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# Loaner items

Loaner items are units of equipment that can be loaned or rented in the course of providing service.

Work orders have a loans area dedicated to this feature.

## Authorization Roles required

Many roles can select this object on other records where approriate. Editing or viewing this object in detail is only available to Users with the following roles:

Full access

- Business administration
- Service manager
- Accounting

Read only access

- Business administration - restricted
- Service manager - restricted
- Service technician
- Sales
- Sales - restricted

## How to access Loaner items

Loaner items are accessed in the following ways:

- From the `Service` navigation drawer `Loaner items` item to open the Loaner items data table

## Loaner items data table

The Loaner items data table lists all the Loaner items that are available and provides access to common data table menu options.

#### Current Work order item column

If the Loan item has been selected on a Work order item Loan record in a work order and has not been returned, this column will provide a link to that work order.

## Loaner items edit form

The Loaner items edit form provides all the standard edit form functionality and the following fields:

The Name field is the only required field on this form, all other fields are optional.

#### Name

This is the name of the Loaner item as it's displayed in forms and reports. This is also the primary identifier when searching for a Loaner item to select in autocomplete lists. A Loaner item Name must be unique from all other Loaner items entered.

Keep in mind that this is the Name that Customers will see on reports if provided to them.

This is the only required field on the Loan item edit form. All other fields are optional and can be hidden if not required.

#### Serial number

The serial number for this loaner item for tracking and optionally selection purposes as an option for the Loan item autocomplete list template.

#### Costs

There are 6 different Cost fields available for varying units of time.

The cost of providing this loaner item per the unit of time indicated in the field for the service company. Used for business metrics and management reporting.

As with all non-required fields in AyaNova you can hide any fields on this form that are not required.

#### Charges

There are 6 different charge fields available for varying units of time.

The charge to the Customer per the unit of time indicated in the field for providing this loaner item. Used on work orders for charging to Customer, busines metrics and management reporting.

As with all non-required fields in AyaNova you can hide any fields on this form that are not required.

#### Shadow unit

If you need to track service on Loan items, a loan item can have a "Shadow Unit" attributed to it.

Any Unit can be a shadow unit of a loan item.

The recommended course of action is to create a Customer specfically for all Shadow Units i.e. "Shadow_unit_Loaner item". Then create a standard Unit that belongs to this Loaner item for each Loan Item for which you want to track service.

If a Loan item requires internal service it can be placed on a standard work order with the "Shadow_unit_Loaner item" selected as the Customer.

In this way you have the full range of reports and data tracking available for your own in-house Units that are loaned out periodically for service.

#### Active

Loaner items that are set to Active can be selected on new records.

Loaner items not set to Active will still show in older records but can not be selected for new records; this is how you retire a Loaner item from use.

#### Notes

Notes about this record for internal staff use. Notes can also be reported on if desired.

These notes are only visible in this form.

#### Tags

Optional tags control for categorizing, searching, selecting and notification filtering.

#### Wiki

Optional wiki control.

#### Attached files

Optional attachments control.

### Menu options

In addition to the common edit form menu options the Loaner item edit form also has these options:

#### Work orders

This is a shortcut to view prior work orders for this loaner unit and opens the Work order list data table pre-filtered to only show records for this loaner unit.

#### Quotes

This is a shortcut to create or view prior Quote records for this loaner unit and opens the Quote list data table pre-filtered to only show records for this loaner unit.

#### Preventive maintenance

This is a shortcut to create or view prior Preventive maintenance records for this loaner unit and opens the PM list data table pre-filtered to only show records for this loaner unit.