Novtel Equipment Hire - 13 Steps to Mastering the Basics hire... · 2015-02-09 · Introduction 3 Copyright© 2015 Novtel® Louise Janse van Vuuren 1 Introduction Novtel Equipment

Novtel Equipment Hire - 13 Steps to Mastering the Basics2

Copyright© 2015 Novtel® Louise Janse van Vuuren

Table of Contents

Part I Introduction 3

Part II Step 1 - Setting up Users and Passwords 5

Part III Step 2 - Creating Charges 13

Part IV Step 3 - Creating Branches 22

Part V Step 4 - Setup Company 28

Part VI Step 5 - Creating Item Categories and SubCategories 35

Part VII Step 6 - Adding Items 41

Part VIII Step 7 - Creating Customers 51

Part IX Step 8 - Creating Contracts 61

Part X Step 9 - Recurring Billing 82

Part XI Step 10 - Receiving Contract Payments 85

Part XII Step 11 - Returning Items 89

Part XIII Step 12 - Refunding Deposits 94

Part XIV Step 13 - Invoicing Contracts 98

Introduction 3


1 Introduction

Novtel Equipment Hire, in partnership with Pastel Accounting, is an extremely easy to use software packagethat manages the rental, hire and sales of the following seamlessly:

Camera Equipment

Lighting Equipment

Film industry consumables

Tools

Building Equipment

Electrical Equipment

Plant Hire

Scaffolding

Construction industry consumables

Garden Equipment

Catering or Party Equipment

Toilet Hire

Container Hire

General Features:

Novtel is extremely easy to use, a simple click and drag operation

Specially designed 3D time line grid for 3 years

All work is done directly on the 3D grid - no other screens to jump to

Pre-interfaces with Various Accounting back office packages – no recapture of data required

Microsoft Excel export feature built in

Novtel can run as a fully independent application

Developed with Microsoft’s latest visual technology

Novtel can interface with many different databases

Works for equipment hire agencies

Easy to use backup and restore system

Booking Features:

Maintenance tracking per hired Item

Service Interval and workshop tracking

Branch transfer management and transportation tracking of hired items

POS system for cash counter sales with daily cash up procedures to Pastel Accounting

Contract management with site delivery address

Delivery and collection management

Rain days managed with ease

No charge days managed seamlessly in the background

Complete graphical view of overall store activity and availability

One button daily roll over procedure

Stores original purchase price, replacement value and date of purchase of each item

Serial number information is also recorded within the equipment master file

Sub-hire item information is stored in the master file as sub-hire equipment

Booking system for reservation of equipment for customers

Receipting system for all funds received equipped with daily cash up procedures to Pastel Accounting



Quoting system

Deposit management system

Multi-Price Lists for rental items and counter sales

Staff activity tracking system

Powerful stock control system with Pastel Partner and Xpress

Previous day balance due per store of active current contracts

Increment for hired items for the day plus daily increment value

Balance due per store after daily roll over of all active current contracts

Loss as result of Rain days

Loss as result of No Charge day (Sunday)

One button monthly billing roll over procedure to Pastel Accounting

Accumulated monthly totals per hire contact or hire Item

Seamless monthly billing direct to Pastel Partner or Xpress

Automated transfer of month end current hired items to new month

Audit reports of monthly billing activities to Pastel Accounting

Hire Items on the Novtel Grid automated current colour coded status tracking as follows:

Cancelled – (Contracts can be cancelled but cannot ever be deleted)

Provisional – (Auto popup when deposit payment is overdue)

Confirmed – (Automatic when deposit is paid)

On Rent – (Indicator of hired items delivered or collected)

Returned – (Indicator of Items returned)

Fully Paid – (Indicator if hire contract is fully paid)

Non-Rev – (No charge for the item on rent)

Step 1 - Setting up Users and Passwords 5


2 Step 1 - Setting up Users and Passwords

In order to get started with Novtel Equipment Hire, "Users" must be created. The first "User" created, willalways be the "Administrator" with full rights to the system. "Users" can also be linked to different"Branches" according to where they are employed

Click on "Setup - Users / Passwords", and then "Add"





In the "General" tab, enter the following:

User Name

Password

Should "Access Control" be used, enter the "Tag Code" that will serve as a "key" for access to the facility

The First and Last Name of the "User"

Enter the "Branch" where the "User" is employed (The Setup is done in "Setup - Branches")

Tick the check-boxes if the "User" is this branch's dedicated Cashier and Invoice Processor

Select the "Load Item Grid" option



In the "Permissions" tab, you will notice that the "Permission Type" for the first user is "Administrator",and cannot be edited - therefor it is very important that the appropriate person is created as the"Administrator"

Click "Accept"



James now displays as the first "User" in the top part of the window. In order to create the next "User", simplyclick "Add"



Enter all details for this "User" in the "General" tab - In this case it is Shawn - and proceed to the"Permissions" tab. Shawn will be working in the "Shop", and this must be selected for his "PermissionType". Click "Accept" to save this profile



If you want certain "Users" to have selected "Permissions" only, choose "Custom" for the "PermissionType", and un-tick the permissions that the "User" do not have access to



Set up a "Supervisor" for each "Branch" as well, and click "Close" when you are done

Step 2 - Creating Charges 13


3 Step 2 - Creating Charges

Please make sure that if Pastel is used, the interface has been done in "Setup - Interfaces - Pastel", andthat the "Company Path" is correct

Before we can set up the Company Details, there are certain charges that must be created first, in order toinsert it in "Setup - Company - POS" tab, and we will code it as follows:

WOR001 - Workshop Charge

POS001 - POS/Shop In-house Charge

POS002 - POS/Shop In-house Payout Charge

LAT001 - Late Return Charge

REP001 - Replacement Charge

REP002 - Repair Charge

HYG001 - Hygiene Service Charge

Click on "Edit - Charges" and then "Add New"





Enter the "Code" for the first charge, and then the "Description"

In order for the item to be created in Pastel as well, tick the corresponding check-box. If this option is notselected, then you will have to create each charge manually in Pastel, and link it in Novtel

Tick the check-box to "Display on Invoice" if you want to utilize this option

A "Physical Item" is something tangible that can be handled and sold. The check-box for this option mustbe left blank in this case

In the "General" tab, tick the check-box to "Allow Tax", and set the default Tax percentage

Leave the prices blank, since charges will vary and the appropriate price can be entered manually when thecharge is selected. When creating charges that requires a cost price and selling price, you can simply enterthese rates as follow: The "Rate Incl" is the selling price including Tax to the customer. When the "CostPrice Excluding" tax is entered, the system will automatically calculate the "Markup %" as well as the"Charge Excluding" tax

The "Pastel Inventory Code" will be created when the "Import" is done

Should you make use of "Multi- Stores", the "Store" can be selected by clicking on the magnifying glassand browsing for it

The charge can be linked to an "Inventory Category". The setup is done in Pastel: "Edit - Inventory -Categories". After the "Categories" have been set up, you need to select "Modify - Update InventoryCategories" in Novtel, in order to import those Pastel created "Categories" to Novtel



In the "Properties" tab, select the type of item the charge represents. We have selected "POS/Shop In-house Charge"

Click "Accept" to save the charge



In order to import the item to Pastel, select "Services" for the "Inventory Group", and then "Service Item"

Click "Accept" to complete the import



Now when we return to the charge created, the "Pastel Inventory Code" has been created and linked tothe Novtel charge

Create all the other charges as mentioned before, by repeating the process





Other charges to be created, include:

Delivery to Site

Any item that will be sold in the shop, such as new Drill Bits, Hammers, Screwdrivers, Nails, Saw Bladesetc. A typical new charge to be created will be done in this manner:

1. Enter the "Charge Code" - in this case it is BIT001

2. The "Description" is "Drill Bit 14x280mm"

3. The check-box is ticked to "Create the Item in Pastel"

4. We want the Item to be "Displayed on the Invoice"

5. It is a "Physical Item" that will be sold

6. There is Tax on the item, and the South African VAT rate is 14%

7. The "Cost Price" excluding VAT per "Drill Bit" in this size, is R18.00

8. We have entered R40.00 as the selling price to the Customer - including VAT. See how the systemautomatically enters the "Markup %" and the "Charge Excluding VAT"

9. The "Pastel Inventory Code" will be entered by the system when the "Import Inventory Item to Pastel"is done

10. Select the "Pastel Multi-Store" if applicable

11. Select the "Inventory Group" the charge reports to - in this case it is "Drills and Bits"



Click on the "Properties" tab, and select "POS Item" and "Shop Item", and click "Accept" to save thecharge

In order to "Import the Inventory Item" to Pastel, select the "Inventory Group" the item belongs to, andselect "Physical Item". Click "Accept" to complete the import



4 Step 3 - Creating Branches

Every company needs to have a minimum of 4 "Branches" configured before operation can begin

Create the "Cross Hire and Maintenance Branches" first, because they are used in the creation of the"Home Office Branches"

These "Branches" should be created:

Sub Hire Branch / Cross Hire Branch

Only one is needed for the company

Create items (In this Branch) that the company hires from a third party to rent out to Customers

Then transfer these items to the "Home Office Branch" where needed

Workshop / Maintenance Branch

Every "Home Office Branch" can have it's own "Maintenance Branch", or the company can have onecentralized "Maintenance Branch" where all items in need of maintenance, are transferred to

Home Office Branch

There must be one for every physical "Branch" that the Company has

Redundant Stock Branch

Serial Items that are sold or no longer usable, must be transferred to this "Branch"

In order to create the above, click on "Edit - Branches - Add New"

Step 3 - Creating Branches 23


Select a unique color for the "Branch" - as light a color as possible - and click "OK". Each "Branch's" Itemsdisplay in the color of that "Branch", and must be distinctive



1. Enter the "City" and "Branch" Names

2. Leave the "Sub-Hire Branch" blank, since this is the "Sub-Hire Branch"

3. Enter all contact details for this "Branch"

4. Enter the "Maintenance Customer" (Created in "Edit - Customer"). This is a mandatory field. ThisCustomer is used when items are transferred to the "Maintenance Branch" and the Works Order / Jobcard Invoice is sent to Pastel. All maintenance invoices done by a specific "Branch", will appear under that"Maintenance Customer" in Pastel

5. If maintenance on the equipment is done by an external supplier, tick the check-box

6. Enter the "Maintenance Supplier" - in this case it is the "Mossel Bay Maintenance Branch"

7. Enter the "Default Cashbook Entry Types" for:

Cash

Credit Card

Cheque

Bank Transfer

8. If the Pastel Multi Stores Module are used, then a store must be created in Pastel for the "MaintenanceBranch" and one for each "Home Office Branch"

Select the "Home Office Branch Store" for the Multi-Store field

Select the "Internal Maintenance Store" for the Maintenance Multi-Store Field

9. If Pastel is NOT set up with Multi-Stores, then select the "Default Store" for both these field

10. Click "Accept" to save this "Branch"



Now we need to create the "Maintenance Branch" for Mossel Bay. Click "Add New", select a "Branch"color, and click "OK"

Select the "Cross Hire / Sub-Hire Branch" that has just been created

Enter all details, and tick the "Check-box" to set this "Branch" as the "Maintenance Branch"

Click "Accept" to save the "Branch"



For the "Home Office Branches", we have created one for each of the following towns:

Mossel Bay

George

Knysna

Plettenberg Bay

Remember to select the "Sub-Hire Branch" for each of them, and select:

Dedicated Cashier

Dedicated Invoice User

If you have "Maintenance Branches" for each town separately, select the appropriate one



In order to edit a "Branch", click on it and then on "Edit". Make the changes and click "Accept"



5 Step 4 - Setup Company

In order to set up all parameters for the company to operate within, click on "Setup - Company"

In the "Company Details" tab, complete all information correctly, since this information will reflect on allcompany documentation such as Invoices, Quotes, Customer Statements etc.

Step 4 - Setup Company 29


1. Proceed to the "General" tab and enter the "Automatic Refresh Interval". Set the time-frame in secondsfor the system to automatically "Refresh" every so often. You can however manually "Refresh" on the Gridas often as you'd like

2. The number of rows on the Grid represent the number of items to be viewed simultaneously - we haveselected 15. Please note that this will only come into effect when items are inserted into the system

3. The number of columns represent the number of days to be viewed in advance - we have selected 45

4. Make the following selections if you should choose to do so:

Activate Monthly Billing

Activate Access Control

Activate Recurring Maintenance

Force Agent Commission

5. Enter the default time when items are to be returned. Have a look at all the other settings to be doneaccording to your needs

6. Please note that you can activate billing to be done on Saturdays, Sundays and Public holidays



7. In order to enter Public Holidays not to be billed, click on "Setup - Holidays - Add" and enter the date anddescription for the holiday. Those specific days will be excluded when the billing is done

Select the "Cross Hire Branch" and the "Customer Category for Cash Customers" ("CustomerCategories" are created in Pastel, and then updated to Novtel in the "Modify Menu"). Setting up"Customer Categories" are important - especially if you are allowing special prices for certain"Categories"

When all other settings according to your needs have been entered, proceed to the "Financial" tab



Select the option to Use Tax, and enter your Company's Tax Number, and set the Tax percentage

In the "Service Charge" Field, you can set tax on the "Service Charge", as well as the percentage tobilled to the customer. Also enter the "Charge Code" - which must be created in "Edit Charges"

In the "Update Cost / Selling Prices" field, enter the rounding as indicated, and set the "Default MarkupPercentage"

Set the formats for Customer and Supplier Invoices, and set the "Invoice Date Method"



In the "Preferences" tab, enter the number of days from the purchasing of the item, until the "FirstMaintenance" to be done, as well as the number of days for the "Recurring Interval"

If you use multiple "Branches", select the path to synchronize your database



1. In the "POS" tab - Front Desk section - tick the check-box to "Enable Discount", and set the "MaximumPercentage" for discount to be given

2. "Enable Quick Scan" if you are using a barcode scanner

3. Tick the check-box if you want to “Show Inventory Details” on the Front Desk documents

4. Enable the “Allow Line Amount Change” option in order to enter another amount for an item

5. Enable the option to send “POS Invoice / Credit Note to Slip Printer"

6. Tick the check-box to send “Work Order POS Invoice to Slip Printer”

7. In the “General” Field of the POS tab, select the option you prefer, or simply leave it blank

8. The following charges must be created in “Edit - Charges”, and inserted in the appropriate fields:

POS / Shop In-House Charge

POS / Shop In-House Payout/ Credit Note

Late Return Charge

Replacement Charge

Repair Charge

Hygiene Service Charge

In order to insert the codes, click on the magnifying glass to open the “Charges” window, and browse for theappropriate one; click on it, and then “Accept”



When you take pictures with a digital camera of the items in the system, it can be downloaded to yourcomputer, and the path to the pictures can be inserted in the “Images” Tab. Select the “Item ImagesPath”, as well as the “Customer Photo Path”. Enter the format for the "Customer Photo Type” – JPEG isrecommended

Click on “Accept” to save the “Company Setup” done in all the tabs

Step 5 - Creating Item Categories and Sub Categories 35


6 Step 5 - Creating Item Categories and Sub Categories

All items in Equipment Hire must be categorized. It is very important to plan all "Item Categories" and "SubCategories" meticulously before attempting to create it in Novtel

If Novtel is integrated with Pastel, first create Inventory Categories in Pastel ("Edit – Inventory – Categories")and update it from Pastel to Novtel in "Modify - Update Inventory Categories"

Categories for Novtel and Pastel to be created, may include:

Breakers and Chippers

Carpentry and Woodwork

Compaction

Saws

Generators

Grinders

Scaffolding

Drills and Bits

Miscellaneous

Concrete Mixers

Conveyors

Brick and Tile Cutting

Floor Sanders

Garden Tools

Ladders

Forklifts

Excavators

Tippers and Dumpers

Bulldozers

Rammers

Cross Hire



In order to create these "Item Categories" in Novtel, click on “Edit – Item Category / Sub Category - Add"



Enter the Description for the Category

Select the "Inventory Category" created in Pastel and Updated to Novtel

Click “Accept”, and repeat the process until all "Item Categories" are entered



In order to create a "Sub-Category" (Items linked to the Main Category), click on the Main Category – Inthis case we will be adding items to the “Garden Tools Category" - and then "Add Sub-Category"



Click on “Add” (Notice how the Main Category’s code and description has been entered at the top)



1. Enter the “Description” for the “Sub Category” - the item itself

2. Set the standard Tax rate

3. Enter the charge rates on the item per: Day / Week / Month / Hour Service

4. When you are using the Software's “Hygiene” department, the “Hygiene Service Charge Code” can beselected for the item

5. Enter the suggested deposit amount for this item

6. A detailed description on the product can be added, as well as instructions on use

7. Tick the check-boxes for the following if you want the items to be charged on:

Rain Day / Saturday / Half day on Saturday / Sunday

Public Holiday (Remember that in “Setup - Company – General” tab, you have the option to set up PublicHolidays in the system and either have it charged, or be excluded from billing)

Weekly Rate

Select the check-box if the item is a “Maintenance Item” – mostly for Power Tools and heavy machinery,which are "Serial Items". If this option is selected, the service intervals can be set in units of either: Days /Hours / KM / Miles. You can then select the option to “Update Default to Item”

8. Tick the check-box to “Update Prices to Item”

9. Click “Accept” to save the “Sub Category". Simply click “Add” in order to enter the next "Sub-Category"to this "Item Category", and repeat the steps in order to add "Sub-Categories" to all other "ItemCategories" as well

Step 6 - Adding Items 41


7 Step 6 - Adding Items

Before any item can be added to the system, the following MUST be created already:

Branches

Item Categories and Sub-Categories

Very important to remember: If the Company is using Pastel Multi-Stores, the User must run “ImportCharges to Pastel” from the “Modify Menu” after creating any new items

“Items” are linked to an “Item Category” and “Sub-Category”, therefor we need to create the specific itemsthat have been created as “Sub-Categories” as well

Click on “Edit – Item - Add New”





Tick the check-box to “Create Item in Pastel”. If the option is not selected, you will have to create each'Item" manually in Pastel. But if the check-box is ticked, it will automatically be created when the"Inventory Item Import" is done as we will explain at the end of Step 6

You do not need to enter an "Item Code" – the system will generate it. The system also generates thedescription according to the information that is entered for the “Plant Number”; “Manufacturer” and “Sub-Category”. See how the description changes with each of the above entries

Select the following in the “General Tab”:

The “Branch” to which this item is added (Items for each “Branch” must be added separately)

"Plant Number" (This number is allocated by the company, and is unique to the item)

A "Serial Number" will be entered for items such as power tools / heavy machinery / vehicles - which hasan unique manufacturer serial number

Enter the “External Reference” for this "Item" (Supplier's Reference on invoice)

Enter the “Manufacturer” of the item

Select the “Type” of product this item represents: Serial / Non Serial / Hygiene / Plant / Container.

In this case it is a “Brush Cutter” with a Serial Number, and that is the option we have selected



Click on the magnifying glass next to “Item Category”, and browse for the pre-setup Category this Item willreport to – in this case it is the “Garden Tools Category”. Click “Accept” to insert it



The “Sub-Category” window for “Garden Tools” will open – select the “Brush Cutter”



See how the item's “Description” has now been changed. Tick the check-box to “Show Item on Grid”

The item is a “Maintenance Item” - meaning that it will have to be serviced after a set amount of rentaldays, in order to keep it in good working order

If you choose to charge this item on a Public Holiday, select the check-box - remember that the set up forPublic Holidays are done in "Setup - Company - General Tab"



In the “Details” tab, there are three fields where information can be entered. The first being the "GeneralDetails" field, which is exclusively used for information pertaining to vehicles. (None of these options areapplicable for the “Brush Cutter”)

In the “Service Interval” field, enter the number of rental days before the following must occur:

The First Maintenance

Recurring Interval

Next Maintenance

We have entered an "Item" that is brand new from the manufacturer, and the “First Maintenance” and “NextMaintenance” number of days are the same – 200 rental days, with a “Recurring Interval” of every 100rental days thereafter

Enter the item’s “Detailed Description”. For Example:

SPECIFICATIONS: Cylinder Displacement = 41.5 CC / Power Output = 2.01 HP / Weight = 7.6 Kg

FEATURES: Fuel Pump / Stand Alone Starter / Efficient Air Filter



Proceed to the “Financial Tab”, and enter the Item’s cost price – the purchase price when the companybought it

The Rental Price per Day / Week / Month and Hour has already been entered as it was set up in the “Sub-Category”

The standard Tax rate has been entered, and the “Per Day” tariff has been selected for this item



Proceed to the “User Defined Fields” tab, and enter all additional information as created in “Setup – UserDefined Fields”. The “Pastel” tab will not reflect the item’s “Pastel Code” yet

As soon as you click “Accept” to save the "Item", the “Import Inventory Item” block will open in order toimport the item to Pastel and to create the Pastel Code.

See how the item’s code has now been generated in Novtel

Select the “Pastel Inventory Group” from the list - in this case it must be linked to the "Garden Tools"category

Select “Service Item”, since the item will not be sold – it will be rented (Rendering a Service)

Select the "Pastel Multi Store” if it is set up on your computer – otherwise the “Default Store” will beselected. In order to complete the "Import", click “Accept”

Tick the check box to "Create Cost Code"



Now when we return to the "Item", the "Pastel Inventory Code" has been entered in the “PastelInterface” tab

Viewing the Grid, the first item that has just been created for the Mossel Bay Branch, is displayed

Step 7 - Creating Customers 51


8 Step 7 - Creating Customers

Please note that before “Customers” can be added, “Areas” must be set up since it will be connected to a“Site” in the “Site Details Tab” - especially for "Corporate Customers" that will be renting equipment to useon a construction site. "Areas" can be created by clicking on "Edit - Areas". For more information on thesubject, please register on Novtel's Forum by clicking on this link: http://www.novtel.com/forum/index.php

Create "Customer Categories" in Pastel, and "Update Customer Categories" in Novtel from the "ModifyMenu". Note that you can set up special prices per "Category", and all "Customers" in that "Category" willautomatically be billed accordingly

In order to add “Customers” to the system:

Click on “Edit - Customers”, and then "Add New"

http://www.novtel.com/forum/index.php



1. The “Customer Code” will be created automatically by the system when the details have all been entered

2. Enter the “Customer’s Description”:

For Corporate Customers it will be the Company Name

For Cash Customers, enter their name and surname

3. Select the “Customer Category” that was set up in Pastel

4. When creating a “Customer” that will be paying Cash, the “Corporate Customer” check-box must be leftblank. However, in this case, “Johnston Construction” is a “Corporate Customer”, and are automaticallymarked as an “Account Customer” by the system when selecting this option

5. The “Order Number Required” check-box will only be selected when a “Corporate Customer” is rentingequipment, and is supplying your company with an “Order Number” to reserve the “Item”

6. If you have set up “Item Tariff Prices”, you can select the option to be used for this “Customer” (This isnot part of the Equipment Hire Basic Manual. For more information, please register on Novtel's Forum byclicking on this link: http://www.novtel.com/forum/index.php)

7. For “Cash Customers”, select “No Month End” from the drop-down menu in the “Billing Interval” field,since these "Customers" will have to settle the Invoice upon renting an item, and are not billed on amonthly basis. In the case of “Corporate Customers” you can select when the billing is to take place: Onthe month end/ On the 25th of the month / On the 28th of the month

8. In the “General” tab, the mandatory fields must be completed in order for the system to allow you tocontinue

9. Note that you can enter “Notes” for this “Customer”, and a “Customer” picture can be taken via thewebcam, and stored in the system

http://www.novtel.com/forum/index.php)



Proceed to the “Site Details” Tab. You will notice that one "Site" is displayed already, and it will by defaultbe the physical address of the "Customer", as entered in the 'General Tab". It would often happen that acompany such as "Johnston Construction" will rent the equipment, but use it at a construction "Site" witha different address, and that is the "Site" we now need to create. Click on "Add"



Click on the magnifying glass next to “Area Code”



A window containing all “Areas” created in "Edit - Areas", will open. Click on the “Area” where theequipment will be used, and click “Accept”



Enter the “Site Description” (Address) and GPS co-ordinates where the equipment will be used and stored

Enter the “Contact person’s” name and contact number (Usually the "Site Manager")

Enter the “Physical Address” of the “Site”, and click “Accept” to save the “Site”

The “Site” is now entered, and details can be viewed anytime you need to access it. Please note that there isno restriction on the number of “Sites” that can be entered per "Customer"



Proceed to the "Contract Details" tab. For now, there are no “Contract Details” to be viewed for “JohnstonConstruction”, but for future reference, this is where the following can be viewed:

All Contracts

On Rent Contracts

Outstanding Items

Outstanding Contract Balances



In the “User Defined Fields” tab, you can enter all additional information as explained in “Setup – UserDefined Fields”

In the “Private Customer” Tab, you can enter each employee of the “Customer”. The “Contact Person”entered in the “Add Customer - General” tab, will be displayed here already

Click on “Add” to enter another person’s details



Enter the person’s Last Name and First Name. Should he be the “Default Contact” for “JohnstonConstruction", tick the check-box in order to select him

In the “General” tab, each individual's personal details are to be entered

In the “Photo” tab, his picture can be inserted if the path has been selected in “Setup – Company –Images” tab. Enter all other information in the “Employment”, “Dependents”, “References” and “AccessTags” tabs

Click “Accept” to save this person’s details



When all other persons' details - associated with this “Customer” - have been entered, click “Accept” tosave the information entered in all the tabs

Whenever you need to view or "Edit" a "Customer", click on "Number" in order for "Customers" to bedisplayed according to "Customer Number", or click on "Description" in order to view "Customer" bymeans of the "Description" entered when the "Customer" was created

Step 8 - Creating Contracts 61


9 Step 8 - Creating Contracts

There are 2 types of Contracts that can be created in Novtel:

1. Cash Contracts – On the spot payment when the item is returned - or up front - whatever your company'spolicy depicts

2. Account Contracts - Account Customers will be allowed to have outstanding amounts when all items arereturned. In “Edit - Customers”, tick the "Corporate Customer" check-box

In order to create a Cash Contract, click on “Edit – Contract (Cash)”, or select the "Contract Cash New/Edit" Icon

If the customer do not have an existing account, click “Add New” and create a new customer by referring toStep 7

For an existing customer, click on any of the search options in order to open the window containing all“Cash Customers”



Browse for the customer; click on the account, and click “Select”

Notice that the "ID Number" for Mr Carr is a "False" number - Novtel Equipment Hire incorporates an "IDChecker" which will instantly inform you that the number is "False" (In Red), or "Valid" (In Green). AbsolutelyNO contract can be done if the ID Number is "False"



Click on the “Site Details Tab”. If the address for the “Site” is the same as the one displaying, simply clickon the “Site”. (The "Site" is where the "Hire Items" are kept for the duration of the rental) , and then on“New Contract”

But should the “Site” address differs, click on “Add”, and enter the details as explained in “Edit Customer”.Then click on the newly created site, and then on “New Contract”



1. When the “Contract” window opens, check that the “Branch” is correct

2. See how “Cash Customer” is displayed in bold letters

3. In the “Contract – General” Tab, select whether the item will be collected or delivered

4. Select the start and end date for the rental

5. The status of the contract is “Provisional” at present, because there is no deposit paid yet

6. Enter the percentage discount if you want to allocate discount to this contract

7. Should you make use of “Agents”, enter the “Agent Code” by clicking on the magnifying glass next to“Agent Code”, and selecting the correct "Agent"



In the “Hire Item” tab, click “Add New” in order to add the item to be rented to the Customer



The window containing all available Items, will open, and you can search for the specific item by either:Code (We have used this option, and entered the Item Code in the “Search For” field)Plant NumberDescription

Maintenance Due

The Item will be highlighted - click on it in order to select the item, and then click “Accept”. The Item willnow display in the “Hire Item” window. In order to add more items, click on “Add New” again, and selectmore items



When you select the “Non Serial” tab, you can add items such as:Wheelbarrow

Spade, etc.

Click on “Add”



Click on the magnifying glass next to “Item Code” in order to open the window containing all “Non Serial”items. Search by either:

Code

Plant Number

Description

Select the Item, and click “Accept”



The Item has been inserted. Enter the number of this item issued to the Customer and click “Accept” inorder to return to the “Non Serial Tab”. Click “Add” in order to add more items and follow the previoussteps



In the “Non Rentals” tab, you can enter all “Shop Items” that are sold – not rented . Click on “Add” in orderto open the window containing all “Shop Items”



Search for the item to be added; select it, and click “Accept”. Repeat the steps to add more items

Should you have selected the wrong item, click on it, and then on “Delete”



1. In order to raise and receive a deposit on the spot, click on the “Deposits” tab. (Remember that a shiftMUST be open for this user in order to receive a deposit. This is not part of this tutorial. Please register onthe Forum at http://www.novtel.com/forum/index.php for more information). See how the Shift Number forJames displays in this window

2. For demonstration purposes, we are going to “Raise” a deposit of R100.00

3. Click on the check-mark next to “Deposit Raised”




Immediately the “Pay Deposit” option activates. If the customer is ready to pay the deposit immediately,click on “Pay Deposit”



1. The amount you have set when the deposit was raised, is entered automatically

2. Enter the “Payment Received” amount

3. Select the “Payment Type”

4. Click “Accept” to finalize the transaction and to send the receipt to the printer

The “Deposit Paid” field has now turned “Aqua” – the color of the "Confirmed Status”



In the “Payment Tab”, the following will display:

Hire Item (The Chain Saw)

Non Serial Item (Wheelbarrow)

Non Rentals as Additional Costs

Deposit paid

Payment Due amount



In the “Detail View” tab, you will be able to view:

POS Purchases made by this customer

Invoice / Credit Note History

Non-Serial Items on Rent

Hygiene Service (Toilet Hire)

Rain Days

Plant

The “Financial” tab reflects all receipts for deposits and payments



1. In order to set the Items "On Rent", return to the "Hire Item" tab. All Items - whether "Serial" or "NonSerial" - now displays in this window. The status is "Confirmed" because of the deposit that has beenpaid

2. Click "On Rent"

3. Click on the arrow to display the drop-down menu, and select: "Action - On Rent"

4. Click on "Apply Selection"



1. The first item is the "Chain Saw" - and it is a "Serial Item"

2. Check that the date is correct for this rental

3. Tick the check-boxes if the item is to be charged on a Sunday and Public Holiday

4. See how the system inserts all other information automatically - as per your input when the item wascreated in "Edit - Item"

5. The current number of days the item has been rented, are specified - in this case, it is the item's first rental

6. The next maintenance on the item is in 200 rental days

7. Insert any note pertaining to this rental

8. Click "Accept"



1. Next the Wheelbarrow's information appears (Non Serial Item)

2. Check the date for the rental

3. Tick the check-boxes if the item is to be charged on a Sunday and Public Holiday

4. Insert any note pertaining to this rental

5. Click "Accept"



See how the status has turned to "On Rent" in the "Hire Item" tab

Click "Save" in order to save the changes, and click "Close"



The rental contract is now displaying in the name of Mr Carr - next to the "Serial Item" on the grid, and thecolor is the corresponding "Red" of the "On Rent" status

At the bottom of the screen - beneath the grid - information pertaining to this booking can be viewed withoutactually opening the contract



10 Step 9 - Recurring Billing

This process is done daily to charge all "On Rent" contracts. It will automatically add another day to thecontract if the contract is not terminated by the user after all items pertaining to this contract, are returned

Click on "Process - Recurring Billing"

Click on the "Daily Duration Increment" tab

The "Branch" you are logged into, will display automatically in the top left-hand side of the window

Select the date to be billed

When you click "Select All", all of the items will be ticked and charged

Step 9 - Recurring Billing 83


For demonstration purposes: Should you only want to charge a certain contract for the specific day, click"Select None", and then tick the check-boxes next to the specific contract to be charged. (We haveselected the option to charge all contracts)

Click on "Increment Selected Items"

Tick the check-box to "Print Detailed Pre-Import List" - This list will show all charges as it are to be billed- and click "Proceed"



The processing will be queued and as soon as the process is done, the "Pre-Incremented List" will bedisplayed in your internet browser. Check the list, and when you are satisfied that everything is correct,either print or close the list

The window for this specific date is now cleared since the billing has been done. Click "Close" to exit thewindow

Step 10 - Receiving Contract Payments 85


11 Step 10 - Receiving Contract Payments

In order to open an existing contract, double click on the contract on the Grid, and then on "Edit"

A "Cash Contract" must be paid in full in order for an item to be returned to the system

In the "Payment" tab of the contract, click on "Contract Payment"



1. The "Payment Due" amount will be inserted automatically

2. Enter the "Payment Received" amount

3. For a "Cash" Payment, the system will calculate the "Change" if the amount received exceeds thepayment due amount

4. Click "Accept" to finalize the payment

Step 10 - Receiving Contract Payments 87


The Receipt will now print, and the system will alert you to the "Customer Change" amount



The "Payment Due" amount is now zero

Step 11 - Returning Items 89


12 Step 11 - Returning Items

Click on the "Hire Item" tab of the contract, and then on "Return"



Click on the tick-box next to the item to be returned. See how the status is currently "On Rent"

Click on "Apply Selection" - it refers to the block right above this button, which states that the action is toreturn the item



1. Check that the date of return is correct

2. In "Setup - Company", the setup for how to charge rental days are done. We have selected: Charge Halfday on Saturday, and No charge on Sunday and Public Holiday. All that information will be recordedaccording to those settings - should the rental days include these days. Here you can see that the totalnumber of days charged, are 1.5

3. In the "Hire Day Adjustment" field, you can add or subtract rental days, and enter the number of days - ifapplicable. Should there have been an adjustment, the quantities would have been displayed beneath thisfield

4. If the item was broken or damaged by the customer - human error - the customer can be charged for thereplacement of the item

5. If the item can be repaired, the customer can be charged a repair fee

6. Tick the check-box if the item was returned late

7. Enter any notes pertaining to the Item's return

8. Click "Accept"



We have done the same with the "Core Drill" being returned

The items just returned, do not display in the "Hire Item" tab anymore



For information purposes: the color of the contract on the Grid, will now be Pink

Now proceed to Step 12 for instructions on how to refund a deposit



13 Step 12 - Refunding Deposits

When an item was returned, the deposit can be refunded. In the "Payment" tab of the contract, click on"Refund Deposit". Since the Deposit - in this case - was R1000.00, and the total rental amount: R750.00,the difference to be refunded to the customer, is R250.00

Click "Yes" to "Pay Out Deposit"

Click "Yes" again when the system asks the following: "The Deposit Payout Cannot be reversed. Areyou Sure?"

Step 12 - Refunding Deposits 95


The amount will be inserted automatically in the "Refund Due" field. Select the "Payment Type" for therefund, and click "Accept"

The "Refund Receipt" will print



The refunded deposit will now be documented in the "Payment" tab of the contract

Now proceed to the "Hire Item" tab, and click on "Return". Tick the check-box next to the "Deposit". The"Action - Return" option will be selected from the drop-down menu. Click on "Apply Selection"

Step 12 - Refunding Deposits 97


The Status has now been updated to "Fully Paid". In order to "Invoice" the contract, proceed to step 13



14 Step 13 - Invoicing Contracts

When all rental items have been returned, an Invoice will be issued to the customer. In the "Hire Item" tab,click on "Invoice"

Step 13 - Invoicing Contracts 99


The Invoice will be generated, and it can be printed



On the Grid, the Invoice Number will display when the mouse is moved over the contract, and the contractwill be green - the color of the "Fully Paid Status". All information pertaining to the financial side of thiscontract are displayed in the blue and black blocks

Whenever you need to review or reprint a document, simply right-click on the Contract on the Grid, andselect the appropriate document

This concludes the "Equipment Hire - 13 Steps to Mastering the Basics" Manual

For more information, please register on Novtel's Forum, by using this link:



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Novtel Equipment Hire - 13 Steps to Mastering the Basics hire... · 2015-02-09 · Introduction 3 Copyright© 2015 Novtel® Louise Janse van Vuuren 1 Introduction Novtel Equipment