Press the button to hire out a new hire item.
Select an item already on hire and press the button to edit the item or double-click with your mouse.
When adding hire items press the button after you have entered the details of the item you are hiring and you only wish to hire one item. If you need to enter multiple items, enter the details of the first item, then press to save the current entry and continue on with the next entry. When you have entered the details of the last item press . To cancel the current entry press
Hire Date
The date the item was hired. This defaults to the current date for new items.
Hire Time
The time the item was hired. This always defaults to the current time.
Expected Back
The estimated date this item is expected back (the return date).
This cannot be less than the initial hire date. The system assumes that the expected return date will be the following day. Enter the correct estimated return date here. You can also press to view the calendar, select the return day and press to insert the selected date back into the Expected Back field.
Sell Item
Tick 
if you would like this item to appear on invoices only once as a regular sale item. Once the item is sold,
it does not appear on subsequent invoices and the quantity specified is removed from Stock
Control.
Product Code
Enter the product code or press to view the list of available products.
If
you will be invoicing a non-stock item or a service, entering a product code is optional.
Description
This is the product description. If the item has been located using the product code, the description will be filled in automatically. You may view similar descriptions to the current one by pressing when inside this field.
Qty Hired
The quantity to assign to the job and also the quantity to immediately reserve as 'on hire'. The quantity entered here is placed on allocation in Stock Control.
Bill Every
The period that the hire charge should be applied to. The default is daily. Options include:
|
Period |
Description |
|
Daily |
Apply the specified charge once per day. |
|
Weekly |
Apply the specified charge once per week. |
|
Monthly |
Apply the specified charge once per month (30 day period). |
|
Fortnightly |
Apply the specified charge once per month. |
|
User Defined |
Enter the number of days for the charge cycle. |
You may specify a user defined charge by entering the number of days you wish the charge to apply to. For example, if you wish to charge a dollar value for every 3 days of hire, you would enter 3 here.
Charge
rates are rounded up to the nearest whole number of days or periods. For example, if a user is being charged
weekly, but does not return the goods until the middle of the following week, then CAPITAL will apply
the weekly charge twice, even though the item was not hired for the full 2nd week. If you do not wish
this to occur you can change the hire rate to a different daily rate, or edit/alter the produced invoice.
Unlike
some other parts of CAPITAL, calendar months are not used. A hire month is always assumed to be exactly
30 days in length.
Charge
The unit price is determined by the stock item price in Stock Control and possibly the job card discount, if one has been specified. It can be altered at this point if necessary.
Hire Rate
The hire rate determines the item's hire charges. A rate code can be entered here. The hire rate may corresponds to the same charges or discounts as those used by Invoicing if you wish.
Customer
Special Price rules may override your specified hire/discount, when applicable. The word 'Special'
will normally appear next to the hire rate when this occurs. Customer Special Price Discounts also have
additional rules/options that apply specifically to hire items.
Tax Rate
The default tax rate. This will be automatically suggested if the item is in the Stock Control System. Hire items can have a rate of tax that is different from normal item tax. By default, CAPITAL Hire Manager does not charge tax on hire items. Tax is only calculated for sell items.
The
hire tax rate is distinct from stamp duty on hired items which is normally calculated separately.
Return Information
Returned Date
The date this item was returned. Items that are newly hired do not have a return date as they have not yet been returned. This is a reference field only and cannot be edited.
Returned Time
The item the item was returned. Items that are newly hired do not have a return time as they have not yet been returned. This is a reference field only and cannot be edited.
Last Invoiced
Enter the date this item was last invoiced if applicable. Normally this field is left blank and is filled in automatically by CAPITAL when invoicing takes place.
Quantity Returned
The total quantity that has been so far returned for this item. This is a reference field only and cannot be edited.
Hire Item Entry Concepts
You may enter as many items as you require. As soon as the entry of an item is completed press the button to save your entries and exit, especially if this is the last item to input. Otherwise, if you have more items to enter, press the button and the input area will clear and you will be prompted to enter the next item. If you do not wish to enter further items press the key or press the button.
Serial Number & Special Property Tracing
Required Enterprise Edition
If a stock item being hired has serial numbers or other special property assignments, you will not be able to edit the quantity on hire once one or more hired items have been returned.
If you need to change the serial number or special property at this point you should:
1. From the Hire Manager press Alt-Y or select Hire Entry|Hire Items.
2. Select the item you want to adjust.
3. Press the button.
4. Enter 0 in the return quantity field.
5. The assignments list will appear. Re-arrange your assignments as appropriate.
Hints & Tips
CAPITAL will highlight the stock item cost in a different colour if the cost has been manually entered or altered.
For CAPITAL Enterprise users: Avoid assigning stock properties such as serial numbers (which must be unique) to periodic billing entries. If your periodic invoices must have unique serial numbers then set them to "unalloted" and assign them during the invoicing/billing process.
