Let's discover what Off-Hire is and how it works.
In equipment rental, tracking the lifecycle of hired assets is critical to operational efficiency and customer satisfaction.
Off-Hire refers to the formal notification and process initiated when a customer indicates they no longer require a hired item. It marks the end of the rental period and begins a workflow to:
Stop rental charges.
Retrieve the asset.
Return it to stock or reassign as needed.
Getting There
The Off-Hire process is predominantly activated from the Contracts Module.
Select the contract that contains the equipment you want to off-hire.
Single Item Off-Hire
You can Off-Hire a single piece of equipment on a hire contract with multiple equipment items on it.
Select the contract and click Edit via the Action Tray.
Scroll down and expand the List of Hire Equipment.
Select the Arrow in the square icon to off hire that piece of equipment.
A menu will pop up requesting the following (some options are item-specific and may not show):
Off-Hire Number: This is a unique number to identify the item.
Off-Hire From: This is the hire starting date.
Collection Date: This is the scheduled date to collect the equipment.
Site Equipment Will Be Transferred To: The site to which the equipment will be transferred once it is collected.
Continue Invoicing: Whether or not the invoices will charge for equipment.
Collection Job Charge Code: Charge code assigned to the job collection.
Produce Collection Note for Customer: This will produce a note for the customer.
Clock Hours: Clock hours set for the hired equipment.
A warning will pop up confirming if you want to move forward with the Off-Hire.
Select Yes.
Raising a Collection Job
System features automatic generation of a collection job.
A new pop-up will ask if you want to raise a collection job.
Click Yes, and that collection job will now appear in the Scheduler and Job Control module with the Job Description “Collection”.
A message will show that the contract’s equipment was off-hired successfully and collection jobs have been raised.
Click View Job to view the raised collection job.
Whole Contract Off-Hire
You can Off-Hire all equipment on a contract in much the same way:
Follow the previous steps.
Scroll to the bottom of the contract and click the Off-Hire button.
You are greeted with the same window as before.
Fill out all the necessary fields and click Yes.
Raising a Collection Job
The system features an automatic generation of a collection job.
A new pop-up will ask if you want to raise a collection job.
Click Yes, and that collection job will now appear in the Scheduler and Job Control module with the Job Description “Collection”.
A message will show that the contract’s equipment was off-hired successfully and collection jobs have been raised.
Click View Job to view the raised collection job (Please note that the system will automatically create collection jobs per piece of equipment).
