Physical vs billed
Physical utilisation
Billed utilisation
Billed sits above physical when remaining-term invoices still run after collection.
Open utilisation01 · Today — desk home. Actions jump into the live work item.
W0010 · Wicklow County Council
Sites
Bill-to stays on the customer. Hire location is per site — required for invoice 310810.
| ID | Customer | Terms | PO | Open hires |
|---|---|---|---|---|
| W0010 | Wicklow County Council | 30 Days EOM | Required | 1 |
| D0042 | Dublin City Council | 30 Days EOM | Required | 14 |
| P0118 | Private hire — sample | 14 Days | Optional | 2 |
02 · Customers — one customer, many sites; bill-to ≠ hire location.
EXT 4159 · 10'×10' anti-vandal toilet
Collected in month 7. Occupancy off. Contract 8629 still bills to original end. Renewal cancelled.
Physical
Billed (8629 remaining term)
Contract 9104 · new hire
03 · Fleet — occupancy is not billing. Same serial can earn on remaining term and sit on a new hire.
| Quote | Customer | Site | Status | Monthly | |
|---|---|---|---|---|---|
| Q-7781 | W0010 Wicklow | Greystones South Beach | Accepted | €827.66 | Open |
| Q-7760 | D0042 Dublin | Ringsend yard | Sent | €1,240.00 | |
| Q-7712 | P0118 Private | Naas site | Expired | €390.00 |
04 · Quotes — raise from rate list; accepted quotes convert without re-keying.
Q-7781 · W0010 Wicklow County Council
Hire location: Greystones South Beach. Bill-to stays Whitegates. 12 month · monthly · 30 Days EOM · PO required.
| Serial | Unit | Month |
|---|---|---|
| EXT 4159 | 10'×10' anti-vandal toilet | €390.00 |
| EXT 4886 | 16'×10' toilet | €437.66 |
05 · Quote detail — convert inherits customer, site, serials and rates onto the contract.
| Contract | Customer | Serials | Term | On site | Billing | |
|---|---|---|---|---|---|---|
| 8629 | W0010 | EXT 4159, 4886 | 12 mo · to Feb 2027 | 4159 collected | Remaining term | Open |
| 9104 | P0118 | EXT 4159 | 6 mo · live | Yes | On hire | |
| 8510 | D0042 | EXT 2201–2204 | 24 mo · live | Yes | On hire |
06 · Contracts — early collection returns the unit; commercial term can keep invoicing.
Contract 8629
Assets
4159 can appear on contract 9104. 8629 still earns remaining months on that serial.
06b · Contract detail — collection ≠ close. Rehire is a new contract on the same serial.
Invoice 310810
Cust W0010 · Contract 8629 · PO 400327006
Wicklow County Council
Whitegates, A67 FW96
Hire location
Greystones South Beach Carpark
| Serial | Description | Period | EUR |
|---|---|---|---|
| EXT 4159 | 10'×10' anti-vandal toilet | 01–31 Aug | 390.00 |
| EXT 4886 | 16'×10' toilet | 01–31 Aug | 437.66 |
| Net | 827.66 | ||
| VAT 23% | 190.36 | ||
| Total | 1,018.02 |
07 · Invoices — calendar month in arrears, matching sample 310810. Draft → review → post.
Xero queue
Hire desk keeps working if Xero is down. Items wait here and post when the ledger is back. Hire desk cannot post — AR role only.
08 · Xero — contacts, invoices, credit notes out; payments back for aged debt.
By type
| Type | Physical | Billed |
|---|---|---|
| Anti-vandal toilet 10×10 | 78% | 96% |
| Toilet 16×10 | 84% | 98% |
| Office cabin | 81% | 95% |
Why they diverge
Physical = units on site ÷ fleet. Billed includes remaining-term contracts after collection. Gap is extra revenue, visible on purpose.
09 · Utilisation — own nav item; physical and billed are first-class.
Users
| Name | Role | MFA |
|---|---|---|
| Faisal | Hire desk | On |
| Laura | AR | On |
| Yard lead | Yard | On |
| Ray | Admin | On |
Roles
10 · Admin — named users, MFA, role separation. Hire desk cannot post to Xero.