Assets / Asset Portal / Equipment
Assets / Telecom Assets / Telecom Management

Tracking Leased Equipment

Rather than purchase equipment, many companies choose to lease it. It is important to track leased assets for several reasons:

• Tracking lease information provides a list of assets whose leases are due to expire, so that you can plan for the items' return or lease renewal.
• A lease may specify service obligations for the lessee and lessor; tracking such information may be vital to the operation of the leased asset.
• If there are concerns about a leased item, lessor contact information should be readily available.
• Lease payments need to be regularly made, and those payments should be included in cash-flow analyses of furniture and equipment inventory expenditures.

Define Leases and Lessors

First, you must develop data about your leases and the parties from whom you rent items--lessors. Once you develop this data, you can associate equipment assets with leases. Data on the company from which you rent items is stored in the Lessors table. You can assign multiple leases to one lessor.

Use these tasks to define your leases and lessors:

View and Edit Lessors

The Lessors table stores data about the party from whom you lease items. The Lessor Code field uniquely identifies each lessor and all other fields provide descriptive information about the lessor.

View and Edit Leases

The F&E Leases (ta-lease) table contains fields for specifying the start and end date of the equipment lease, as well as options to renew or cancel the lease, and to retain the leased items. Lease Code uniquely identifies each equipment lease. When you associate a Lease Code with an equipment item, the Lease Code is stored in the Equipment table's Lease Code (eq.ta_lease_id) field.

Use the Lessor Code field to assign the lease to a record in the Lessors table. You can then view the relationship between lessor and leases with the "View Lease by Lessor" task.

View Leases by Lessor

Use this task to view the leases for each lessor. You can use the view's buttons to: 

• Remove one or more leases from an existing lessor
• Reassign a lease from one lessor to another. For example, a company that holds a lease might sell it to another company during a merger, or just sell the lease to another financial institution.

Assign Leases to Equipment

Once you have your lease information defined, you are ready to associate the leases with your leased equipment. For large and expensive equipment items, such as a chiller or an MRI unit, you will likely have one lease that covers just this equipment item. For typical office equipment, such as PCs, printers, and copiers, one lease may cover several items.

Use the View Equipment by Lease task to manage your leased equipment. In the left pane, you select the lease to work with . The top right pane shows equipment items already assigned to this lease; the bottom right pane shows equipment items without a lease assignment. Note that the panels include XLS buttons so that you can export lists of your leased and unleased equipment to Excel.

Add one or more pieces of equipment to a lease

Suppose you have just received a delivery of leased equipment and have entered it into the system. You now need to note that the equipment is leased.

In the left pane, select the lease covering the equipment. In the bottom pane, select all equipment items covered by this lease and not yet assigned to it. Click the Assign button, and the system assigns it to the selected lease by removing it from the bottom pane and including it in the upper pane.

Remove one or more pieces of equipment from a lease

Situations might arise in which you need to remove an item from a lease. For example, at the end of the lease period for a copier, you decide to purchase it. In this case, you need to unassign the item from the lease.

In the top pane, select the leased item. Click the Unassign button. The system clears the Lease Code field and moves the item from the top pan to the Available Equipment pane. You may now wish to run the Adding Equipment task and complete the Purchase Date and Purchase Price field.

Reassign a piece of equipment from one lease to another

A lease may expire but you retain the equipment item and cover it under a different lease. In this case, you can reassign the equipment item to the new lease.

In the left pane, select the existing lease.

In the top right pane, select all the items covered by this lease which need to be assigned to a new lease. Choose the Reassign Equipment item and the system presents a pop-up form with your equipment leases. Choose a new lease from this form, and the system updates the Lease Code field of the selected items with the new lease.