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Process a plant rehire

Use Coins to hire plant or equipment from an external supplier and rehire it to your contract via the Hire Desk Requisitions.

Written by Sunil

Use the plant rehire process when you need to supply plant or equipment to a contract that your company does not own. COINS hires the asset from an external supplier under an overhead contract, then rehires it to the operational contract via the Hire Desk. Initial requests can also be raised via web catalogue or fast dispatch.

⚠️Important: You must have depot security access and be set up as a buyer in Coins before starting.

How the rehire process works

The rehire process has four stages:

  1. Raise External Hire (Rehire In):

    • Create a purchase order (PO) to hire the asset from an external supplier.

    • The asset is booked onto an overhead or holding contract.

  2. Receipt/On-hire:

    • The asset is marked as on-hired in COINS against the overhead contract.

    • Supplier hire charges begin accumulating.

  3. Internal Rehire to Contract (Rehire Out):

    • The asset is rehired out to the operational contract via the Hire Desk.

    • This creates an internal hire transaction from the overhead contract to the operational contract

  4. Cost and recovery:

    1. External supplier costs are recorded against the overhead contract.

    2. Internal hire charges are applied to the operational contract.

    3. Markup or uplift can be applied if configured.

Add a requisition

  1. Plant Control > Hire Desk

  2. Click on the Requisitions Tab and click Add

  3. Select the contract or customer, the Work Breakdown Structure (WBS) code if applicable, and the depot.

  4. Click Save to proceed to the Sales Order Lines screen.

Add the order line

  1. Click Add

  2. Select the asset group. and set the rate

    1. Select Enter Override to set a custom rate.

    2. Select System Default to use the standard rate.

  3. Set the On Hire and Off Hire dates.

  4. Enter hourly rates for Working, Standing, Breakdown and Overtime as required.

  5. Click Next to proceed to associated items.

  6. Select Required or Not Required for any associated items such as fuel or demobilisation charges.

  7. Click Save.

Process the order and select rehire

  1. Return to the Requisitions tab by clicking Next.

  2. Click the settings icon and select Process Entire Order

  3. Click the requisition number to open the Process Pending Hires screen.

📌Note: If you are processing an owned asset, you can allocate it to a contract on the Available Assets Tab

Click the Rehire tab.

Configure the rehire order

  1. On the Rehire Tab, select the supplier in the Supplier field and select the associated office.

  2. Set the Charge Period.

  3. Enter the product, description, and quantity.

  4. Set the requested on-hire date and expected off-hire date.

  5. Configure the Hire Profile including hire style and minimum hire.

    • If you select Operated, the supplier must also be set up as a subcontractor in Coins to provide manpower.

  6. Review the hourly rates for Working, Standing, Breakdown, and Overtime.

  7. Click Save, then click Next.

  8. Click Create Dispatches & POs to generate the dispatch and PO.

COINS displays a Dispatch Acknowledgement confirming the dispatch number and PO number. Note the PO number for the next step.

Commit the purchase order

  1. Plant Control > Plant Orders or Procurement > Plant Orders

  2. Search for the PO using the number noted in the previous step.

  3. Verify the order line.

  4. Select Commit Orders from the drop down menu and press the button. If a workflow is active, the order is released for approval.

Confirm the dispatch

⚠️Important: In the rehire process, the goods receipt note (GRN) date is the on-hire date. Enter this carefully, as it determines when hire charges begin.

⚠️Important: If the AUTHGRN parameter is configured to auto-create GRNs for your contract, the GRN is created automatically and you must confirm the dispatch manually in the Hire Desk. If AUTHGRN is not active, enter the GRN manually before confirming.

To confirm the dispatch manually:

  1. Plant Control> Hire Desk.

  2. Click on the Existing Hires tab, select the dispatch record.

  3. Select Confirm Dispatch from the drop down menu and press the button.

  4. The dispatch is now confirmed and the item is on hire from the on hire date set earlier

Enter timesheets

  1. Plant Control > Hire Desk

  2. Click on the Existing Hires tab and open the dispatch record.

  3. Click the timesheet icon.

  4. Add a new line and then enter hours in the Working column.

  5. You can also add hours to the Standing, Breakdown, and Overtime columns if applicable.

  6. Click Save

📌Note: You can enter timesheets weekly or monthly. If running at month end, add the full month's timesheet before calculating hire charges.

Calculate and post hire charges

  1. Plant Control > Processing > Hire Charge Calculate

  2. Click on the Dispatch Selection tab and enter the dispatch number in the Matches field.

  3. On the Main tab, set the charge to date.

  4. Select Report Only and click Run to verify the calculation before creating charges.

  5. Once verified, select Create Charges, set the Period, and click Run. This will create a new charge batch

  6. Plant Control > Charges

  7. Open the batch and drill down to the invoice, then to the Charge Lines tab to verify the details.

  8. Select Post from the drop down menu and press the button.

  9. The supplier invoice can then be matched in the Purchase Ledger.

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