Leasing Record window opens by clicking the New option. General record info, such as start/end date and asset information is entered in this window. The following information is recorded:
No: The tracking number of leasing number. It is an alphanumeric field. Records are listed according to their number. Slip no field is mandatory.
Description: The description of Leasing record is entered in this field.
Organizational Unit: Refers to organizational unit of leasing record. This field is mandatory. It is used to associate company of the relevant record to one of the organizational units. The defined organizational units are listed and the relevant unit is selected.
Department: Department refers to one of the activity or activity groups of a company that are separated in terms of organization. This field is used to associate leasing record to one of the defined departments of the company. The defined departments are listed and the relevant department is selected.
Auxiliary Code: A secondary alphanumeric field used to group records and definitions. The length of this field is 10 characters long. The Aux. Code is used to classify records by company specific criteria. The Auxiliary Code can be used as a filter in reports. For effective reporting, company requirements must be considered while assigning auxiliary codes. Auxiliary codes are defined in the System Settings module. Auxiliary codes can also be defined over the Aux. Code field located on the definition record. Information entered in the Auxiliary Code field does not necessarily have to be an auxiliary code defined in the system.
Authorization Code: Used to define detailed authorizations. The string is 10 characters long. Each user may be authorized to use different records depending on job definitions. Authorization codes are defined in the System Settings module. Records are encrypted according to the information provided on the Auth. Code field so that only the users who log in with the specified authorization code can access and process the records. Authorization codes can also be defined over the Authorization Code field located on the definition record. Cards are encrypted according to the authorization code and only the authorized users can access to the relevant records.
Start/End Dates: Refers to the start/end dates of the proposal and contract transactions of leasing record.
Asset List
Information of the relevant assets required for leasing are entered under this tab.
Type: Asset categories are listed in Type field. The options are Real Estate, Transport Vehicle, Equipment and Other Asset.
Code: Asset code of leasing record. According to the asset type selected in Type field, the relevant asset in "Unavailable" status of which procurement type is Leasing, is selected.
Description: Asset description of leasing record. When asset code is entered, asset description appears in this field automatically. Asset can also be listed in this field; a new asset can be selected.
Quantity: Allocation quantity for the assets in Other Asset category is specified in this field. For assets in the other categories with material relation, material unit info appears in this field and it cannot be changed.
Unit: When the type is selected as "Other Asset", the main unit appears by default, however the other units can be selected when required.
Description: A description for the transaction in line is entered in this field.
After entering record information, the status of leasing record is changed from Draft to Approved by using the Change Status option in Leasing Records browser.