GSE Reservation

Definition

The reservation module has been created so that HiSERV can block GSE during ongoing negotiations with customers (offers to customers, change requests, etc.).

Important: Information about the rental or purchase price is not included in the reservation.

A reservation serves to inform other shareholders about the planned availability and location of GSE. It does not legally bind a customer to HiSERV and can be terminated by either party at any time. Nonetheless, successful negotiations typically result in a rental or sale agreement that details the price; in the event of disagreements however, items are released.

Example:

A customer wants to expand their fleet with rented GSEs and calls HiSERV.
They need three GPUs from February to July.
A salesperson searches the GSE calendar (Gantt chart of availability) for suitable devices that are available during that period and offers them to the customer.
At the same time, they create an open reservation in Hexagon for these devices and this period (but without pricing details).
If the customer is satisfied with the offer, they accept the offer. This converts the open reservation into a firm reservation.
If the customer rejects the offer, the reservation can simply be triggered to release the devices again.
A firm reservation is simply converted into a new or existing rental or sales contract, into which the usual cost information can be entered.

GSE disposal: When GSE reach the end of their lifecycle, they may be disposed of. To that end, a reservation may also be created and given a specific type (DISP). Once the disposal process is confirmed by HiSERV and other stakeholders, the reservation can converted, and all GSE included in it be decommissioned automatically. See this article on GSE Disposal.

Create a new reservation

When HiSERV is ready to send an offer to the customer, that corresponds to its needs, a reservation can be created in Hexagon.

To create a new reservation, open the reservation module:

Contract management > GSE Reservation

Procedure:

Steps to follow to create a new reservation (see screenshot below):

"New Record" ([+] symbol). A reservation number will be automatically created by the system after saving the entry.
Describe the reservation
"Status" should be "In preparation".
"Purpose": Select SALE or RENT or nothing (nothing = RENT)
"Customer": Select the customer number.
"Invoice Organization"; Select the company code located behind this Reservation.
"Start Date": Select the date from which the customer wishes to rent the GSE. For a sale, the start date is the desired handover date.
"End Date": Select the planned end date of the rental; for a sale, the date is not relevant.
"Location" Select the location of the customer, e.g., "BER"
"Future Tax Code," if known. It will be inserted automatically into the rental or sale contract after conversion (see below). If empty, the standard * code will be inserted into the contract.
Select "To Contract" or "New Contract" if it is to supplement an existing contract (e.g., 10410) or generate a new contract.
Go to "Reservation Items" tab

Add reservation items (GSE)

Once the reservation is created and an incomplete version is available (Status = In Preparation), items can be added to it via the following tabs: "Reservation Items", "Purchased GSE".

Note: if the reservation revision is already complete or approved, GSE cannot be added to it. Instead, a new revision must first be created.

Active (in-service) GSEs and purchased but not yet commissioned GSEs must be reserved via separate tabs, because of Hexagon factory settings.

A reservation must contain at least one active device, either delivered or in service. For this reason, an active dummy GSE was created to add it to the reservation line items and circumvent this limitation.

This dummy GSE is deleted immediately after the first GSE is delivered, as the reservation then contains an active GSE.

Cross-Company No. 99DUMMYGSE, Tag DUMMYGSE.

Procedure:

Steps to follow to add active (commissioned) GSE via the "Reservation items" tab (see screenshot below).

"Cross-Company No.": Enter GSE, or...
... multiple GSEs can be easily selected.
"OK"
"Purchased GSEs" tab

Steps to follow to add purchased (not commissioned) GSE via the "Purchased GSE" tab (see screenshot below).

"Cross-Company No.": Enter GSE, or...
... multiple GSEs can be easily selected.
"OK"
"Purchased GSEs" tab

Note 1: Purchased items are stored in a custom database table U5CONTRACTPURCHITEMS (pgs_) whilst Reservation items are stored in the standard table R5CONTRACTITEMS (cit_).

Note 2: Purchased items that are put in Service after reservation finalisation and confirmation (see below) will be automatically deleted from table U5CONTRACTPURCHITEMS via Flex Rule R5OBJECTS-70 Post-Update and moved to the tab "Reservation Items". In case of a discrepancy, Alert 10051 runs every night to correct it (see this article on Alerts and this article on Flex Rules).

Note 3: GSE information, such as Class, Plate Number, Location etc., that appear on both tabs "Reservation Items" and "Purchased GSE" are automatically updated every night via the Alerts 10052-10053 if any discrepancy is found (see this article on Alerts).

Finalise the reservation while waiting for customer approval

Once the reservation is complete, it can be finalised by changing its status to "Offer to Customer".

In principle, at this stage, the customer has received an offer from HiSERV contenting all of its requirements: dates, types and number of GSE, selection of actual GSE (if available), selection of GSE to purchase (if not available), etc.

Procedure:

Steps to finalise a reservation via the "Record view" tab (see screenshot below).

"Status" = Offer to customer
"Save"

At this stage, the reservation can no longer be edited. If any modification is necessary, a new revision must first be created.

All reserved GSEs now have the availability status "Openly Reserved" except if:

they are not included in currently active rental or sale contracts.
they are not included in an accepted reservation with start date in less than 30 days.
the reservation start date is in less than 30 days in the future.

Note 1: Reservation details displayed on the equipment (GSE) page are automatically updated every 8 minutes via the Alert 10036 (see this article on Alerts).

Confirm the reservation after customer approval

Once the reservation is finalised, it can be confirmed by changing its status to "Offer Accepted".

In principle, at this stage, the customer has approved the offer from HiSERV contenting all of its requirements: dates, types and number of GSE, selection of actual GSE (if available), selection of GSE to purchase (if not available), etc.

Procedure:

Steps to confirm a reservation via the "Record view" tab (see screenshot below). A new revision is not necessary.

"Status" = Offer accepted
"Acceptance date"; if not given, it will automatically be the date of status change.
"Save"

At this stage, the reservation can no longer be edited. If any modification is necessary, a new revision must first be created.

All reserved GSEs now have the availability status "Reserved" except if:

they are not included in currently active rental or sale contracts.
the reservation start date is in less than 30 days in the future.

Note 1: Reservation details displayed on the equipment (GSE) page are automatically updated every 8 minutes via the Alert 10036 (see this article on Alerts).

Convert a reservation into a contract

Once the offer has been accepted by the customer, the reservation can be converted into a rental or sale contract, either:

into a new contract,
or as an addendum to an existing contract.

Important: When the reservation is converted to a contract, only active GSEs (delivered or in service) are added. It is not possible to integrate purchased GSEs into a lease or sale contract.

Creating a new contract:

Converting to a new contract involves entering the reservation number and other data into the new contract. The customer, tax code, start and end dates, and contract location remain as entered in the reservation.

If the reservation has generated a new contract and a purchased GSE is put into operation, it automatically appears in the list of contract items. No further reservation conversion is required. The reservation therefore receives the status "Converted" and can no longer be edited nor revised.

Merging a reservation into an existing contract:

Merging a reservation into an existing contract, however, follows a different logic. The reservation number, description, customer, tax code, and contract location are no longer relevant after the conversion, as the contract data is retained. The start and end dates become the GSE start and end dates in the contract. Note that an incomplete contract revision must be present for this.

The conversion can occur in multiple steps if the reservation contains purchased GSE. After partial delivery of GSE, the reservation can be converted again. As long as the reservation contains undelivered GSE, the reservation status remains "Partially Converted". Each additional conversion requires a new revision.

Procedure:

Steps to convert a reservation via the "Record view" tab (see screenshot below). A new revision is necessary.

"Create new revision"
"Convert to contract"
Either “To contract” or “New contract” must be given
"Save"
"Status" = "Partially converted" or "Converted"

Depending on the values in the "Purpose" and "New contract" or "To contract" fields [Step 3], a new contract has been created or an existing contract has been amended -> "Contract management" tab.

All reserved GSEs keep the availability status "Reserved" except if:

the contract in which they were added to is approved and its start date is the current day or has passed.
they are not included in another currently active rental or sale contracts.
the reservation start date is in less than 30 days in the future.

After each conversion, the user must edit the contract to enter the relevant data for all GSE freshly added to the contract: start and end dates, cost definitions, etc.

Note 1: Reservations with status "Partly converted" that do not contain any more purchased items will be automatically "Converted". The full conversion takes place every night via the Alert 10047 (see this article on Alerts).

Note 2: If reserved purchased items are finally received after the end of the related customer contracts (the contract to which these items should have been added through a conversion), they will be automatically deleted from the database table U5ContractPurchItems via the Flex Rule R5CUSTOMERCONTRACTS-119 Post-Update (see this article on Flex Rules).

Edit a reservation after customer request

Once the reservation is finalised (status "Offer to Customer"), it can be edited again via a new revision with status "In Preparation".

In principle, at this stage, the customer has modified its requirements: new dates, types or number of GSE, selection of actual GSE (if available), selection of GSE to purchase (if not available), etc.

After creating the new revision, any information can be edited, including the selection of GSE. Items can now be removed or added to the reservation.

Procedure:

Step to edit a reservation via the "Record view" tab (see screenshot below). A new revision is necessary.

"Create new revision"

Important: as long as the new revision has the status "In Preparation", the previous revision remains active.

Once the new revision is finalised, it replaces the previous revision and all edits are now displayed on the GSE list.

Reject a reservation after customer rejection

Once the reservation is finalised, it can be rejected.

In principle, at this stage, the customer has rejected the offer from HiSERV and does not want to rent or purchase the offered GSE anymore.

Procedure:

Steps to reject a reservation via the "Record view" tab (see screenshot below). A new revision is not necessary.

"Status" = Offer rejected
"Rejected date"; if not given, it will automatically be the date of status change.
"Save"

All reserved GSEs now have the availability status "Free" except if:

they are not included in currently active rental or sale contracts.
they are not included in complete or approved reservations with start date in less than 30 days.

Note: Reservations with status "Offer to Customer" that have passed their end date will be automatically "rejected". The cancellation takes place every night via the Alert 10044 (see this article on Alerts).

Cancel a reservation if erroneous

Once the reservation is finalised but it contains errors or is no longer needed, it can be cancelled.

In principle, the cancellation takes place internally without informing the customer.

Procedure:

Steps to cancel a reservation via the "Record view" tab (see screenshot below). A new revision is not necessary.

"Status" = Offer rejected
"Save"

Tracking the reservation process: StartCenter reports (content)

The following Inbox reports are available to users based on their user groups and can be accessed directly from the StartCenter.

Open reservations -> HiSERV offer is available to the customer:

10.1: Incomplete reservations with the status "In Preparation."

10.2: Completed rental reservations with the status "Offer to customer"; the customer has not yet approved the offer. GSEs currently have the status "Openly Reserved."

10.3: Completed sales reservations with the status "Offer to customer"; the customer has not yet approved the offer. GSEs currently have the status "Openly Reserved."

10.4: Completed reservations with the status "Offer to customer"; the customer has not yet approved the offer and the expiration date is approaching. GSEs currently have the status "Openly Reserved."

Confirmed reservations -> HiSERV offer has been accepted by the customer:

11.1: Full rental reservations with the status "Offer Accepted." The customer has approved the offer. Conversion to a contract only takes place after receipt of the signed contract. GSE currently has the status "Reserved."

11.2: Full sale reservations with the status "Offer Accepted." The customer has approved the offer. Conversion to a contract only takes place after receipt of the signed contract. GSE currently has the status "Reserved."

11.3: Full rental reservations with the status "Partially Converted." The reservation has already been partially converted into a contract, but there are recently delivered GSE that need to be added to the rental agreement. These GSE currently have the status "Reserved."

11.4: Full rental reservations with the status "Offer to Customer" or "Offer Accepted." The reservation includes purchased and not yet delivered GSE.

When double-clicking on the report of interest, the corresponding list of reservation opens. There, reservations can then be accessed, viewed or edited by double-clicking on them.

Possible warning and error messages

A record using this value already exists:

Symptom: This error message appears when attempting to add a reservation or a contract item (table R5CONTRACTITEMS cit_). It occured repeatedly in the first quarter of 2025, eventually preventing any reservation or contract editing.

Cause: It was caused by an error in the Flex Rule R5CUSTOMERCONTRACTS-112 Post-Update, which did generated new cit_code that later conflicted with cit_code created by the system during normal contract revisions.

Solution: Hexagon has updated the code the flex 112 (see this article on how to edit Flex Rules) and the sequence of the r5contractitems table. This fixed the issue which has not appeared since then.

This status is only selectable for the reservation type DISP, not RENT / SALE:

Symptom: This warning message appears when attempting to save a revision with the status "Ready for Disposal" but with the selected "Purpose" being either RENT or SALE.

Cause: It is triggered by Flex Rule R5CUSTOMERCONTRACTS-126 Post-Update, which checks if the current revision has the status "DRFD" and the Purpose DISP.

Solution: Select the corrrect Purpose (not DISP) or the correct status (not "Ready for Disposal").

This reservation has already been converted to Sale / Rental-Contract abc123:

Symptom: This error message appears when attempting to create a new reservation revision.

Cause: It is triggered by the Flex Rule R5CUSTOMERCONTRACTS-122 (either Post-Insert or Post-Update), when the reservation has already been converted to a new contract with the same code, or morged with an existing contract (see this article on Flex Rules).

Solution: This reservation can no longer be edited. Please edit directly the rental / sale contract.

For more information on this error message, please contact your system administrator.

It is only possible to add GSE currently in Service. For GSE in Purchase, please use the other tab:

Symptom: This error message appears when attempting to add a purchased item to the reservation tab "Reservation Items".

Cause: It is triggered by the Flex Rule R5CONTRACTITEMS-114 Post-Insert, which checks whether the item has the status "In Service" (see this article on Flex Rules).

Solution: This reservation item must be added to the tab "Purchased GSE".

For more information on this error message, please contact your system administrator.

This equipment is already in another approved reservation with status "Offer Accepted":

Symptom: This error message appears when the user attempts to add a purchased item to a reservation.

Cause: It is triggered by the Flex Rule U5CONTRACTPURCHITEMS-1 Post-Insert, which checks whether a purchased item is present in another finalised reservation with overlapping dates (see this article on Flex Rules).

Solution: If the item must really be added to the reservation, the parallel (already approved) reservation must first be (1) edited to remove the equipment, or (2) cancelled. Then the equipment can be added to the new Reservation.

For more information on this error message, please contact your system administrator.