HirePOS supports separate PIN Payments accounts per branch.

This allows different branches within the same HirePOS database to process payments into different PIN Payments merchant accounts.

Branch-specific PIN Payments settings only apply when working with a quote, booking, or invoice that is assigned to that branch.

The branch selected in the top-left corner of the invoice screen determines which PIN Payments account will be used.

• If the branch has its own PIN Payments API credentials configured, that branch-specific PIN Payments account will be used.

• If the branch does not have its own PIN Payments setup, the default/root PIN Payments account will be used instead.

Customers in HirePOS are shared across the entire database and are not branch-specific.

Because of this:

• Stored credit cards belong to the specific PIN Payments account they were originally stored against.

• Stored cards cannot be shared between different PIN Payments accounts.

• There is no cross-talk between PIN Payments accounts.

This means:

• A card stored against the root/default PIN Payments account cannot be used by a branch-specific PIN Payments account.

• A card stored against a branch-specific PIN Payments account cannot be used by the root/default account or other branches.

• If HirePOS attempts to access a card stored in a different PIN Payments account, an error will occur.

A stored card will only exist in one PIN Payments account at a time.

Branches using branch-specific PIN Payments accounts should never use:

Sales/Hire > Customer Overview > (select customer) > Credit Card

Using this button stores the card against the root/default PIN Payments account instead of the branch-specific account.

This will cause card retrieval and charging issues for branch-level PIN Payments workflows.

To correctly use branch-specific PIN Payments accounts:

1. Open a quote, booking, or invoice assigned to the correct branch.

2. Confirm the correct branch is selected in the top-left corner of the invoice screen.

3. Click the dropdown menu beside the Payment button.

4. Select:

   • Card Payment (PIN Payments)

5. Enter card details or retrieve an existing stored card for that branch.

6. Optionally enable storing the card while processing the payment.

7. Complete the payment.

If the card is stored during this process:

• The card is stored against that branch's PIN Payments account.

• Future invoices for the same branch will be able to retrieve the stored card.

This behaviour also applies to:

• Link.HirePOS

• View Button payments from emailed invoices

When a customer pays online:

• The invoice branch determines which PIN Payments account is used.

• If the customer chooses to store their card, the card is stored against that branch's PIN Payments account.

Any customer that will have a stored card must have at minimum:

• Email address

• Company Name OR First Name + Last Name

• Address

• City

• Country

Without this information, card storage may fail.

You must be an administrator to configure branch-level PIN Payments settings.

Create the additional PIN Payments account at:

• www.pinpayments.com

1. Navigate to:

   • Setup > Branches

2. Select the branch that will use its own PIN Payments account.

3. Open the:

   • API / Integrations section

4. Enter the API Secret from the PIN Payments account.

   • This can be found in:

     • PIN Payments > Account > API Keys

5. Select the HirePOS bank account that payments should be recorded against.

   • It is recommended to create a separate bank account in HirePOS for each PIN Payments account to simplify reconciliation and reporting.

6. Save the branch.

• Branch-level PIN Payments settings only apply when working with invoices assigned to that branch.

• Existing HirePOS PIN Payments documentation generally assumes a single/root PIN Payments account.

• Branch-specific workflows should follow the invoice-based payment workflow outlined in this document.

• The branch selected on the invoice controls:

  • Which PIN Payments account is used

  • Which stored cards can be retrieved

  • Where online payments are processed

  • Where newly stored cards are saved