➡️ Opening an equipment item
When you open an equipment item 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 unit is listed by serial number, along with its location, service 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, you can either send it to a job or transfer it to another location.
📌 Heads up: 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
Delete equipment units
➡️ Sending equipment to a job
Open the dropdown, select the unit's serial number, and choose Transfer to job
.
Select the job you're sending the equipment to, then click Assign equipment.
The unit leaves your stock, since it now belongs to that job.
If you open the job and go to its Equipment tab, you'll see the unit 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 record the full install details:
The technician who installed it and the installation date
Any attachments, like 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, and SureStock uses the dates you entered to calculate the unit's upcoming service dates.
📌 Note: these service dates are for reference only. They don't trigger alerts or notifications yet, so keep an eye on them and update the unit to Service Due when it's time.
➡️ Seeing it back in the Catalog
Go back to the Catalog, open the equipment, and check the Equipment Units tab. The unit will now show the job it's assigned to, the Installed status, and the service dates calculated from the install info.
➡️ 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.
Add a note if you'd like, then transfer.
The unit leaves the current location and shows up at the destination (for example, a technician's truck).
➡️ Common Issues
"I selected the unit but I only see the option to create a PO."
That happens when you select the unit from its checkbox directly. Open the dropdown menu on the right first, then check the serial number, and the transfer options will show up.
"I sent a unit to a job and it disappeared from my warehouse."
That's expected. Once a unit is assigned to a job, it's no longer counted in your stock. You'll find it in the job's Equipment tab and in the Catalog under Equipment Units, showing the job it's assigned to.
"I'm not getting reminders when a unit is due for service."
Service dates are informational for now and don't send notifications. Update the unit's status to Service Due manually when needed.
➡️ The Equipment Lifecycle at a Glance
Track each unit 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.
Follow the unit's status through the rest of its life, from Service Due and Serviced to Retired.
New to equipment? Start with Creating Equipment in SureStock.
Still need help?