Unit Conversions

Unit Conversions allow you to order an item from a supplier in one unit while managing the item in HirePOS using another unit.

For example, if an item is purchased by the carton but stocked individually, you can set up:

1 Carton = 12 Each

When you order 2 Cartons on a Purchase Order, HirePOS can treat this as 24 Each for inventory purposes while continuing to show the Purchase Order in Cartons.

Both units need to exist as Selling Units and be available against the item.

For a typical stock or packaging conversion, use non-time-based Selling Units such as:

• Each

• Box

• Carton

• Pack

To check or create Selling Units, go to:

Setup > Item Related > Selling Units

For physical stock conversions, the units should normally have no Time Span or Interval.

Next, edit the item through:

Setup > Items > select the item > Rates/Prices

Make sure both the purchase unit and the inventory unit have been added to the item's Rates/Prices table.

For example, an item purchased by the Carton and stocked as Each needs both Carton and Each available against the item.

Go to:

Setup > Item Related > Unit Conversions

Click New Unit Conversion and enter the conversion.

For example:

• From quantity: 1

• From unit: Carton

• To quantity: 12

• To unit: Each

This creates:

1 Carton = 12 Each

Unit Conversions are directional. In this example, selecting Carton on a Purchase Order converts the quantity to Each for inventory purposes. Selecting Each does not perform the conversion in reverse.

Create or edit a Purchase Order through:

Expenses/Orders > Purchase Orders

Add the item to the Purchase Order, then select the configured purchase unit in the Unit column.

For example:

2 Cartons × 12 = 24 Each

The Purchase Order continues to display the quantity in Cartons, while HirePOS uses the converted quantity of 24 Each for inventory purposes.

You can expand Show Line Details on the Purchase Order to see the conversion being applied.

For example:

Unit conversion: 1 Carton = 12 Each. 2 Cartons = 24 Each for inventory purposes.

Changing the Purchase Order quantity recalculates the converted inventory quantity automatically.

When a converted Purchase Order is saved, HirePOS retains the purchase unit and quantity used on the order.

When you reopen the Purchase Order, the original purchase unit is displayed again while the corresponding converted quantity continues to be used for inventory purposes.

For example, an order entered as 2 Cartons will reopen showing 2 Cartons, rather than displaying the underlying 24 Each inventory quantity.

If a Unit Conversion is changed after it has already been used on a Purchase Order, HirePOS does not apply the new conversion to the old order automatically.

Where the original conversion can no longer be validated, the Purchase Order falls back to its stored inventory unit and quantity instead.

This prevents an existing Purchase Order from being reinterpreted using a different conversion.

A Purchase Order can contain a mixture of converted and normal item lines.

Only lines using a unit with a matching Unit Conversion are converted. Other Purchase Order lines continue to behave normally.

• Selling Units

• Rates/Prices

• Purchase Orders

• Qty/Units vs Qty/Items