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1. Introduction
There are several says to make an asset unavailable for hire.
When an asset is disposed, it is removed from the hire list.
When a booking is made, the asset is unavailable for overlapping bookings.
The methods explained below make assets unavailable for other reasons.
•Long Term/Permanently
•Short Term/Temporary
•Due to Maintenance or Accident
•Specific Days/Times on a Continual Basis
2. Making Unavailable Long Term/Permanently
Remove the "Available for Hire" flag in Fleet>>MMSB, Categories and Flags>>MMSB.
The asset will no longer appear in the hire module for bookings.
Make available again by ticking the flag and reselecting Hire Pool and Hire Vehicle Type
3. Making Unavailable Short Term/Temporary
To make an asset unavailable for a selected period, use the Hire Calendar.
1.Use the menu shown below to select "Create Unavailable Period"
2.In the calendar click on the asset you wish to make unavailable
3.Choose a reason. Reasons are created in More>>Reference Files>>Hirer>>Unavailable Reasons
4.If you choose Accident or Maintenance as the reason*, you can also select a related accident number/job number
5.Edit dates/times as required and save. The calendar displays a black bar covering the period of unavailability (see image below)
6.When the cursor is over the cell, the dates/times are displayed
7.Click on the cell to see details, delete or edit (user rights required)
*Accident and Maintenance are system references that cannot be edited. Tick parameter 760 to automatically check job dates and booking dates to prevent clashes
Conversely, an "unavailable until" date can be entered in Accidents module to prevent bookings if a vehicle is off the road due to accident.
Adding an unavailable period for an asset in Hire Calendar
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Here, a maintenance job is the reason for unavailability and the job number is shown.
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In Hire Calendar, a tool tip appears when cursor is over the unavailable cell and the black bar indicates the duration of the period
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4. Making Unavailable Due to Maintenance or Accident
To manually make unavailable, follow the steps in point 3 above and choose accident or workshop/maintenance transaction as the reason.
A job number or accident number can be selected.
4.1 Automatically Validating Bookings and R&M Jobs
Tick More>>Parameters>>Flags and Settings>>760
When a booking is made on a day that has a job date for the asset, the booking will not be allowed.
Conversely, if a job is scheduled on a day with an existing booking, the job date will not be permitted.
Warning: If the parameter is not ticked, warnings appear but the bookings/jobs can proceed, which may mean vehicles are not available when required.
To manually make unavailable dur to R&M see point 3 above.
4.2 Making Unavailable in Accident Module
If a vehicle is damaged and off the road due to accident, when adding the record in the Accident module, an "Unavailable until" date can be entered.
This updates the calendar and prevents any bookings until that date/time.
Making an Asset Unavailable for Bookings in an Accident Record
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5. Making Unavailable For Specific Days/Times on a Continual Basis
Use the Hire Profile to set days and times when assets are not available for bookings on a continuing basis.
E.g. Pool cars may only be available on weekdays and/or between 8am and 5pm.
This will prevent any bookings where the start/finish times extend outside of the Available periods in the profile.
The settings apply to any items that have the same Hire Profile.
Remember, Hire Profiles are attached to assets via the Hire Vehicle Type. See here.
Profiles are created and edited at More>>Reference Files>>Hire>>Hire Profiles
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End of Chapter
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