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Hire Orders
Handling Breakdowns
Record and manage equipment breakdowns during hire.
Overview
Breakdowns manages equipment repair situations when rented items break down or become damaged during hire.
What is a Breakdown?
A breakdown is recorded when:
- Rental equipment fails or malfunctions
- Equipment is damaged during use
- Items require repair or replacement
Breakdown vs Off-Hire
| Breakdown | Off-Hire | |-----------|----------| | Equipment needs repair | Equipment being returned | | May stay with customer | Equipment collected | | Tracks repair process | Ends rental period |
Raising a Breakdown
Step 1: Access
- Navigate to Manage > Hire Records
- Find the affected order
- Click menu (⋮) > Raise Breakdown
Step 2: Select Items
- Check items that have broken down
- Enter affected quantity if partial
- Add Breakdown Description
- Click Next
Step 3: Configure Costs
- Estimated Repair Cost
- Who Pays: Customer, Supplier, or Absorbed
- Cost Notes
Step 4: Send Notifications
- Email customer about breakdown
- Email supplier about breakdown
- Include cost details (optional)
Breakdown Status
| Status | Meaning | |--------|---------| | Pending | Awaiting action | | In Repair | Work in progress | | Repaired | Complete, awaiting verification | | Completed | Fully resolved | | Cancelled | Cancelled |
Actions
- Mark as Repaired: Enter repair date and final cost
- Complete: Close after verification
- Cancel: If raised in error
- Partial Repair: When only some items fixed
Best Practices
- Report breakdowns immediately
- Document evidence (photos, witnesses)
- Identify if customer or equipment fault
- Keep customers updated on progress