Non-Stock Items

Non-Stock refers to any Item that does not require inventory tracking, normally intangible charges like delivery/pickup fees, credit card surcharges, damage waiver, etc.

1. Edit an existing item or create a new item via the Setup > Items screen.

2. Ensure you have selected an Item Type that is not a Hire item type.

3. Check the Non-stock checkbox under the Configuration section.

4. Click Save Changes.

Here are some common use cases for Non-Stock items.

Damage Waiver is an additional charge that waives the right to pursue compensation from the renter if equipment is damaged or stolen.

Damage Waiver items can be configured to automate the damage waiver fee as a percentage of the hire value, rather than calculating this manually.

1. From the menu strip at the top, go to Setup > Items.

2. Click the + New Item button to create a new item.

3. Enter a Description, e.g. Damage Waiver

4. Enter a Code, e.g. 'DW'

5. Select an Item Type that is non hire, e.g. Misc

6. In the Configuration section, check the Non Stock checkbox.

7. In the Rates/Prices tab, select the Each unit in the Unit column.

8. Ensure the Sell Ex and Sell Inc columns are entered as 0.00.

9. Click the Save New button towards the bottom the save the new item.

1. In the Rates/Prices tab of the Damage Waiver item setup, click the :: popup menu button to the left of the Each unit.

2. Select the Percentage Calculation menu option.
   This will open the Charge % Calculation page.

3. Enter a Charge %, e.g. 12

4. Select whether the charge will be based on the end discounted price or whether it will be based on the normal retail price.

5. Select whether the percentage is to be calculated on the Exclusive or Inclusive amount.

6. Select which items the percentage is calculated on.
   There are a few scenarios to consider, with further setup steps required based on which method you choose.

   • (most common) Calculate based on the value of the hire item lines only.
     Choose the % of all Hire items option.
     Damage Waiver item will be added once only as the last item on the Contract.

   • (most flexible) Calculate based on certain hire items only.
     Choose the % of previous line item option.
     Damage Waiver item will need to be added as a companion to each of the Items it applies to, and each of those item lines on the Sales Record will have a Damage Waiver item below them.

   • (uncommon) Calculate based on all the overall value of the contract.
     Choose the % of ALL items option.
     Damage Waiver item will be added once only on the sales record.

7. Select whether the calculated amount is to be inserted into the Sell Inc or Sell Ex. The relevant tax is calculated accordingly.

8. Click Save Changes.

This setup step only applies to this option...

• % of previous line item

In this scenario you will add the Damage Waiver item as a companion to the hire items that is applies to.

1. In Setup > Items list, search for an item that DW applies to, and click to edit.

2. In the Item setup details screen, click the Companions tab.

3. Click in the Code cell and search for the DW item. Add item to the grid.

4. Check the Required box so the companion is always added by default.

5. Click the Save Changes button.

There are two scenarios when using Damage Waiver with EOM Rollover.

Fixed Charge
Charge Damage Waiver on the first Invoice only based on the initial agreed hire period.
For this scenario, the Damage Waiver item must have the EOM Rollover Item option "unchecked" in the Item's Configuration section.

Variable Charge
Charge Damage Waiver on each Invoice (copy the Damage Waiver item from Invoice to Invoice) and recalculate the Damage Waiver as the Invoice amounts are recalculated.
For this scenario, the Damage Waiver item must have the EOM Rollover Item option "checked" in the Item's Configuration section.

1. From the menu strip at the top, go to Setup > Preferences > Sales.

2. Go to the Damage Waiver (Auto Add) dropdown towards the bottom.

3. Select the item that was set up as the Damage Waiver item.
   Note that only auto-add items are listed in the dropdown.

4. Click the Save Changes button.

5. Go to Setup > Customers.

6. Search for and edit an existing customer.

7. Click the Discounts tab.

8. Check the No Damage Waiver checkbox if damage waiver does not apply to this customer.
   When adding new sales records for this customer, the Damage Waiver will not be auto-added to the invoice.

This setup step applies to these options only...

• % of all Hire items

• % of ALL items

For these options you can set the Damage Waiver item as an auto-add item so that it automatically adds to all new sales records.

1. In the Damage Waiver item setup, go to the Auto Add section towards the bottom of the Rates/Prices tab.

2. Choose the Auto Add Item (As Last Item) option.

3. Click the Save Changes button.

The damage waiver item will now automatically add to any new sales record.

This is convenient if most invoices are hire invoices, as it will save time having to manually select the Damage Waiver each time.

You can easily click the cross to the right of the invoice line and remove the line on the occasional invoices where Damage Waiver does not apply.

Surcharging automatically adds an additional charge to the sales record (booking/invoice) when your customers pay by card.

Available when emailing sales records to customers using the {ViewButton} or {QuoteAcceptanceLink} placeholders, or when entering payments in person. This feature is also available for 'online store' payments.

Important: Surcharges will not work on invoices that have been exported to an external accounting system.
There are some considerations when using this feature with Accrual based accounting or when exporting Invoices to third-party accounting systems. Surcharge fees can be added to Quotes/Reservations/Bookings, however Invoices should not be altered after they are issued, and therefore surcharging is disabled for Invoices that have been posted from HirePOS to your accounting system. Businesses on Cash based accounting or using our built-in Bookkeeping module on a Cash basis should not present an issue, however please always consult with your Accounting professional, who can provide you with qualified advice for your particular circumstances.

To get started with Credit Card Surcharges, you first need to have a Card Surcharge item set up, as this item will automatically be added to the sales record when your customers pay by card. To set up your Credit Card Surcharge Item:

1. Navigate to Setup > Items

2. Click New Item

3. Give the item a useful Description like Credit Card Surcharge for example.

4. Set the Item Type to Misc , or another appropriate non-hire type.

5. Open the Configuration pane and enable Non Stock

6. Navigate to the Rates/Prices tab, and select a non-time based unit (usually, you will have an Each unit which should be non-time based, so this will work fine)

7. Leave the Sell Ex and Sell Inc as 0.00

8. Click Save Changes.

The requirements for the Card Surcharge item are strictly as follows.

• Must be a Non Stock item, i.e. ensure the Non Stock box in the Configuration section in the item setup details is checked.

• Must have a Non-time based Selling Unit, i.e. ensure there is a Unit added to the Rates/Prices table that does not have a Time Span or Interval in the Selling Unit setup. For example, use the Each selling unit.

• Must not be a percentage charge item, i.e. leave the price as 0.00 in the Rates/Prices, and do not use the Percentage Calculation settings.

In order to reliably apply surcharge, you must be using the Pin Payments API, not the Payment Link.

To activate surcharging via the Pin Payments API:

1. Navigate to Setup > Preferences > Accounting Integration & Other API's > Pin Payments.

2. Check the Enable Surcharging box.

3. Select the Card Surcharge item that you previously set up as the Surcharge % Item.

4. You have the choice of entering a Surcharge (%) and/or a Fee ($). For example, you might enter a Surcharge (%) of 2 and a Fee ($) of 1.00

5. Click Save Changes.

The whole payment transaction amount (including the surcharge line amount added) is subject to Pin Payments surcharge fees, therefore you need to add a margin to your costs and ensure you are charging at a higher rate than Pin Payments are charging you, if you wish to recover all of your fees. Test Your Surcharges

1. Create a test Booking against your business for say $10.00

2. Send the Booking to your email address.

3. Click the View Booking button in the email to open the Booking in the link.hirepos.com site.

4. Click the PAY BY CARD button at the top left.

5. You should see the Surcharge section as show below.

6. Be sure to cancel the Test Booking after you've verified the Surcharge is showing.

If you need to track your own vehicles or other assets so you can create maintenance records or simply track their usage history on jobs, then you can create them as a Non-Stock item.

It is good practice to assign them to a unique Item-type to keep them separate from your regular items.

It can be a good idea to set up a generic placeholder item, for one-off cases where you don't necessarily want to create a new item, it can fill in for anything.

Usually, it's best to set them up with a name such as "PLACEHOLDER" which can later be renamed when added to an invoice.