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Hire bills for hired plant

Each month, every hired machine gets a draft vendor bill to its owner. It is worked out from the confirmed log sheets at the hire rate, with the minimum hours kept. A hire statement for any period sets what you owe against the owner's invoice.

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The problem it solves

The crane owner bills 260 hours for the month and your log sheets show 190, but nobody adds them up before paying.
Minimum hours in the hire agreement are forgotten, so the bill looks wrong when it is right, or right when it is wrong.
Accounts types the hire bill by hand from the owner's invoice, without the site's figures.
The same days are billed twice when a bill is redone.

How it works

On the hired machine, set the owner, the hire rate Per Hour, Per Day or Per Month, and the Minimum Hours a Month. Bill the Hire Each Month is on to start with.
The site keeps a log sheet for each day and a Construction Manager confirms it.
On the entity's hire bill day (the 3rd to start with), a draft vendor bill to the owner is made for the month before. It takes the confirmed log sheets not billed yet.
When the owner's invoice arrives, open Construction > Site > Plant > Hire Statement. Choose the machine and the period, press Work Out and type the Owner's Invoice. Invoiced Beyond the Logs shows the gap in red.
Check the draft bill, add the tax, and post it. The plant shows Hire Billed Up To and its Hire Bills, and each log sheet shows the bill it went on.
For a period outside the monthly run, such as a machine sent back mid-month, press Make the Vendor Bill on the hire statement.

Everything it does

What you owe

Per Hour: the hours worked, at least the minimum hours for the period, times the hire rate
Per Day: the days with work, times the hire rate
Per Month: the months in the period (days / 30), times the hire rate
The minimum for a period is the plant's Minimum Hours a Month for the share of a month the period is
Only confirmed log sheets count; log sheets not confirmed are counted and shown

Hire statement

For managers: a hired machine, from and to dates, Work Out
Shows hours worked, idle and broken down, days with work, the minimum hours for the period, the billable hours, days or months, and We Owe
Owner's Invoice: type the amount; Invoiced Beyond the Logs is the difference
Make the Vendor Bill: a draft bill for that period, after asking you to confirm

The monthly draft bill

Checked once a day; made on or after the entity's hire bill day, for the month before
Only hired plant with an owner, a hire rate and Bill the Hire Each Month on
Starts the day after Hire Billed Up To (or the on-hire date), ends on the last day of the month or the off-hire date
One line: the machine, the dates, the basis and the hours worked and projects. The quantity billable is at the hire rate, on the purchase journal's expense account
Made without tax; add the tax on the draft before posting
Log sheets go on one bill only; a period before Hire Billed Up To is refused
If a bill cannot be made, for example no purchase journal, the reason is posted on the plant

Who uses it

Site engineerKeeps the daily log sheets that the bill is made from.

Construction ManagerConfirms log sheets, runs hire statements and makes bills for odd periods.

AccountsChecks each draft bill against the owner's invoice, adds tax and posts it.

Where you use it

Web: Construction > Site > Plant > Hire Statement (managers); Hire Bills on the plant
Settings: Hire bills of hired plant, in the Construction block of the accounting settings
Not on a portal: the plant owner does not see the log sheets online

What you control

Settings

Hire Bill Day per entity: the 3rd to start with
Bill the Hire Each Month per hired plant: on to start with
Hire rate, basis (Per Hour to start with) and Minimum Hours a Month per plant

Questions

How are minimum hours handled?

For hourly hire, the bill takes the hours worked or the minimum for the period, whichever is more. A full month uses the plant's Minimum Hours a Month; a part month uses its share.

Why is the draft bill made on the 3rd and not on the 1st?

To leave time to confirm the last log sheets of the month. Change the Hire Bill Day per entity if you need more or less time.

Is tax added to the bill?

No. The draft is made without tax, because hire tax differs by owner. Add the tax on the draft before you post it.

What if the owner's invoice is higher than our logs?

Open the Hire Statement for that machine and month and type the Owner's Invoice. Invoiced Beyond the Logs shows the difference to take up with the owner.

Can the same day be billed twice?

No. Each log sheet records the bill it went on, and a new bill must start after Hire Billed Up To.

Related features

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