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Lease facility

The Lease facility option enables the user to load monthly bookings over an extended period of time.
This feature is available if you Book facility or Copy booking in the main form.
The booking form provides the booking template for all lease bookings therefore ensure the basic details are entered correctly.
The date the lease bookings are deemed to be raised on is the same date as the Raised on in the booking template.
If you have enabled the Authorised and/or Confirmed options in the booking template, the lease bookings will inherit those attribuites.
Before you access the Lease facility option, ensure you have completed all necessary booking requirements such as assigning subhirables, members, purchase items and roll calls.
The comments for subhirables assigned to the booking template are not applied to the lease bookings.
 
 
If you intend using standard prices and units (or you do not have permission to override those determined amounts), ensure that the selling prices for all items you will be adding to the lease have been correctly specified for the various months over which the lease period will run.
Purchase items, subhirables and the facility have options for multiple standard selling prices across the various price bases.
iTech Facilities Management determines standard selling prices on the following basis.
Each individual booking created by the lease feature can be edited as per normal booking modification procedures.
Whilst you are permitted to change the dates in the “Generated lease table”, create the booking template based on the average month in the lease.
 
“View prices”, “Allow new booking before today” and the various price override permissions for facility, subhirables and purchase items apply as per the user's permissions.
If the user does not have price override permission and/or price viewing permission, ensure the various items are correctly priced for each period change in the lease as the standard price is applied and cannot be overriden. See Facilities and Subhirables module and purchase items in the Purchases and Suppliers module.
 
Setting up the initial lease parameters
Whilst individual or groups of values can be changed manually in the “Generated lease table”, setting up the initial lease parameters correctly will save you alot of time.
 
Lease period
Lease period from and to. Indicate the start and end months and years for the lease.
Changing these values will reset the “Generated lease table” and you will lose any changes you have made to dates, units and pricing (as detailed below).
 
The number of months over which the lease would extend is indicated in the top right hand corner.
This is simply a count of the number of months in the lease period.
Leases must be 2 or more months long. Use the normal booking feature if your “lease” is for 1 month only.
 
Dates and times for the facility, subhirables and members to attend are determined based on the Date determination options.
The dates and times can be changed (see below).
By default, apart from the Facility leased for the full month option, the remaining date determination options are unchecked and all subhirables and members are allocated dates and times based on the day as specified in the booking template. e.g. a subhirable specified for the 5th of the month will be repeated for each month of the lease on the 5th day. The same applies to the end day.
Should a determined To date fall beyond the last day of the Facility To date, the Facility To date is applied.
NOTE:Facility From and Facility To refers to the From and To date and time columns for the Facility line item.
 
The same is applied to the From date where subhirables or members are assigned to the template booking towards the end of the month. This typically would apply to allocations on the 31st and the lease month has 30 days (or 28/29 days in February).
These validation rules may result in shorter allocation periods from the template booking and therefore the Units to apply and Price each to apply values indicated in the Generated lease table may be overstated.
The Generated lease table indicates the Template (Units and Pricing per the template booking) and Standard (Calculated based on the standard units and ruling pricing at the From date).
If you do not have unit override permissions, the standard units are applied to the Units to apply column.
 
If the Facility leased for the full month option is not selected, the facility is booked at the same time and day of each lease month based on the template booking.
The same rules regarding the end of the month as applied to subhirables and members is also applied to the Facility To dates.
Selecting this option will ensure the facility is booked from midnight on the 1st day of each lease month to midnight on the last day of each lease month.
 
Any periods not covered by the Facility From and Facility To dates and times reflected in the Generated lease table will render the facility available for other bookings or for maintenance/project scheduling. The same applies to Subhirables assigned to the lease.
 
Purchase item From dates are based on the Facility From date.
Purchase items do not have To dates and therefore reflect n/a in their corresponding To column.
 
Date determination options
Facility leased for the full month. Typically a lease is for the entire month, therefore enable this option to override the rules applied to the determined lease month dates for the facility.
The determined From and To dates in the Generated lease tablewill reflect as 01-Mmm-yyyy 00:00 and dd-Mmm-yyyy 23:59 where dd is the last day of the determined lease month and Mmm” is the month corresponding to the Month column. In the case of purchase items, the From date will be the same as the “Facility From date.
 
Subhirables leased for the full month. This option is only available if Facility leased for the full month is enabled.
If a subhirable is duplicated on the template booking, the earliest date is changed to the beginning of the month, any subhirables inbetween the earliest subhirable and the last subhirable are left unchanged and the last subhirable end date is changed to the end of the lease month.
If left unchecked, the days in the month are left unchanged in each lease month subject to the rules above regarding the last day of the lease month. (e.g. if a subhirable is booked to start on the 5th in the booking template, it will be set to start on the 5th in each lease month).
 
Members allocated for the full month. This option is only available if Facility leased for the full month is enabled.
Dates for members allocated to roll calls are applied based on the determined lease dates for the facility.
If a member allocation is duplicated on the template booking, the earliest date is changed to the beginning of the month, any allocations inbetween the earliest allocation day and the last allocation day are left unchanged and the last allocation end date is changed to the end of the lease month.
If left unchecked, the days in the month are left unchanged in each lease month subject to the rules above regarding the last day of the lease month. (e.g. if a member is allocated to a roll call to start on the 5th in the booking template, it will be set to start on the 5th in each lease month).
 
Purchase item dates are based on the Facility From date.
Purchase items do not have To dates.
 
Escalation
Enter the number of months between escalations (usually 12 for annual) in the Escalate every field.
Select the month and year in which the first escalation applies. This is usually the first anniversary.
Choose which items you wish to apply the escalation to from the Apply to list.
The facility is automatically escalated if a percentage is indicated.
 
Escalate by. Enter the percentage in whole number format  (e.g. 20 for 20% or 33.33 for 33.33%).
Escalations are cumulative/compounded.
All amounts indicated in the Generated lease table” are displayed as rounded to 2 decimal places. Amounts used in the calculations are not rounded off and as a result there may be small differences between Units x Price each and the reflected Selling price.
Escalations are not applied to categories if you do not have respective price override permissions. The standard price at the applicable lease date is applied to the Price each to apply column instead.
 
Generating the lease
Once you are satisfied with the initial lease parameters, select the Generate lease option.
This may take some time depending on the duration of the lease and number of items loaded on the booking template.
The Generated lease table is created.
All manual and managed changes you make (see below) to the Generated lease table will be discarded if you reselect the Generate lease option.
 
Multiple instances of the same item are numbered as Description(instance number).
This can apply to Subhirables, Purchase items and Members assigned to the template booking multiple times.
The first instance is not numbered.
 
The various Standard columns are calculated based on the price base used in the template booking.
Standard units
 
Standard price each
This is determined based on the From date for the item in the corresponding lease month.
The To date is not taken into account therefore any changes in standard selling prices after the From date are not taken into account.
 
Variances between the Template and Standard columns compared to the Apply columns are highlighted in Red.
 
Changing dates and times
 
Select the Dates/Times option under the Manage section.
You must select a valid row (Facility, Subhirable or Member) to enable this option.
Dates: Select a From or To cell. Select a date from the Date calendar and select Date in the list adjacent to the Update option.
Dates are restricted to the lease month indicated in the Month column for Active selections in the Apply to list.
 
Times: Select a From or To cell. Select a time from the Time list and select “Time” in the list adjacent to the Update option.
The latest time available is 23:59.
The To time cannot be set to 00:00.
 
Both: Select a From or To cell. Select a date and time and select Both in the list adjacent to the Update option.
 
Choose what you would like to apply the revised Date and/or Time to from the Apply to section.
Where a change to the date is to be applied for an Item or All items for the entire lease, the day of the date selected is applied. e.g. if the date selected is “07-Jun-2019”, all monthly lease dates will start on the 7th. Therefore the lease month of July-2019 would start on “07-Jul-2019” etc.
If you wish to specify qualifying To dates and times as the end of the corresponding lease month, enable the All to month-end option. The Date and Time fields are ignored.
 
Purchase item From dates cannot be changed. They are automatically set to be the same as the FacilityFrom date in the respective lease month.
 
The various Standard columns are recalculated whenever dates or times are changed.
Variances between the Template and Standard columns compared to the Apply columns are highlighted in Red.
You may need to use the Apply standards option or manually change Units to apply or Price each to apply values due to date changes, particularly if the respective price base is not Fixed.
 
Dates and times are validated when the Validate lease option is selected.
Any invalid dates or times will reflect Error” in the Standard columns and month's total.
Invalid dates/times occur if a To date and time preceeds or is the same as the From date and time.
As with variances, the Standard Selling Price cell will be highlighted in Red for erroneous line items.
 
Changing units and prices
You must have the necessary permissions to change the respective value for the corresponding category.
Select the Prices/Units option under the Manage section.
The Selling price to apply is calculated automatically as Units to apply x Price each to apply.
To increase/decrease the Units to apply and/or Price each to apply value:-
You must select a valid row (Facility, Subhirable or Purchase item) to enable the Update options.
 
You can manually edit the Units to apply and Price each to apply cell values by simply clicking in the cell and entering the revised value.
The manual entry field is only available if you have selected Prices/Units under the Manage section.
If you do not have price or unit override permission, an authorised user can change the value by selecting the icon and entering their password and the override value at the prompt.
This only applies to manual cell value edits.
All manual inputs are rounded off to 2 decimal places.
 
Variances between the Template and Standard columns compared to the Apply columns are highlighted in Red.
You cannot change the values in the various Template and Standard columns.
Where pricing is concerned, escalations will effectively remain intact as you will be changing a previously escalated value.
 
Changing to standard prices and standard units
Select the Apply standards option under the Manage section.
Apply standard units.
The Standard units in the respective row is applied to the Units to apply column in the Generated lease table”.
Choose how you would like to apply the Standard units in the Apply to section..
You must select a valid row (Facility or Subhirable).
 
Apply standard price.
The Standard price each in the respective row is applied to the Standard price each column in the Generated lease table”.
Choose how you would like to apply the Standard price in the Apply to section..
You must select a valid row (Facility, Subhirable or Purchase item).
 
Apply both. You must select a valid row (Facility, Subhirable or Purchase item). Standard units do not apply to Purchase items.
 
Applying standard prices does not take escalations into account. It is assumed the correct selling price for the applicable item has been specified for the corresponding From date.
 
Removing items and months
Select the Remove option under the Manage section.
Remove item/s.
Choose what you would like to remove in the Apply to section.
You must select a valid row (Subhirable, Purchase item or Member) to enable this option
 
Remove lease month. Select any item in the grid.
The active lease month will be removed.
 
Removed items or lease months cannot be re-instated unless the Generate lease option is reselected. You will lose all manual and managed changes made to the Generated lease table.
 
Viewing reports
Report for. Select an item in the Generated lease table”.
Reports available include:-
Only reports you have permission to access will be reflected in the adjacent report list.
 
Creating the lease
Once all details for the lease are correct in the Generated lease table”, select the Validate lease option.
The lease cannot be added until it has been validated.
Rectify any Error line items in the Standard Selling Price column before trying to validate.
Error line items will invalidate the lease.
 
Any subhirables or member assignment dates and times that fall outside of the facility monthly lease period will invalidate the lease.
If double bookings are allowed you will be prompted if you want to skip double booking checks for the facility and if applicable, the subhirables.
If you agree to skip the double booking tests, duplicate Subhirable assignments in each lease month will be allowed.
Breaches in date and time assignments for the Facility and any Subhirables where maintenance or projects are concerned (and the facility is not hirable on those schedules) will invalidate the lease.
Purchase item From dates must always correspond to the lease (Facility) From date for each lease period and are automatically adjusted where necessary.
 
If a booking, maintenance, subhirable or purchase item change event is detected and the lease was previously validated, you will have to validate the lease again.
Price, unit or billable window changes for the facility, subhirables or purchase items may result in price variances. Ensure you review the lease thoroughly!
If there are any errors in refreshing the lease due to a change event, the “Generated lease table” is cleared and you will need to start again.
If the customer's account is over their limit and the general setting of allowing bookings to be added if an account is over its limit is not enabled, then the lease form will terminate.
You will be notified if a customer account is over its limit.
It is highly recommended that you print or send the “Generated lease table” to spreadsheet for review before adding the lease.
A lease cannot be edited in bulk once its corresponding monthly bookings have been added, therefore ensure all the information is correct before adding the lease.
 
If the lease is successfully validated then the Add lease option will become available.
Each individual booking can be edited using the Edit booking option.
If an error occurs whilst adding the lease, all added bookings are deleted.
If another user adds a booking while the lease is being added, a double booking or other conflict may occur. The booking numbers may not be consecutive increments of 1 as a result.
 
The lease form is dismissed after you have successfully created the lease.
 
General
If the Facility, any of the Subhirables, Purchase items or Members assigned to the lease are removed in their corresponding modules, you will be notified and the lease form will terminate.
Any changes to these items in the respective modules will result in a refresh of the “Generated lease table”. Changes you have made are retained. Ensure you review any variances that may result.
 
Confirmation and authorisation details on the booking template are automatically applied to all bookings on the lease.