axis diplomat 2020 Modules |
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11. Hire Management |
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Add functionality to your axis diplomat system to manage both the hire of equipment and the accompanying sale of consumables. |
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11.1 The Hire Management Module |
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Comprehensive details of hire items are recorded and divided into two types – capital items and expendable items. A capital item is held individually, for example a compressor, whilst expendable items are held in quantity, such as scaffold poles. Details of daily charges, service history and costs, earned revenue and availability are held against each plant record. Reports and analysis can be produced for both the hire desk and management on the availability of items for hire, which customers have which items, which items are due for service and which items are due for return by customers. |
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11.2 Recording |
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The important tasks of recording the hire and return of equipment are undertaken by the raising of advice and collection notes. As each item goes out or back, the system is automatically updated to provide an accurate availability position. Throughout the hire period, details can be amended to take into account any changes to the original terms or any substitutions required for repair and maintenance; at any time new items can be added to the register or old items removed on disposal. Consumable items are recorded in the Stock Ledger of an axis diplomat Accounts package. Sales can be invoiced directly by the axis diplomat Sales Ledger invoicing functions or they can be entered via the Hire Management System, either separately or in conjunction with equipment hire charges. |
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11.3 Invoicing |
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Invoices are created automatically from the advice and collection notes recorded in the system. Each current hire is scanned and the number of chargeable days calculated, either from the date of the advice note or from when an invoice was last produced.
There are both monthly and daily invoicing procedures: the monthly procedure automatically calculates charges for continuing hires; the daily procedure is used to produce immediate invoices for off-hired items and for any miscellaneous charges, such as collection charges. |
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11.4 Built in Calendar Function |
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A built-in calendar function takes into account weekends, holidays or any other dates when equipment is not to be charged. This is a very flexible facility, enabling immediate calculation of the total days to be invoiced. |
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11.5 Rating Structures |
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11.6 Advice Notes and Collection Notes |
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The system uses one entry of data to place items on hire and another one to accept them back. Invoices are automatically issued against advice and collection notes and they can contain both hire charges and consumable item sales. Alternatively invoices for consumable items can be issued directly from the Accounts Sales Ledger. Additional facilities are provided to amend an advice note, to delete an advice note and substitute items on hire. Once a hire contract is terminated, collection note details are entered in order to identify items that have been off-hired; partial collections are also permitted. There is also an opportunity to enter any consumables sold and miscellaneous charges. The system also allows for minimum charges to be applied. |
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