There are two ways to run EoM in VIPER Metrics, from the "End of Month" Tab or from the Asset hire in the "Hire Register" under the "Hire" stage, however we recommend utilising the first option.
Note: You will require the "Edit EOM" User permissions.
From the End of Month Tab:
From the End of Month Tab:
Begin by navigating to the "End of Month" tab, under the Asset Hire dropdown.
Ensure the correct date range is reflected in the toolbar.
Select the “Period End” Date for the relevant Hire and Asset.
Tip: If the Period End date is not the final day of the month, this is because the Hire has an Operational Calendar date set for its invoicing period.
From Asset Hire Line:
From Asset Hire Line:
Begin by navigating to the "Hire Register" tab, under the Asset Hire dropdown.
Use the filters across the top of the page to find the hire you are looking for.
Scroll across to the "Hire" section of the Asset hire, and click on the "EoM History" button.
The following screen will appear with the EoM history for this Asset,
Filter according to desired date or click on the "Period End" date further down the page.
Tip: If the Period End date is not the final day of the month, this is because the Hire has an Operational Calendar date set for its invoicing period.
Enter the start and end SMU readings for this Asset,
Noting that the boxes below this display the most recent readings and their source. To update the field quickly, simply click on the SMU reading you want to apply.
Note:
VIPER will automatically prefill these fields with the most relevant SMU readings it has, you can edit these if needed.
If EoM was run for this Asset last month, the start SMU will be the end SMU from the previous month and shouldn't need to be changed.
Once the correct SMU information is confirmed, click on the "Calculate EoM" button to generate the automatic End of Month calculations.
Any "Hire Notes" will show below the SMU readings.
Following this a summary of all the hire information will show, ensure all this information is correct.
Notes relating to the Purchase Order (PO) that is assigned to this hire will appear in the next section, note, there maybe no notes.
In the case that the Asset experienced an "Out of Service" Event, this will be outlined before the invoice line items.
Note: The aspect of an Event that will affect invoicing is under the “Stand Down” column.
Remember, 0% Stand Down means this downtime was charged at 100% the normal rate. 100% Stand Down would mean during this Event period, the Asset is chargeable at $0.
The invoice lines will display the charges broken down into; PO number, QTY, Value ($), Total ($), Cost Code, Add to invoice and Hire Charges. If any of the line items need amending, edit the necessary column.
How the invoice lines are broken down will depend on whether pro rata is required, if there is a schedule of rates, or if a PO has exceeded its limit. See below for an example of each.
If Pro Rata is required:
If Pro Rata is required:
This may be the case if the Asset was On Hired mid-month, or if there is an Out of Service event with a stand down percentage.
The breakdown of this information will be visible in the summary blocks, and in the line item’s description.
If a Schedule of Rates applies:
If a Schedule of Rates applies:
The breakdown of steps will be outlined in the second column under the Grey Summary Box.
This Asset did 251 Hours over this EoM period. We can see the number of units charged at each rate under the third and fourth column.
The EoM lines will show as follows.
If PO limit was exceeded:
If PO limit was exceeded:
An additional line item will appear on the invoice, prompting you to retrieve an additional PO from your Client to cover the exceeded costs.
If additional charge lines are needed, select the "+ Charges Line" button.
An additional line will be added.
Add the relevant information; Description, PO number, QTY, Value ($), Cost Code.
The total value will now reflect all charges for this invoice.
If Xero is set up and successfully connected, follow the steps below:
If Xero is set up and successfully connected, follow the steps below:
Once you have ensured that the correct "Cost Code" has been added to each line item, select the "Add to Invoice" checkbox for each item to be included in this invoice.
See the article below to set up cost codes.
Tip: Ensure only line items that are hire charges have the "Hire Charges" checkbox ticked.
Now, select the correct Xero Tracking option from the dropdown.
VIPER will flag if there are any problems with the information or confirm if all the information adds up correctly. See examples below.
VIPER will flag if there are any problems with the information or confirm if all the information adds up correctly. See examples below.
Once all the information has been reviewed and confirmed, scroll to the bottom.
Tip: An optional step is to add a “Memo” or a “Memo Colour”. These act like a highlighted cell or cell comment in excel.
Now, select the tick at the bottom to save.
You will be able to see all the fields completed for the EoM row. Use the Grey bar to scroll from left to right.
Tip: Your columns may look different to the above. To rearrange columns, select this icon from the toolbar.
