You can use DJ Event Planner to keep track of your equipment. Whether it's stand-alone piece of equipment or complete systems, you can track your inventory and availability.
General Equipment Explanation
In the DJEP software there are two ways of managing equipment. The first is through "Systems". Systems are collections of equipment that you would send to an event. Each system can have an unlimited number of pieces of equipment assigned to it. The second way is through stand-alone equipment. Stand-alone equipment is equipment that is not assigned to any particular system.
Setting Up Equipment
First, you will need to add a system.
Setup -> Equipment -> Add System (button)
You can define the name and description of the system. You can also add internal notes for each system.
After that you will need to add all of the pieces of equipment. You will be able to come back later and easily assign the pieces of equipment to a given system.
Setup -> Equipment -> Add Equipment (button)
For the equipment pieces there are many fields that you can use to keep track of the item:
* which system it is assigned to
* category (such as Lighting/Ceremony/Speakers/etc.)
* description
* manufacturer
* model #
* serial #
* location
* who it was purchased from
* date of purchase
* warranty length
* purchase price
* current value
* whether it is active (in use)
* default add-on fee
* rental fee
* whether it is insured
* additional notes
System Information Page
You will be able to see the system name, description, and notes for the system. You will also be able to see any events assigned to the system. If any equipment is assigned to the system, you will be able to see those. You can also add equipment pieces too the System or edit the equipment list.
Managing Systems For Events
On the Add/Edit Event form you can assign up to 4 systems to each event. There is also a Check Availability button on the form that you can use to determine which systems have already been assigned to other events.
On the Event Information page under the resources section you can see the systems and equipment that is assigned to an event. In this section there is an Manage Equipment button. When you click on this button, a new window will pop up listing all of the available stand-alone equipment. It is in a checklist format so you can select which pieces of equipment you want to assign to the event. The popup list of of equipment will also display whether a given piece of equipment is assigned to another event on that given day. This will help prevent double-booking any equipment.
Also on the Event Information page is a Print Equipment List button. Clicking on this will pop up a new window containing a list of all the systems and stand-alone equipment assigned to the event. This page will display not only the system name, but also the list of equipment contained in that system. This equipment checklist will ensure that your employees don't forget any vital pieces of equipment.
Complete Inventory List
You can easily create a complete list of equipment using the custom reports functionality of DJEP.
Reports -> Export Data -> Equipment
You can use this for list for insurance purposes or for equipment inventory management.
