Hire Stocktake
A Hire Stocktake compares the equipment physically present at your location with what HirePOS expects to be there, allowing for equipment currently out on hire.
Expected Qty = Quantity For Hire − Qty On Hire
Unlike a Sales Stocktake, a Hire Stocktake is used to identify and investigate variances, not automatically adjust your stock quantities.
For example, if HirePOS expects 5 items but you count only 4, an item may be missing, or it may have been sent out without being marked On Hire. Similarly, finding more than expected could mean a returned hire has not been processed.
Complete a Hire Stocktake
Go to Setup > Item Related > Hire Stocktake.
Select your branch, if applicable.
Select New Stocktake to begin a fresh count.
Enter the physically counted quantities in the Stocktake Qty column.
Review the Variance column for differences between counted and expected quantities.
Select Preview Hire Stocktake to review or print the report.
Counts save automatically as you enter them. Starting a new stocktake clears the previous counts.
You can also use Scan Barcodes to count items with a barcode scanner. Each scan increases the count by one.
Investigate and resolve variances
Before adjusting your stock quantities, check that:
Equipment sent out has been correctly marked On Hire.
Returned equipment has been processed as Returned.
Your physical counts are correct.
Remember that the expected quantity accounts for equipment currently On Hire, not future bookings or equipment unavailable due to maintenance.
Once these records are verified, you can compare your Counted + On Hire quantities against Quantity For Hire to identify genuine stock differences.
Where stock genuinely needs to be added or removed, use Stock Adjustments from Setup > Items. This maintains an audit history.
A Hire Stocktake does not automatically change Quantity For Hire, availability or branch allocations.
Important note for branches
Branch stocktakes only include equipment allocated to the selected branch. Unallocated bulk hire quantities are not included.
When initially setting up branches or migrating stock between branches, ask HirePOS Support to reconcile your total hire quantities against branch allocations.