Damage Waiver Items (% calculation)

A Damage Waiver is an additional charge that can be calculated automatically as a percentage of hire charges.

In HirePOS, Damage Waiver is normally configured as a Non Stock item using a non-hire Item Type. You can have it automatically added to new quotes, bookings, and invoices, and exempt selected customers where required.

For most businesses, the recommended calculation method is % of all Hire items.

1. Go to Setup > Items and click + New Item.

2. Enter a Description, such as Damage Waiver, and a Code, such as DW.

3. Select a non-hire Item Type, such as Misc.

4. Expand Configuration and check Non Stock.

5. Open the Rates/Prices tab.

6. Select Each in the Unit column.

7. Set both Sell Ex and Sell Inc to 0.00.

8. Click Save New.

1. In Rates/Prices, click the :: menu beside the Each unit.

2. Select Percentage Calculation.

3. Enter your Charge %, for example 12.

4. Choose % of Discounted Price to calculate the waiver from the prices after discounts, or % of Normal Retail Price to use the original retail prices.

5. Choose whether the calculation should use the tax Exclusive or tax Inclusive amount.

6. Select % of all Hire items.

7. Choose Insert calculated amount in Sell Ex or Sell Inc. Normally, use the same tax-inclusive or tax-exclusive option chosen for the calculation.

8. Click Save Changes.

This calculates the Damage Waiver from hire charges without including normal non-hire fees such as delivery or transport.

If you use EOM Rollover or Scheduled Billing and need the Damage Waiver recalculated on each invoice, use % of Discounted Price.

For an explanation of the other calculation options, see Percentage Calculation Items.

1. Open the Damage Waiver item under Setup > Items.

2. Go to Rates/Prices.

3. Expand Auto Add.

4. Select Auto Add Item (As Last Item).

5. Click Save Changes.

The Damage Waiver will now be added to new sales records automatically.

You can remove the Damage Waiver line from an individual sales record if it does not apply.

To prevent Damage Waiver from being automatically added for selected customers, first identify which item HirePOS should treat as the Damage Waiver.

1. Go to Setup > Preferences > Sales.

2. Find Damage Waiver (Auto Add).

3. Select your configured Damage Waiver item.

4. Click Save Changes.

1. Go to Setup > Customers and open the customer record.

2. Select the Insurance tab.

3. Check Damage Waiver Exempt.

4. Click Save Changes.

The configured Damage Waiver item will no longer be automatically added to new sales records for that customer.

This exemption controls automatic addition of the configured Damage Waiver item. It does not remove a Damage Waiver already present on an existing record, or prevent the item from being added manually or as a companion item.

The standard % of all Hire items calculation includes all hire item lines on the sales record.

If Damage Waiver should apply only to selected equipment, there are two approaches.

This method is suitable for ordinary sales records where the waiver should be calculated separately for selected hire items.

1. Configure the Damage Waiver as % of previous line item, rather than % of all Hire items.

2. Go to Setup > Items and open a hire item to which Damage Waiver should apply.

3. Open the Companions tab.

4. Add the Damage Waiver item.

5. Check Required if the companion should be included by default.

6. Click Save Changes.

7. Repeat for the other applicable hire items.

When a configured hire item is added to a sales record, its Damage Waiver companion can be added immediately below it.

The percentage is calculated from the preceding item line rather than the entire hire value.

Important: This method is not supported for Online Store orders. For EOM Rollover or Scheduled Billing, contact HirePOS Support before using companion-based percentage calculations for recurring charges.

Customer Damage Waiver Exempt settings do not automatically exclude companion-added Damage Waiver items.

If you want to retain a single Damage Waiver calculated as % of all Hire items, you can record selected charges using a suitable Misc / Non-Stock item instead of a Hire item.

The % of all Hire items calculation excludes these non-hire charges.

This is suitable only where the charge does not need to be managed as a hire item. Keep equipment that requires hire availability and return tracking as a Hire item.

If you use EOM Rollover or Scheduled Billing for long-term hires, you can choose whether Damage Waiver applies to the first invoice only or continues through subsequent billing periods.

Use this method when Damage Waiver is charged once for the initial agreed hire period.

Leave EOM RollOver Item unchecked in the Damage Waiver item's Configuration section.

The non-hire Damage Waiver line remains on the original invoice and is not carried forward.

Use this method when Damage Waiver should be calculated on each billing period's hire charges.

1. Open the Damage Waiver item under Setup > Items.

2. Expand Configuration.

3. Check EOM RollOver Item.

4. Click Save Changes.

For this method, use one non-hire, Non Stock Damage Waiver item configured as:

• % of all Hire items

• % of Discounted Price

• EOM RollOver Item enabled

The Damage Waiver can then carry forward and be recalculated against the new billing period's hire charges.

If your ongoing invoices require additional percentage-based charges, contact HirePOS Support for setup guidance.

See EOM Rollover & Damage Waivers for further details.