Defining reservations - HxGN EAM - 12.0.1 - Help - Hexagon

HxGN EAM Help

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English
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HxGN EAM
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HxGN EAM Version
12.0.1

Define a reservation for a customer to record the rental of equipment for short periods of time, and the charges based on usage fees for a period of time (hours, days, and weeks) and/or for the usage measured in a specific unit of measures ( miles, kilometers, and engine hours). The reservation can also include fixed charges such as fuel charge or a repair charge to handle any damage that occurs during the reservation period.

To define reservations:

  1. Select Work > Contract Management > Reservations.

  2. Click New Record.

  3. Specify this information:

    Organization - Specify the organization for which the reservation is created, if you use multi-organization security.

    Reservation - Specify a unique code identifying the reservation, and then a description in the adjacent field. A reservation number is assigned after you save the record.

    Status - Select a status for the reservation. Select one of the following statuses:

    Status

    Description

    Unfinished

    The reservation is editable and has not been ap- proved.

    When status is Unfinished, all the fields are editable except the following:

    Customer Rental

    Organization

    Created By

    Date Created

    Completed

    Issued

    Status must be changed to Issued when the reservation equipment is issued to the customer.

    Returned

    Status must be changed from Issued to Returned when the customer returns the reservation equipment.

    Competed

    Status must be changed from Returned to Completed when the reservation is completed.

    System automatically updates the status from Completed to Finished based on the rental Completed date and CCFIDAYS install parameter defined on Options tab of Organization.

    Cancelled

    Select if the contract no longer impacts reservations.

    Reservation Type - Specify the rental type for the reservation.

    If the user selects Loaner option, Received Equipment is enabled. If the user selects Pool, Received Equipment is protected.

    Equipment - Specify the equipment for which the reservation is applicable.

    Received Equipment - Specify details of the equipment received.

    The equipment selected for the Rental Type is the equipment being loaned while the received equipment is under repair. This field is enabled only when the Rental Type is set to Loaner.

    Rental Template - Specify the template to apply to the customer reservation.

    Class - Specify the class of the reservation.

    Issue To - Specify customer receiving the equipment for the reservation.

    Customer - Specify the unique code identifying the customer.

    Customer Contact - Specify the customer contact name.

    Specify the customer Work Phone Number and Email Address.

    Email Invoice - Select to e-mail the customer reservation invoice to the customer.

    Specify the Driver's License No., Cost Code, and Tax Code.

    Specify Issue Date/Time, Issue Location, Issue Reading, and Issue Fuel Level details of the rental equipment.

    Specify Return Date/Time, Return Location, Return Reading, and Return Fuel Level details of the rental equipment.

    Specify Corrected Hours, Corrected Days, Corrected Usage, and Corrected Fuel Usage, if the calculated values must be overwritten.

    The system populates the values for the invoicing details such as Calculated Hours, Calculated Fuel Usage, Net Amount, Tax Amount, and Gross Amount.

  4. Click Save Record. The Reservation number is generated.

    To generate an invoice, right-click on the screen, and then select Generate Invoice.