What are Unavailable Items?

What is an Unavailable Item and how to move your stock to Unavailable?

Matthew James Finkel avatar
Written by Matthew James Finkel
Updated over a week ago

Move items that are lost, damaged, in service or repair to Unavailable Items to take them out of your stock availability.

Get Started

Creating Unavailable Items

 To add an Item into Unavailable, Navigate to Products & Services > Unavailable Items > Select Add Unavailable Item 

You will be navigated to the following screen: 

Simply search for the equipment you would like to add to Unavailable and populate the following information:

  • Start Date/End Date – Add in the dates of how long the stock level will be unavailable

  • Open Ended – If it is unknown how long the item will be Unavailable, select Open Ended

  • Reference – Add in a reference from a Supplier/Customer or your workshop team

  • Depot – Specify the Depot

  • Description – Add in any extra details regarding the Stock Level or Work Required

There are three types of statuses to select from when adding a Stock Level into Unavailable: 

  • Lost - If you can’t find the item or customer has lost it, check-in an item as lost from an order or manually record that something’s lost.

  • Repair - The item is damaged. Check-in an item from an order as damaged or manually record that something’s damaged. 

  • Service - Take something out of availability for a service by manually recording that it’s in for service or add it into service via the maintenance due screen.

Once you have finished adding in the details, select Add Unavailable Item. This will add the Stock level to Unavailable Items.

Document Printing 

Once you have added the item to unavailable Items you have an option to print ‘Unavailable Documents’ 

You can print, Damage and Loss Letters to send to customers that may have damaged or lost your assets. 

Book Out Unavailable Items 

You can return items to stock or write them off from the Unavailable Items Screen by booking out from unavailable. 

When you’re ready to move items out, you have two options:

  • Return to stock

  • Write them off

Return to stock

You’d return to stock if an item’s service is complete, if it was lost and has been found, or if it’s been repaired after being damaged.

The item will return to availability.

Write off

You’d write off an item if it’s considered lost and you don’t anticipate it will come back, or if it’s damaged beyond repair.

Your stock levels are adjusted to reflect that you no longer rent or sell this item.

To book an item out, head to the Unavailable Item page and select the item you would like to Book out and select Book out on the top right-hand side. 

Note: You can multi select, if you have several services finished or have reclaimed lost items you can multi select your stock levels to book out en masse. 

It will then ask you to fill out the following options: 

  • Description – Enter a description of the work completed or service undertaken

  • Return Stock/Write Off – Select which option as outline above

  • Book Out Date – This is the date you are making this stock adjustment 

Once you have finished, select OK and the appropriate action will be completed. 

Edit & Delete Unavailable Items

To edit details of the Unavailable Item, head to Navigation Bar > Products and Services > Unavailable Items and select the Stock Level > You can amend some details in the Overview tab from here

You can also delete the Unavailable Item too, If the Item is no longer requiring a service, or it was accidentally added to this section. You can select delete Unavailable Item in the Overview page or select the Bin Icon to delete the Unavailable Item. 

Note: This can only be deleted when a transaction has not been made against the unavailable item. 

Do you need Help? Start a conversation using the Blue help bubble at the bottom-right 

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