Equipment Dealers & Rental

Decides what spare parts to hold, where, and in what quantity, then converts that plan into Purchase Requisitions and consolidated Purchase Orders on OEM and aftermarket suppliers. Planning parameters are set against the OEM actual delivery performance rather than quoted lead times, because spare parts supply reliability is a documented pain point across the equipment rental industry. The period inventory health review - obsolescence, surplus and branch imbalance - closes the loop and protects working capital.

Converts a won machine deal into a released Customer Order in IFS Cloud and settles the trade-in leg of the transaction. Release drives the credit check and creates the supply demands in Purchasing and Manufacturing, while the incoming trade-in unit is taken in against the customer acting as a supplier so its serial identity and acquisition cost land in used-equipment stock. Reservation, shortage resolution, order confirmation and any staged or milestone billing complete the order before delivery.

Sells and issues spare parts to trade and retail customers and to the workshop, identifying the correct part from the machine build, checking availability across branches, and fulfilling from stock or by back-order on the OEM. Parts availability at the point of repair is the primary driver of workshop turnaround, so counter and workshop demand must see the same stock picture in IFS Cloud. Back-order management, emergency machine-down orders, cores and returns are handled as first-class parts of the process rather than exceptions.

Moves a delivery-ready machine from the dealer yard to the customer site and formally transfers responsibility. The Customer Order line is reserved, picked and shipped, and for rent-out lines a Mobilization Code on the sales part creates the mobilization Work Order and Work Tasks at reservation. Delivery of the serialized part establishes the object at the customer and sets the customer warranty valid-from date, after which operator familiarization, the signed handover pack and either invoicing or rental start close the process.

Prepares the allocated unit for hire and physically releases it to the customer site in IFS Cloud. The mobilisation work order raised at reservation is executed, the pre-delivery inspection records the condition baseline that later damage recharge will be measured against, and the rental customer order line is then picked and delivered exactly as a normal customer order line. Delivery triggers the start of the chargeable rental period, either automatically from the planned rental start or actual ship date and time, or manually from Manage Rentals.

Plans and executes the movement of fleet between depot, customer site and workshop. IFS Cloud Shipment groups delivery and collection demand by receiver, address, ship-via and delivery terms, and consolidated shipments represent a single vehicle departure with transport capacity, route, forwarder and load sequence. Mobilisation work orders, shipping documents and the freight booking message are produced from the same flow, and delivery starts the rental clock.

Establishes the binding commercial hire agreement in IFS Cloud by converting the accepted quotation into a rental Customer Order line, which creates the rental record and rental number that governs the entire hire. Terms fixed here — rate, discount, chargeable days, date exceptions, transaction generation schedule, ownership and rental mode — drive every downstream rental event, transaction and invoice. Contract documentation covering damage waiver, deposit and liability is attached to the order and issued for customer acceptance.

Allocates a specific physical unit from the rental fleet against a released rental contract line in IFS Cloud and reserves it for the contracted hire window. Reservation may be automatic, which only reserves parts matching the ownership on the order line, or manual, which allows either Company Rental Asset or Supplier Rented units to be selected. Where own fleet is short the line is sourced from another site by internal or external purchase transit or escalated to re-rent, and reservation of a serialised unit can automatically raise the mobilisation work order.

Terminates the chargeable hire and returns the unit to available stock in IFS Cloud. The return is initiated from Manage Rentals, which creates a Return Material Authorization showing what was delivered on the rental line but not yet received, and the physical unit is then received through Register Arrival. The rental period is ended either automatically at receipt by defining a rental end date and time on the return line or manually with End Rental, and a demobilisation work order is raised at rental return into inventory where the sales part is configured for it.

Quantifies loss, damage and excess usage found at check-in and recovers the cost from the hirer in IFS Cloud. Check-in findings are compared against the pre-hire condition baseline, the repair is costed through a work order, and the recoverable element is raised as sales lines that IFS Cloud can invoice alongside the rental lines for the same contract. Disputed claims are negotiated, settled or written off, and the outcome feeds the damage waiver and rate review.

Measures how hard the rental fleet works and what it earns, combining time (physical) utilisation, financial (dollar) utilisation and achieved rate against list rate. In IFS Cloud the data source is rental events and the rental transactions generated from them, which carry chargeable days and revenue per unit. Output drives re-fleeting, redeployment, rate-card and de-fleet decisions.

Governs the workshop activity between receiving a machine from the OEM and releasing it as delivery-ready. The unit is received against the Purchase Order and registered as a Part Serial and Serial Object carrying the supplier warranty from the PO line, then a PDI Work Order with model-standard Work Tasks drives fluids, safety checks, firmware level, dealer-fitted options and attachment fitment. Inspection measurements and the signed checklist are held against the object, and a failed unit is either rectified and re-inspected or quarantined.

Ensures every item of lifting equipment and every lifting accessory in the fleet holds a valid thorough examination before it goes on hire. Examinations are scheduled from IFS Cloud PM Actions at the statutory intervals, carried out by a competent person independent of routine maintenance, and the written report is recorded against the Equipment Object with examination date, next due date and any defects. Units that fail are withdrawn from service.

Keeps the rental fleet serviceable by building PM Plans of calendar, event and condition driven PM Actions per equipment type, each carrying its work list, materials, competencies and resources. Work orders generated from those PM Actions are scheduled into workshop capacity around forward hire commitments, and a Demobilization code raises inspection work automatically when a unit returns from hire.

Turns machine telematics into maintenance demand. Hour meters, fuel data, fault codes and location are ingested from OEM and third-party providers over the ISO 15143-3 (AEMP 2.0) fleet data interface and posted as measurements against IFS Cloud Equipment Object parameters. When a measured value falls outside acceptable limits, the connected PM Action generates a Work Order automatically.

Manages the second life of a machine after trade-in, end of rental life or end of lease. The unit is appraised against its Serial Object history — hours, meter readings, work order history and damage records — and given a disposition of retail refurbishment, wholesale, parts recovery or scrap. Refurbishment runs as a Work Order or Shop Order that accumulates reconditioning cost onto the unit, after which it is re-certified, published as a used Sales Part with a used-equipment warranty and remarketed.

Bills the recurring hire charge across the life of the rental in IFS Cloud. The customer invoice for rentals is based on rental transactions rather than deliveries, so the Generate Rental Transactions job must run before invoicing and a single rental order line can be invoiced many times throughout the hire. The transaction generation schedule on the order line drives the transaction end date and the planned invoice date, and rental lines can be consolidated onto the same invoice as other order lines.

Moves an approved fleet investment from capital request through purchase order receipt to a capitalised Fixed Asset object in IFS Cloud. The same physical machine is registered as a serialised Equipment Object carrying technical data and meter parameters, and flagged as a Company Rental Asset so it can be reserved and delivered on rental customer orders. Establishes the acquisition value, depreciation book and the financial-to-operational asset link that every later fleet process depends on.

Retires a unit from the rental fleet and converts it to cash. Covers the de-fleet decision from age, utilisation, maintenance cost and residual value, disposal approval, sale-prep refurbishment, the chosen sale channel, and the Fixed Asset disposal posting that recognises gain or loss against net book value. Compliance records must travel with the machine when it leaves the business.

Gives dealer and rental customers a self-service view of the fleet they own or hire, backed by IFS Cloud master data. The portal publishes the customer entitled Serial Objects and Equipment Objects with their rental dates, maintenance schedule, open work orders, documents and invoices, and accepts self-service transactions such as service requests, off-hire and extension requests and parts orders. Submitted requests are validated against entitlement and warranty before being turned into a Work Order, Customer Order or rental event, with status published back to the portal.

Books technician hours to the Work Task rather than the day, classifies every hour by charge type, and accumulates labour, parts and sublet cost on the Work Order so job margin is visible before invoicing. The classification drives both the customer invoice and the OEM warranty recovery, so it is the control point for service department profitability. Output is the standard dealer scorecard - technician efficiency and productivity, labour recovery and service absorption - benchmarked against AED peer data.

Covers rental demand that own fleet cannot satisfy by renting the equipment in from an external or internal supplier, which in IFS Cloud is the Rent In process embedded in the procurement cycle. Purchase requisitions, purchase orders and change orders carry a Rental Part Line tab with the planned rental dates and duration, arrivals set the ownership to Supplier Rented with the PO header supplier as owner, and supplier invoices are matched against the generated rental transactions. Sub-hire returns and exchanges are driven from the same Manage Rentals page as the outbound hire.

Turns the released Work Order backlog into a executable workshop plan by matching Work Tasks to qualified technicians and physically suitable bays, gated on parts readiness. IFS Planning and Scheduling Optimization can drive dynamic re-optimisation across the day where volume and volatility justify it. The process protects the two scarce assets in a dealer workshop - certified technician hours and heavy bay capacity - and is where promised turnaround times are won or lost.