When a contract or items within the contract are being off-hired, Syrinx allows you to mark these items as either Lost or Damaged.

Topics included in this article

Marking Items as Lost or Damaged

Completing the Loss/Damage Note

Printing and Notification

Confirming and Invoicing

Configuration Notes

Troubleshooting

Marking Items as Lost or Damaged

1. During off-hire, mark the relevant items as Lost or Damaged.
   • Lost items will appear on the off-hire note as not returned, showing a quantity of zero in the “Qty Returned” column.
     
         
     
        
2. Continue with the off-hire and, when ready to proceed with the Loss/Damage note, confirm the off-hire.
   • An information alert will appear indicating that a Loss/Damage note will be created.
     
     
     
3. You can view all unconfirmed Loss/Damage notes that have been raised by going to Loss/Damage Unconfirmed.
   

Completing the Loss/Damage Note

• Lost items:
  The Loss/Damage note will automatically input the replacement cost of the item if a cost is set against that fleet item.
• Damaged items:
  You will need to manually enter any parts and labour costs related to the repair.
  
     
  

Printing and Notification

When printing the note, you can choose to include a Notification Letter.

This template can be customized in Syrinx Configuration > Documents > Loss/Damage.

Confirming and Invoicing

• Once the notification or advice note has been issued to the customer, you can confirm it.
• If the invoice type is Now/Account or Now/Cash, you would normally print or email the invoice to the customer before confirming.
• For CASH invoices, you may also enter payment information at this stage.
• You can still print the invoice after confirming if needed.
• Confirmed notes will be ready to batch within Invoicing, or you can choose Account Now to invoice immediately (the invoice will appear in your print options).

Configuration Notes

The settings that determine how Loss/Damage notes behave are configured in Syrinx Configuration > Documents > Loss/Damage.
     

1. Each Loss/Damage Type has an associated Advice Note Type.
   This mapping controls which Note Type is used when a Loss/Damage note is raised.
2. You can also configure the following for each Loss/Damage Type:
   • Nominal Code
   • Tax Code
   • Title
   • Text
   • Is Damage Note? — This setting controls whether or not stock levels are reduced when the note is confirmed, where lines on the note contain stock numbers.
     • If this option is enabled, stock levels will not be reduced when confirming a Loss/Damage note.
3. The configuration form does not include an Add button.
   • To add a new Loss/Damage Type, click the right scroll arrow to the end and then again.
   • There is also a no Save button — selecting Close performs validation and saves the changes.

Troubleshooting

Can’t change the Note Type on the Loss/Damage note?
This is expected if the selected Loss/Damage Type is mapped to a specific Advice Note Type.
To use a different Note Type, choose a different Loss/Damage Type that is mapped accordingly, or create a new one with the desired mapping.
  

Stock levels not reduced after confirming an Advice Note?
Check the Is Damage Note? setting. If it is enabled, stock levels will not be reduced for that note.
   

Need multiple Note Types available?
Create separate Loss/Damage Types for each Advice Note Type you want users to select.
   

Access or permissions issues:
If users cannot see or select the Note Type or Loss/Damage Type options, ask your system administrator to review user roles and permissions.