Stand Downs (Overview)

You can record stand downs against a hire to track and deduct any period the equipment was not usable due to bad weather, maintenance, or other reasons.

To record a stand down against a hire:

1. Open a new or existing Invoice.

2. From the Options dropdown link just above the invoice items grid (below the Hired From/To dates), choose the Stand Downs option.

3. The Stand Downs List will appear, showing any stand downs already recorded on this invoice.

4. Click the +New Stand Down button to add a new stand down record.

5. Check the box to the left of the invoice line items you wish to stand down.

6. Enter a Start Date.

7. If the finish date is unknown, you can leave the Finish Date empty and enter this after the stand down is completed.

8. Enter the reason for the stand down and any notes at the bottom.

9. Click Save New to save the stand down record.

10. Close the Stand Down List to return to the Invoice page.

If you want to recalculate the Invoice Qty/Units based on the stand down deduction, you need to run Autocalc.

If you have the Maintenance module registered, the Stand Downs tab will display on the Invoice screen by default. However, you can always display the Stand Downs tab regardless by updating your User Sales Settings:

1. Go to Sales/Hire > Customer Overview.

2. Click the Cog button located under the + New Customer button.

3. In the popup, check or uncheck the option Show 'Stand Downs' tab on sales record screen as needed.

The invoice charges can be automatically recalculated by clicking the Autocalc link just above the Subtotal/Tax/Total area at the bottom right of the invoice page. The stand down period will be deducted from the overall hire period before the auto-calculations are performed.

For example, if the total hire period is 48hrs, and the stand down is 12hrs, then 12hrs is deducted to give a balance of 36hrs, which would typically calculate as 1.5 Days. Note that for 1/2 day stand downs, your Day Selling Unit must have decimal rounding enabled, otherwise, it will calculate to the nearest whole number.

The stand down will remain on the Reminders screen until completed, and will appear as Current Stand Down. You can choose to hide stand downs from the Reminders screen via the Options tab on the Reminders screen.

In the Reminders screen, click the reminder to open the relevant invoice. Click Stand Downs option from the invoice line Options drop-down to open the Stand Downs List for the invoice. Click the stand down to edit, tick the Completed box, then click Save Changes. Close the Stand Downs List or navigate to another screen via the menu strip at the top.

Stand Downs work by subtracting a period of time from the total hire period of an invoice before calculating the amount of time to charge for, i.e., the Billable Time.

Hire To less Hired From equals Hire Period. Hire Period less Stand Down Period equals Billable Time.

The Stand Downs tab appears on the Invoice screen based on specific conditions. This tab conveniently displays a total record count indicator and lists all Stand Down records related to the Invoice. The Add/Edit Stand Downs button within the tab is an alternative to the Options > Stand Downs menu.

If you have the Maintenance module activated and the Allow Maintenance user permissions enabled, the Stand Downs tab will appear by default. Otherwise, any user can display the Stand Downs tab via the following steps:

1. Go to Sales/Hire > Customer Overview.

2. Click the options cog button located below the + New Customer button.

3. In the User Sales Settings popup, check the setting Show 'Stand Downs' tab on sales record screen. The setting will be saved immediately, and you can continue to the Invoice screen where the Stand Downs tab should now be visible.