There are 2 ways to add Stock and extra items to a contract. Either by navigating to the New – Stock or New – Extras menu options at the top of the Contract Details form, or by selecting New –Quote and then adding the Stock and extra items through the Quote form.

Creating a Quote

Quotes must be created from, and be attached to a contract. To create a new quote, click on the New button on the Contract Details page, then select Quote.

This will open a new Quote Details window:

First, select the dates that the quote is for, and then select the Price list that you wish to use. Type in a description for the quote, and you are ready to add stock. Click the Add Stock Item button, and a new row will be added into the Rental Stock section of the quote.

Use the drop-down menu on the Stockcode field to select the hire item you wish to add. 

The drop-down menu has a field showing Free Stock. This value is calculated from the amount of available stock at the current point in time.

You may then specify the quantity, and you may also override the Value Ex Tax figure.

Adding an Extra to the quote is similar to adding a Hire item. Simply click the Add Extra button, a new row will appear, and you can edit the details.

When a quote has been won or lost, you can change its status by clicking on the Status button and selecting the appropriate option from the drop-down. Setting a quote’s status to Won will reserve the stock items on it for the date specified.

Supplying a Quote

On the main 4Hire Dashboard, click the Supply Quote button.

This will start a wizard, showing all of the Won quotes with unsupplied stock:

Select the quote you wish to supply and click the Next button.

You will then be presented with a window showing the unsupplied stock from that quote at the top, and all the stock on the contract at the bottom. To supply a stock item, double click it.

If the stock item is a serial tracked item, you will then be asked to select from available serial number. This can be done by double clicking the serial number in the window, or if you have a barcode scanner by scanning the barcode.

Once you have picked the number of serials that you are supplying, click the OK button.

If the stock item is not serial tracked, then you will simply be asked the number of items that you wish to supply

Once you have supplied all the stock that you need to, click the Next button. You will then be presented with a similar screen for Extras. Double clicking on the Extra at the top of the screen will transfer it to the contract. When done, click the Next button.

This will finish the wizard. At this point the stock items are on the contract.

Adding Stock Directly to a Contract

Default Procedure

Select the default price list, planned start and planned end dates that you wish to apply to all new items. These selections are located to the top right hand side of the Stock grid.

On the Contract Details screen, click the New button on the toolbar and select Stock Item from the drop-down (or use the keyboard shortcut Ctrl+N). A new line will be added to the Stock grid.

Select the stock item by clicking on the drop-down field in the Stock Item column. If the Stock Item is serial tracked, you will be presented with a Serial Number Selection screen.

Once this is complete and you move to another column or line, the price, dates and description will be populated from the default options selected. If the item is not serialized you are then able to update the quantity value.

Procedure for Enforced Dockets Use

On the Contract Details screen, click the New button on the toolbar and select Stock Item from the drop-down. You will be presented with a screen to select the Price List, Dates, Stock Item and Quantity.

If you are required to record all dispatches on dockets, then the “Record on Dispatch Docket” will be enabled and the screen will appear as below.

Once all the details are correct, click the OK button. The stock item is now on the contract.