Pool transfers

A hire fleet is not a warehouse. Equipment does not sit there as stock with a quantity; it stands as individual units, each with its own status. This document records a unit entering and leaving the fleet: a new tower is bought and joins the fleet, a vibratory plate goes off for repair and leaves it.

Where to find it: Modules → Rental → Registers → Pool transfers

A worked example

The journal shows the number, date, type, rental item with its name and serial number, reason and responsible person. There is one document here — No. 1, and that is the one we take.

Document No. 1 of 18/08/2026: the PLATE-90 vibratory plate (VIB-001) leaves the fleet.

• Type FROM_POOL — leaving the pool;
• Reason REPAIR — it needs fixing;
• Meter Value 120 — the unit's meter at the time of the transfer.

After posting, the unit moved to MAINTENANCE — it will not join another hire until its status is back to AVAILABLE.

Two directions, and what they do to stock

TO_POOL — the unit joins the fleet. The system does more than change a status: it writes the goods off stock, because the machine has stopped being sellable stock and become a hire unit. The document window has no location to choose: the move uses the "Location" field of the item card. The card must have both «Item» and «Location» filled in.

FROM_POOL — the unit leaves the fleet. It can be posted only for a unit in AVAILABLE status. The status depends on the reason: REPAIR gives MAINTENANCE, DECOMMISSION gives DECOMMISSIONED and the «Closed» tick on the card. For the reasons RETURN_FROM_RENTAL and REPAIR_DONE the system does the opposite and returns the goods to stock — the same «Location» of the card.

The movement follows the individual unit, not a quantity: the document takes the serial number from the object card, and confirming TO_POOL checks that exactly this serial number is in stock (when the object has no serial, only the item quantity is checked). The return to stock (FROM_POOL) puts the unit back at the cost its transfer into the fleet wrote off, and only once: a serialised unit that is already in stock is refused with «The rental object unit is already in stock», one already returned — «The rental object has already been returned from the pool to stock». For an item with "Serial accounting" "For set" one number carries the whole batch, so the batch's other units in stock do not block the return after a posted transfer of this object to the pool; without such a transfer (unapproved, never posted or deleted) the batch balance gives the first refusal as well.

Type and reason are entered as codes, as above, in capital Latin letters; a purchase going TO_POOL is marked PURCHASE. Any other type is rejected — «Invalid transfer type», and any other reason is not recognised: FROM_POOL with it gives MAINTENANCE with no stock movement.

Only a user with the «Can remove OK» right can unpost the document, and only while the unit is neither reserved nor issued: stock is moved back and the unit becomes AVAILABLE (a transfer into the fleet of an object marked «Closed» in its card returns it to DECOMMISSIONED). The type, reason, object, serial number and location of a posted document do not change — nor in the same save that removes OK: «A field that the stock reversal uses cannot be changed together with unapproving». Remove OK and save first, then edit. A return to stock cannot be unposted once that unit has been shipped or moved out of the location — «Items have already been shipped or moved». And a transfer into the fleet cannot be unposted while a posted return follows it — «The unit has already been returned from the pool: unapprove the return first». A posted document cannot be deleted — «You cannot delete a confirmed document!»: remove OK first (stock and status come back), then delete the draft.

Typical situations

Equipment bought for hire. Receive it with a goods receipt as ordinary stock, create the rental item, then move it into the fleet with a TO_POOL document — that way the stock balance and the hire fleet do not count the same machine twice.

A machine goes for repair. FROM_POOL with the reason REPAIR: the unit becomes MAINTENANCE and drops out of what is available to hire. This document does not touch stock, so a TO_POOL document cannot bring the unit back from repair — it would look for it in stock again; after the repair set «Status» on the unit's card back to AVAILABLE.

"Check the serial number, it differs from the existing ones." The stock operation looks for that exact serial number in the card's location — and does not find it: the goods receipt did not record it, the card has a different «Location», or the unit has already been moved into the fleet.

The machine is written off. FROM_POOL with the reason DECOMMISSION moves the unit to DECOMMISSIONED; the hire history stays.

Where to look next

• Rental items — the statuses this document drives.
• Return acts — the other way to send equipment for repair, straight from the return.