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Before use, please review the module Set Up details. In particular:
More>>Parameters>>Flags and Settings
More>>User Rights>>Numbers 40+
More>>Reference Files>>Hire
1. Introduction
Bookings is a comprehensive module with extensive features and automation.
It is suitable for pool car and plant hire, internal or external bookings and wet or dry hire with operator timesheets.
It provides:
•Bookings via calendar, Quick Task icon or mobile app
•Invoicing
•Flexible charge options
•Manager booking approvals
•Integrated "Vehicle Unavailable for Hire" option in R&M and Accident modules
•Hire pools and Pool administrators
•Manual or automated pick-up and return
•Defect reporting
•Automated emails
An optional interface to AST's KeyWatcher Key Cabinet is also available to control key issue and record pick up/return times.
2. Definitions
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Destination
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•Standard vehicle locations e.g. Depot, Head office, Brisbane Office, Domestic Terminal, Interstate.
•For information only e.g. to assist booking approvals. Assumes vehicle is returned to normal location for next booking
•If not required, create "Not applicable" in Reference File and set as the default in More>>Parameters>>Default Value 320
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Hire Pool
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•Classifies assets into "pools" for administrative purposes
•Drivers and Pool Administrators can only see, manage and book assets in their own pools
•Pools are allocated and Pool Administrators are created in Personnel module
•Pools are allocated to assets when ticking the "Available for Hire" flag in Fleet>>MMSB Categories and Flags>>Flags
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Hire Profile
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•A combination of availability times and charges.
•Availability times control when bookings can be made. E.g. weekday only availability will prevent bookings that include weekend days
•Profile are attached via a Hire Vehicle Type (see below), making it easier to apply the same profile to different types of vehicle
•All Hire assets have a Profile attached in Fleet>>MMSB Categories and Flags>>Flags
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Hire Vehicle Type (HVT)
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•Vehicle classification to help drivers find appropriate hire vehicles e.g. passenger sedan, light commercial, ute, executive car
•Each HVT is linked to a default Hire Profile to apply charges and availability times. The default can be changed for individual vehicles
•Linked to a fleet item in Fleet>>MMSB Categories and Flags>>MMSB
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Open Ended Bookings (OEBs)
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•Bookings created without an end date. Usually long term bookings.
•Charged only by a flat monthly charge with availability at all times.
•Hire Profiles for OEB's must have the  flag ticked
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Hire Unavailable Reasons
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•Used to make assets temporarily unavailable for hire e.g. under repair
•Use More>>Parameters>>Flags and Settings 760 to control whether assets are unavailable for bookings when R&M jobs are scheduled
•"Accident" and "Workshop/Maintenance" are system files and cannot be edited. When these are selected in hire calendar, a corresponding reference number can be entered
•Administrators can make assets unavailable manually in the calendar
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Job Numbers
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•Hire charges can be allocated and apportioned across multiple Job Numbers and Debtors
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Purpose of Trip
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•These can be selected when making a booking and can help in booking approvals and reporting
•Examples are: Personal use, business use, training course, field trip, site visit, meeting, project management etc
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3. Booking Statuses
The status is automatically updated.
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Pending
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Booking not confirmed and awaiting Approval
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Booked
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Booking approved. Start date/time is in the future
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Active
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Hire period has commenced/vehicle has been picked up*
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Cancelled
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Booking cancelled prior to commencement
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Closed
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Booking period ended/vehicle has been returned*
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*If the "Manual Pick up and Return" option is being used (parameter 190 is ON), the status changes when the respective "Pick Up" and "Return" buttons are pressed.
If the option is not used, AusFleet automatically updates the status at the booking start/finish times.
4. Making an Asset Available for Hire
Fleet>>MMSB Categories & Flags>>MMSB
Hire Fields in Fleet>>MMSB Categories & Flags>>MMSB
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4.1 To Make "Available for Hire"
1.Tick Hire flag
2.Select a pool
3.Select Hire Vehicle Type
4.The Hire Profile is defaulted based on the Hire Vehicle Type (set up in Hire Reference files)
Changing an assets Hire Vehicle Type or Hire Pool affects only future bookings.
4.2 To Cancel "Available for Hire"
1.Remove the Hire flag if the item is no longer available for hire
2.This action does not cancel existing bookings
3.To cancel existing bookings, locate them in the Hire module and click Cancel
4.3 Open Ended Bookings
If the Hire Profile is for open ended bookings (i.e. no end date in the booking):
•The monthly charge will be displayed below its profile. It may be changed for individual items
•The fleet item will only be available for hire when making Open Ended Bookings
In the example below, a Monthly Hire Charge is displayed, meaning the Hire Profile is for Open Ended Bookings and so the asset is only available for Open Ended Bookings.
Key details are not mandatory for hire items but may be a useful reference for key collection, especially if they are included on the Hire Booking Form template
Fleet>>MMSB Categories and Flags>>MMSB
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End of Chapter
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