Leases - edmozley/freeitsm GitHub Wiki
Leases
Assets → Leases (3.5.0) keeps your lease agreements and answers the question that matters at the end of one: which machines go back, who has them, and where are they?
Before 3.5.0 a lease was just two dates on each asset (Warranty and lease alerts). Those dates are still there, and everything that reads them still works. Leases add the agreement above them.
The pieces
| What it is | |
|---|---|
| Lease | The agreement: its name, the agreement number, the leasing company (from your suppliers), the cost centre it is charged to, the notice period the leasing company needs, an optional contract in Contracts that it sits under, notes, and documents (attach the signed agreement). |
| Schedule | A group of kit on the agreement with its own start and end dates and cost (per month, quarter, year or the whole term, in any currency), schedule number and order number. One agreement can cover ten laptops from January and ten monitors from March, so each gets a schedule. A new lease starts with one, which is all most leases need. |
| Asset on a schedule | The asset, its outcome, and its own dates if they differ from the schedule's. |
Dates follow the schedule
Put an asset on a schedule and its Lease starts and Lease ends dates fill in from the schedule. Change the schedule's dates and every asset still out on it follows.
Keeping one asset longer. Change the lease dates on that asset, either on the asset itself or with the pencil on the lease. They become its own dates, marked Own, and the schedule no longer moves them. The rest of the schedule is untouched. Clear them, or type the schedule's date back in, to follow the schedule again.
Because the asset's own dates are kept in step, the asset panel, the Lease ends column in Assets → Table, the Watchtower lease card and the Calendar's Lease ends entries all stay right without any extra setup. A machine that has gone back (every lease row it has is Returned, Bought out or another closed outcome) keeps its dates as a record, but drops out of the Watchtower lease card and loses its Lease ends entry - from 3.6.0; before that, returned machines kept counting.
Outcomes
Each asset on a lease has an outcome. The starting list:
| Outcome | Counts as |
|---|---|
| On lease | Still on lease (new assets start here) |
| Extended | Still on lease |
| Returned | Finished with |
| Bought out | Finished with |
"Still on lease" outcomes count towards Due back. Moving an asset to a "finished with" outcome records the day (today, unless you give another). Its lease dates are then left alone, as the record of what happened, and it can go on another lease.
Rename, add to, reorder or switch off outcomes in Assets → Settings → Leasing. The list is shared by every company, so on a multi-company install only someone who can see every company can change it. An outcome in use cannot be deleted: switch it off instead.
Remove (the ✕ on a lease) takes an asset off the lease altogether, for mistakes. If it went back to the leasing company, set its outcome to Returned instead so the record stays.
Due back
The Due back tab lists every asset still out on lease whose lease ends in the next 30, 60, 90, 180 or 365 days (or everything still out), soonest first, with who holds it, where it is, the lease and schedule, its end date and the last day to give notice. Overdue ones are always shown. Export downloads the same list as a CSV for the collection.
Notice reminders
When lease alerts go to the Calendar (Assets → Settings → Expiry alerts, Lease set to Calendar or Both), each schedule with something still out on it also gets a Lease notice entry on the last day to give notice: the end date minus the lease's notice period. It sits in the same Lease category as the end-date entries.
Companies
On a multi-company install a lease belongs to one company, and the list follows the company switcher like Assets does.
- Only that company's assets can go on it, and only its cost centres and contracts can be linked.
- A lease with assets on it cannot move to another company.
- An asset that is out on a lease cannot move to another company until it is returned or taken off.
An asset can be out on one lease at a time.
Where it shows on an asset
The asset's Financial tab shows On lease: … under the lease dates, linking to the lease, and says when the asset has its own dates. After it is returned it shows Was on lease: … with the outcome.
For how it is built, see Leases — Developer Guide.