Managing Equipment

The PSTracker Equipment Module allow agencies to track and manage their agency equipment.

Manage => Equipment

Navigate to Manage => Equipment 

Manage Equipment Sub-menu

At the top right of the management page is the equipment sub-menu.

• Add Equipment: Used to create a new equipment.
• Equipment: Brings you to the list of equipment.
• Archive: View archived equipment.
• Types: Manage the equipment Types.
• Makes: Manage the Makes of equipment
• Models: Manage the Models of equipment
• Maint (Maintenance) Types: The types of maintenance performed on your equipment.
• Funding: Manage the Funding Types. (agency wide setting)
• Vendors: Agency's Vendors (Agency wide setting).

View - Edit Equipment

To view an equipment item, click the items type for the specific equipment.

This brings you to the Equipment Details.

The Equipment Details page displays the specific details of the selected equipment item, and optionally up to four photos of the equipment. There are several tabs at the bottom allowing you to view and/or manage details such as:

Maintenance

To add a maintenance entry for this equipment, click the Add Maintenance button at the top right of the maintenance list. A window opens allowing you to create a maintenance entry for the specific equipment. If you are a Equipment Manager, you will also see Edit links at the far right of each maintenance entry. Clicking the Edit link allows you to edit a specific maintenance entry.

Files

Adding files to an equipment is a great way to scan in and attach paper documents such as receipts, purchase orders, or even photos to store and associate with this equipment.

If your agency allows file uploads and your user account has the File Upload group permission, you will see an Add File button at the top right of the list of files.  Click Add File which opens window allowing you to upload a file to this equipment.

If you have the File Upload group permission, you will also see the Rename and Delete File links at the far right of each file entry. Clicking the Rename link allows you to rename that specific file. Clicking the Delete link permanently removes that specific file.

Add Equipment

To add a new equipment, at the top right click Add Equipment.

This will open a modal allowing you to add a new equipment item.

Fill in the fields as appropriate.

Explanation of Equipment fields:

• Make - The equipment Make (e.g. Dell, Panasonic).
• Model - The equipment    Model.
• Caliber -  The equipment   Caliber.
• Style - The style of equipment (e.g. Semi-auto, shotgun, less-lethal).
• Serial - The equipment serial number.
• Unit (Optional) - This equipment can be tied to a specific unit.
• Department - Generally Police (unless your  agency  uses the multi-department  feature  )
• Location - Where the equipment is physically located.
• Number  - You own in-house numbering system for this equipment.
• Other 2 - 6 - Agency customizable variables we can set unique to your agency.
• Vendor - The vendor for this equipment.
• Funding (Optional) - The funding source.
• Notes - Administrative notes to assist in managing this equipment.
• Issue Date - Date this equipment was issued to the field.
• Purchase Date - Date this equipment was purchased.
• Purchase Price - Cost of this equipment.
• Sales Date - Date this equipment was sold.
• Sales Price - Amount this equipment was sold for.
• Next Maintenance Date - Date you wish to perform the next maintenance.
  • Note: Emails will be sent to selected personnel notifying that maintenance is upcoming at 30, 15, 7, the day of and 30 days overdue. These are dates are created during setup but can be modified by PSTracker Support.
• Warranty Date - Date of warranty expiration for this equipment.
  • Note: Emails will be sent to selected personnel notifying that warranty expiration is upcoming at 30, 15, 7, the day of and 30 days overdue. These are dates are created during setup but can be modified by PSTracker Support.
• Vehicle - The vehicle this equipment is assigned to.
• Employee - The employee this equipment is assigned to.
• Checkout - Can this equipment be checked out within the checkout module.
• Armory - Is this equipment in the armory.
• In-Service - Is this equipment in service.
• Show in Work Order List - Is this equipment in the Work Order select list.
• Active - The status of this equipment. Active means the equipment is currently in use.
• Archive - This means the equipment is no longer in use. You archive an equipment rather than delete a equipment so that you will always have a historical record of this equipment.

Edit Equipment

If you have the edit column visible, you can click the edit button for the specific equipment.

Alternatively, view the equipment and then click Edit Equipment button at the upper left.

This brings you to the Edit Equipment page.

Make your changes and click Save to complete the process.

Adding / Editing Photos

Each equipment can have up to 4 photos.

To add or edit a photo:

Click on the photo or photo placeholder.

A modal opens allowing you to add or replace the photo.

Select the photo and click Add / Replace photo to complete the process.

Adding / Updating Barcode (Check-in/out Module Only)

If your agency uses the check-in/out module, you can manage an equipment items barcode from the Edit Equipment details page.

If the equipment item has already been assigned a barcode, you will see the existing barcode and an Edit Barcode button.

If the equipment item does not have a barcode, there will be an Add Barcode button. 

Add New Barcode

To add a new barcode, click the add barcode button.

A window will popup allowing you to add a new barcode to this item.

Click Add Barcode to complete the process.

if you have not done so already, do not forget to also set the item as available for use in checkout.

Edit Existing Barcode

To edit an existing barcode, click the edit barcode button.

A window will popup allowing you to edit the existing barcode.

There are two options you can select both of which are explained on the modal.

Click Edit Barcode to complete the process.

Viewing Archived Equipment

To view your archived equipment, click Archived on the sub-menu

To return to the active list, click the sub-menu button Hide Archived.

Exporting Equipment List

To export your list of equipment, right click anywhere in the grid, in the popup menu select Export and then CVS or Excel.

Managing Equipment Grid, Creating and Saving Views

The New Equipment Grid system allows you to create and save views that meet a specific set of needs. You can move (drag), hide (right click on header), sort (click header), filter (click filter icon), and pin (right click on header), columns. Simply manipulate the columns to meet your needs and then use the Create View button at the upper right to save that view for later use.

To change views, select a new view from the list.

Reports

If you have the Reports-Equipment permission you will be able to view the equipment reports.