Choose serial numbers for an order
On serialized lines you pick the specific units that go. A unit can only be on one order at a time, and Filmo checks it when you save or reserve.
People with the «Orders» permission in edit mode. With view mode you can open orders but not change them.
Some equipment you track unit by unit: each camera or generator has its own code and . On an order, those items need more than a quantity. You choose which specific units go, and a unit can only be on one order at a time, so nobody else can promise it for overlapping dates.
, such as the 120 Chiavari chairs, doesn't need this: the quantity is all Filmo needs.
Choose the units on the order
Say you track the large frame tents unit by unit. Let's pick the three that go to the Landmark Venues wedding.
- Find the line On the order, find the frame tent line.
- Open its serial numbers Under the item's name, click «Select serial numbers».
- Find the units The list says how many are still missing. Type in «Filter serial numbers» to find a code.
- Choose the units Under «Available», click each of the three tents that will go.
- Save Click «Save» on the order.
The units you chose show as tags under the item's name. Click ✕ on a tag to take that unit off the line.
When you save or reserve, Filmo checks each unit again: that it belongs to the item, that its dates are valid and that no other order has it on overlapping dates. If two people try to claim the same unit at the same time, only one gets it. If another order already holds it, «Serial number not available» tells you which order.
Which units you can choose
| Unit | Can you choose it? |
|---|---|
| Available and active | Yes. |
| Already on another order with overlapping dates | No. Choose another unit. |
| Turned off with «Active» on its record | No. It isn't available for rentals. |
| Sold | No, until someone uses «Undo sale» on its record. |
| Broken or archived | No. |
| Part of another unit's «Item content» | Not on its own: it travels with that unit. |
| Rented in with a subrental (codes SR-00001, SR-00002…) | Yes, for the order that requested it. |
What the list tells you
Units you can't choose are grouped under «Not available», each with the reason: «Reserved», «Prepared», «In use» or «Returned» with the number of the order that has it, «Inactive», «Item content», «Broken», «Archived», «Sold», or «Lost and damaged» when an incident blocks it. A unit that's already on this line is listed there too.
Under «Available», a unit can carry a note worth reading before you pick it:
| Note | What it means |
|---|---|
| Subrental | It was rented in from another company for this order, with the dates shown. |
| Consigned | It belongs to someone else, named next to it, who gets a share of what it earns. |
| Current occupancy | It's out on another order right now, on other dates. That order has to release it before you can prepare it here. |
| Lost and damaged | It has an open incident that doesn't stop it from being rented. Hover over it to see the incident. |
Note: A unit that came from a can't be taken off the line with ✕. To free it, delete the subrental from the order's subrentals card first.
Other ways to do it
Leave it to the warehouse
You don't have to choose the units when you build the order. On the «Delivery» page, the warehouse assigns them before preparing: by hand, by scanning, or with «Auto-assign serials», which picks free units at random. They can change them afterwards. See Prepare an order for delivery.
Note: «Prepare everything» and the other bulk actions on the delivery page need every serial number assigned first. Assign them or use «Auto-assign serials».
What happens next
- If a unit you chose is taken when you reserve, nothing is reserved and the warning names the order that has it.
- If you cancel the order, its units become available again.
- If you duplicate the order, the copy starts with no units assigned.
If you see an error
| Message | What to do |
|---|---|
| Serial number not available | That unit is on another order, named in the message. Choose a different unit. |
| Quantity cannot be reduced | The line has more units chosen than the new quantity. Take off the extra units with ✕ first, then lower the quantity. |
| Assign all serial numbers before the mass action. | On the delivery page, assign the missing units or use «Auto-assign serials». |
Frequently asked questions
Not on overlapping dates. A unit with a serial number can only be on one order at a time.
Only down to the number of units already chosen. To go lower, take some units off the line first.
No. You can leave them for the warehouse to assign on the delivery page.