Lending material to external parties
Create a loan slip, check availability in the period, print the PDF, document the return and use reminders
Situation
A partner venue borrows twelve spotlights, a mixing desk and a set of radios for two weeks. During that time the material must be blocked for your own productions, the loan documented and the return recorded with any defects.
People and permissions
| Who | Does | Needs |
|---|---|---|
| Stores / technical team | creates the loan slip, issues, takes back | material issue, Inventory disposition |
| External venue | receives the loan slip and material | a CRM contact, no account |
| Your own productions | see the blocked quantity in article planning | Inventory disposition (read) |
Workflow
Check the contact. Create the borrowing venue as a CRM contact (for example contact type Institution or Partner) with contact person and address. Create a contact
Create an external material issue under Inventory system → Material issues in the External material issue book: name, material value, issue and return date, external contact, issuing person. Creating an external material issue
Add articles – via search or from a material set ("Radio set large"). The badge in period shows the available quantity; when overbooked, the conflict banner appears with Automatically adjust quantities. Selecting articles and checking availability
Print the loan slip. Print → Document preview → Create and attach document generates the PDF and attaches it to the issue; the venue signs on collection. Creating a PDF and printing
During the loan, your own productions see the blocked quantity in article planning as a striped bar (external issue). Article planning
Record the return with Enter return and Defects after return; set defective items in the catalog to the appropriate status. If the return date is reached without a return, artwork reminds the issuing person with Confirm return / Not returned yet directly in the notification. Documenting the return
Pitfalls
- Availability is lower than the stock: only items with the status Ready for use count; overlapping issues are deducted with their highest simultaneous quantity.
- No reminder: without an issuing person entered, no return reminder is sent.
- Finding overdue loans: filter Only overdue returns in the external issue book.
Variants
- Internal issue for one of your own productions: the same route in the Material issue book or directly in the project's Material issue component, with project and room reference. Creating an internal issue
- Custom articles for things that are not in the catalog (third-party loan material, consumables). Custom articles
- Recurring loans: Copy material from another material issue takes over the articles and quantities of the last loan.
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