Hire Register

Accessing the Hire Register
1.    Click on the Purchasing tab
2.    Click on View the Hire Register

Adding an item to the Hire Register
You cannot add an item to the hire register manually.  The only means of adding an item to the Hire Register is by creating a Hire PO.  When a Hire PO is created, the hire details will immediately appear on the Hire Register with a status of On Order.

Beginning a hire
When the equipment that has been ordered through the Hire PO arrives, the Hire Register should be updated to reflect that the equipment is now on hire:
1.    Click the On Order tab in the lower part of the screen
2.    Select the items that have arrived 
(You can select multiple items by holding down the CTRL key as you click)
3.    Click the Adjust Selected Lines button at the foot of the screen
4.    On the pop-up that appears:
a.    Select Put On Hire
b.    Set the Start Date to the agreed date that the hire is due to start 
(This may be in the future if the supplier has delivered early)
c.    If prompted, set Activate in facility to the assigned facility
d.    Click Confirm 

This will move the item from the On Order tab to the On Hire tab.  The dates that you key here are important, as your costs will begin to accrue against your project from the date you specify as being the start date of the hire.

Adjusting Selected Hires
Please note that when adjusting hire dates, this will now create a new revision of the PO. The new revision of the PO will reflect the change of hire dates, and therefore the extended price on the PO. This should save time for users not having to manually create new revisions of the PO in order to match the invoice.
The PO will also be sent back out to the project approver to approve the new revision of the PO. An email notification will be sent to the project approver as normal indicating that a PO is awaiting sign off. The PO will also be within the Purchase Orders widget within the Dashboard.

 
Ending a hire
When a hire is finished, the Hire Register should be updated to reflect that the equipment is no longer on hire, even if it has not yet been collected by / returned to the supplier:
1.    Click the On Hire tab in the lower part of the screen
2.    Select the items for which the hire has ended 
3.    Click the Adjust Selected Lines button at the foot of the screen
4.    On the pop-up that appears:
a.    Select Mark as off-hire
b.    Set the Offhire as of field to the date that the hire finishes
c.    If the equipment has been returned to the supplier, tick Return to supplier and add an explanation
d.    Click Confirm
This will move the item from the On Hire tab to the Awaiting Return tab if the Return To Supplier box was not ticked, or will remove it from the status tabs if the equipment has already been returned.  The dates that you key here are important as your costs will stop accruing against your project from the date you specify the equipment as being off-hired.

Returning a Hire
If a piece of equipment was off-hired, but was not returned to the supplier, it will need to be updated once the return takes place:
1.    Click the Awaiting Return tab in the lower part of the screen
2.    Select the items being returned
3.    Click the Adjust Selected Lines button at the foot of the screen
4.    On the pop-up that appears:
a.    Tick Return to supplier and add an explanation
b.    Click Confirm
This will remove the hire from the status tabs, as it is deemed to be complete.

Searching for a Hire
To search for a hire you can use the status tabs as outlined above, or you can use the filter functionality in the upper part of the screen.   This will include completed hires, so is the most detailed means of viewing hires for a specific range of criteria:
1.    Click the Reset button to clear out any previous search criteria
2.    Set the filters to the search criteria that you’re interested in
3.    Click the Search button to find any hires matching your criteria
Your search results will be displayed in the All Hires tab in the lower part of the screen.