Purpose Statement

The purpose of this article is to demonstrate how to edit an open equipment, inventory, and kit swap between apparatus. This functionality allows users to modify active swaps by adding or removing equipment, inventory, and kits, or adjusting compartment assignments before the swap is finalized. Editing open swaps ensures accuracy in equipment, inventory, and kit tracking and provides flexibility to accommodate changes during the transfer process.

Background Information

During apparatus swap operations, situations may arise where additional equipment, inventory, or kits need to be transferred, items need to be removed from the swap, or compartment assignments need to be adjusted. The ability to edit open swaps allows departments to maintain accurate real-time equipment, inventory, and kit tracking without having to cancel and restart the entire swap process.

An "open swap" refers to a swap transaction that has been initiated but not yet finalized. Open swaps remain editable until they are completed or closed, providing a window of opportunity to make necessary adjustments. This is particularly useful when field personnel discover additional equipment, inventory, or kits that were initially overlooked or when initial compartment assignments need modification.

Common use cases for editing open swaps include:

• Adding equipment, inventory, or kits that were initially overlooked
• Correcting compartment assignment errors
• Removing equipment, inventory, or kits from the swap that should remain on the original apparatus
• Adjusting swap details based on updated operational needs

Required Permissions

To edit an open apparatus swap, users must have the following permissions within the Assets module:

• Assets - Edit Swap: Allows users to modify existing swap transactions
• Assets - View Swap History: Enables access to the Swap History section where open swaps can be located

Users with view-only permissions can see swap history but cannot make edits. Supervisors and administrators typically have full edit capabilities for apparatus swaps.

Video

Step-by-Step Guide

Step 1: Navigate to Swap History

Select Swap History within the Assets Module from the main navigation menu.

Step 2: Locate the Open Swap

Find the swap you need to edit in the Swap History list. Open swaps are typically indicated by their status and will appear near the top of the list if sorted by date.

Step 3: Open the Swap for Editing

Select the pencil icon next to the swap record to enter edit mode.

Step 4: Transfer Equipment, Inventory, and Kits

Select the item(s) (equipment, inventory, or kits) that need to be moved, then select the compartment they are to be transferred to, and finally select the right-facing arrow to complete the transfer.

Important Note: Unless adding a new compartment, only the compartments that equipment, inventory, or kits were transferred to in the initial swap will be available to accept additional items.

Step 5: Save Your Changes

Verify that the asset types were moved successfully. Click on Save to apply your edits to the open swap.

Best Practices

Do:

• Review the entire swap transaction before making edits to ensure all necessary changes are identified
• Verify compartment assignments match the physical location of equipment, inventory, and kits on the receiving apparatus
• Communicate with field personnel when editing swaps to confirm accuracy
• Save changes immediately after completing edits to prevent data loss
• Document the reason for edits in any available notes field for accountability

Don't:

• Edit swaps without confirming the physical location of equipment, inventory, and kits with field personnel
• Make multiple rapid edits without saving between changes
• Remove equipment, inventory, or kits from a swap without verifying they should remain on the original apparatus
• Edit swaps that have already been finalized or closed

Tips:

• Edit open swaps as soon as discrepancies are discovered to maintain accurate real-time tracking
• Use consistent compartment naming conventions to avoid confusion during edits
• Consider establishing department protocols for who can edit swaps and under what circumstances

Troubleshooting & FAQs

Q: I can't find the pencil icon to edit my swap. Why? A: Verify that the swap is still in "open" status. Once a swap is finalized or closed, it can no longer be edited. Additionally, confirm you have the "Assets - Edit Swap" permission.

Q: Why can't I transfer equipment, inventory, or kits to a different compartment than the ones shown? A: Only compartments that received equipment, inventory, or kits in the initial swap are available for additional transfers during editing. If you need to transfer items to a new compartment, you may need to add that compartment to the swap first or create a new swap transaction.

Q: What happens if I don't save my changes? A: Any edits made to the open swap will be lost if you navigate away from the edit screen without clicking Save. Always save your changes before exiting.

Q: Can I remove all equipment, inventory, and kits from an open swap? A: While you can remove individual items, completely emptying a swap may require canceling the swap transaction entirely. Consult your department's protocols or contact your system administrator.

Q: How do I know if someone else has edited a swap after I opened it for editing? A: The system may not provide real-time notifications of concurrent edits. It's best practice to coordinate with other users who may be accessing the same swap records to avoid conflicting changes.

Q: Can I edit a swap from a mobile device? A: Yes, if your department has mobile access enabled for the Assets module. The editing process is similar to the web interface, though the screen layout may differ.