Product overview

The Hire Manager Help and User Guide will take you through the features and settings for the Sicon Hire Manager module for Sage 200. The module is integrated with Sicon Fixed Assets, Sicon Job Costing and Sage 200 Sales Order Processing for Invoicing. It looks like any other Sage 200 module, making it easy to use for anyone already familiar with the Sage 200 environment.  Reports are available within the Sage 200 report designer so they can be amended to suit specific requirements.

Sicon Hire Manager Menu

 


1. Configuration and Settings

There are a number of items within the maintenance and settings section with Hire Manager and within Fixed Assets, (and Sicon Job Costing if integrated) that you will need to configure before you can add your first Quote and/or Order including:

  • Price Bands
  • Sub Category Defaults
  • Configuration Settings
  • Contacts and Locations
  • Hire Manager Categories Sub Categories along with defaults set up within the Sicon Sage 200 Fixed Assets Module
  • Issue Stock items to be hired to Fixed assets , in order for them to be available for Hire, or if your hire items are not stock items then you would manually add Fixed asset items and mark as Hire Assets
  • Assign the Hire Fixed Assets to the relevant Category & Sub Category
  • Within SOP settings ensure Auto Numbering is switched on, Service Items are set as ‘confirmation not required’ and within SOP/User Permissions users have ‘override default confirmation not required for service items ticked’
  • Within ASM a designated Analysis code field for SOP orders which Hire Manager will use to transfer the Hire Order number on the Sales Order

We recommend that these settings are reviewed/set prior to using Hire Manager, but as with Sage 200 standard there are some that can be changed.


2. Installing Hire Manager

Coming soon!


3. Add, Amend and Convert Hire Quote

There are a number of items within the maintenance and settings section with Hire Manager and within Fixed Assets  that you will need to configure before you can add your first Quote or/and Order including:-

  • Price Bands
  • Sub Category Defaults
  • Configuration Settings
  • Contacts and Locations
  • Hire Manager Categories Sub Categories along with defaults set up within the Sicon Sage 200 Fixed Assets Module
  • Issue Stock items to be hired to Fixed assets , in order for them to be available for Hire, or if your hire items are not stock items  then you wold manually add Fixed asset items and mark as Hire Assets
  • Assign the Hire Fixed Assets to the relevant Category & Sub Category

Once these are completed you can start to you the system.


3.1. Adding or Amending a Hire Quote

To access this function select Hire Manager and New Hire Quote for a New Quote.

Select the customer in the A/C ref: field by typing in the customers account code or by part typing, this will bring up your list of customers.  Description is not a mandatory field, but if populated this will be shown on the order lines and can be printed on sales order documents if required.   Select the relevant Stock Location(where the hire equipment is stored), enter a delivery date and time (which pulls through on to the lines as a default), and select the Customer ref: (order number).

The contact section is an area where you can build up contact details for the customer in relation to the Hire Manager (this is separate to the contacts on the customers sales ledger account).

 

Sicon Hire Manager New Hire Quote

 

Delivery TAB

Use this section to select a delivery address, if different to the customers main address.  The alternative delivery addresses are set up within Maintenance and Maintain Locations or can whilst in a hire quote  and/or order.

Quote Lines Details

The Quote Lines tab is where the you enter the details of what equipment is being quoted for hire, the duration , delivery and prices ( if they are defined in customer price bands, relevant pricing will pull through).  Following which you add the hire lines.

Add item (s):  Select the Catergory and Sub Category that the Hire item belongs to, the qty being quoted, the duration, the unit price (if price bands not set up) and the tax rate ( default tax rates can be set up on the sub catergories).  If there are avalability issues, the lines will be highlight in red.  Within this screen you can toggle to view different information on the Details/Info/Quantities Tab.  You can also view the hire movements for current, future or history.  Once the quote has been saved, you can print the Hire Quote from the Reports menu.

The quote can be Amended at any time up to the point of either marking the quote as ‘lost’ which is done within the amend quote screen or by converting the quote to a Hire Order.

Hire Manager Hire Quote Line

You can also add standard Stock Items or additional charges (such as delivery or insurance) to your Hire Quote.  To add these items select the relevant tab within the Hire Quote Screen.  Default insurance rates (along with tax rates and other information) can be set up against the Hire Fixed Asset Sub Categories, which are within Hire Manager utilities and Fixed Assets, Maintenance, Categories and Sub Categories on the Hire Defaults Tab.

Once Line (s) are added select Save.  The quote number will be displayed on the screen, press Ok to close.

Hire Manager Hire Quote Details

Once the quote has been saved you can print the Hire Quote from the Reports menu.  The quote can be amended at any time up to the point of either marking the quote as ‘lost’, which is done within the Amend Quote screen.

 


3.2. Convert Quote to Hire

To access this function, select Hire Manager; Hire Quote; and Convert Quote to Hire.  There are various ways you can select which quote/quotations to convert, in this example we chose to select by customer.  The screen will display the relevant quotes.  To convert, highlight and click on Convert Quote to Order.

Hire Manager Convert Quote To Hire

 


4. Add or Amending a Hire Order

To access this function select Hire Manager; New Hire Order.  In this section you can Add New Hire Order, Amend an existing Hire Order, or Cancel the Hire Order via the amend hire order status routine.

Hire Manager Hire Order Details

Select the customer in the A/C ref: field, by typing in the customers account code or by part typing, which will bring up your list of customers.  Description is not a mandatory field, but if populated this will be shown on the order lines and can be printed on sales order documents if required.

Select the relevant Stock Location (where the hire equipment is stored), enter a delivery date and time (which pulls through on to the lines as a default) and a Customer Reference (order number).  This section is an area where you can build up contact details for the customer in relation to the Hire manager, (this is separate to the contacts on the customers sales ledger account).

The Order Lines tab is where the you enter the details of what equipment being hired , the duration , delivery and prices ( if they are defined in customer price bands, relevant pricing will pull through), following which you can add the hire lines .

Add item (s):  Select the Category and Sub Category that the Hire Fixed Asset belongs to, the qty being quoted, duration, unit price (if price bands not set up) and tax rate ( default tax rates can be set up on the sub categories and within Hire Manager Utilities).

Hire Manager Hire Order Line

In this screen you can toggle to view different information on the Details/Info/Quantities Tabs.  Within this screen, you can view the Hire movements for current, future or history.  Once the order has been saved you can print the Hire Agreement from the Reports menu.

Standard Stock Items or additional charges (such as delivery or Insurance) can also be added to your Hire Order.  To add these items, if required, select the relevant tab within the Hire Order Screen.  The order can be amended at any time up to the point of either converting to Sales Order Processing for Invoicing or cancelling.

If there is no availability for the dates required, the lines will be highlight in red, (reasons why may include the items are already out on hire, not yet returned or currently ‘awaiting inspection’).  Where this occurs the initial screens to check are the quantities tab initially for further information, and if still not clear as to why no availability, then within the enquires menu you can select View Sub Category Balances.

Hire Manager View Sub Category Balances

 


5. Order Processing


5.1. Confirm Hire Order for Despatch

Depending on the set up, the assets can either be allocated to the Hire Order at the time of entering the order or at point of hire order despatch.  If allocation is at the point of despatch, items will not appear in the diary area.  If you are using serial numbers we would recommend Allocate on Despatch, this will enable you to pick the correct Hire Assets, otherwise the system will auto allocate, which may not suit your processes.

Picking lists can be printed if required; otherwise the next step would be Confirm Hire Order Despatch.  You can choose the orders to despatch by either entering the date for despatch, the system will then display those orders with despatch date equal to that selected, or alternatively you can select by choosing the customer or the individual Hire Order Number.

HIre Manager Confirm Hire Order Despatched
Tick the relevant order (s), or select all, the click Next.

Where you have set your settings to allocate on despatch, you will be asked to select the individual asset to hire.  When selected, click Despatch; enter the despatch date which shows on the delivery document produced at despatch.

Hire Manager Confirm Hire Order Despatched
Once you have despatched your order, your delivery note is produced and you will be able to see in the diary schedule that the asset number is on for the hire period; you can double click on the diary entry and view the order.

Hire Manager Diary Schedule

 


5.2. Confirm Hire Order Assets Received

To access this function, select Hire Manager; Order Processing; Confirm Assets Received.  You can choose the orders to receive back by either entering the date for receiving or selecting the customer or the individual Hire Order Number.

Hire Manager Confirm Assets Received
If your settings are that inspection is always required, the relevant box will be ticked.  Alternatively you can choose to mark that an inspection is required at this time.  When you select receive the system will produce an Inspection Document for you to either print, email or discard if required.

NB: If Inspection is required then to make those items available for Hire again, you will need to go through the Inspection Process)

 


5.3. Inspection of Assets

If you have your settings as such or you selected on an individual Asset Received entry screen, you will need to complete the function Assets Requiring Inspection.

To access this function select Hire Manager; Order Processing; Suggested Fulfillment.  You can select either by Category, Sub Category or combination of both.  Alternatively you can select Show All as in the example below:

Hire Manger Assets Requiring Inspection
Highlight the Hire Asset you are entering Inspection Results for, click on Enter Inspection Results.

You are then prompted to complete various fields ; Date of examination, Inspection Notes, (if applicable) Examination byInspection Passed, and Make asset available for hire.

Hire Manager Inspection Results

 


5.4. Make Asset Available for Hire

If you do not select Make Asset Available for Hire within this screen , you can do so retrospectively by selecting the Available for Hire option within the Order Processing menu.

To manually make an asset available for hire select the Available for Hire option within the Hire Manager Order Processing menu.

You can select either by Category, Sub Category (or a combination of both), Serial number or Show All.  Alternatively you can enter the Fixed Asset Number, as in the example below:

Hire Manager Available for Hire
Tick the required asset or Select all and click on Available for Hire, then click Close.

These items (s) will now be available to Hire.

 


5.5. Suggested Fulfilments

If your company ‘Cross Hires’, i.e. hires equipment ‘In’ from 3rd parties/a supplier in order for you to then ‘Hire Out’, you can use the Suggested Fulfilment’s function where necessary.

Setup: Within the Fixed Assetson the Sub Category default screen you can set a preferred supplier.  In the example below we have set CDA as our supplier for any items to be Ordered in to Hire, which fall under our Sub category ‘Diggers’:

Hire Manager Sub Category, Edit Category

‘Suggested Fulfilment’s’ would be used in situations such as ‘When after you have entered a Hire Order, and you do not have availability for the quantity required and/or for the period of Hire required’.  If the order line (s) are shown in red on the order line, if you continue with the order when saving a message will pop up:

Hire Manager Hire Order Details

To access this function select Hire Manager; Order Processing; Suggested Fulfilments.  You can select either by Category, Sub category (or combination of both), or by simply clicking on the Generate Suggestions (as in the example below).

The System will show you how many are required to fulfil a Hire Order equipment and for which Hire Order number.

Hire Manager Suggested Fulfilments

If you would like to see the reason for the shortfall, select Hire Movements, which then takes you to the Hire Movements Screen for the relevant Sub Category, then select the Future tab.  In our example below we had 6 diggers available to Hire.  Hire Order number 12 was for 15 diggers, so we were 9 short, which is the quantity that the suggested fulfilment screen displays and prompts us to order.

Hire Manager Hire Movements

To return back to the Suggested Fulfilments screen select Close.

From within the Suggested Fulfilments screen, and once you are happy with the information being shown, click Generate Purchase Orders button (bottom left hand of the screen) and then Close.  The system then generates a purchase order, using free text with Prices.

Using the standard Sage 200 methods you can amend the lines, print, send, receive and invoice receive the order.

Once the items are received the items will be available for Hire for the linked Hire Order.

 


5.6. Generate Sales Orders

If you have configured your setting so that sales orders are automatically generated when receiving hire assets back, the relevant box will be ticked.  Alternatively you can choose to tick this option from within the Generate Sales Order screen.  In this instance your Hire order will appear within your Sales Order Processing module for invoicing.  Please ensure the following are correct:

  • Within Sales Order Processing settings that Auto Generation or Order Numbers is switched on, and
  • Because Hire items are deemed as service items for invoicing purposes, that ‘ Order Line despatching within Sales Order Processing settings for Text and Service/Labour order lines are set to ‘Confirmation Not Required’ and
  • Within Sales Order Processing User Permissions that the relevant users has ‘Override Default Confirmation method on Order Lines Ticked

If your Companies’ process is not to generate sales orders at the stage of receiving the hire assets back, you will process through to Sales Orders Processing for invoicing by selecting Generate Sales Orders.

To access this function select Hire Manager; Order ProcessingGenerate Sales Orders.  To select the orders to generate through to Sales Order Processing for Invoicing, enter the customer and the month that Hire Assets were received back, click Update List and the relevant orders will be displayed.  Un-tick any order you do not wish to generate at this time and then select Generate Sales Orders.  Enter the Date for the Sales Order.

NB: Within the Hire Manager Settings there are options to select which Sales Order Analysis Fields your Hire Order Number will appear/filter through to (which in turn can be displayed on your invoice).  You will need to ensure that within Sage 200 standard ASM & SOP settings that analysis fields are configured accordingly.


6. Enquiries


6.1. View Hire Quotes

Enquiry screen to view the details of the Hire Quote, but you are unable to amend, add or delete any details.

You can select the quote to view by various methods including A/C Ref, Short Name, Postcode, Location, Order Reference (The Hire Quote Number), Entered By, Order Status or as in this example by selecting Show All Quotes; this brings up all Hire Quotes.  Highlight the Quote you wish to view and click View.

Hire Manager View Hire Quotes

You can view Hire Quote details, delivery details, the Lines on the Quote or as in this example the History of the Quote.

Hire Manager View Hire Quote Details

 


6.2. View Hire Order

Enquiry screen to view the details of either the Hire Order but you are unable to amend, add or delete any details.

You can select the order to view by various methods including A/C Ref, Short Name, Postcode, Location, Order Reference (The Hire Order Number) , Entered By, Order Status, Delivery dates or as in this example by clicking Show All Orders (this brings up all Hire Orders).  Highlight the orders you wish to view, and click View.

Hire Manager View Hire Orders

You can view hire order details, delivery details, the Lines on the Order, History or as in this example the Schedule.  In this view only screen you are unable to amend, add or delete any details.

Hire Manager View Hire Order Details

 


6.3. View Asset Register

By entering the Asset you wish to make an enquiry on you can view its Location, Status, Inspection History and Hire History.  In this view only screen you are unable to amend, add or delete any details.

Hire Manager Asset Hire Details

 


6.4. View Sub Category Balances

On this enquiry Screen you can view balances on the selected Category and Sub Category.  In this view only screen you are unable to amend, add or delete any details.

Hite Manager View Sub Category Balances

 


7. Diary: Schedule

Schedule: On this enquiry Screen, once Hire Assets are allocated you can view the schedule for selected allocated Hire Assets.  You can select a day, 5 dayS, 7 days , 31 days, a time line or Gantt View.  By selecting a Category, the associated Hire Assets will display underneath the Sub Category; select all or some of the associated Hire Assets .  From within the diary schedule you can advance forward in time and can go back, select Go to today, Zoom in and Zoom out.

In this view only screen you are unable to amend, add or delete any details, but you can drill down on the details (Hire Order Number) on the diary to display the Hire Order details.

Hire Manager Diary Schedule 2

 


8. Issues/Hire Assets

The Hire Manager Module is integrated with the Sicon Fixed Asset Module.  The Hire Assets within your Fixed Assets Register will need to be marked as Hire Items.  Standard Fixed Assets are associated with a category and it is on the category you assign a Sub Category, this is used within Hire Manager.

Hire Assets can either be zero value assets with no depreciation or as standard Fixed Assets with depreciation methods and rates set; default depreciation method, rates and percentages are set up on the category defaults.

In order for you to hire out your Hire Assets there has to be sufficient quantities of Hire Assets within Fixed Assets.

NB: Auto Generate Fixed Asset Numbers MUST be ticked on for this function to work (within Fixed assets, utilities & settings).

There are several ways you can add Hire Fixed Assets:

  • You can import via the Import routine within Utilities, using the relevant csv import template (s)
  • You can manually add Fixed Assets from within Fixed Assets, ensuring you mark the Asset as a Hire item, allocating a category, sub category and if applicable a serial number
  • You can from within Fixed Assets add single or multiple assets of the same hire item, the system will allocate sequential asset numbers or you can Issue stock to Fixed Assets from within Hire Manager , but issuing through this way is only applicable to single assets

As with standard Sage 200 issues, stock has to be available to issue.  When using to Issue Stock to Fixed Assets it reduces the quantity held within Stock Control and increases the Quantity in Fixed Assets.  The stock for hire will not be counted in stock takes or valuations, but will be part of your Company’s assets if costs are assigned.  If transferred with no Asset cost, they will still be part of your Fixed Asset register but no depreciation will be made.

 


8.1. Issue Stock to Fixed Assets

(From within Hire Manager)

Once you have selected your stock item to Issue to Fixed Assets as a hire item, you will select the warehouse where the Stock is held, the Asset Category, Sub Category, date of Issue, reference and second reference (reference fields not mandatory), and if you wish to assign an asset location, you can select from the drop down box.

NB: Asset locations are set up within Fixed Assets and some customers prefer to have an asset location called Hire just so they can report on the Hire assets separately to the Company’s assets.

If your chosen stock item is serialised, you will be prompted to select the relevant serial number.

Hire Manager Issue Stock to Fixed Assets#

The system will display the Fixed Asset Number allocated and if you view the Fixed Asset record after you have Issued Stock to Fixed Assets you will see that it has been assigned the Asset Type as Hire (underneath the Asset Status field) and that an extra tab has been created on the Fixed Asset Record, that being Hire Details .

Hire Manager View Fixed Assets

NB: If Issuing Stock to Fixed Assets from within the Fixed Asset Module and you chose to Issue multiple Stock Item of the same stock code.  To create multiple Hire Fixed Assets, then the system will show you a screen with Multiple Fixed Asset Numbers on, as the system will allocate a separate Fixed Asset Number to each of the stock items issued to Fixed assets.

The above screen shot shows Asset type as Hire.

The screen shot below shows the details on the Hire Details this displays the Hire Status; Available For Hire, Awaiting Inspection or On Hire.

Sub Tabs: The warehouse where the Asset would be picked from, Inspection History and Hire History.

Hire Manager View Fixed Assets 2

 


9. Reports

Hire Quote, Hire Agreement, Picking List, Delivery Note, Inspection Document

Reports are available within the Sage 200 report designer, so they can be amended to suit specific requirements.  Using additional fields within report designer users can write further reports to meet their specific requirements.

When accessing the reports menu for any/all of the above you can select via the Criteria Value either a single document Is, a range of documents Between, documents from a certain number From, documents to a certain number To.

In the example below where we have selected the report Hire Quote we have selected to print just one quote, that being number 11:

Hire Manager Criteria for Hire Quote


9.1. Hire Asset Report Designer

When accessing the Hire Asset Report from the main reports menu you can, as above, select different options.  In the example below we have chosen to select just one Hire Fixed Asset category , that being all Hire Items, and Sub Categories between JCB’s and Diggers:

Hire Manager Criteria for Hire Asset Register


10. Maintenance


10.1. Maintain Contacts

The Maintain Contact section is an area where you can build up contact details for the customer in relation to the Hire Manager.

NB: This is separate to the contacts on the customers sales ledger account and stores the information for future Hire Quotes/Orders.

 


10.2. Maintain Locations

Here you can link the delivery addresses you have set up within SOP, to your Hire Manager Customer details


10.3. Maintain Examination Types

If you are going to use the facility to inspect hire items when receiving back from hire then you can set up different Inspection Types. In this Example we have Testing, Inspection and Calibration:

Hire Manager Examination Type Maintenance

To add a new type click underneath the last one in the list as example below:

Hire Manager Examiniation Type Maintenance 2


10.4. Maintain Additional Charges

This is where you record that you may wish to add additional charges such as Delivery or Insurance onto your Hire Quotes or Orders.  Since your Hire Order will become a Sales Order to invoice out to the customer, Hire Manager uses the SOP Additional Charges, but as in the example below you can see that for Hire Manager Purposes Additional Charges may have different terminology.  In Hire Manager we have labelled Hire Additional and selected SOP Additional Charge code on drop down box, which is looking at the SOP Additional Charges set up.

So if you wish, in Hire Manager Additional charges, you can give it a different label (name), but you then link it to the relevant SOP additional charge label (name).

Hire Manager Additional Charge Maintenance

 


10.5. Price Bands

Using Price Bands you can set up price bands against a Sub Category against each of the Duration Types you have set up within utilities.  In this example we have labelled/named them Hourly Hire Price, Day Hire Price and Week Hire Price.  We have then assigned to the relevant Time Unit (Selling Unit which is set up within utilities), and a From and To Quantity and the relevant default pricing.

When you are entering a Hire Order or Hire Quote and you select this Sub Category, the relevant pricing will come through.  If you have Price Band per Customer set up, Price Bands for customer overrides any standard price bands.

Hire Manager Price Bands


10.6. Price Bands for Customers

Using Price Bands for Customers you can link price bands to customers.  These are assigned against a Sub Category against each of the Duration Types you have set up within utilities.  In this example we have labelled/named them Hourly Hire Price, Day Hire Price and Week Hire Price, we have then assigned to the relevant Time Unit (Selling Unit which is set up within utilities), and a From and To Quantity and the relevant default pricing. Price Bands for customer overrides any standard price bands.

Hire Manager Price Bands for Customer

 


10.7. Sub Category Defaults

Various Defaults can be set against each Sub Category, thus allow entry time when adding lines on your Hire Quote/Order.  Defaults such as:

  • Suggested Delivery Time: Used to show how long a hire item is going to take to be delivered and therefore unavailable to hire for that delivery time span
  • Default Tax Rate: Default is zero, but can be changed to select any of the Tax Rates set within your Sage System Global setting
  • Insurance Percentage: If you have Insurance percentage set and used as an additional charge, the system will calculate the percentage based on quote/order net value
  • Inspection Period: Used to show how long a hire item is going to be set aside upon return and therefore unavailable to hire for that delivery time span
  • Minimum Charge: If set and the Quote/Order lines are set to less than, the Minimum Charge will apply
  • Inspection Required when items received: Default is Not Set, but can be changed to Yes or No for default
  • Default Location/Bin Locations: Linked to Stock Module Locations.  Select if required the chosen Default Warehouse where Stock is issued fromPicked from for Hire

Hire Manager Sub Category Defaults

Hire Suggestion Default Tab: Linked to Supplier Records.  Select if you have a preferred supplier if your company ‘Cross Hires’, i.e. hires equipment ‘In’ from 3rd parties/a supplier’ in order for you to then ‘Hire Out’.

Hire Manager Sub Category Defaults 2

 


11. Utilities

Utilities have three sub sections; Import, Settings and the Enable Module.


11.1. Import

Using the templates provided by Sicon you can import Sub Categories, Price Bands, Price Bands for Customers and if you are wishing to mark existing Fixed Assets as Hire Assets there is a ‘Hire Assets Import Details Import’ which is used to flag assets as Hire Items.

Once the templates are prepared and saved as a .csv, the import routine can be run.  First Select your prepared .csv file from your saved location by clicking on the ‘…’button, then click Validate.  The file will be then validate for any errors, display the lines to be imported, with any lines containing errors highlighted in red, with details explaining the problem.

Any errors should be corrected on the original template or within Sage if error is within Sage (for example nominal code does not exist), saved as a new .csv and import routine run again.

As long as there are no errors, click Import (bottom left of screen). The relevant import records will then import

Hire Manager Imports

 


11.2. Settings

One of the key areas of the module and one of the first for review, discussion and completing is the Settings.  This is where you set the rules which in turn determine how the module works in certain areas.  There are seven tabs all of which should be reviewed, but not all require changes from the defaults.  Each Tab is explained in detail below:

Hire Manager Help and User Guide Hire Manager Settings

Configuration Settings TAB

  • Undefined hire periods: Tick if your Hire Quotes/orders periods are ‘undefined’ with no known end date
  • Default start times: Enter if used/required
  • Default Selling Unit: Linked to Duration Calculations, and here your default can be selected
  • Allocate assets at despatch of hire order: Tick if Yes.  The alternative is for the system to automatically allocate at time of entering the order, not advised if using serial numbers or if you need control of which Hire Fixed Assets you are hiring out)
  • Change end date on hire order: When entering a quote/order you have the option of entering a hire end date.  If the goods are received back off hire earlier than the original set ‘off hire date, then by ticking this option, the system will change the ‘end date on hire order’ automatically
  • Inspect all items when receiving items: Tick if as standard all items when received back are to be inspected before becoming available for hire again.  Against the sub categories within the sub categories defaults this can be un ticked for that sub category
  • Hire Ordering Numbering: Tick if your hire quotes and hire Orders numbering are to run in sequence, if un ticked
  • Locations Linked to Stock Module Locations: Select if required the chosen Default Warehouse where Stock is issued from/picked from for Hire and where not set on Sub Category defaults

Duration Calculations TAB

Where you set the frequency of your hire period.   As default the system is set with Hours, Days and Weeks, but in this example we only use Days and Weeks.

Hire Manager Settings

Stock Item TAB

Used for when using the option to add standard stock items to a Hire Order/Quote.  Select from previously set up locations.

Hire Manager Settings

Sales Order Generation TAB

  • Sales order line format: Selecting from the options on the drop down choose how on the Sales Order/Invoice you would like the Hire period to be displayed.  In this example we have selected Format 3/Weeks and Days (example 3 weeks and 5 days) other options include Days (example 26 days), Weeks with Decimal places (example 3.71 weeks= 3 weeks and 5 days) and Initial Weeks hire plus days (example 1 week and19 days)
  • Add hire order number: If you would like the Hire Order Number to be printed on the Sales Order/Invoice, select here which Analysis Code to populate.  If you are using this option, please set within ASM and SOP Maintenance a designated Analysis
  • Change order created by field: As Standard, when an order is generated in SOP, the order is stamped in the Order Taken By field with the name of the person entering the order.  Hire Manager pushes the Hire Order to be invoiced through, if you prefer the Order Taken by to be specific to Hire Manager then you may prefer to tick and give them a name (in our example Hire Order).  If un-ticked the Order Taken By on the Sales Order will be populated with the Sage Users Name that Created the Hire Order through to a Sales order
  • When billing monthly: Tick if you would like the system to round up invoicing to the end of the month (Billing only once a month).  If ticked further option regarding ‘less than selling unit’.
  • If bill less than selling unit: e.g. If billing Monthly and charging Weekly and the start date is the 28th, then rather than charge for just 3 days, we roll those 3 days over to the next month on to the next month’s order/invoice

Hire Manager Settings

Issue to Fixed Assets Default TAB

  • Internal Area to use: Select a default from previously set up locations
  • Default Asset Status: Select from the Status set up within Sicon Fixed Asset (NB: only status that is used to perform any depreciation is ‘Live’)
  • Depreciation Type: Select from the types set up within Sicon Fixed Asset NB: any defaults set up on sub categories within Fixed Assets will be used)
  • When to post depreciation: Select from the options set up within Sicon Fixed Asset (NB: any defaults set up on sub categories within Fixed Assets will be used)
  • Depreciation rate: Set a default % rate (NB: any defaults set up on sub categories within Fixed Assets will be used)

Hire Manager Settings

Job Costing TAB

Sicon Job Costing is installed as part of Scion Hire Manager and if switched on to Integrate with Job Costing, once a Hire order has been entered a Job will be created.  Revenues on the hire will show on the Job, costs can also be allocated to the ‘Hire Job’ direct on to the Job itself or through other integrated Sage Modules, such as POP, Stock, P/L.

NB: if to be used/integrated please consult the Sicon Job Costing Help and User guide for further information and assistance with setup & configuration.

  • Enable Job Costing: If ticked as above applies
  • Record Asset depreciation: If ticked then the depreciation generated within Sicon Fixed Asset for your Hire Asset will be shown on the Hire Job Costing Record
  • Cost Headings: Within Sicon Job Costing you can set up cost headings for which to allocate revenue and cost types for reporting purposes. If you wish to integrate the two modules, then you need to select the relevant Job Costing Cost Headers for various aspects which will be used within Hire Manager and Fixed Assets (examples below)

Hire Manager Settings 6

Insurance TAB

Enable Insurance: Tick if you give Customers an element of Insurance
Default Insurance percent: Enter a default Insurance rate to be used, (can be overridden on Hire Quote / Order)
Insurance nominal: Enter the relevant sales revenue code for the Insurance element on the Sales Order, as a result your Hire Quote/Order
Insurance tax code: Select the relevant Tax code associated with Insurance charged

Hire Manager Settings

 


12. Enable Module

When the module is first installed it will be installed with a temporary enable string, the enable string includes encrypted information including your sage licence number (specific to customers site/Sage 200 system), expiry date as to when the module/licence will expire.

To enter the extended licence enable string, go to Utilities; Enable Module.  Copy and paste into the blank New Enable string field, click Ok and the Current expiry datewould have been incremented by the period encrypted within the new enables string issued.

Sicon Hire Manager Enable Module


13. Release Notes

Hire Manager Release Notes


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