Creating a New Job

Creating a new job is done by a macro. You will fill out a few different prompts and it will take that information and put it in the right place to create your job.

The overview is that you will receive a new job either by email or through CineRentalManager, which is our customer portal software, you'll use a macro that will take that data and create a job in Rentalworks, which helps you make the orders and do inventory management.

General note, while people may ask for quotes, we are going to set them up with an order in our system, this is because if you use the quote function you won't get real-time feedback about inventory levels.

Creating Job in CineRentalManager

You will receive an email that details all of the information about the job. Follow these steps to create the job in CineRentalManager.

• Click Initilize Job in the Email
• Type in the production company name

Make sure to do this slowly and look for the dropdown menu to select past clients.

• Click the past client if something appears.
• If you have selected a past client, select the credit card at the top, and select any additional rental documents that appear (drivers license, insurance certificate)
• Look at the order location schedule in Rentalworks to Determine Pickup Location

This can be found in the top favorites toolbar. Use this to determine truck availability or Shed Availability.

• Set Pickup Location

You may have to put them in a different truck than requested.

• Click Create Job

This is at the top right.

Create a New Job Macro

This will take the info that you've gotten from CineRentalManager and put it into Rentalworks.

• Press Command + Shift + R to pull up the Rentalworks Macros Group.

• Click "2 - Create a New Job." and follow the on-screen prompts to create the job in Rentalworks.

If this is an additional package use macro 3A to create an additional package.

Features

Want to change this process so that we only have 1 order for Grip and Electric, we don't have seperate orders for each one. We will also check the boxes to seperate into categories so that grips and electrics can look at the order easily.

The process is slightly different for Features and most of those changes will be handled in the macro. The few things to note are

• Day Play orders should be handled seperately in CRM and Rentalworks

The only exception is you can group them in CRM if they are all input from the beginning of production. Use the Create Additional Package macro to make additional orders and read about Order Grouping as you can group these orders together and send them as one with the proper settings.

• Run of show packages will use weekly Billing instead of the At Close Billing

This means you will send an invoice at the end of each week and no equipment needs to be checked out or in to create the invoice. Mileage, tolls, expendables, and all other additional costs will be settled up at the end of the project in the run of show invoice.

Adding additional items to run of show package

When Orders that are on long jobs want to add gear to their run of show package, do the following:

Add Item to the order

Adjust the billing dates in the To and From column

In the activities tab, create a new activity to pick It's okay that the activity board will say zero items, the gun will tell you what to pick.

Send new order to client for approval

Create New Job from Subrental Vendor

Subrentals are handled much differently as we request a lot less information from them. They are also on net 30 payment terms and we get paid via check or ACH.

• Press Command + Shift + R to bring up the Rentalworks macro pallete.

• Click 3 - Create New Subrental

Fill in the following information. This will create a new order with the correct deal, customer, and pick up location. All Subrentals are in Shed 4.

• Most Vendors will pick up during business hours, but if needed send the After Hours - Shed template in Spark

Only use shed 4 for Subrental Vendors.

Insurance from Subrental Vendors are kept on file. There is a yearly reminder to get updated certificates when they expire. To get a subrental quote approved you may send it through rentalworks and just get a verbal or email confirmation.

Insurance is kept in Rentalworks. Go to the Customer> Insurance > From there you can see the expiration date and the values.

Equipment List Entry

Once you've created your order, you'll need to enter in the equipment they'll need. Use the Equipment List Entry macro to do so.

The Create a New Job macro will leave you at the Rentals tab on your order. Next you will use the Equipment List Entry macro to enter the gear list into the system. This macro makes it extremely difficult for you to miss items as you are entering them, it will also speed up the process.

• Click the Hamburger Menu on the Rental Tab. Click QuickSearch. This will bring up a window for you to enter in all of the equipment.

• Click Command + Shift + R to bring up the Rentalworks macro group and click 4 - Equipment List Entry

• Once you are done entering in the list, click Add to Order

• Follow the on screen prompts until you have completed the Macro

If we have to sub rent something, look at the substitutions for that item, or post in the substitutions channel in slack.

If you cannot find pricing for an item, agree on a price in slack to use as a placeholder until accurate pricing can be found. Tell the client you have estimated a price for that item and you will update pricing as soon as possible.

Next you'll be Uploading Quotes/Invoices on CRM