Item Setup (Overview)

This help doc is intended as a general overview of the different options available in the Item Setup screen. Click here if you want to learn the basics.

The item setup screen is accessed by going into Setup > Items and then either clicking on an existing item to edit, or clicking Create new item.

Item Details

The Item details tab includes all of the crucial settings that change how an item functions in HirePOS.



This is the default Description of your Item. This is how it will appear on sales records also. (Required field)


This is a unique identifier for your items, and can be your asset number, barcode or you can let the program generate one for you. (Required field)

Item Type

This dictates how items function, see doc here. (Required Field)


Categories can be setup in Setup > Item related > Item Categories this will let you use categories for filtering reports, and many of our list screens.

You can also click the + icon to expand and show more options.


This functions the same as the standard Category above, but is entirely optional



The Non-Stock checkbox will only work for Sales items. It will designate the item as Non-Stock which means their stock history will not be tracked. It's most commonly used for Damage waivers and other charge items.

Is Delivery Vehicle?

This is a Delivery/Pickup Feature. Any item With this box Checked will appear as a vehicle that can be allocated to a job via the Vehicle/Driver Allocations screen.


The Metered checkbox will cause this item to have a meter reading that is tracked.

Test & Tag Not Required

Flags this item as "Not required" for Test & Tag in the maintenance module.

EOM Rollover Item

By Defalt, only Hire items rollover. this setting flags a Non-Hire item as an item that will be rolled over.


Sales prompt

This is a message that appears on the invoice screen internally for your Staff. but does not appear for you customer. Often used as a "Remember to do this!" message.

Returns prompt

This is message that appears on the returns screen internally for your Staff.


Invoice Message

This is a message that will appear on your customer's invoice, in italics underneath the item.

Docket Message

This is a message that will appear on your customer's Delivery or Pickup docket, in italics underneath the item.


This is where you can configure everything to do with your item's prices, including Bonds and Deposits.

Hire rates/sell prices

This table uses any selling units you've created in Setup > Item related > Selling Units.

You can have one price/Rate for each Selling unit.


Here you can set an amount or a percentage. Depending on if you've got the Bond, or Deposit option selected.

Amount is a static amount, and Percentage % is a percentage of the item's price.

Auto Add

These two setting will cause the item to be automatically added as the first or last item.


The Machinery details fields, and Attributes sections fields are mostly non-functional, but you can use them to store information about your items.

Functional fields.

Rego Due

This is the Date your item's registration is due, and will generate a Reminder 30 days before the registration date on the main screen.

Inspection Due/Warrant of Fitness (NZ)

This is the date your item is due to be inspected, or if you are in New Zealand, this field becomes Warrant of fitness.

This will display a Reminder on the main screen 30 days before the date.


This tab covers everything to do with Purchase and disposal of an item.

Functional fields

Purchase date

This is an informational field. used in many Cost/Profit and item reports.

Cost price

Used as the default price when added to a Purchase order, and also used extensively in Cost/Profit reports.

Landed Cost

This is an optional field that includes the total price of everything from the original product price, PLUS Transportation fees, Customs, Duties, Taxes, Tariffs, insurance, currency conversion, crating, handling and payment fees.

Disposal date

This is filled in automatically when you dispose of an item on the Returns screen. and is used in the Disposed items report.

Stock Control

This section covers all of the Non-Hire Stocktake information for an item, which is covered in more detail here.

But it also has a few fields that are used for all items across the software.

Supplier Code

If an item has a Supplier code, when added to a Purchase order, this will be used instead of the standard internal item code.


You can scan using the internal item code if needed, but this field is used for Barcode printing and for scanning

Normal Qty

This is the Standard Qty your Sales items should be re-ordered up to.

Reorder Qty

This is when the program will warn you to do a purchase order to replenish stock.


Customer owned

This field let's you select a customer if it's owned by a particular customer. This is often used for customer-owned items that get charged for maintenence.

Pre/Post Inspections

Here, you can select a Pre or Post inspection checklist template. This will prompt you to be filled in on the Sales Record screen.

Scheduled Inspections

These let you set Service intervals for your item, and also inspection checklist templates. for more info, check the maintenance help doc.

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