Scheduled Billing Overview

The Scheduled Billing screen in HirePOS is used to generate invoices for long-term hires at regular billing intervals.

It supports two billing methods:

• In Arrears – closes the current On Hire Invoice at the start of the new billing period and creates a new On Hire Invoice from that date onwards.

• In Advance – generates a new Invoice from the master Contract for the period shown in the Billing Period column.

Note: Scheduled Billing is an updated version of the EOM RollOver screen, and retaining the same underlying long-term hire workflow.

Go to Sales/Hire > Scheduled Billing and select the Start of New Billing Period date.

For In Arrears, this is the date the current On Hire Invoice is closed and the continued Invoice begins.

For In Advance, HirePOS generates an Invoice from the master Contract for the applicable Billing Period.

Scheduled Billing displays eligible long-term hire records based on your billing setup and filters.

Use Filters to filter by:

• Branch

• Customer Category

• Invoice Category

• Cash or Account customers

• $0.00 total Invoices

• First Invoices only

Non-Stock items are excluded by default. If an Invoice contains only Non-Stock items, it will not normally appear.

To include a Non-Stock item, enable EOM RollOver Item in the item's details. This legacy setting name is retained in HirePOS.

Before processing, ensure returned equipment has been processed to avoid creating unnecessary continued invoices.

1. Go to Sales/Hire > Scheduled Billing.

2. Select the Start of New Billing Period.

3. Review the displayed records and resolve any overdue TBA records if required.

4. Select the records to process.

5. Leave Lock Invoices enabled if the completed billing-period Invoices should be protected from changes by general staff.

6. Click Generate Invoices.

7. Review the confirmation prompt, then click Generate Invoices to proceed.

HirePOS then processes each record according to its billing method:

• In Arrears – closes and finalises the current On Hire Invoice at the selected date, then creates a new On Hire Invoice from that date onwards.

• In Advance – generates a new Invoice from the master Contract for the period shown in the Billing Period column.

Generating invoices is a bulk operation and cannot be automatically undone, so review the selected records and settings before proceeding.

After processing, click Review & Email Invoices to review the generated invoices before sending them to customers.

For In Arrears billing, you will generally be concerned with the completed billing-period Invoices rather than the newly continued On Hire Invoices.

Open-ended hires can use Booked To TBA when the expected return date is unknown.

If the Booked To date has passed the Start of New Billing Period, use Extend Overdue TBA's to extend eligible records.

Choose an extension method:

• End Of Month (Recommended) – extends using the standard end-of-month calculation.

• Week Blocks – extends to the applicable full week block.

The selected method is remembered for future use.

Extending the Booked To date does not finalise the hire. The actual Hired To date is determined when the equipment is returned or the relevant billing process closes the Invoice.

Lock Invoices is enabled by default. When enabled, the Invoice covering the completed billing period is locked to prevent general staff from inadvertently altering it.

Administrator users can unlock the Invoice if changes are required.

Click the Options cog to configure settings relating to:

• Completed Invoice dates

• Continued Invoice dates

• First Invoice processing

• Copying the Signed checkbox

Some settings retain legacy RollOver terminology.

Enable Roll 1st Invoice as 'Booked To' date (and don't Autocalc) when the first billing period has been prepaid for a fixed period.

The first Invoice is processed using its existing Booked To date without automatic recalculation. Subsequent invoices then follow the normal Scheduled Billing process.

Example: If the first Invoice covers a prepaid period from 14 July to 11 August, it is processed using 11 August rather than the normal Start of New Billing Period.

Scheduled Billing cannot be automatically undone. If an In Arrears Invoice is processed incorrectly:

1. Delete the continued On Hire Invoice that was created.

2. Open and unlock the original completed Invoice if required.

3. Clear its Hired To date.

4. Make any other required corrections and save.

This returns the Invoice to On Hire status without the continued Invoice.

Take additional care if the Invoice has already been sent to the customer, exported to accounting software, or had payments applied.

Use Scheduled Billing for long-term hire Contracts that need to be invoiced at defined intervals. It supports both closing and continuing On Hire Invoices In Arrears and generating invoices In Advance from a master Contract.

Use Recurring Invoices when independent invoices need to be created repeatedly on different dates or schedules, such as weekly or daily billing.