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Help Center › Admin screens, field by field › Equipment, Inventory and Request sources: custom fields, parts note, who did it, search and CSV
Equipment, Inventory and Request sources: custom fields, parts note, who did it, search and CSV
Plain-language detail for the equipment custom fields, parts and oil note, who did it, stock search, Other note, CSV import and pasted request email.
Where to find them: Equipment is under Schedule & Field → Equipment. Inventory is under Schedule & Field → Inventory (address #/work/field/inventory). Request sources is under Customers & Sales → Request sources. The main field tables are in the equipment, inventory and request-source articles. This article explains the boxes that those tables list only briefly, and adds the boxes they leave out.
Fields: Equipment
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Field (e.g. Fleet #, Warranty ends) (data.fields[].label) |
The name of your own fact about a machine. It is shown under “All maintenance & history” so your crew can see it (any other effect was not verified in code). | Example: Fleet #, Warranty ends, Assigned crew. |
Empty. |
Value (data.fields[].value) |
The fact itself. | Example: 12, 2027-05-01, Crew B. |
Empty. |
| + Add your own field | Adds another label and value row. The ✕ removes one. | Click. | |
New reading (value) |
Updates the hour meter or odometer so “due” is worked out from the true number. A lower number than before asks you to confirm. | Type hours or miles. “Type the reading.” appears if empty. | Empty. |
| Update | Saves the reading (“Reading saved.”). | Click. | |
Filter chips (All, 🔴 Due now, 🟡 Due soon) |
Show every machine or only those with tasks due or soon. | Click. | All. |
| What was done (task ticks) | The tasks you finished. Each completed task gets its next due date. | Tick at least one: “Tick what was done.” | The task you clicked. |
| Date | The day the work was done. | Pick a date. | Today. |
| Hour meter / Odometer | Reading when the work was done. Shown only for machines with a meter. | Number. | Current reading. |
| Cost ($) | What the service cost. Kept in the history. | Example: 42.50. |
Empty (0.00). |
Done by (placeholder “Who did it (optional)”, by) |
Names who did the work. Shown in the history line. | Example: “Mike”. | Empty. |
Notes (placeholder “Parts, oil used, anything worth remembering”, note) |
A free note kept with the history line. | Example: “Changed oil, 10W-30, new filter”. | Empty. |
| Save | Logs the service and schedules the next one: “Logged. The next one is scheduled.” | Click. | |
| ✅ Log a service (several tasks) | Opens the same window with no task pre-ticked. | Click. |
Fields: Inventory
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
| Search stock (placeholder “Search by name or code”) | Filters the Stock tab by name or code after a short pause. | Type part of a name. | Empty. |
Filter chips (All, Low, On order, OK) |
Show items by status. Low means available stock is at or under the reorder level and nothing is on an open order. | Click. | All. |
| Note (needed for “Other”) | Required when the reason is Other (say why); up to 300 characters; kept in the history. | Example: “Gave 2 bags to a neighbor”. | Empty. |
| Choose a spreadsheet file (CSV) | Loads a CSV of up to 600 KB into the File contents box. | Choose a file. | |
| File contents | You may also paste rows. First line must be column names: name, sku, unit, cost, supplier, reorder_point, reorder_qty, location, qty. |
Paste. | Empty. |
| Check the file | Dry run. Shows new, to update and problem counts. Any problem stops the import. | Click. | |
| Import | Applies the file. Importing the same file twice changes nothing. Enabled only after a clean check. | Click. | |
| Download my stock list | Downloads a CSV of current stock. | Click. | |
| Make draft orders for everything low / Reorder this | Makes one draft purchase order per supplier. Nothing is sent. | Click on the Low tab. | |
| Release (Set aside tab) | Frees stock held for a job or quote. | Click. | |
| Try again (Not enough recorded tab) | Re-checks a job record after you add stock or fix a count. | Click. | |
| Or start from names you already use on jobs and orders | Opens a list of names from your jobs and orders. | Click. | Shown when there are no items. |
| Tick boxes and Add the ticked items | Creates items with nothing in stock. “Tick at least one.” | Tick, then click. |
Fields: Request sources
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
| The email (placeholder “Paste the whole request email here, or the forwarded text.”) | Where you paste a lead email you received another way. Nothing is added until you press Add this request. | Paste the whole message. | Empty. |
| Which service sent it? | Chooses the reading rules. | Pick a source. | First source. |
| Check it / Add this request | Previews what was read, then adds it. | Click. |
Review replies boxes are in the card reader and review replies article.
Steps
- Equipment: open a machine card, enter New reading, press Update.
- After a service press ✅ Done, tick tasks, fill Cost, Done by and Notes, press Save.
- Inventory: use Search stock, then the chips to narrow the list.
- For a bulk load press Import / export, choose a CSV, Check the file, then Import.
If something goes wrong
- “Type the reading.” Fill New reading first.
- “That file is too big (600 KB at most).” Split the CSV.
- “Choose a file or paste the rows first.” The import box is empty.