Lending and Returning an Instrument
Open an instrument's page and choose Lend to record who has it, when it is due back and what the hire costs. When it comes back, choose Record return . Photos at both ends make a record of its condition. This article is
Lending an Instrument
Only an available instrument can be lent. Open its page and choose Lend, then fill in:
- Student. Type at least two letters of their name and choose from the list.
- Lent from. Today unless you change it.
- Expected back by. The instrument shows as overdue after this date. If the item has a default hire period, a date is suggested.
- Hire charge. Choose how the hire is billed:
- No hire charge
- One charge when lent
- Each term (one charge for each billing term the loan covers)
- Every half year
- Every year
- Monthly
- Fee each time. The full amount of every charge. There is no pro-rating.
- Note (optional).
The dialog shows how many charges will be created and on what dates. All the charges are created straight away and wait for an admin to invoice them. See Invoicing equipment charges.
The Photo Check
Before the loan is saved you confirm what the instrument looks like now:
- If it already has photos, you are asked Do they still show how it is now? Choose Yes, these photos still show how it is now, or No, I'll add new photos for this loan.
- If it has no photos at all, you add at least one before you can lend it.
New photos are kept with the loan. Also use these as the instrument's photos is ticked by default, so they also become the instrument's own photos; untick it to keep them with the loan only.
While It Is Out
The instrument shows as On loan and cannot be lent again. After the expected date it shows as Overdue, on its page and in the item's list and Overview.
The Loans tab lists each loan with its status, its hire charges and its photos from when it was lent and when it came back.
Hire Money (Admins)
Admins also see three figures above the loans: Total hire collected, Invoiced, awaiting payment and Not yet invoiced. They are worked out from the instrument's invoices and the payments made against them.
Returning an Instrument
Choose Record return and fill in:
- Returned on.
- Condition now (optional). This updates the instrument's condition.
- Notes on its condition (optional).
- Photos as returned (optional). They are kept with the loan. Also use these as its photos is ticked by default; untick it to keep them with the loan only.
If hire charges are still to come, you are asked whether to Cancel the hire charges still to come. Only charges that are not on an invoice yet and are dated after the return are cancelled. Charges already invoiced stay.
Repairs
When an instrument needs fixing, choose Log repair at the top of its page (the Repairs tab then lists it):
- Reported on
- What is wrong?
- Where is it being repaired? (optional)
- Cost (optional): what the repair costs the studio
- Repairer's comments (optional)
- Before photos, if you have them
While a repair is open the instrument shows as In repair and cannot be lent. When it is back, choose Complete beside the repair and record the Completed on date, Condition now, the Final cost and any After photos.
To pass the cost on, choose Charge a student. The amount starts as the repair cost and you can change it. It becomes a charge waiting to be invoiced. A repair can be charged once.
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