With the subhire integration you can now spot equipment shortages quickly and rent them from your suppliers. There are two ways to subhire equipment: Via the subhire module screen or directly from a project in the equipment or subhire tab.
Note: in order for users to work with subhire you need to assign the permissions for Subhire to the required user roles. This can be done in configuration > user roles > edit user role > set permissions for subhire.
When you have overbooked equipment in your project the respective item will be marked red, signaling an equipment shortage. If you create a subhire this will show in the equipment timeline as a blue bar.
The timeline in the equipment section of your projects displays inventory data of the selected articles.
> Click on this icon to open the timeline within the equipment module in a project.
Equipment name: The upper part of the timeline displays the quantity of the equipment you have planned for the period combined for all projects. Subhires will also be taken into account for this quantity. You will see a red bar when you have planned more than you have available.
Warehouse stock: This section shows you how much of the equipment you have available in your warehouse stock (excluding any subhires).
Projects: The projects part shows you all projects on which you have planned the specific equipment within the respective time frame. The dark gray bar is your active project; lighter gray bars are all other projects on which the equipment is planned. The number in the bar signals the quantity of planned equipment for that project.
When hovering over a timeline bar a tooltip will pop-up, showing you more in-depth details about the equipment stock.
Equipment will not be automatically reserved for a project if the project status is in option. The equipment availability will be shown in the upper bar of the timeline .
The projects that you see in your equipment timeline are outlined either in green or red. Green means that you reserved the necessary quantity of equipment for this project. Red means that you need to manage your reservations for this project.
When clicking on a project bar in the timeline a pop-up screen will open that shows your reservations.
Within the 'Reservations' screen you can assign available equipment to a project or remove it. The screen shows you how many items you have planned, where the equipment is coming from and what your potential shortage is.
Change equipment allocation for projects
When clicking on the plus (+) icon next to 'Warehouse' in the reservation screen you will get a view of where your equipment is located.
You can change your equipment allocation between projects when periods overlap. In this case you can remove your items from project A and assign them to project B. The way you do this is by clicking on the project bar and change the number of items you want to reserve in the pop-up screen. You can select the amount of equipment you want to reserve from your warehouse stock by setting a number in the “reserved for project” field and save.
Creating a subhire order
You can generate a subhire order within a project. Select the equipment that you want to hire, click on shortages and select ‘subhire’ to create an order. This subhire can be used to cover the needed amount of planned equipment.
The subhire module screen gives you an overview of all created subhire orders. You can add subhire orders in this screen or directly from a project. Similar to projects, you can add and edit the status of your subhire order.
In the subhire module you can find a full overview of all your shortages per project under the tab 'Shortages'. The list displays all currently overbooked items grouped by projects.