Status and Modes (Booking, On-hire, Off-Hire, Returned etc) [with video]
Estimates are like a Quote except that the price is a guide only to avoid being held to the figure provided. Like Quotes, Estimates do not allocate stock and are not visible in the Reminders List and Availability screens unless the 'Include Quotes' option is checked.
Quotes do not allocate stock and are not visible in the Reminders List and Availability screens unless the 'Include Quotes' option is checked.
Reservations are like a Quote except that the stock is allocated. Reservations are treated like a Booking in terms of the Reminders List and Availability. They are also included in double-booking checks just like Bookings are. The Reservation should be converted to a Booking or Invoice once the Reservation is confirmed and locked in.
Only the 'Booked From' and 'Booked To' dates are entered at this stage. Bookings allocate stock for availability and double-booking purposes.
The Contract is a special 'draft' option used in cases where you do not want the invoice to show in booking or sales reports. It is also useful for creating a Contract for a set period, e.g. 12 months, and then creating invoices each month that relate to the contract. For open ended invoices, the EOM Rollover procedure is normally used.
An invoice with no 'Hire From' or 'Hired To' is a straight Sales only invoice, or an invoice that has not gone on hire yet. The status will just show as "Invoice". For booking hires in advance, it is best to create a Booking, which will automatically convert to an Invoice once the 'Hired From' date is entered.
When the 'Hire From' date is entered but NO 'Hired To' entered, the status will show as 'On Hire'. Invoices that are in 'On Hire' status are shown as 'Contract' on the invoice preview as standard. As 'On Hire' invoices are variable and the customer may make adjustments such as extend the hire or add additional services we do not want to send the document as a 'Tax Invoice' at this stage. Note: Cancelling an Invoice does not take the Invoice off hire. The 'Hired To' should be populated to return the items (or clear out the 'Hired From').
If an 'Off Hire Date' is entered but no 'Return Date' (Hired To date) is entered, the status will show as 'Off Hired'. The record will show as a 'Collection' in the reminders list on the main menu page.
When the 'Hired To' date is entered the status will show as "Returned".
Used when inventory is unavailable and needs to be ordered in from a supplier. Create a purchase order via the 'Options' dropdown button at the top right to link the purchase order to the sales order. The sales order status can then be tracked via the 'Sales Orders' tab in Sales > Find Sales. Once the order is received in full, the Sales Order should then be converted to an Invoice.