This document provides a comprehensive overview of how to update item prices in HirePOS, including the implications for new and existing transactions, common questions, and the methods for applying price changes effectively.

Updating item prices in HirePOS only affects new transactions. The following outlines how pricing changes are applied:

• New quotes, bookings, and invoices will use updated prices.

• Existing hires and rollover invoices will retain the original agreed rates.

• To apply new pricing to long-term hires, a manual update is required.

HirePOS preserves the original agreed rate when the hire started, a practice known as grandfathered pricing.

Yes, all new activity will utilise the latest item pricing.

No, rollover continues with the same pricing unless you choose to apply current prices. This applies full retail prices from the item setup and does not consider any customer-specific pricing or discounts.

No, updates must be performed manually for each record.

When you update item prices through Setup, CSV import, or Item Price Adjustments, the following applies:

• New quotes, bookings, and invoices.

• Items newly added to existing sales records.

• Items already on hire.

• Historical invoices.

• End-of-month rollover pricing.

HirePOS follows standard hire industry practices, which include:

• Pricing is agreed upon at the start of the hire.

• Contracts continue at that rate unless manually changed.

• This approach prevents unexpected mid-contract price changes.

Before making changes, check for pricing overrides:

• Percentage discounts (recommended) will automatically adjust with price increases.

• Fixed prices will not change and must be updated manually.

There are two supported methods for updating existing hires:

This method is best when updating pricing for the next billing cycle. Follow these steps:

1. Open the record and navigate to Options → Rollover Invoice.

2. Enable "Use current list prices."
   Important: This applies full retail prices from the item setup and does not take into account any customer-specific pricing or discounts.

3. Complete the rollover.

Result:

• The old invoice retains the original pricing.

• The new invoice uses updated prices.

This method is best for immediate changes. Follow these steps:

1. Open the sales record.

2. For each item:

   • Change the Unit (e.g., from Week to Day).

   • Change it back (e.g., from Day to Week).

3. Save the record.

Result:

• HirePOS reloads the latest system price.

• No manual price entry is required.

Utilize the Sales & Hire > Find Sales feature to:

• Filter on hire records.

• Work through records in order.

• Open, update, save, and repeat.

• Price increases apply to new activity only.

• Existing hires are not automatically updated.

• Rollover does not change pricing by default.

• Customer fixed pricing overrides standard prices.

• Updating existing hires requires a structured manual process.