A customer needs a special tool for the weekend, the neighbouring business needs your engine support bridge, a subcontractor is working on site – with Lending to third parties you issue tools to people who have no access to Tulz. The borrower signs a loan agreement that records the deposit, loan fee and return date, and Tulz sends a reminder if the tool does not come back on time.
Lending
- Loans → Lending to third parties → Lend to third parties – or More → Lend to third parties on the tool page.
- Scan or type the inventory numbers, one per line. Cases and tool trolleys issue their contents too.
- Borrower: name, plus company, phone, email and address as needed, Purpose (vehicle, job) and ID shown – only the tick is saved, no ID number.
- Agreement: Return by, deposit, loan fee (none, flat rate or per day or part day), Responsible in the business – this employee receives the reminder – and the language of the loan agreement (German, English or Italian).
- The borrower signs on the tablet or phone. Without a screen: tick Signature on paper and print the loan agreement afterwards.
- Lend. If an email address was entered, the borrower receives the loan agreement as a PDF. If a tool is already reserved for someone else during the loan period, Tulz names the reservation instead of lending it.
The tools are then on loan as usual – in the loan list, on the overview and on the tool page the borrower is shown instead of the employee, marked “external”. Qualifications and induction records are not checked when lending to third parties; the selected employee remains responsible.
The loan agreement
Each loan agreement gets a number (VL-0001, VL-0002 …). The page shows the borrower, the agreement, the fee accrued so far, the signature and the tools with their value. Print loan agreement and PDF output it in the selected language – with the terms of loan and fields for signatures on issue and return. Extend sets a new return date for all open items.
Return and settlement
- On the loan agreement, tick the tools that have come back, choose the condition (“Defective” creates a damage report) and click Book return. Partial returns are possible.
- Once everything is back, the loan agreement shows everything back – settle: deposit refunded in full, partly or fully retained (with a reason), the loan fee – suggested according to the agreement – and Loan fee paid.
- Settle and close.
Reminder when it is late
If the return is overdue, the tool crib and the foreman receive a notification every day, and the menu shows the number of overdue loan agreements. If an email address was entered, Tulz sends the borrower a reminder with the loan agreement as a PDF between 7 am and 8 pm – at most three times, at least three days apart. Send reminder sends it straight away.
Terms of loan
Short terms in German, English and Italian are supplied: ownership, condition on return, liability up to the replacement value, no passing on, offsetting the deposit. Enter your own terms under Settings → Lending to third parties – they then appear on every new loan agreement. If in doubt, have your own terms checked by a lawyer.
Data protection
Tulz automatically deletes the phone number, email, address and signature twelve months after the loan agreement was closed; the name, tools and amounts remain as a record.
Who can lend
Everyone with the right Issue and return for all employees – tool crib, foremen and administrators.
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