration Symbol Motorola Scanne
88. n the System Settings menu The user will not be able to manage edit the following areas e Bill Rates on the Terms Notes tab of a contact record The Pricing tab of an inventory model Can Manage Pricing The GL Accounts tab of an inventory model Information e The Pricing tab of a service offering e The GL Accounts tab of a service offering e Pricing tiers in a pricing model Can View Sensitive The user will not be able to view any search token that is checked in the sensitive Search Tokens search token list on the System Settings menu Can Manage Sensitive The user will not be able to view the following areas Search Tokens e Sensitive Search Tokens on the System Settings menu lt lt Project Management Module Inventory Module gt gt Inventory Module PERMISSION Can Conduct Inventory Counts Can View Inventory Financial Information Can Manage Inventory Financial Information Can Manage Maintenance Procedures Can Manage Inventory Can Add New Inventory Can View Inventory IF PERMISSION IS DENIED The user will not be able to access any inventory counts including the Current Counts on the Warehouse menu and Scheduled Inventory Counts on the Inventory menu The user will not be able to use the Reset for Physical Inventory Count option in the workbench menu of inventory models The user will not be able to see view the Pricing tab replacement cost average cost and purchase cost on
89. ode Printer Last update 2015 06 25 08 17 43 Page 25 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Labels Zebra Z Ultimate 3000T Label Standard Size 2x1 Zebra Z Ultimate 3000T Label Size Options Last update 2015 06 25 08 17 43 Page 26 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Ribbon Zebra 5095 Performance Resin Zebra 05095GS06407 Thermal Transfer Ribbon Last update 2015 06 25 08 17 43 Page 27 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Label Templates D Last update 2015 06 25 08 17 43 Page 28 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Flex Menu Options Last update 2015 06 25 08 17 43 Page 29 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Flex Menu Last update 2015 06 25 08 17 43 Page 30 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Change Password Last update 2015 06 25 08 17 43 Page 31 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Dashboard Last update 2015 06 25 08 17 43 Page 32 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 License Info Last update 2015 06 25 08 17 43 Page 33 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Log Out Last update 2015 06 25 08 17 43 Page 34 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 System St
90. olled by assigning suggestion types Suggestion Types Last update 2015 06 25 08 17 43 Page 73 of 223 Suggestion types can be applied to each suggested item For example you might want a suggestion type that makes the suggested item not required included in the price and will be added as a child item to the main item This suggestion type would end up looking like this on a quote O Subtotal E Computers mar Rental 1 EJ White iPad WiFi 16GB O y EX Rental 1 iPad to HDMI cable O E Rental 1 iPad Charging Cable Computers Total 1 Day Rate had Gal Gal EIT 25 00 250 m m lf 0 00 of awa 0 00 off mM Oo 25 00 oO Or you could create a suggestion type that make the suggested item required not included in the price and be added as the next sibling to the main item To create a new suggestion type 1 On the Inventory menu click Suggestion Types 2 Click New Suggestion Type in the Workbench Menu 3 Fill in the necessary information Name The name of the suggestion type e Code Assign an optional code for tracking within your Flex system e Note This note will appear in the notes field when this suggestion type is added on a quote Included In Price Yes or No Association Type How the suggested item will appear in relation to the main item e Required Yes or No 4 Click ADD Now you can apply the suggestion type to a suggested item by clicking on the pencil icon and selecting th
91. ot a physical inventory item but a concept that can include contents and suggestions The contents of a virtual package will automatically be added every time you place the virtual package on a quote The suggestions however will not be automatically added but suggested as you place the virtual package on a quote Watch the video for an example of this Instructions un How to create a virtual package 1 Create a new inventory item 2 Under the Structure Availability section choose Virtual Package from the Preset options 3 Click ADD Notice that you cannot manually update quantities for a virtual package The quantity will automatically be updated based on the availability of the contents of this package Since the Model Container option was switched to yes you can see that this virtual package has a Contents tab Remember anything you put in the Contents tab will automatically be added when you place the virtual package on a quote For example if your virtual package is called Small Projector Package then you might put the following items in the Contents tab e Projector e Projector stand e Projector stand skirting Tripod screen 50 VGA cable e Source computer When the Small Projector Package is added to a quote all of those items will automatically be added You can also place items in the Suggestions tab when building a virtual package When you place the virtual package onto a quote the suggest
92. ptions Tab e Document Views Tab After making changes on any tab be sure that you click the UPDATE button on the bottom right to save changes Last update 2015 06 25 08 17 43 Page 104 of 223 Flex Rental Solutions User Manual Numbering Tab Overview The Numbering tab of the project element settings is where you can control the numbering scheme of the element Instructions Reports Tab Custom Fields Tab Flex Rental Solutions Flex Rental Solutions User Manual 1 Accounting Options Tab Coming soon Last update 2015 06 25 08 17 43 Page 108 of 223 Document Views Tab Pullsheets Overview Once a quote is completed and in the confirmed status you can create a pull sheet The pull sheet will include all of the gear from the quote that needs to be sent to the job or event Creating a pull sheet is the first step in the scanning out process Instructions How to create a pull sheet 1 Ensure that the quote is in Confirmed status 2 Click Create Update Pull Sheet in the Workbench Menu 3 Review the email template then click OK Note This is the default workflow action that occurs when creating a pull sheet The workflow is customizable The pull sheet has many of the same options as the quote You can add or delete items and generate a variety of reports There are also a few new options that you can use on a pull sheet including Add Virtual Group Much like adding a new subtotal in a q
93. r programming for hands free use Print this page and scan respective rules DataLogic Scanner programming for hands free use Download this page and scan respective rule s If your scanner is not able to use the rule s above here is a link to our forum that has many rules provided from customers If your barcodes scanner is different than the ones above and in the forum you will need to program the prefix and the suffix of the scanner with the following rules Configure prefix using combination of shift 6 Configure suffix return Scanner Recommendations Scanner Recommendations USB Symbol LS2208 Motorola LS2208 SR20007R NA Barcode Scanner USB Motorola DS4208 2D Imager Motorola DS4208 SBZU0100ZWR Barcode Scanner USB Cordless blutooth Motorola L14278 Motorola Ll4278 PRBU2100AWR Barcode Scanner USB Honeywell Xenon 1902 2D Imager fast amp reliable Honeywell 1902GSR 2USB 5 Barcode Scanner Cordless DataLogic Powerscan M8300 PM8300 AR U KIT for the DataLogic Powerscan M8300 Flex Rental Solutions Flex Rental Solutions User Manual 1 Barcode Label Printer s Zebra brand barcode printers that use the EPL2 programming language and are Wifi or Ethernet connected kkk USB is not compatible Last update 2015 06 25 08 17 43 Page 24 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Barcode Printer Recommendations WiFi Zebra GX42 102710 000 Barcode Printer Ethernet Zebra GK42 102210 000 Barc
94. rity group 1 On the System Settings menu click Security Groups 2 Inthe Workbench Menu click New Security Group 3 Enter the details of the new security group Name Examples Account Managers Quote Managers Description Details about the security group Member Groups Groups that you want to inherit the permissions of this group e Security Policy Learn how to create security policies 4 Click CREATE Security Policies Overview A security policy is a rule that can deny access to a Flex system user based on time or IP address A security policy can be assigned to either a single user or an entire security group For example maybe you don t want members of the Shop Techs group accessing Flex from anywhere besides the warehouse You can create a security policy that will only allow Flex access when a user is on a certain IP address In this case you would find out your IP address and put it in the White Listed Networks area of the security policy You could also restrict Flex access based on day and time If you don t want members of the Shop Techs group accessing Flex on weekends you can include that under the Time Restrictions area of the security policy Instructions How to create a new security policy On the System Settings menu click Security Policies Click New Security Policy in the Workbench Menu Give the new policy a name description and choose whether or not it should be enabled Click CREATE
95. rterii na e A e a E a a EEA 138 Shortage Report By Group ereinen eh wee A A AA eee Dae 139 Sold Reporti rosera oN wack castes e nud ede ante ae SEE RETE 140 Unfilled Labor RO S ar A di il Enan 141 Unreturned Items By lem Group essaiera a roenan aeaaeae A Aa hdubdanetamia evened 142 Unreturned Items By Manifest ccisccccdscevcsedacssvond cased evecdssasesredeeannesscedhsevuathonlachanuesua ede aeasddhnevhsndadeavers 143 System Settings Mel ita do 144 AUTO Mateo FUNCIONA a ata 146 Backup History ona A A A AA E se bine 147 Barcode Pnintn e ds aN idas 148 B sin ss Locations td de di 149 BUSINESS RUICS cosida titoricardo ida 151 Corporate Identities cia lena 152 CUTE CIS A A eee 153 CUSO MES a a 155 Custom Reponedor calcio ieee 156 Department adi acond aida 157 DupliCate BarCOd eS r a a a a r a a a a a A AAA E E 158 E Mail Blast iria A AAA A EE A A O th 159 Embedded REPOSO E AEA Ea ER 160 External sAUthentlCators ii ero 161 GL ACCOUNEShes iio ra erat crasas sbussaaeiaaisueteatisks peas sur aara aeaa ene Eaei iat 162 A code e i a a aaaea ia din deb aaaea aeai 163 leon 95 o 61 y CAPA CO Tn EN Wei a a eee 164 Integration NN 165 LaDOMUMIONS a o O E T 166 Numbering Schemes iria iia Aa keea aida 167 Password POliGlS ci iia A AAi AS A ria 168 Payment Teri seriada tad dirt 169 Pricing Models soii A ve eee ale area dein ies 170 Production EXCHan tt do 171 Producti n Tasks erieou ir ia eA ia Aaaa ca parar ad Suing Aa IEE ARE Ea T
96. s Last update 2015 06 25 08 17 43 Page 145 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Automated Functions Coming soon Last update 2015 06 25 08 17 43 Page 146 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Backup History Overview The Backup History page shows the backup files of your system that are automatically created each day You can download the backup files if you want to store them somewhere Only Flex Support can restore your system to any of the backup files listed Last update 2015 06 25 08 17 43 Page 147 of 223 Barcode Printing Ihttps img youtube com vi 3F_SH_860Es default j pg h2 Overview You can print barcodes directly from Flex to your barcode printer The Barcode Printing menu option on the System Settings menu is used to set up barcode print preferences after you have designed a barcode label template and properly configured your barcode printer See Raw Printer Templates and for more information Raw Printers for more information Instructions The following is a 30 minute webinar that explains how to modify your barcode label templates and set up barcode print preferences Business Locations Overview A business location is where your company s operations take place Most Flex customers operate from a single business location which is generally a warehouse where inventory items are shipped and returned Some customers have multiple busines
97. s crew list automation etc But there are some automation profiles that you can create yourself that could be useful Instructions One example of an automation profile that you can set up is recurring billing This will allow you to set up a quote that will automatically bill an invoice at your chosen intervals This is useful for long term rentals that are billed per week or month See video for instructions on how to set this up tl Flex Rental Solutions Flex Rental Solutions User Manual 1 Credit Memos Coming soon Last update 2015 06 25 08 17 43 Page 54 of 223 Flex Rental Solutions Flex Rental Solutions User Manual Fee Matrices Overview Fee matrices can be used to automatically calculate different fees on your quotes There are several different options to choose from when creating a fee matrix including which locations the fee is applied to which resource types the fee is applied to and even which payment types will activate the fee matrix Instructions The following playlist includes several videos explaining how to set up a variety of different fee matrices Last update 2015 06 25 08 17 43 Page 55 of 223 Flex Rental Solutions User Manual Flex Rental Solutions Pricing Model Matrix Overview The Pricing Model Matrix is a resource that allows you to quickly view which resource types are enabled for each pricing model The Pricing Model Matrix only shows which resource types are enabled for eac
98. s locations and need to control the inventory and operations of each one separately Instructions PER How to edit a business location E oO NS On the System Settings menu click Business Locations Double click on the business location that you want to edit Click Edit Business Location in the Workbench Menu to edit business location header items Edit information as needed e Holiday Scheme is an advanced feature that will be covered in a later lesson e Default Terms and Conditions Must be in RTF format Accepted fonts Arial Georgia Calibri Helvetica Times Roman Recommended font size 7 10pt depending on document length Generally a smaller font is recommended for larger documents e Logo Scale to Fit Select Yes to customize logo size in pixels Select No if your logo is already the desired size Click Update Click through the tabs directly under the header section to add and edit addresses phone numbers internet addresses and if applicable Production Exchange information Addresses Phone Numbers Internet Addresses Integration Flex Rental Solutions Flex Rental Solutions User Manual 1 Deleting a business location does not remove the location from your Flex H subscription Contact Flex Sales to fully remove a business location from your Flex subscription Last update 2015 06 25 08 17 43 Page 150 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Business Rules Coming soon
99. s menu click Maintenance Report 2 Choose a start date and an end date The report will only show items that have received maintenance between the dates that you choose Note Leaving the Start Date and End Date fields empty will result in the report containing all the items in your system that have had maintenance reports performed on them 3 Choose an option from the Report Format menu PDF EXCEL or WORD Click the EMAIL ME button to email the report to the email address associated with your user name or the GENERATE REPORT button to download the file Flex Rental Solutions Flex Rental Solutions User Manual 1 Maintenance Report Start Date E w End Date H w tepon romas CANCEL f EMAIL ME GENERATE REPORT Last update 2015 06 25 08 17 43 Page 135 of 223 Out of Commission Report Overview The Out of Commission Report is a report that lists all of the inventory items that are marked Out of Commission in your Flex system The Out of Commission Report shows the following information Inventory Item Name Quantity e Barcode Serial Number Out of Commission OOC Date Out of Commission OOC By e Reason Inventory items can be removed from the Out of Commission Report by resolving the out of commission record on the item Instructions How to generate an Out of Commission Report On the Reports menu click Out of Commission Report Choose an option from the Report Format menu PDF EXCEL or
100. se refer to the Custom Reports Section Last update 2015 06 25 08 17 43 Page 160 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 External Authenticators Coming soon Last update 2015 06 25 08 17 43 Page 161 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 GL Accounts Coming soon Last update 2015 06 25 08 17 43 Page 162 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Holiday Schemes Coming soon Last update 2015 06 25 08 17 43 Page 163 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Icon Library Last update 2015 06 25 08 17 43 Page 164 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Integration Bus Coming soon Last update 2015 06 25 08 17 43 Page 165 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Labor Unions Coming soon Last update 2015 06 25 08 17 43 Page 166 of 223 Numbering Schemes Overview You can set up a variety of numbering schemes in your Flex system The two video examples below show how you can manage numbering schemes for your inventory and your project elements quotes pull sheets invoices etc Instructions Flex Rental Solutions Flex Rental Solutions User Manual 1 Password Policies Overview Password policies are a set of rules that determine the types of passwords that users can use in your system Instruct
101. see per row 4 Click CREATE You will be brought to the cheat sheet builder screen for the new cheat sheet To add items to the cheat sheet drag and drop inventory items from the inventory tree A barcode with the item name will appear on the cheat sheet After you have added several items to the cheat sheet you can rearrange the order by dragging and dropping the barcodes in front of or behind each other You can also add a blank space to the cheat sheet by clicking Add Blank Space in the Workbench Menu The blank space will appear at the end of the list You can drag and drop the blank space to wherever you want it to appear on the cheat sheet Using blank spaces is a great way to organize your cheat sheet into separate categories You can delete save or print the cheat sheet by clicking on those options in the Workbench Menu You can also change any of the cheat sheet attributes name symbology show short names barcodes per row by clicking Edit Header in the Workbench Menu Inventory Manager Overview The Inventory Manager is a powerful tool that will help you in managing your inventory In the Inventory Manager you can view important information about your inventory like quantity on hand current location container location barcodes and serial numbers Instructions i See a To access the Inventory Manager go to the Inventory menu then click Inventory Manager The Inventory Manager features multiple search options alon
102. sically exist For example you can create a virtual item called Linear Foot of Pipe and Drape which contains suggestions for the physical inventory items that make up a linear foot of pipe and drape bases uprights crossbars drape etc Flex Rental Solutions Flex Rental Solutions User Manual 1 Complete the Inventory Import Spreadsheet Overview Flex offers free inventory import services We can import your inventory directly from another rental system or by having you fill out the Inventory Import Template Watch the video below for instructions on how to do this Instructions i Last update 2015 06 25 08 17 43 Page 14 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Complete the Contacts Import Spreadsheet Overview Download the Contacts Import Spreadsheet Last update 2015 06 25 08 17 43 Page 15 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Popular Topics This section contains the most requested and most searched for topics If you can t find what you are looking for we recommend searching through the Flex Menu Options section e Quotes e Inventory e Services e Contacts e Calendars e Warehouse e Workflow e Reports e Financials Last update 2015 06 25 08 17 43 Page 16 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 System Setup Each section in the System Setup section will help you to set up your Flex system
103. sson are only meant as examples to show how each type of item works within the Flex system Instructions Serialized Inventory Model Example A good example of a serialized inventory model is a loudspeaker If you create a serialized inventory model in your Flex system for an EAW loudspeaker you will find that the inventory model page has a tab called Serial Numbers Flex Rental Solutions Flex Rental Solutions User Manual 1 Qty Serial Numbers Out Of Commission Suggestions Alternatives Substitutions Suppliers Pricing Scan Log Documents Integration Serial Number Barcode Stencil Model Location Resource Type Purchase Date Purchase Order Purchase Cost MA E Salt Lake City v Rental y ARA i Items 1 to 22 of 22 Page 1of1 W 4 pb pil Goto Page 1 v Er l Y Y Y a B w All Serial Number Bar Code Stencil Model Current Lo Purchase D Shipped Due Back O O 99282 00737 West Valley 2 3 2014 O O 01292 00736 West Valley 2 3 2014 O O 19283 00735 West Valley 2 3 2014 O 83737 00734 West Valley 2 3 2014 O O 00099 00733 West Valley 2 3 2014 O O 93838 00732 West Valley 2 3 2014 O O 93843 00731 Salt Lake City 2 3 2014 O O 39483 00730 Salt Lake City 2 3 2014 O O 32988 00729 Salt Lake City 2 3 2014 O 38227 00728 Salt Lake City 2 3 2014 O O 9948 00727 Salt Lake City 2 3 2014 i ii biv Each EAW loudspeaker that you have in your warehouse corresponds with a serial number and will have
104. t Then you can go back and create a quote or pull sheet with the projector on it and assign the free scanned out project to that job How to assign free scanned out equipment to a job 1 When on the prep screen for a job click Choose from Free Scan Out in the Workbench Menu A new window will open within the prep screen 2 Double click the barcode from the free scanned out list that appears in the window Any barcode you double click will be assigned to the manifest of the current job you are prepping Prep Pull Sheet Overview Scanning equipment out from a pull sheet is the recommended method of scanning out This is because each item scanned out from a pull sheet will have a scan record that includes which pull sheet for a specific job or event it was scanned out from Instructions How to scan out from a pull sheet 1 With a pull sheet open click Go To Prep Screen in the Workbench Menu 2 Begin scanning equipment See scanning methods below The prep screen has a few options that can be helpful when scanning equipment out Like on the pull sheet you can delete lines or sort line items You can choose equipment from another list like a return manifest for another job This is useful when you have a quick turnaround and need to send equipment from one show to another in a short amount of time You can also choose equipment from a free scan out Scanning Methods There are several method for scanning equipment out
105. t pricing Edit header information Add child elements Add notes Execute workflow actions Execute logistic actions Execute financial options The user will not be able to view Fee Matrices on the Financials menu The user will not be able to view any document view marked as sensitive lt lt Contact Management Module Core System gt gt Core System PERMISSION System Administrator Authenticated User Guest User IF PERMISSION IS DENIED The user will not be able to view the following areas System Status on the Flex menu Contact Relationship Types on the Contacts menu Contact Types on the Contacts menu Referral Sources on the Contacts menu Accounting Integration on the Financials menu Automation Profiles on the Financials menu Pricing Model Matrix on the Financials menu E Mail Templates on the Projects menu Project Settings on the Projects menu Workflow Jobs on the Projects menu Backup History on the System Settings menu Barcode Printing on the System Settings menu Custom Fields on the System Settings menu External Authenticators on the System Settings menu Integration Bus on the System Settings menu Integration Bus Errors on the System Settings menu Password Policies on the System Settings menu Production Exchange on the System Settings menu Rebuild Resource Indexes on the System Settings menu Resource Audit Trail on the System Settings menu Sales Tax Rules on th
106. tab of an inventory model 2 Click Log Maintenance in the Workbench Menu Enter the necessary information Summary Enter a summary of the maintenance being performed Procedure Choose a procedure to perform e Details Include as many details as possible e Maintenance Cost Enter the cost of the maintenance if applicable Reporter The person who reported the issue e Marc as OOC Check the box if you also want to mark the item as out of commission This will take the item out of available inventory Note If you check the OOC box the Out of Commission Record window will appear next 4 Click SAVE You will now see a maintenance log entry on the Maintenance Log tab of the serial unit information page If you created an OOC record along with the maintenance record then you will see an entry on the Out Of Commission tab When the item is fixed and ready to be used again you will click the Resolve button for the item on the Out Of Commission tab This will put the item back into your available inventory Decommissioned or Sold Items If the item could not be fixed and you will no longer be using it as part of your inventory you can mark it as decommissioned To do this click Edit Serial Number Detail in the Workbench Menu then set Decommissioned to Yes Click UPDATE You can also mark the item as sold from the Edit Serial Number Detail window if you sell the item Creating New Maintenance Procedures You can create as
107. tegory will show all of the workflow options that are associated with the current status of the quote For example when the quote is in Inquiry status the Workflow category might show options for confirming the quote canceling the quote or making the quote tentative When the quote is in Confirmed status the workflow options will change to reflect the new options associated with a confirmed quote ex create a pull sheet create an invoice and more The Add Child Elements category allows you to quickly add new child elements to the quote like a crew call documents a PO and more Send a Quote to a Client Overview There are several ways to send a quote to a client including Flex s built in functionality to send the PDF copy via email and creating a PDF copy to print and give to the client You also have the option to customize the appearance of the PDF copy Instructions Note After recent updates to Flex the Save Changes button seen in the video is now called Update Send To Client Option The fastest way to send a quote to a client is by clicking Send To Client in the Workbench Menu This will open a window with an email template and email addresses automatically filled in You can either edit the template from this window or edit the template itself so your changes will appear every time To edit the Send to Client email template 1 On the Projects Menu click Email Templates 2 Double click Send to Client Templat
108. tings except on their own My Calendar The user will not be able to view the following areas e Calendar Templates on the Projects menu The user will not be able to create a new element quote invoice pull sheet etc The user will not be able to execute the following actions on any element Add line items inventory services etc e Delete line items e Paste line items e Create custom subtotals e Apply trading terms Edit line item details type quantity notes time price etc e Check or uncheck line item mute boxes WM PM TM LM NM e Reset pricing Assign staff to labor roles e Clear staff from labor roles Edit header information e Add child elements Copy the entire element e Delete the entire element e Move the entire element e Add notes e Execute workflow actions Execute any logistic actions Sort line items on equipment lists e Create a partial pull sheet e Finalize or Unfinalize equipment lists san Dagi The user will not see the Delete option in the workbench menu right hand side of an rrojact element Elements Can View The user will not be able to open any element quote invoice pull sheet etc Project The user will not be able to view any of the element lists from the Projects menu Elements When the user logs in calendars will not be visible since calendars contain elements Can Change The user will not be able to change an element s document number a lock
109. ts and videos for free Flex support representatives use an internal support tracker to organize and assign inquiries This system works best when support requests are limited to one inquiry per email In the rare occurrence that your system is down during off hours email support flexrentalsolutions com with the subject Flex System is DOWN A support agent is always on call during off hours FLEX USER FORUM forum flexrentalsolutions com The Flex User Forum is a thriving community where you can interact with other Flex customers In the forum customers can share advice and offer support to each other To receive the best support we recommend following the email support guidelines found in the above section when posting in the forum All customers must register to use the forum Your Flex system user name and password will not work as login credentials for the forum Separate registration is required Please note Posting to the Flex User Forum does not guarantee a response from a Flex support representative To receive guaranteed support email Support flexrentalsolutions com and follow the email support guidelines listed under the Flex Email Support heading YOUTUBE PAGE youtube com flexrentalsolutions The Flex YouTube Page offers a variety of instructional videos to help Flex customers TWITTER FEED twitter com flexrental ENGINEERING BLOG blog flexrentalsolutions com The Engineering Blog is managed by th
110. uote This will create a group into which you can place inventory items Sort Line Items Gives you the option to sort the items on the pull sheet in a variety of ways Go To Prep Screen Will launch the prep screen where you can scan gear out of availability in preparation for shipping to a job or event Flex Rental Solutions Flex Rental Solutions User Manual 1 Purchase PO Overview Instructions Last update 2015 06 25 08 17 43 Page 111 of 223 Quotes Overview The quote element is one of the most used elements in Flex Because of this we have made it very easy to quickly create a quote Instructions How to create a new quote 1 Click the New drop down menu on the top right hand side of the screen 2 On the New menu click New Quote 3 Enter the necessary information in the Edit Quote dialogue box Q Note Technically the only required fields in the Edit Quote dialogue box are the Name Ship Date and Return Date but we recommend completing as many of the fields as you can 4 Click ACCEPT Build a Quote Part 1 Overview Part 1 covers adding items to a quote the different sort modes and the mute check boxes which are found on each line item of a quote Instructions RETA es Adding Inventory Items to a Quote To add an item to a quote click and drag the item from the inventory tree Wait for the box to turn green then drop the item Enter a quantity then click A
111. up that this user will belong to Group Membership The security group that this user will belong to Require Password Change Choose Yes to require this user to change their password upon their first login e Password The temporary password you will give to this user for their first login e Verification Verify the above password 4 Click CREATE Note You can edit existing Flex system users by double clicking on their name on the Users tab You can also click the PERMISSIONS button next to the user name to give them individual permissions that will supersede their security group permissions Flex Rental Solutions Flex Rental Solutions User Manual 1 To properly complete this process each Flex system user needs to be linked a a contact entry See instructions below How to link a Flex system user to a contact entry 1 Create a contact entry for the Flex system user Learn how to add and edit contacts if you haven t already 2 On the user s contact page click on the Terms Notes tab 3 In the Security section enter the user s Flex system user name home base location and corporate identity if applicable Security User adavis Home Base Salt Lake City g Corporate Identity Flex Rental Solutions 4 Close the contact entry page when finished The Security section information is automatically saved Last update 2015 06 25 08 17 43 Page 200 of 223 Flex Rental Solutions Flex Rental Solutions User Manu
112. w ready to be shipped Flex Rental Solutions Flex Rental Solutions User Manual 1 Receiving Last update 2015 06 25 08 17 43 Page 207 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Return Manifest Last update 2015 06 25 08 17 43 Page 208 of 223 Flex Rental Solutions Flex Rental Solutions User Manual 1 Subrental Returns Last update 2015 06 25 08 17 43 Page 209 of 223 Help Menu FLEX EMAIL SUPPORT support flexrentalsolutions com Monday Friday 7 30AM 6 00PM MST Unlimited email support is included in every Flex subscription A full time team of support representatives is available to answer questions and resolve issues for our Flex customers during business hours M F 7 30AM 6 00pm MST Most support inquiries are handled within one business day To receive accurate and timely support we ask that you be as specific as possible in all inquiries Please provide when applicable Document numbers e g Quote number 14 0012 Labor PO LPO14 0001 etc Inventory item names with barcodes e g 8 tripod screen barcode 30492 e Specific details of when and how an issue occurred Example At 3 00pm was working on quote number 14 0012 when added an 8 tripod screen barcode 30492 and found that was unable to edit the day rate pricing information e Screenshots or videos detailing your question or issue We recommend using Jing which allows you to create and share screensho
113. x their To Do List tab will automatically open If the To Do List tab is closed it can be reopened by clicking To Do List on the Contacts menu For administrators and managers there is an option to view tasks for all users This option is activated if a user has the permission Can View Tasks For All Users granted To learn how to change user permissions see the section about Security Groups When a user has this permission granted they will see the option to Show for All Users in the top right corner of the To Do List Checking the box will cause the tasks for all Flex users to appear ale For more information about assigning and completing tasks within Flex see the section about Tasks Flex Rental Solutions Flex Rental Solutions User Manual 1 Financials Menu Overview Flex offers a powerful set of financial tools Not only can you set up a variety of pricing models and fee matrices but you can also integrate financial information in Flex with Quickbooks This is a great feature for customers who already have their financial information set up in Quickbooks and want to continue using it The Financials menu in the Toolbar along the top of the screen contains the following options click on the link to go to the Flex manual page for that topic Accounting Integration Automation Profiles Credit Memos Fee Matrices Pricing Model Matrix Received Payments QAAAQAQA Last update 2015 06 25 08 17 43 Page 50 of 223

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