R2: Center of MAAVS Universe

Can it core an apple?

03:30 pm– 04:00 pm

Presenter:Michael Wright

(Michael Andrews Audio Visual Services)

About us• Established 1987

• RentTrace User since 1991

• R2 user since 2001

• Full service rental and staging company

• 40 full time employees

• One location - NYC

Rent Trace• No labor management in software

– Paper work sheet then Excel– Blind to booking status

• No export to word– Quotes– Invoices– Po’s

• Lots of printers

Our Apple

MaintenanceMaintenance

WarehouseWarehouse

PurchasingPurchasing AccountingAccounting

EquipmentEquipment

SalesSales

LaborLabor

R2R2

Our system goals • To have a system shared by all

employees• To speak a common language – R2• To work within one core software• To enter data once and reuse for

multiple needs• Maximize equipment (Rental)

utilization• Minimize time spent on each order

To have a system shared by all employees

• Sales

– Anyone can assist any clients with questions or changes

To have a system shared by all employees

• Sales

– Anyone can assist any clients with questions or changes

• Change history

To have a system shared by all employees

• Sales– Visibility

• Conflicts – Gear• Consistency across all orders for

same client – Pricing– Type of gear– Format

• Order fill status

To have a system shared by all employees• Operations

– Order Prep– Resource

• Labor• Sub Rents

– Inventory• Maintenance

– Traffic

To have a system shared by all employees

• Remote Access - VPN

– Sales• Create or Change reservation

– Operations• Check orders• Plan ahead• Tech Support

To speak a common language – R2

• A tomato is always a tomato– Very specific terms

• Base price on gear is always the same

• Base price on Labor is always the same

• Paper work is consistent • Transparency of system• Standardization of the company

process

To work within “one” core software

• One document that has all show info– Gear– Labor (Staffing)– Logistics

• Shipping• Labor

– Pricing

• One document to adjust and change• Transparent system

To enter data once and reuse for multiple

needs• Reservation becomes..

– Shop order– Labor work order– Shipping information

• Job Costing• Order reconciliation• Invoicing• No re-entry of information

Maximize equipment (Rental) utilization

• Sales– Accurate Availability– Quick turns – Forecasting

Maximize equipment (Rental) utilization

Shop– View resource allocation– Where’s the gear?

• Sub• Order• Shelf

Minimize time spent on each order

• Volume– Average 30 orders per day

• 80% (150 pieces)• 20% (1500 pieces)• Total 9000 pieces per day

• Data bases• Copy / Duplicate orders• Easy access to information

– History• Contracts from 2002

• Standardized process

The Cherry • Shipping module

– Create dispatch tickets• Link contract to carrier or truck• Record piece count• Assign cost to shipment

– Reconcile • All shipment for each contract• By vendor by period• By contract

The Cherry

• Labor Reconciliation

• M&D Orders

• E-Invoicing

Thank you