Sales Records

Over The Counter Signatures

HirePOS allows you to get over the counter signatures from customers using a tablet or touch screen as a signature pad. This device will typically be mounted on a stand and used as a dedicated signat…

Updated 9 months ago by Shayne Cooper

Stand Downs

Stand Downs can be recorded against a hire to track and deduct any period the equipment was not usable due to bad weather, maintenance, or otherwise. How to record a Stand Down against a Hire. Edit a…

Updated 11 months ago by HirePOS

Sales Record Prompts and Item Search Settings

If you need to change how you search for items on the Sales Record screen, or enable/Disable certain prompts, you can access Invoice Prompt & Search settings as below: When selecting an item, click t…

Updated 1 year ago by Brad mills

Signature Request

If you would like your customers to be able to sign whenever you email a quote or invoice, use the {ViewButton} placeholder in our standard email template. The [SignatureRequest] placeholder only wor…

Updated 1 year ago by HirePOS

Bonds

Bonds are an additional payment to the hire charge, and are used when the customer needs to be advised of the payment amount required prior to the day the hire starts. Take for example a hire booking…

Updated 1 year ago by HirePOS

Cost/Profit

The cost/profit function allows you to record and calculate markups on an invoice line by line basis, returning a GPP (Gross Profit Percentage) margin for the invoice. Cost/Profit reports can be gene…

Updated 1 year ago by HirePOS

Desktop/Tablet Invoice Screen Layout

The Sales Record Screen (Quote/Booking/Invoice) in HirePOS has 2 'views' or layouts that you can choose from. Changing the layout will only affect your user account. Other users of your HirePOS datab…

Updated 1 year ago by Tim

Signatures (Overview)

There are three signatures that can be recorded against a Sale (quote/booking/invoice). Signature Request. A request can be sent to the customer in advance via email or SMS. Typically the customer re…

Updated 1 year ago by HirePOS

Invoice Terms

Invoice Terms is an additional multi-line plain text box that can be added to custom invoice templates for disclaimer messages and so on. Your custom Tax Invoice template will needs to be updated acc…

Updated 1 year ago by Shayne Cooper

Print Sales Docket / Receipts [with video]

Smaller sales dockets/receipts can be printed via the menu to the right of the Preview button in the invoice screen. Click the menu button, then in the popup menu click the Print button. To assign a…

Updated 1 year ago by HirePOS

Last Opened Badge

HirePOS will let you know who the last person to open a sales record was and how long ago they opened it. This is designed to minimise the risk of an invoice being edited by multiple users at the same time, and the second person to save overwriting the first persons work,

Updated 1 year ago by Tim

Invoice Due Date

The Invoice Due Date field is located in the Other tab in the Invoice screen. This field can be calculated automatically based on the Payment Terms , or it can be changed manually on the Invoice. Acc…

Updated 1 year ago by Shayne Cooper

Duplicating a Sales Record

Sales records can be duplicated via the button at the top right of the invoice page. Click Options > Create Duplicate. A number of options are available to default the details of the new duplicate in…

Updated 2 years ago by Brad mills

Lag Time

Lag Time is extra time in addition to the hire period where items are not available. This is typically due to cleaning and other preparation tasks, or it may include delivery/pickup time. The lag tim…

Updated 2 years ago by HirePOS

Deleting Sales Records

When dealing with sales records that are no longer needed, the recommended practice is to cancel the record rather than deleting it. This ensures a complete history of events remains available. It is…

Updated 2 years ago by Tim

Sales/Hire Records

Booking & Invoice details are recorded through the same page. You can enter a new booking and later change it over to an invoice, or you can enter a new invoice immediately. The key difference betwee…

Updated 2 years ago by HirePOS

Recurring Invoices

Hire or Sales invoices can be set as Recurring invoices to repeat at regular intervals until the hire or subscription is discontinued. How to set an invoice as recurring. Open any existing Invoice or…

Updated 2 years ago by HirePOS

Get Signature

Signatures can be obtained in person using a tablet device, via the Get Signature button at the bottom right of the invoice screen. If you would like to use a tablet as an dedicated signature pad to…

Updated 2 years ago by HirePOS

Deposit Due Date

Deposit Due dates can be tracked via the Deposit Due field in the Other tab on the Bookings page. If no deposit or payment has been made by the Deposit Due Date then the booking will show on the Remi…

Updated 2 years ago by HirePOS

Sales Orders

Sales Orders can be used where a customer requests 'sales' goods which are not available in stock and need to be ordered in from a supplier. The sales order does not appear in sales reports or sales…

Updated 2 years ago by HirePOS

Locked Sales Records

It is often important from both an accounting and administration point of view to ensure that particular records are not inadvertently altered by administration staff, and are not altered at all by u…

Updated 2 years ago by Tim

Deleting Invoice Lines

There are two easy ways to remove a line item from a quote/booking/invoice. Option 1: 'X' Button. The quickest and easiest way is to click the 'X' button on the far right end of the line. Option 2: L…

Updated 2 years ago by Tim

Receive payment on a single invoice

Click the Receive Payment button at the bottom right of the Invoices page to open the Receive Payment page. The Payments screen is divided into two sections, one for the payment and the other for the…

Updated 2 years ago by HirePOS

Changing the Customer on a Sales Record

Occasionally, you may need to change the billing customer on a Sales Record (Quote/Booking/Invoice). This can happen in complex quoting and invoicing arrangements, or simply as a result of human erro…

Updated 2 years ago by Tim

Quotes [with video]

Quote details are recorded through the same page as Booking & Invoices. You can enter a new Quote and later change it over to a Booking or Invoice at any time. Quote are not taken into account for hi…

Updated 2 years ago by Brad mills

Sales Record Overview [with video]

The video above is designed to give you a quick crash course on the Sales Record screen in HirePOS.

Updated 2 years ago by Tim

Pickup Address

We find that in a majority of cases, the pickup address is the same as the delivery address. For this reason, HirePOS will assume that if no pickup address has been entered, it is going to be the sam…

Updated 2 years ago by Tim

TBA (To Be Advised)

Booked From TBA. The Booked From TBA setting indicates that the scheduled start date is not locked in and is to be advised. The Booked From TBA is only a visual flag and has no real functionality in…

Updated 2 years ago by HirePOS

Invoice Message

The Invoice Message field is used for displaying additional notes to the customer at the invoice level. Notes can be entered in the "Message" box towards the bottom of the invoice page as shown below…

Updated 2 years ago by HirePOS

Check Availability When Adding Item to Booking

When adding an item to a Booking/Invoice via the "Code" column dropdown, the "Check Availability" link can be used to check available quantities prior to adding the item. Ensure you have the "Booked…

Updated 2 years ago by HirePOS

Off-Hire

An Off Hire date is the date you want to stop charging for the items on the invoice, but it has also not been returned yet. How to record an 'Off Hire'. In the invoice page, click the Options dropdow…

Updated 2 years ago by Brad mills

The AutoCalc Popup

The autocalc popup is switched on by default, and presents you with a number of options to recalculate the Booking/Invoice quantities and/or units based on the period of hire. Whenever you change a B…

Updated 2 years ago by Shayne Cooper

Refund Payment

If Bookings or Invoices are overpaid the balance will show on the Invoice page as a red Negative value and the Receive Payment button will instead show as Refund Payment. How to refund a payment Edit…

Updated 2 years ago by Brad mills

Deposits Received in Advance

For many businesses, it is common to require the customer to pay a deposit in order to secure their booking. In some cases, this can occur months, or even a year or more in advance. Depending on the…

Updated 2 years ago by Tim

Bad Debts

Firstly, the customer should be set to 'Stop Credit' status. It is best not to make the customer inactive, as if the customer does return to purchase further goods and services they will not be visib…

Updated 2 years ago by HirePOS

Mark Invoices As Sent

Mark Invoices As Sent Individual invoices can be marked as 'Sent' by checking the ' Mark Invoice As Sent ' checkbox next to the ' Send ' button in the email page, or by checking the 'Sent' box toward…

Updated 2 years ago by HirePOS

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