All Hire Manual

all Hire

TSS

all Hire

Manual

T S Solutions Limited

74 - 77 Station Road Workshops

Station Road

Kingswood

Bristol

BS15 4PJ

Tel: 0844 800 1232

Email: Website: www.tssweb.net

CONTENTS

Active Jobs Chart 5

Diary 7

Creating A New Job 9

Customer Details 11

Job Dates 15

Calendar 17

Site Address/Delivery Details 19

Entering Items 21

Sub Contracts 27

Reports 31

Invoicing 35

Note Pad 43

References 44

Things To Do 47

Image Editor 49

Creating Stock Items & Transactions 51

Contact Manager 59

Event Manager 69

Venue Manager 74

Stock Available 78

Stock Summary Single Item By Day 81

Planned Resources 83

Button Bars 89

CREATING A SIMPLE TOP CODE 93

Step By Step Guide to Creating a New Job 104

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Active Jobs Chart

The Active Jobs Chart gives an overall picture of what is happening in a particular period. By default it is set to appear on the screen every time you go into all-Hire. (This can be switched off in System Maintenance, User Preferences).

Blue Red Green

Blue In Build / Delivery

Blue / Red Line Finished Build but before Customer Use (Not used if Build dates are turned off.)

Red In Use By The Customer

Green / Red Line Customer finished with Equipment but before scheduled Return Use (Not used if Build dates are turned off.)

Green Breakdown/Collection

The names of the customers are shown down the left hand side with the dates you are currently looking at along the top.

You can change the date to look at any period either manually or by clicking on the button. The buttons will move the period you are looking at backwards or forwards one week at a time respectively.

By default, only the Jobs which are Firm Bookings are shown on the Chart. You can also press the to show Enquiries (which will appear as a White bar) and the to show Cross Hires and Purchase Orders (which will appear in Dark Green below the Job which they were raised from.)

Clicking on the will expand the column with the Job Names in to include the Job Reference underneath.

Clicking on the will expand the column with the Job Names in to include the Job Reference underneath.

While you are in either of these views, an arrow pointing to the left or right indicates that the period of the job extends before/after the dates shown on the screen.

To open any of the jobs shown in the Chart, simply click the Mouse anywhere on the bar relating to that job and you will see the Job Summary screen.

If you leave the Active Jobs Chart open while you are working, or change the dates, you can refresh the screen by clicking on the button on the left.

The button will allow you to limit what you can see on the Chart by the References. Click on the button, select the options you require and press OK. Your Chart will then show only the jobs that meet the criteria you have set.

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Diary

Each User that you have set up (see User Maintenance) shows in the diary on their own tab. This allows you to click on the person you want to see and only see their appointments, whereas the default All tab shows everything for everybody on one screen.

By default you will see the diary as a week to view. You can also change the view to show single day, 14 Days, 28 Days, or an entire year.

To add an entry for a specific user, click on their tab, then on the day the entry is for and then on the button at the top.

Because you had already selected the User and the date you required, these are set at the top. You can then enter the Time and Duration of the appointment. The Reference will appear next to the name of the User in the diary. Location and Information are fields that can be filled in for your information. They do not appear in the Diary as they would take up too much room.

When you entered all the relevant information press the OK button to return to the main Diary.

The new entry will now be in the User you created it for and also in the All Diary.

To view the information on one of the entries, double click it and it will bring up the screen used to enter the information. This can be amended by simply over-typing.

To Delete an entry, click on the relevant entry and then press the button. It will show you the Reference for the entry and give you the option to Cancel or Delete. Click the one you require.

Clicking the button will allow you to see To Do entries in the Diary.

Clicking the button will allow you to see Sub Contract deliveries / collections in the Diary.

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Creating A New Job

Clicking on this icon displays the Job screen. This is the master job screen and remains open as long as you are working on this job.

It shows the main details of the job to enable an instant review. In the screen shown, the job is seen as an , (the default when creating a New Job), and it has a TMP number, (a temporary job number).

Closes the current Job and gives you the option to save it.

If this is a New Job and you click No at this point, YOU

WILL LOSE ALL THE INFORMATION YOU HAVE

ENTERED.

This icon PERMANANTLY DELETES the job and

CANNOT be undone.

The start and finish dates for the job.

Refreshes the screen to take into account any new changes.

Archives the current job instead of deleting it. If you didn’t get a

particular job that you quoted for, or a job was cancelled, but

you want to keep it in your records, this is the way to do it.

Across the top of the screen are the tabs relating to that job.

The order of entry for the relevant information for a job is NOT FIXED.

You can enter it in the order, which suits you for each particular job.

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Customer Details

When creating a New Job, Job Reference will automatically show a temporary number (so that you can check availability without issuing a job number) and the Job Type will be set to Enquiry. To allocate a unique job number, click on the Job Reference button. This will issue the next available sequential number. If you prefer to use your own numbers, (which can be Alpha, Numeric or a combination of the two), you can simply over-type the TMP number.

The Job Type indicates the job status and a drop down box, which allows you to change this:

Enquiry

Firm Booking

Cross Hire

Out Of Service

Enquiry is used for the initial contact with the customer, right through the quotation stage and to the point that the job is booked.

A Firm Booking is used when the job is confirmed job, and you want to book the stock so that if anyone else tries to book it they will see any overbooking’s.

A Cross-Hire is created when you have sub-contracted stock in from a third party. Any items booked by this type will have their balance temporarily increased for the time period.

Out Of Service allows you to take stock, which cannot be used for a period of time (e.g. cleaning/repair) and temporarily book it as unavailable. You can create an Out Of Service Job for a particular item for a set period if you know how long it will be, or you can use a job with long date ranges to add damaged stock to and remove items once they have been repaired.

The Exp. date allows you to reserve the job for a period of time. Jobs that have a reserve date automatically appear in the Reserved Jobs screen. (This can be switched on in System Maintenance, User Preference).

The Name field should be used for the customer’s surname and Initials for their title and/or initials. (If using a Company Name, the Initials box should be left blank.)

If it is a regular customer, you may wish to use the Client button, which will retrieve all that customer’s information from your records.

Type in the first letter or few letters of the name you want to trace and a list will be displayed. To activate a wider search, simply type in the information and press the Find button to activate the Find All searches.

Clicking on a name in the list displays the customer details in the bottom half of the screen. If these are the details you require click on the Select button you will return to the Job Details screen; their information will be inserted into the relevant fields.

To create a new Client see Contact Manager.

Address is the normal correspondence address. (Different Delivery and Invoice addresses are entered through the Site Address/Delivery Details and Invoicing screens respectively.)

Tel No, Fax No and Mobile No are simply entered in the appropriate fields.

Contact Name is usually the person you are liasing with and this would probably be the person to whom you would want to address any correspondence.

An E-Mail address can be added if you require

First Contact Date is presumed to be the date on which the job is first entered onto the system but can be over-typed.

Next Contact Date can be entered or left blank. From this you can run a report of all those due to be contacted, and you may find it useful to know when to chase a quote or check on details before delivery. (It can be updated as the job progresses, although you may find it easier to use the To Do feature.)

The Order No. Is normally the customer’s Purchase Order Number and this field allows free input of alphanumeric characters.

The Event button allows you to link the Job to an event. When the button is selected the Event Find Screen is displayed.

The Event Information Box allows you to record more details about the event which can then be printed on customer paperwork - e.g. Wedding of Jane Smith and Andrew Brown to identify this specific Job.

To save the details you have entered click OK.

When the Job Type changes from an Enquiry to a Firm Booking, the program automatically checks the details have been registered in the Contact Manager. If you have not created a Contact for this customer you are taken automatically into the Client Locate screen. To enter the details, select the (Create New Contact) button. Enter the relevant information (see Contact Manager) and then press the OK button. Pressing the Select button then takes you back to the Job Details screen which you can now exit with the OK button as usual.

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Job Dates

On entering the dates for a New Job, they initially default to today's date. As you change the first date in a group, the others will be updated accordingly. The days are shown to the right to make planning easier.

You can enter the various dates by tabbing into the field and entering them manually or clicking their button and using the calendar to select the required date.

The dates are used for the following:

Date of Delivery / You have to option of selecting either Delivery (by you) or Collection (by the Customer) by using the drop-down box.
Earliest Delivery Time / Enter any information that you require e.g. After 11am
Latest / Enter any information that you require e.g. Before 4pm
End Of Build / The date you expect to have all of the equipment on site and ready to use. (This field can be switched off if it is not relevant to you.)
First Date Of Use / The first date that the customer wants to use the equipment.
Last Date Of Use / The last date that the customer wants to use the equipment.
Start Of Removal / The date you expect to begin removing equipment from site. (This field can be switched off if it is not relevant to you.)
End Of Removal / The date you expect to have all of the equipment removed from site.
Earliest Collect Time / Enter any information that you require e.g. After 11am
Latest / Enter any information that you require e.g. Before 4pm
Date of Collection / You have to option of selecting either Collection (by you) or Return (by the Customer) by using the drop-down box.

Clicking on OK saves the details and returns you to the Job screen.

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Calendar

Anywhere that you see the button, clicking on it will take you into the Calendar screen to make selecting a date easier.

If no date or today's date is in the box that you want to change, when you bring up the Calendar it will be today's date that is highlighted in Green.

To change the month click on the corresponding letter down the right-hand side of the screen or use the + and - buttons either side of the month at the top of the screen.

You can also change the year using the + and - buttons either side of the year at the top of the screen.

Now click on the day you require and it will fill in the box for you.

If you change your mind, use the X in the top right-hand corner to cancel the screen.

If a date is highlighted in Orange it means that it is a Bank Holiday or special day that you have defined. These should be set at the beginning of each year.

To do this, go into the calendar screen and click the button at the top of the list of months down the right-hand side (it is very small) and then click on the day that you want to set.

You will then see the Date Maintenance screen.

The date you are setting is shown at the top. In the Text box type in the text that you want to show at the bottom when you hover over this date.

The Charge Rate should be set to 1.00 unless you charge your customers a daily rate and do NOT want to charge them for the day you have selected, in which case it should be set to 0.00.