YR Rental — Full Workflow State

HandiRamp rents yard ramps to customers at ~$800–$4,000/month. The core operational challenge: ramps are physical assets at customer locations, and freight cost is the margin killer.

Why the tracking system exists: Knowing where every ramp is, in real time, is the entire business case. The BOL layer being designed will automate this. Today it's partially manual.

Known Hubs

• 1
  Rep generates YR rental quotation

  Rep reviews available ramp locations. Proximity to customer matters — closer ramp = lower freight cost. Quotation is based partly on which ramps are available and where.

  🔵 Zoho👤 Rep
• 2
  Customer approves quotation

  Rep receives verbal/written approval. Prepares and sends formal Sales Order for customer review.

  🔵 Zoho👤 Rep
• 3
  Create SO in Zoho

  New Sales Order. Order Type = Initial Order. Fields: Account, Contact, Ship-To, Rental Start Date, Estimated Rental Months.

  🔵 Zoho👤 Rep
• 4
  Standard SO progression

  SO signed · Proof of insurance received · Pre-payment collected · Management review and approval.

  🔵 Zoho👤 Rep + Management
• 5
  Re-enter SO into Genius ERP

  Manual double-entry step. CS creates the matching order in Genius ERP for invoicing and asset tracking. Zoho and Genius are not integrated — CS bridges them manually.

  🔧 Genius ERP👤 CS (Alexis)
• 6
  Assign YR Equipment in Zoho

  Sales Management selects the physical ramp from the YR Equipment lookup. Only Available ramps shown. Location proximity drives selection (directly feeds the freight math).

  🔵 Zoho👤 Sales Management
• ⚡
  YR1 fires automatically

  Equipment Rental_Status → Checked Out. (Note: Genius ID copy to Ramp No. field was removed March 23, 2026 — process diagram may still show this, but it is not in the live function.)

  ⚡ Zoho Automation
• 7
  Ramp ships · initial invoice generated

  CS receives shipment BOL with in-service date. Generates initial rental invoice in Genius. Updates Zoho SO with invoice and in-service date.

  🔵 Zoho🔧 Genius ERP👤 CS (Alexis)
• 8
  Accounting applies pre-payment

  Pre-payment collected in Step 4 is applied to the initial rental invoice in Genius.

  🔧 Genius ERP👤 Accounting
• 9
  Customer gives contract end notice

  Sales Management sets Notification of Contract End and Contract End Date on the Initial Order SO. 30-day freight window starts. Ramp becomes marketable for direct re-rental.

  🔵 Zoho👤 Sales Management
• ⚡
  YR2 fires automatically

  All 4 equipment slots → Rental_Status = Available. Ramp is now visible as re-rentable in fleet. Note: ramp is still physically at the customer's site.

  ⚡ Zoho Automation
• ⚡
  YR4 fires — 10 days before Pickup Required By

  If Pickup Type = Standard 30-Day → auto-escalates to Customer Hard Date. Soft deadline becomes hard. Sales Management must book freight.

  ⚡ Zoho Automation

• 1
  New billing month begins

  Rental is ongoing. Sales Management generates a new SO for this month's charge.

  🔵 Zoho📅 Monthly trigger
• 2
  Clone prior month's SO

  Sales Manager opens last month's SO → clicks Clone. Account, contact, ship-to, ramp info carry over automatically.

  🔵 Zoho👤 Sales Management
• 3
  Set Order Type = Monthly Rental Charge

  This field change is the automation trigger. Sales Management sets it; YR3 fires.

  🔵 Zoho👤 Sales Management
• ⚡
  YR3 fires automatically

  Finds the parent Initial Order for this account. Links it via Original_Order. Copies all 4 YR_Equipment lookups. Strips freight/misc line items — leaves only monthly rental charge. Guard: if Original_Order already set (month 2+), YR3 exits immediately — no-op.

  ⚡ Zoho Automation
• 4
  Re-enter into Genius

  CS creates matching monthly invoice in Genius ERP for billing.

  🔧 Genius ERP👤 CS (Alexis)

All pickup fields entered and maintained by Sales Manager only.

Pickup Field Reference

5 Auto-Calculated Rental Status Values (formula field on Initial Order SO — Live)

Google Sheet → Zoho Field Mapping (Migration Reference)

Key improvement: location always accurate (from SO Ship-To, not manual update). Status always current (workflow automation, not rep remembering to edit a cell).

Equipment Status Machine — Current Live (2-State)

Skip Rules — Never Process

Known Serial Mismatches (Same Physical Ramp)

Fields the Sync Updates vs. Never Touches

Last Sync Results (April 15, 2026)

Workflow Summary

YR1 — YR_CheckedOut_OnAssignment (Slot 1, Live)

void automation.YR_CheckedOut_OnAssignment(String id)
{
  soId = id;
  soRecord = zoho.crm.getRecordById("Sales_Orders",soId.toLong());
  equipmentMap = soRecord.get("YR_Equipment");
  if(equipmentMap == null) { return; }
  equipmentId = equipmentMap.get("id");
  if(equipmentId == null) { return; }
  zoho.crm.update("YR_Equipment",equipmentId.toLong(),{"Rental_Status":"Checked Out"});
}

YR1b / YR1c / YR1d are identical — replace "YR_Equipment" with "YR_Equipment_2", "YR_Equipment_3", "YR_Equipment_4" respectively.

YR2 — YR_Available_OnCancellation (Live)

void automation.YR_Available_OnCancellation(String id)
{
  soId = id;
  soRecord = zoho.crm.getRecordById("Sales_Orders",soId.toLong());
  equipmentFields = list();
  equipmentFields.add("YR_Equipment");
  equipmentFields.add("YR_Equipment_2");
  equipmentFields.add("YR_Equipment_3");
  equipmentFields.add("YR_Equipment_4");
  for each fieldName in equipmentFields
  {
    equipmentMap = soRecord.get(fieldName);
    if(equipmentMap != null)
    {
      equipmentId = equipmentMap.get("id");
      if(equipmentId != null)
      {
        zoho.crm.update("YR_Equipment",equipmentId.toLong(),{"Rental_Status":"Available"});
      }
    }
  }
}

YR2b — YR_ReversalGuard (Live)

void automation.YR_ReversalGuard(String id)
{
  soId = id;
  soRecord = zoho.crm.getRecordById("Sales_Orders",soId.toLong());
  equipmentFields = list();
  equipmentFields.add("YR_Equipment");
  equipmentFields.add("YR_Equipment_2");
  equipmentFields.add("YR_Equipment_3");
  equipmentFields.add("YR_Equipment_4");
  for each fieldName in equipmentFields
  {
    equipmentMap = soRecord.get(fieldName);
    if(equipmentMap != null)
    {
      equipmentId = equipmentMap.get("id");
      if(equipmentId != null)
      {
        zoho.crm.update("YR_Equipment",equipmentId.toLong(),{"Rental_Status":"Checked Out"});
      }
    }
  }
}

YR3 — YR3_FollowUp_AutoPopulate (Live)

void automation.YR3_FollowUp_AutoPopulate(String id)
{
  soId = id;
  soRecord = zoho.crm.getRecordById("Sales_Orders",soId.toLong());

  existingOriginal = soRecord.get("Original_Order");
  if(existingOriginal != null) { return; }  // Month 2+ guard — exit immediately

  accountMap = soRecord.get("Account_Name");
  if(accountMap == null) { return; }
  accountName = accountMap.get("name");
  if(accountName == null || accountName.toString() == "") { return; }

  searchCriteria = "(Rental_Order_Type:equals:Initial Order)AND(Account_Name:equals:" + accountName + ")";
  initialSOs = zoho.crm.searchRecords("Sales_Orders",searchCriteria,1,1);
  if(initialSOs == null || initialSOs.size() == 0) { return; }

  initialSOId = initialSOs.get(0).get("id");
  initialRecord = zoho.crm.getRecordById("Sales_Orders",initialSOId.toLong());

  updateMap = Map();
  updateMap.put("Original_Order",{"id":initialSOId});

  equipmentFields = list();
  equipmentFields.add("YR_Equipment");
  equipmentFields.add("YR_Equipment_2");
  equipmentFields.add("YR_Equipment_3");
  equipmentFields.add("YR_Equipment_4");

  for each fieldName in equipmentFields
  {
    equipmentMap = initialRecord.get(fieldName);
    if(equipmentMap != null)
    {
      equipmentId = equipmentMap.get("id");
      if(equipmentId != null)
      {
        updateMap.put(fieldName,{"id":equipmentId});
      }
    }
  }

  allProducts = soRecord.get("Product_Details");
  if(allProducts != null)
  {
    keepProducts = list();
    for each product in allProducts
    {
      productName = product.get("product").get("name").toString().toLowerCase();
      if(!productName.contains("freight") && !productName.contains("misc"))
      {
        keepProducts.add(product);
      }
    }
    updateMap.put("Product_Details",keepProducts);
  }

  zoho.crm.updateRecord("Sales_Orders",soId.toLong(),updateMap);
}

YR4 is a scheduled workflow rule (not a custom function) — no Deluge code. Fires 10 days before Pickup Required By when Pickup Type = Standard 30-Day. Field update action only.

Field Change History

Fleet Snapshot — April 16, 2026 (yr-checked-out-dashboard.html)

Available Ramps — March 10, 2026 Snapshot (yr-rental-model.html)

21 Available / 33 Checked Out at time of snapshot.

Sales Funnel — Dec 2025–Mar 2026 (yr-funnel-overview.html)

By Rep

Contact Attribution

57% of closed orders have no linked contact with a channel set in CRM — attribution gap, not confirmed untracked.

New Fields to Add to YR_Equipment

Bills_of_Lading Module — New Custom Module

Module Relationships

Equipment Status Flow When BOL Is Live (4-State)

Equipment Swap Rules (When BOL Is Live)

Build Sequence

Key Collaborator

Known Bugs

Open Decisions (Unresolved since April 2026)

Other Pending Items