Purpose Statement

The purpose of this article is to demonstrate how to reverse an apparatus swap in the Assets module. Reversing a swap allows users to return equipment, kits, and inventory back to its original apparatus, undoing a previously completed swap. This feature is essential when equipment, kits, and inventory needs to be moved back due to operational changes, apparatus returning to service, or corrections to swap errors.

Background Information

Apparatus swaps occur when equipment and inventory needs to be transferred between vehicles, typically when an apparatus is placed out of service for maintenance or repairs. The Swap History feature maintains a complete record of all equipment, kits, and inventory transfers, allowing administrators and supervisors to track asset movements and reverse swaps when needed.

Common scenarios for reversing a swap include:

• An apparatus returning to active service after maintenance
• Correcting an incorrect swap entry
• Temporary equipment and inventory assignments that need to be undone
• Equipment, kit, and inventory reallocations that need to be reversed

Reversing a swap is a flexible process—you can move all items back to the original apparatus or selectively return specific equipment, kits, and inventory based on operational needs.

Required Permissions

To reverse an apparatus swap, users must have the following permissions enabled in their First Due role settings:

• Assets: Manage Equipment - Allows access to swap equipment, kits, and inventory between apparatus
• Assets: Edit Swap History - Grants ability to view and reverse completed swaps

Contact your system administrator if you need these permissions added to your user role.

Video

Step-by-Step Guide

Step 1: Access Swap History

Navigate to the Assets module and select Swap History from the menu options.

Step 2: Locate the Swap to Reverse

Browse or search the Swap History list to find the specific swap you need to reverse. Use filters or the search function to quickly locate swaps by date, apparatus, or equipment, kits, and inventory.

Step 3: Initiate the Reversal

Select the Reverse button next to the swap you want to undo.

Step 4: Configure Reversal Settings

The Reverse Swapover Modal will appear. Review and make any necessary changes to the reversal parameters, then select Continue to proceed.

Step 5: Select Items to Return

Review the list of equipment, kit, and inventory items that were transferred during the original swap. Select the Thumbs Up icon for each item you want to move back to the original apparatus. For bulk approval, select the Check Box at the top of each compartment.

Important Note: Any equipment or inventory items that were moved from the apparatus they were swapped to after the original swap will not appear in this list and cannot be reversed through this process.

For inventory or equipment that is not being moved or not present from the list, selecting the X icon will prompt the user to input why that equipment or inventory is no longer present.

Step 6: Adjust Quantities (For Inventory Items)

When dealing with multiple inventory items, you have the flexibility to return partial quantities. The entire quantity does not need to be moved back to the original apparatus if operational needs require splitting the inventory.

Step 7: Complete the Reversal

Select Save and Finish to complete the reversal and close the swap.

Alternative Option: If you did not transfer all equipment and inventory items back to the original apparatus and want to keep the swap available for additional reversals, select Save and Keep Open instead. This allows you to make additional equipment and inventory returns later.

Step 8: Verify the Results

You will be redirected to the Swap History list. All equipment and inventory items you selected with the thumbs up will now be back on their original apparatus. You can verify this by checking the equipment and inventory lists on both apparatus involved in the swap.

Best Practices

Do:

• Review the complete list of equipment and inventory items before confirming the reversal
• Verify that the apparatus is ready to receive equipment and inventory before reversing a swap
• Document the reason for the reversal in any available notes fields
• Communicate with field personnel when equipment and inventory is being moved back
• Use the "Save and Keep Open" option if you anticipate needing to reverse additional items later

Don't:

• Rush through the reversal process without verifying which equipment and inventory items are being moved
• Assume all items will automatically reverse—review each equipment and inventory item individually
• Forget to check if equipment or inventory items have been moved again after the original swap (these won't appear)
• Complete the reversal if there are quantity discrepancies that need investigation

Common Mistakes to Avoid:

• Not checking equipment and inventory status on the receiving apparatus before reversing
• Reversing the wrong swap from the history list
• Overlooking partial quantity options for inventory items
• Forgetting to communicate equipment and inventory movements to field crews

Troubleshooting & FAQs

Q: Why don't I see all the equipment and inventory items that were originally swapped?
A: Equipment or inventory items that were moved from the apparatus they were swapped to after the original swap will not appear in the reversal list. These items would need to be swapped manually back to the original apparatus.

Q: Can I reverse only some equipment and inventory items from a swap?
A: Yes, you can selectively choose which items to reverse by using the thumbs up selection. Equipment and inventory items not selected will remain on their current apparatus.

Q: What happens if I select "Save and Keep Open"?
A: The swap remains available in your Swap History, allowing you to reverse additional equipment and inventory items at a later time. This is useful when items need to be returned gradually.

Q: Can I reverse a swap multiple times?
A: Yes, if you used "Save and Keep Open," you can access the same swap again to reverse additional equipment and inventory items until you select "Save and Finish."

Q: What if I accidentally reversed the wrong swap?
A: You can create a new swap to move the equipment and inventory back to where it was. Contact your supervisor or system administrator if you need assistance correcting the swap history.

Q: Do I need special permissions to reverse a swap?
A: Yes, you must have "Assets: Edit Swap History" permissions enabled in your user role. Contact your administrator to request access.