What is a preparation list and what do you do with it?

A warehouse order that collects items or orders and prepares them for delivery.

A preparation list keeps track of the steps that still need to be completed before an order can be dispatched. From here you can clearly see which items or orders are being prepared for delivery.

You cannot create a preparation list yourself, but these are generated from the order module. From within a checklist you have the option to block it, so that only one employee handles and finishes a checklist.

A preparation list can be deleted when it is no longer necessary to process the items in the warehouse.

Opening the overview of preparation lists

To open the overview of your orders within RentMagic:

• In the main menu, navigate to Trade > Documents > Preparation lists.

The overview of all preparation lists will now open.

• Use the filter to search for a specific preparation list using a keyword or selection of a status.

New preparation list

If you want to add a new preparation list, this is done from the order module, in the details screen. You can prepare items from there in one go.

When adding items to a preparation list, an existing list is supplemented with the items of the order, or a completely new list is created.

You cannot create or fill a preparation list manually; this takes place from an order.

Click here for more information on creating a preparation list from the order.

Adjusting the preparation list

To amend a preparation list:

• Use the filter to search for a specific preparation list using a keyword. 
• Double-click the preparation list in the overview.

The details of the preparation list are displayed.

• Implement your changes.
• Click Save in the action bar.

It is possible to lock the preparation list. This happens when a lock date is set under Lock. From the RentMagic Mobile app, a lock can also be added to a preparation list.

Removing a preparation list

If a preparation list is no longer used and does not need to be processed, it can be deleted. The items on the preparation list that are ready to be processed are released, as it were, and the order will have to initiate preparation again in order to prepare the items at a later date.

To delete a preparation list:

• Use the filter to search for a specific preparation list using a keyword. 
• Select the preparation list from the overview.
• Click Delete in the action bar.
• Confirm the notification.

The preparation list with all associated information will now be removed from RentMagic.

Processing the preparation list

Once a preparation list has been completed in the warehouse, it can be processed in RentMagic. Updating the preparation list puts the items in a status for actual delivery.

To process a preparation list:

• Use the filter to search for a specific preparation list using a keyword. 
• Double-click the preparation list in the overview.

The details of the preparation list are displayed.

• Click on Process preparation list in the action bar.

The overview of all items to be prepared on the preparation list is displayed.

• Assign serial numbers via the Scan field:
  
  • Via Scan it is possible to scan serial numbers or type them in with the keyboard. A suggestion of the serial numbers is immediately displayed.
  • Select the serial number or via a barcode scanner the serial number is immediately added to the item list.
  • Check the field Number to prepare, Serial no., Options and optionally Location (if your environment is configured to work with locations)
    
  • Place any comments in the Notes field.
• Assign serial numbers via the item list:
  
  • If you want to select serial numbers manually or enter quantities for items without serial numbers, select the appropriate values in the Serial no. fields, Number to prepare, Number of items prepared and optionally Location (if your environment is configured to work with locations).
    If you want to prepare items without a serial number, it is important to fill in the correct number you have prepared in the field Number of items prepared.
  • Place any comments in the Notes field.

• Repeat for several articles or serial numbers.
• When you have finished preparing, click Save in the action bar.

The items on the order are automatically updated to ready-for-delivery status.

The remaining items that are not selected/prepared will be skipped and the preparation list can be opened for further processing at a later time. It is therefore not necessary to process the entire preparation list. This can be done in several stages.

After processing has taken place, the status of the preparation list is also updated to closed if all items have been processed. If any items have not yet been processed, the status will remain open.

Closing the preparation list

After a pre-order list has been processed, but there are still items on it that cannot be prepared at this time, you can (provisionally) close the pre-order list. The items will then be released to the order and you can create a new pre-order list at a later date.

To close a preparation list:

• Use the filter to search for a specific preparation list using a keyword. 
• Double-click the preparation list in the overview.
• Click on Close preparation list in the action bar.

The list will be closed and the remaining items on the list will be released back to the order.

Printing a preparation list

You can print out a warehouse order for warehouse staff. Everything can then be entered on paper and processed after the warehouse order has been executed. An additional check can then be done by the respective employee.

To print a preparation list:

• Use the filter to search for a specific preparation list using a keyword. 
• Double-click the preparation list in the overview.
• Click on Print in the action bar.

The print dialogue opens.

• Select the appropriate Report type of the document you want to print.
• If not yet, select the value Pdf under File type.
• Select the desired language.
• Then click on Send to start the print job.

The document is generated and displayed.

• To print the document:
  
  • Click the print button to start the print dialogue of the internet browser.
  • Then follow the on-screen instructions to start printing.
• To export the document to PDF:
  
  • Click the download button to start the export dialog of the Internet browser.
  • Then follow the instructions on the screen to start exporting to a local file.

Field information

Preparation list

Identification and status of the preparation list.

• Preparation list number
  The preparation list number is the unique number assigned to a preparation list; it is generated automatically.
• Status
  The indication of the status of the preparation list. This field cannot be changed manually.
• Notes
  Additional notes on the order.

Warehouse

The warehouse where the preparation takes place.

• Warehouse
  The warehouse where the preparation takes place.

Blockade

When processing the preparation list, a temporary block is placed.

• Locked by
  The person by whom the preparation list is blocked.
• Locked on
  The date of blocking the preparation list.

Sidebar

• Created by
  The user who created the preparation list.
• Edited by
  The user who last edited the preparation list.
• Created on
  The date the preparation list was created.
• Last edited on
  The date on which the preparation list was last edited