EH - Equipment Hire Setup (SU)

Equipment Hire Setup Overview

To edit any of these parameters, click on the 'Edit' icon at the top of the screen.

When satisfied with your entry, click on the 'Save' button to commit your changes to the TASS.web database.

Important!

Once the initial parameters have been established for this module and processing has commenced, subsequent changes should be avoided. Changes should only be made if you are absolutely sure of the ramifications to transaction processing.

Parameters Tab

This tab is used to set up and maintain the system defaults and parameters to be used for equipment hire processing. 

Fields that require further explanation:

Equipment Loan/Hire Setup
Fee Code for Hire Charges	Use the drop-down list to choose the fee code that will be used when equipment hire charges are transferred to the Parent Accounts module using program Student Admin > Equipment Hire > Special Processes > Post Charges to Parent Accounts. Equipment hire charges for each student will be consolidated and transferred as a single figure. Important! A fee code must be created using program Finance > Parent Accounts > Setup Information > Parent Account Setup on the 'Fees' tab first.
Fee Code for Lost Charges	Use the drop-down list to choose the fee code that will be used when charges for lost equipment are transferred to the Parent Accounts module using program Student Admin > Equipment Hire > Special Processes > Generate Lost Equipment Charges. Each charge for each lost equipment will be transferred to the parent account. Important! A fee code must be created using program Finance > Parent Accounts > Setup Information > Parent Account Setup on the 'Fees' tab first.
Statement Email Settings
Sender Email	The email address to be automatically placed in the sender field when borrower statements are sent as an email attachment using program Student Admin > Equipment Hire > Equipment Processing > Borrower Statements.
CC Email	The email address to be automatically placed in the carbon copy (CC) field when borrower statements are sent as an email attachment using program Student Admin > Equipment Hire > Equipment Processing > Borrower Statements.
Subject Text	The subject text to be automatically placed in the subject field when borrower statements are sent as an email attachment using program Student Admin > Equipment Hire > Equipment Processing > Borrower Statements.
Contact Details
Name	Use this field to store the name of the person who is the main contact for this module at your school.
Email	This field will print on the borrower statements generated using program Student Admin > Equipment Hire > Equipment Processing > Borrower Statements.
Phone	This field will print on the borrower statements generated using program Student Admin > Equipment Hire > Equipment Processing > Borrower Statements.
Fax	This field will print on the borrower statements generated using program Student Admin > Equipment Hire > Equipment Processing > Borrower Statements.
Website/URL	This field will print on the borrower statements generated using program Student Admin > Equipment Hire > Equipment Processing > Borrower Statements.

Categories Tab

This tab is used to create and maintain equipment categories. 'Category' is a mandatory field on an equipment master record and can be used as a filter in various screens and reports.

Examples of Categories:

Adding a Category

To add a new category, click the 'New' button to display a blank 'Equipment Categories' screen.

When satisfied with your entry, click the 'Save' button to commit your changes to the database or 'Cancel' to return to the selection screens.

Editing Categories

To 'Edit' a category, click on the 'Edit Selected' button to display the 'Equipment Categories' screen populated with the details of your selection.

When satisfied with your entry, click on the 'Save' button to commit your changes to the TASS.web database.

Important!

Once a category has been used on an equipment record it is not possible to delete it.

Brands Tab

This tab is used to create and maintain equipment brands. 'Brand' is a mandatory field on the equipment master record in program Student Admin > Equipment Hire > Equipment Information > Equipment and can be used as a filter in various screens and reports.

Examples of Brands:

Adding a Brand

To add a new brand, click the 'New' button to display a blank 'New Brand' screen.

When satisfied with your entry, click the 'Save' button to commit your changes to the database or 'Cancel' to return to the selection screens.

Editing Brands

To 'Edit' a brand, click on the 'Edit' button to display the 'Brand' screen populated with the details of your selection.

When satisfied with your entry, click on the 'Save' button to commit your changes to the TASS.web database.

Important!

Once a brand has been used on an equipment record it is not possible to delete it.

Note Categories Tab

Notes can be added against equipment records using program Student Admin > Equipment Hire > Equipment Information > Equipment. A note category is mandatory for each note entered.

This setup allows the creation and maintenance of 'Equipment Note Categories'.

Highlight the appropriate line and click 'Edit Selected' to make description changes, or 'New' to add a new 'Code' and 'Note Category' description.

Each 'Note Category' requires a unique alphanumeric code up to 3 characters long and a description up to 30 characters long.

Important!

Categories cannot be deleted after they have been used, and care should be taken when changing the description, as any notes entered against the category would be affected by the change.

Loan Periods Tab

This tab is used to create and maintain equipment loan periods. 'Loan Period' is a mandatory field on the equipment master record that is in program Student Admin > Equipment Hire > Equipment Information > Equipment.

When an equipment item is issued using program Student Admin > Equipment Hire > Equipment Processing > Equipment Issue & Return the system will automatically calculate the 'Due Date' based on the 'Issue date' plus the number of days taken from the 'Loan period' that is allocated against the item.

Examples of Loan Periods:

Adding a Loan Period

To add a new Loan Period, click the 'New' button to display a blank 'New Loan Period' screen.

When satisfied with your entry, click the 'Save' button to commit your changes to the database or 'Cancel' to return to the selection screens.

Editing Loan Periods

To 'Edit' a Loan Period, click on the 'Edit' button to display the 'Loan Period' screen populated with the details of your selection.

When satisfied with your entry, click on the 'Save' button to commit your changes to the TASS.web database.

Important!

Once a Loan Period has been used on an equipment record it is not possible to delete it.