This document provides a comprehensive guide on how to effectively manage customer-owned items within maintenance records. It outlines the necessary steps to configure item types, add customer-owned items during maintenance record creation, and manage these items efficiently.

Customer-owned items can be easily added to maintenance records as they are created. This guide explains how to set up customer-owned item types, create customer-owned items during maintenance record creation, and manage these items effectively.

Before adding customer-owned items on the fly, you must set up a default item type to distinguish these items from your business assets for reporting purposes.

• Go to Setup > Item Related > Item Types.

• Create a new item type, for example, called Customer Owned.

• Go to Setup > Preferences > Maintenance.

• From the Customer Owned Item Type dropdown, select the item type you created (e.g., Customer Owned).

• Click Save Changes at the bottom right of the page.

Once you have set the default item type, customer-owned items can be added directly when creating new maintenance records.

• Go to Maintenance > Maintenance Records.

• In the Item dropdown list, you can either select an existing item or create a new customer-owned item.

• To create a new customer-owned item, click the + (plus icon) to the left of the Item field label.

• The Customer/Owner, Serial Number, Make, and Model fields will appear.

• Select the customer from the Customer/Owner dropdown.

• Note: After selecting a customer, the Item field will be hidden. To revert and choose from existing items again, click the X icon next to the Customer/Owner field.

• Enter a unique Serial Number for the item.

• Items are uniquely created based on the combination of Customer/Owner and Serial Number.

• Important: If the serial number has been used for the customer before, the new service record will link to the original item. If the serial number is new, the item will be auto-created when the service record is saved.

If you need to switch from an existing item to a new customer-owned item, click the X icon next to the Item field. If you need to switch back from a customer-owned item to an existing item, click the X icon next to the Customer/Owner field.

• Customer-owned items are auto-created based on the combination of Customer/Owner and Serial Number.

• No duplicate items will be created if the same serial number is already linked to the customer.

• Ensure that the correct item type is configured for reporting purposes.