Recording Transfers

Recording transfers from job to job helps you keep track of your heavy equipment and tools, and also makes that equipment available for posting equipment timesheets to.

It may be too onerous to bill each unit of equipment on larger jobs. Abio also gives you the option of billing based on when the equipment was transferred onto the job, it’s status, and it’s meter hours.

Equipment Transfer

Equipment transfers are recorded whenever the location or status of a unit of equipment changes. Newly purchased equipment can be brought into use, damaged equipment can be moved to a yard, or equipment can be moved from one job site to another.

Equipment transfers are recorded whenever the location or status of a unit of equipment changes. Newly purchased equipment can be brought into use, damaged equipment can be moved to a yard, or equipment can be moved from one job site to another. To transfer equipment, navigate to [g] Equipment, then [c] Equipment Transfer Entry.

The list defaults to show the active, current transfers.

To add or change a transfer, go to the Details tab.

This transfer moves an air compressor from the Strathcona project to the Sidney Space Centre.

Activity

Valid types of transfer are:

• ‘E’xchange — the equipment is to be physically exchanged with a replacement. This will primarily be used with rented equipment but can also happen with owned equipment. (The latter case will normally occur when an hour meter must be replaced/reset.)
• ‘I’ncoming — the equipment is newly acquired (either as a purchase or a 3rd party rental).
• ‘O’utgoing — the equipment is being got rid of (either disposed of or returned to the 3rd party renter.)
• ‘J’ob— the equipment is being moved to a new job/area/centre. (A job transfer can also leave the equipment at the same job – this is usually done to change the status of a piece of equipment.)
• ‘Y’ard— the equipment is being moved to a yard.

status

• ‘U’sed.
• ‘N’ot used.
• ‘S’tandby.

from company

the company from which the equipment is being transferred.

from yard

the yard from which the equipment is being transferred.

from job

the job from which the equipment is being transferred.

to company

the company to which the equipment is being transferred.

to yard

the yard to which the equipment is being transferred.

to job

the job to which the equipment is being transferred.

to area

the area to which the equipment is being transferred.

to centre

the centre to which the equipment is being transferred.

job contact

name of the contact person for the given to job.

requisition

client requisition number (if any).

sender

person who physically transferred the equipment.

receiver

Abio ID of the person who received the equipment. (See action conFirm.)

received

date that the equipment was received.

SKU

Stock Keeping Unit.

serial #

serial number of equipment being transferred (if applicable).

meter hours

meter reading of equipment. For non-zero entries, this meter reading must be strictly increasing over time when compared against other transfers and timesheets. (Note that Exchange transfers may cause the meter reading to be reset to a lower value.)

in meter hours

meter reading on the replacement equipment of an Exchange transfer.

contract

contract # (for rented equipment).

client

Client to which the equipment will be billed.

kilometers

odometer reading of the equipment at time of transfer.

Billing

The Billing action on this screen creates invoices between companies. This type of billing is used when you’ve set up a company to manage the equipment used within your family of companies. We look at the benefits of isolating corporate assets as a legal entity separate from your other operations in our lessons on running multiple companies.

If you’re working in the set of books that is responsible for purchasing and maintaining equipment for your family of companies, you’ll want some revenue to balance the expenses you incur in maintaining your fleet. The Billing action will create accounts receivable invoices in the company that owns the equipment, and accounts payable invoices in the companies that use your equipment. Abio knows which companies are using your equipment, because you created transfers between companies. Those companies will be recorded on the equipment unit as the operating company.

Let’s look at a transfer between a company that owns equipment and one that will use that equipment on a job.

In this example, we’re transferring an Air Breaker to our sister company, West Side Contractors. We can override the 28 day rate, but we’ll leave it at $2,000.

We’ve registered the transfer, let’s bill West Side for using our Air Breaker. Select the Billing action on the Equipment Transfer Entry.

Abio prompts you for details of how to invoice West Side.

invoice no

invoice number on which the equipment was billed.

item

invoice item on which the equipment was billed.

date

date of the invoice on which the equipment was billed.

billing start

start of the billing period.

billing end

end of the billing period.

28 day rate

Special 28 day rate for this equipment for this job.

days

number of days in the billing period.

amount

amount of the billing.