New Contract Details
Select Hires from the top menu and select New from the left menu to create a new contract. Then select the customer for the Hire (or create a new Contact record) and then select Return.
You are then presented with the following window:
The Customer details relate to the contact record you selected at the beginning. You can add more relevant information in the fields provided. These fields are all optional and are only required if they are relevant to the hire contract.
The Unit Details allow you to allocate a specific Unit to the contract. You can edit the condition if it has changed since the last hire was completed.
The Contract Details relate to the general details for the hire such as the date range, type of hire, or Pay Rate (Per). Pay rates include:
•HOUR - Rate per hour rounded up to the nearest Hour
•DAY - Rate per Day rounded up to the nearest Day
•WEEK - Rate per Day rounded up to the nearest Day
•FORTNIGHT - Rate per Day rounded up to the nearest Day
•MONTH - Rate per Day rounded up to the nearest Day
•YEAR - Rate per Day rounded up to the nearest Day
•EVERY WEEK - This is the Rate per Week even if the Contact term is for a much longer period
•EVERY MONTH - This is the Rate per Month even if the Contact term is for a much longer period
The EVERY WEEK and EVERY MONTH rates are normally for a long term contracts where you invoice each WEEK or MONTH. In these cases the Last Invoiced To Date is updated each time you invoice and the period being invoiced is detailed on the Invoice.
You can manually change the status between CURRENT, COMPLETED or CANCELED although normally the status will be automatically changed to COMPLETED when the hire is Invoiced (see also above).
You can also add notes to remind you of other agreed terms. The hire costs by determined date ranges, outline any deposit taken, or set any extra fees.You can also view the last invoice details if applicable.
Once you have entered the required information you would normally select Contract to print the contract and then select Save
NOTE: The Last Safety and Last Service fields can be updated automatically by booking Internal jobs to the Hire Unit. The Job Template needs to be named HIRESAFE and HIRESER respectively. See Job Templates topic for more information.
Splitting a contract allows you to separate a hire contract if there is a difference in price or date range for the same customer. When you choose this option, Evopos duplicates the contact details and unit details onto another new contract. You can then set the new date range and add a price as normal.
Once you have split a contract, you will have two contract records on your list. These can both be invoiced separately if required.
Contract - Prints a copy of the Hire contract for you or your customer
Safety - Print a safety checklist for examining the Hire Unit
History - Print a list of all Hire contracts for the selected contact.
List - Print a list of all outstanding Hire contracts (this is on the main Hires screen).