Once your Purchase Order exists, adding gear takes two steps: create the gear list, then add your items. The dates you set here do more work than you'd expect, so it's worth understanding them.
Create the Gear List
Click Create New Order. LASSO asks for two things:
A warehouse. Availability is calculated per warehouse, so LASSO needs to know where this gear is going.
Your Delivery and Return dates. In-Service is optional here, and you can add Out of Service later in Details.
The Four Dates
Date | What it means |
Delivery | When the gear arrives from your vendor |
In Service | When it becomes available to your other orders |
Out of Service | When you stop using it, before it goes back |
Return | When it's due back to your vendor |
Availability rises on In Service and falls on Out of Service. If you leave those two blank, LASSO falls back to Delivery and Return.
The gap between them is the useful part. Take gear in a week early and it won't be reservable until you've had a chance to prep it. Finish with it after a show and you can pull it out of availability before the truck goes back to the vendor.
The dates need to run in order: Delivery, then In Service, then Out of Service, then Return—dates that break that order won't save. For equipment purchases, availability starts on the In Service date and stays, so always set In Service when you're buying gear. On a Purchase Order with Gear Order lines, a date change that leaves those shows uncovered still saves—LASSO marks it with a warning icon so you can fix the coverage.
Add Your Items
Search for a product and add it, the same way you build a Gear Order. Add a parent item and its children come along automatically, so you don't have to rebuild a package piece by piece.
Packages show as a tree, so expand or collapse a parent to see its parts. Edit Type, Ord. (the quantity you're ordering), Unit Cost, and GL Code right in the grid, and use the row menu for View history or Delete row. Drag lines to reorder them; a parent's parts move with it. Use Search gear items… to filter a long list.
Use a line's Notes for anything your vendor should see (it prints under that line on their PDF).
Use Internal Notes for your team. Internal Notes also show on the PO Pack Sheet, where your warehouse team can edit them too.
If a line was relabeled on the Gear Order, the Purchase Order shows the label with the actual product name underneath. The label is what your vendor sees on the PDF.
You can resize and drag columns, and use Choose Columns in the column menu to show or hide them.
Additional Charges
Add anything that isn't gear, like a delivery, a fee, or a credit, under Additional Charges. Pick a charge type, give it a label, and set the price.
Click Add Charge to add a row, then fill in the Description, Qty, and Unit Cost, and pick a Charge Type if you use them. A negative Unit Cost works for credits. Drag charges to reorder them, and use a charge's row menu for View history. Turn on Link Repair Task to tie a charge to a repair task, so the cost is tracked there too.
Additional Charge Types can be added under the "Quotes and Invoices" section of your Inventory/Quote settings.
Choose Where the Gear Ships
In Details, set Ship To to Warehouse, Venue, Pickup (you collect it from the vendor), or Other address (a one-off delivery location). Ship To locks once receiving starts.
Choose Pickup and LASSO lists every address stored on the vendor, starting on the vendor's Shipping address—so you can see exactly where you're collecting from. Picking up somewhere that isn't on file? Choose Enter another address and type it in. The Other address option works the same way, for gear delivering somewhere that isn't your warehouse or the venue.
Ship To also sets each line's Enforce Rcv (Enforce Receive) switch, which decides whether your team checks that gear in. Venue turns it off for every line and Warehouse turns it on. Pickup turns it on if "Ship To" was empty and otherwise leaves your switches as they are. If you change "Ship To" after it's set, LASSO asks you to confirm first.
Decide What Gets Received
Every line that came from a Gear Order has an Enforce Rcv. switch (Enforce Receive).
Switch On
Your team checks the gear in on the PO Pack Sheet, then packs it on the show's pack sheet like gear you own. This is the default when gear ships to your warehouse or you pick it up.
Switch Off
Nothing gets checked in. The line stays off the PO Pack Sheet, and your show's pack sheet shows an info icon instead of a Pack button (hover for This item will be received at the venue). Rcv. (receive) and Rtn. (return) become boxes you fill in yourself, which is handy for confirming what arrived before you pay your vendor. This is the default when gear ships to the venue.
Either way, the line still covers your show's shortage for the dates on the Purchase Order.
A few more things to know about Enforce Rcv.:
Gear you add straight to the Purchase Order, instead of from a Gear Order, is always received. It works like a long-term subrental, so its switch is locked on.
You can flip the switch line by line. Buying one item on a direct-to-venue PO that should end up in your stock? Set that line to Equipment Purchase, turn its switch on, and check it in when it comes back.
Paying for something you'll never physically receive, like shipping, a custom build, or a service? Add it to the Gear Order as a product, then put it on the Purchase Order with the switch off. It covers the shortage without anything to check in.
The switches lock once receiving starts. Turning one back on clears anything you typed into Rcv. and Rtn., so LASSO asks you first.
If every line is off, there's nothing to receive, so the pack sheet button is grayed out.
Subrent a Package, Not Its Parts
Asking a vendor for a whole system instead of each part? On the Gear Order, set the parts to Quote Only, then select just the parent line and create or add to your Purchase Order. Quote Only lines stay off the Purchase Order, so your vendor gets one clean request, and your customer's quote still lists everything.