In the Rental module there are two types of Hire forms - Hire Agreement and Hire Contract.
The Hire Agreement provides a simple format of information:
- Client Details
- Detail of Charges
- Terms and Conditions
- Supply with Equipment
- Special Conditions
- Additional Charges
Create a New Hire Agreement
Click New Hire Agreement in the upper right corner of the Hire Agreement list to open the creation menu.
From this menu, enter the details as needed. There are no required fields when creating a Hire Agreement - enter as much information as is available, and you can edit the agreement later as needed.
When creating a new Hire Agreement, there are six sections of details that may be populated.
Client Details
The Client details section has the following fields:
- Job (optional)
- Customer
- Customer Representative
- Customer Email
- Customer Address
- Site Location
- Purchase Order Number
- Start Date
- Expected End Date
Details of Charges
The Details of Charges section is where you can add Hire Charges.
Click Add Hire Charge to open the details menu.
From this menu, you can populate the following information for the Dry Hire Log:
- Plant
- Start Date
- Expected End Date
- Machine Hours Start
From this menu, you can populate the following information for the Dry Hire Rate:
- Hire Service
- Hire Period
- Hire Rate
- Type of Hire
- Rate Type
- Apply Standby
- Mobilisation Charge
- Demobilisation Charge
Click Save to confirm these fields and apply them as a Hire Charge to your Detail of Charges.
To Edit a Hire Charge, click the Edit pencil icon to the left of the charge.
To Delete a Hire Charge, click the Rubbish icon to the left of the charge.
T&Cs, Supply, Special Conditions, and Additional Charges
When creating a Hire Agreement, the options visible under the Terms and Conditions section are set from within the catalogue prior. This setup also applies to your Supply with Equipment defaults, as well as Special Conditions.
See the Rental Catalogue for more details on setting up these options.
Special Conditions
The Special Conditions area defaults to your Rental Catalogue settings, however, you can also Add in additional Special Condition lines as needed. To add a new Special Condition, click Add Special Condition.
Enter your text as desired in the Condition field.
To Remove a condition field, click the Rubbish icon to the left of the Condition.
Additional Charges
To add additional charges to your Hire Agreement, click Add Charge in the Additional Charges area.
This will add a blank line, which you can modify as needed.
To remove an additional charge, click the Rubbish icon to the left of the charge.
Export, Edit, Duplicate, and Delete a Hire Agreement
When working with Hire Agreements, each agreement has four Actions available to it.
- PDF Export
- Edit
- Duplicate
- Delete
Viewing Agreements on the Scheduler
When your Rental Hire Agreement has set Start and End dates, it will be visible on the Scheduler from the Plant view.
Left click the allocation to view the Agreement, make changes, and even Finalise the agreement as needed.
Right click the allocation to Edit, Cancel, or Remove the Agreement from the Scheduler.
Each allocated Plant will display as a Dry Hire log, clicking these logs opens them from the Scheduler, allowing you to update and save changes to them. Right clicking these logs will open the edit or delete options.
Finalising a Hire Agreement
When viewing a Hire Agreement, you can edit the fields as needed, Save, or Finalise the agreement.
To Finalise a Hire Agreement, click the Finalise button.
The Finalise prompt will appear - enter the End Date and chose if you want to apply the same End Date to all charges on the Hire Agreement.
Click Finalise to complete this step.