OPEX provides for the management of loan items/equipment using the Collection Note function.


The following steps are suggested.



Issue the items to an Officer / Location using the standard Requisition Process


Or if the requisition has already been issued find the existing requisition header in the main Requisitions screen.


Use the Add Collection Note Action and enter the date that items should be returned (the date will default based on the system configuration ("RQ","Default Return Date") or 30 days if not set.) and a reason code. The reason code will default to the reason code on the requisition header or the configuration setting ("RQ","Default Comment Code Collection").



This will create a collection note that matches all of the requisition lines. You can delete and modify the collection note lines if required, including adjusting return by date on specific items.You can also add Notes by Editing the line.


You can also manually create a Collection Note for a Officer or Location if no requisition exists.




Issue the Collection Note


This will automatically send an email advice to the Officer / Location if an email address has been added for that Officer or Location. 


The Notes tab will also contain an entry recording the email issue.



Track the Returns


You can use the Requisitions > Collections > Outstanding Lines screen to see collections that need to be returned. 


Use the view Overdue to show lines that have passed the Return Date. You can also filter the Requisitions > Collections screen to show Issued and Overdue collection note headers by changing the selected View.


An email reminder can be sent from these screens, which will also allow adding additional email addresses if escalation is required.