invoiced separately from the final hire
invoice.
Stock
Control
- Hire
and Sales Stock items are organised using a set of categories,
which define the types of equipment
being hired or sold. Hire categories may also be rolled up into
a higher level set of hire category groupings for reporting purposes.
- The
system automatically keeps a history of which contracts each
item has been hired out on.
- The
details of services, repairs and other maintenance activities
(plus associated costs) over the lifetime of a machine may
be entered.
- Reminders
for fleet items (such as next service date) may be entered, and
service due lists may be
quickly obtained.
Invoicing
- Invoices
for account customers are generated automatically by the system,
organised by batch. A batch of invoices may be
created
-
for
all contracts taken off hire since the last batch
was created, and/or
-
ongoing (open) contracts that are due for invoicing, and/or
-
advice notes raised for stock sales, service/repair and credit
notes
- The
invoices may then be checked either online, or via a printed
report. Modifications may be made to the
invoices, such as the addition of a missing customer order
reference, or the manual adjustment or exclusion of
generated charges.
- Nominal
Ledger codes may be recorded against hire and sales equipment,
and invoice data may be
exported for posting into an external accounting system.
Operated
- Operated
Contracts may be entered, where charging is per hour for the
main equipment. Hourly charge rates may also be
entered for Time/Half, Double
Time and Standing Time.
- An
hourly charge may also be entered for a secondary piece of
equipment that may be only partially used.
- Invoices
for operated contracts are driven from timesheets submitted by
the operators and entered onto the system.
When creating the invoices the system will automatically check
for, and report on, any
timesheets that are missing for the
operated contracts that are
due to be invoiced.
Meter
Readings / Excess Usage Charging
- Meter
readings for hire items may be captured at the start/end of a
contract, and/or at the time of recording service/repair activity on the stock item.
- If
the equipment hired is subject to charging for excess usage,
then any excess usage charge applicable will be
automatically
calculated and invoiced by the system.
- Meter
readings may also be used to provide a countdown to the next
service.
Equipment
Sales
- Advice
notes may be entered on the system to record the sale of
equipment, charges for the repair or
servicing of equipment, and/or credit notes.
- When
a sales advice note is confirmed on the system, any
corresponding hire or sales stock item(s) are
automatically
updated to note that they have been sold.
- Sales
may also be added onto a contract, optionally as sale or Return items.
- Invoices
for Cash Customer Advice notes are printed immediately. Advice
Notes for Account
Customers are automatically invoiced when creating an invoice
batch.
Bookings
- T he
system supports the entry of unconfirmed contracts to note hires
that are planned, but are not ready to be confirmed.
- The
Stock Bookings screen shows in Diary format the bookings,
alongside confirmed hires.
Customer
Pricing Agreements
- Pricing
agreements may be entered for specific customers to record
agreed rates and/or discounts for equipment hire and sales.
-
The system will pick up agreed charges automatically during
contract entry.
-
Pricing Agreements may be shared / copied so that standard
agreements may be set up, and
customised for specific
customers as required.
Workshop /
Servicing
- The
system can be set up to automatically flag hire stock items as under inspection when the items come off hire.
Once an item is under inspection, you then use the system to
enter the results of the
inspection and mark the item as available again for hire.
- Service
and Repair Jobs may be entered on the system to record detailed
information on the maintenance of hire
fleet items.
Each job contains descriptive information on the
work done, plus
lists of the parts used and the hours spent by workshop staff.
- Customer
Jobs allow detailed management of the service and repair of a
customer own equipment, letting
you book new jobs
in, record the detail of what work is
required, and then monitor
progress through to invoicing the customer for the labour and
parts used.
Other
Features
- There
are a number of projected turnover reports available to show
total daily turnover and turnover by stock item (with
percentage utilisation), plus various
invoice summary reports.
- All
historical information is retained automatically; you control
when old information is removed from the system.
- Each
person using the system may be allocated a logon username and
password. This may be set up to limit
the menu
options available according to job role.
