Import Contracts

The Contract CSV importer can create multiple HirePOS contracts at once from a CSV file.

It imports the main contract details, such as the customer, contract number, hire dates and delivery information. It does not import the individual items, assets, charges or payments on the contract.

If you are moving currently on hire jobs from another system, see Importing Currently On Hire Jobs From Another System for the recommended migration workflow.

Customers should already exist in HirePOS before importing contracts.

An imported contract can be matched to an existing customer using:

• Customer Code

• Company Name

If both Customer Code and Company Name are supplied, HirePOS uses the Customer Code to identify the customer.

A customer cannot be matched using only their First Name and Last Name. If an individual customer does not have a Company Name, give them a unique Customer Code and include that code in the Contract CSV.

Using unique Customer Codes is generally the most reliable option when preparing a large migration.

1. Go to Setup > Preferences > Sales.

2. Click Options in the top-right.

3. Select Import Contracts CSV.

4. Download the CSV template.

Use the template as the starting point for preparing your contract data.

The Contract CSV importer supports the following information:

• Invoice No

• Invoice Date

• Customer Code

• Customer PO

• Reference

• Booked From

• Booked To

• Hired From

• Hired To

• Company

• Delivery Contact Name

• Delivery Address Line 1

• Delivery City

• Delivery State

• Delivery Postcode

• Delivery Country

• Delivery Phone 1

• Message

• Comments

• Custom Fields 1 to 8

The downloaded template should be used as the reference for the required column names, formats and field lengths.

Use the appropriate dates for the status of the job:

• Booked From / Booked To are the estimated or booked hire dates.

• Hired From is the actual hire start date.

• Hired To is the actual hire end date for a completed or returned hire.

Dates must use YYYY-MM-DD format.

Message is customer-facing information associated with the contract.

Comments are internal and are useful for notes that HirePOS users need while working with the contract.

1. Go to Setup > Preferences > Sales.

2. Click Options > Import Contracts CSV.

3. Select your CSV file.

4. Click Preview Data.

5. Check that each CSV column is mapped to the correct HirePOS field.

6. Click Import Data.

Review the imported contracts after the import is complete.

Each imported row creates a record in Contract Mode containing the supported contract details from the CSV.

The importer does not import:

• Invoice or contract line items

• Hire assets

• Quantities

• Rates and line prices

• Payments or deposits

• CRM records

• Photos or attachments

• Other linked records

If an imported contract needs these details, open the contract in HirePOS and add them manually.

For a bulk migration of jobs that are already on hire, follow Importing Currently On Hire Jobs From Another System.