➡️ Opening an Equipment Item
When you open an equipment from the catalog, you'll see a button to create a PO directly from it, plus two tabs:
Equipment Units: shows the quantities you have in stock, where they are, and the serial numbers tied to that stock.
Activity: shows the full activity history for that equipment.
➡️ Tracking Each Unit by Status
In the Equipment Units tab, every individual unit is listed by serial number, along with its location, services date, and a status you can update per unit.
Since each unit is tracked on its own, you can mark where it is in its lifecycle using these statuses:
Available: the unit is in stock and ready to use, sell, or install.
Installation: the unit is in the process of being installed.
Installed: the unit has been installed at the customer's property.
Service Due: the unit is due for maintenance or service.
Serviced: maintenance or service has been completed.
Retired: the unit has been decommissioned or reached the end of its life.
Drafts: the unit is still in draft (not yet confirmed or active).
You can also use Edit Availability to manage units, and the Activity tab to review a unit's history.
➡️ Using Your Equipment: Transfers and Jobs
Once an equipment unit is in a warehouse, there are two things you can do with it: send it to a job or transfer it to another location.
One important note on how to do this in the interface: if you select the unit straight from its checkbox, the only option you'll get is to create a PO. To transfer it instead:
Open the dropdown menu on the right
Check the box for the specific unit (by serial number) you want to move
You'll see three options: Transfer to job, Transfer to location, or Delete equipment units
➡️ Sending Equipment to a Job
Open the dropdown, select the unit's serial number, and choose Transfer to job.
On the next screen, select the job you're transferring the equipment to, then click Assign equipment.
The unit disappears from stock, since it's now been transferred to the job.
If you open that job and go to its Equipment tab, the unit will be there with a status of Installation.
➡️ Marking It as Installed and Recording the Install
Inside the job, open the unit's three dots and choose Change Status to move it from Installation to Installed.
When you mark it as installed, you can capture the full install details:
The technician who installed it and the installation date.
Any attachments, such as technical specs.
Who it was installed for: customer name, location, contact phone, and email.
You can also activate the warranty at this step.
Once you save, the unit shows as Installed within the job. Based on the dates you entered here, SureStock will calculate the maintenance and service dates for that unit in the future.
➡️ Seeing It Back in the Catalog
If you go back to the catalog, open the equipment, and check the Equipment Units tab, you'll see that the unit is now assigned to a job, showing the job name and the Installed status, along with the service dates SureStock calculated from the install information.
➡️ Transferring Equipment Between Locations
Moving a unit to another location follows the same flow:
From the stock location, open the Equipment dropdown and select the unit's serial number.
Choose Transfer to location and pick the destination location.
Add a note if you'd like, then transfer.
The unit disappears from the current location and appears in the destination, for example a technician's truck.
➡️ The Lifecycle at a Glance
Putting it together, once an equipment unit exists in SureStock you can:
Track it by serial number in the Equipment Units tab.
Send it to a job (it starts as Installation) or transfer it between locations.
Mark it as Installed and record the technician, customer, dates, and warranty.
Let SureStock calculate the service and maintenance dates from there, and follow the unit's status through the rest of its life.
To learn how to create equipment in the first place, see Creating Equipment in SureStock.
➡️ Common Issues
"I selected an equipment unit and the only option I got was to create a PO."
That's expected if you selected it straight from its checkbox. To transfer it instead, use the dropdown menu on the right, check the specific unit by serial number, and choose Transfer to job or Transfer to location from there.
"A unit disappeared from stock after I sent it to a job."
That's expected, once transferred to a job, the unit moves out of your location stock and shows up under that job's Equipment tab with an Installation status.
"I marked a unit as Installed but don't see service/maintenance dates."
Confirm you entered the installation date and relevant details when marking it as Installed, SureStock calculates future service and maintenance dates based on that information.
➡️ FAQs
Can I transfer an equipment unit to another location instead of a job?
Yes, from the dropdown menu, select the unit and choose Transfer to location instead of Transfer to job.
What information can I capture when marking a unit as Installed?
Technician and installation date, attachments (like technical specs), customer name/location/contact info, and you can also activate the warranty at this step.
Where do I see the full history of a specific equipment unit?
The Activity tab, either from the Equipment Units tab in Catalog or from within the job it's assigned to.