Purpose Statement
This article explains how to reverse and close an apparatus swap in the Assets module. Reversing a swap allows users to return equipment, kits, and inventory to their original apparatus after a previously completed swap.
This process can be used when an apparatus returns to service, temporary asset assignments are no longer needed, or a previous swap needs to be corrected.
Background Information
Apparatus swaps allow equipment, kits, and inventory to be transferred between apparatus, such as when an apparatus is placed out of service for maintenance or repairs.
Swap Management maintains a record of these transfers so users can review previous swaps and return items to their original apparatus when needed.
Common reasons for reversing a swap include:
- An apparatus returning to active service after maintenance or repairs
- Correcting an incorrect apparatus swap
- Returning temporarily assigned equipment, kits, or inventory
- Reversing previous asset reallocations
A swap does not have to be reversed all at once. Users can return all eligible items to the original apparatus or select specific equipment, kits, and inventory to return. Inventory quantities can also be adjusted when only a partial quantity needs to be returned.
Required Permissions
Users must have the appropriate Assets permissions assigned to their First Due role to access and reverse apparatus swaps.
- Assets: Manage Equipment – Provides access to equipment management functions associated with apparatus swaps.
- Assets: Edit Swap History – Provides access to manage completed swap records, including reversing a swap.
If you do not have access to the required swap functions, contact your First Due administrator to review your assigned role permissions.
Video
Step-by-Step Guide
1. Access Swap Management
- Navigate to the Assets module.
- Select Swap from the menu options.
2. Locate the Swap to Reverse
- From Compartment Swap, locate the swap you want to reverse.
- Use the available search or filter options to narrow the list and locate the appropriate swap record.
- Verify that you have selected the correct swap before continuing.
3. Initiate the Swap Reversal
- Locate the appropriate swap record.
- Select Reverse.
4. Configure the Reversal
The Reverse Swap modal appears.
- Review the reversal parameters.
- Make any necessary changes.
- Select Continue.
Important Note:
Reversing the swap returns the associated apparatus fields to their pre-swap status.
For example, if a Reserve apparatus was placed into the Primary position during the original swap, reversing the swap returns that apparatus to its previous Reserve status.
5. Select Items to Return
Review the equipment, kits, and inventory included in the original swap.
- Select the Thumbs Up icon for each item you want to return to the original apparatus.
- To select items in bulk, select the checkbox at the top of the applicable compartment.
Important Note:
Equipment, kits, or inventory that were moved away from the receiving apparatus after the original swap will not appear in the reversal list. These items cannot be returned through this reversal and must be managed separately.
6. Remove Items From the Reversal
If an equipment or inventory item is no longer present or should not be returned as part of the reversal:
- Select the X icon for the applicable item.
- Enter the reason the equipment or inventory is no longer present when prompted.
Important Note:
If an item was removed in error, select the Red X icon again and then Cancel to revert the item back to unverified status.
7. Adjust Inventory Quantities
Inventory does not have to be returned in the same quantity that was originally swapped.
When applicable, adjust the inventory quantity to specify how much should be returned to the original apparatus.
This allows a partial quantity to remain on the current apparatus while the selected quantity is returned.
8. Save and Close the Swap
After reviewing the items being returned, select Save and Finish to complete the reversal and close the swap.
Tip:
If additional equipment or inventory will need to be returned later, select Save and Keep Open instead. This keeps the swap available so additional eligible items can be reversed at a later time.
9. Verify the Reversal
After saving, you are returned to Swap Management.
Verify that the selected equipment, kits, and inventory have been returned to their original apparatus. When necessary, review the asset records for both apparatus involved in the swap to confirm the expected assignments and quantities.
Best Practices
- Confirm that you have selected the correct swap record before beginning the reversal.
- Review all equipment, kits, and inventory before completing the reversal.
- Verify inventory quantities before saving, especially when returning partial quantities.
- Use Save and Keep Open when additional items will need to be returned later.
- Use Save and Finish only when the reversal is complete and the swap is ready to be closed.
- Remember that items moved after the original swap may not be available through the reversal workflow.
- Verify the equipment, kit, and inventory assignments after completing the reversal.
- Communicate apparatus and asset changes to affected personnel when appropriate.
Troubleshooting & FAQs
Why don't I see all the equipment, kits, or inventory that were included in the original swap?
Items that were moved away from the apparatus they were originally swapped to will not appear in the reversal list. Those items must be managed separately.
Can I reverse only some items from an apparatus swap?
Yes. Select the applicable items using the Thumbs Up icon. Items that are not selected will not be returned as part of that reversal.
Can I return only part of an inventory quantity?
Yes. Inventory quantities can be adjusted during the reversal when only part of the swapped quantity needs to be returned.
What happens when I select Save and Keep Open?
The swap remains open so additional eligible equipment, kits, or inventory can be returned later.
When should I select Save and Finish?
Select Save and Finish when you have completed the necessary reversal actions and no longer need to keep the swap open for additional returns.
Can I return additional items from the same swap later?
Yes. If you select Save and Keep Open, you can return to the swap and process additional eligible items later.
What should I do if I reversed the wrong swap?
Review the current asset assignments and use the appropriate swap process to move the affected assets to the correct apparatus. Contact your supervisor or First Due administrator if assistance is needed.
Why can't I access the Reverse option?
Your assigned role may not have the permissions required to manage or reverse apparatus swaps. Contact your First Due administrator to review your role permissions.