Zones

Zones in HirePOS group delivery and pickup locations into geographical areas, such as North, South, CBD or Regional.

They are used for:

• Delivery and pickup planning: Grouping and organising jobs by area.

• Zone-based pricing: Automatically selecting the appropriate selling unit and rate for delivery or pickup charges.

Zones can be assigned to customers, saved locations, and cities/postcodes. You can also select a zone directly on a Quote, Booking or Invoice.

1. Go to Setup > Delivery/Pickup > Zones.

2. Click + New Zone.

3. Enter a unique zone name (maximum 20 characters), such as North, South or Zone A.

4. Click Save New.

Repeat for each geographical area you want to manage.

Assign zones to your saved addresses to make them easier to select when creating jobs.

1. Go to Setup > Delivery/Pickup > City / Postcode List.

2. Add or edit a city/postcode entry.

3. Select its Zone.

4. Save your changes.

Selecting a city from the City dropdown on a sales record also applies its configured zone.

See City/Postcode List.

You can also assign zones directly to:

• Customers: Go to Setup > Customers, edit the customer, and set the Zone in their address details.

• Delivery/Pickup Locations: Go to Setup > Delivery/Pickup > Locations, and assign a zone to the saved location.

A zone stored against a customer or location is separate from the City/Postcode List. Changing a city's zone does not automatically update zones already saved against customers or locations.

Open Delivery/Pickup Details on a sales record to view or change the zone.

If the Zone field is hidden, click + Country/Zone beside the postcode field to reveal it.

How you select the address determines how the zone is populated:

Important: Use Customer Billing Address copies the customer's saved Zone rather than looking it up from the billing postcode.

If the zone is missing or incorrect, select the correct Zone manually or reselect the City from the dropdown.

Always confirm the Zone in Delivery/Pickup Details when it is being used for scheduling or pricing.

Zones help organise delivery and pickup jobs by geographical area.

For example, you might use North, South, East, West and CBD zones to group jobs into delivery runs.

Go to Sales/Hire > Delivery/Pickup Schedule > Vehicle/Driver Allocations to filter or sort jobs by zone and organise your delivery and pickup runs.

You can also use Reports > Delivery/Pickup > Currently On Hire by Zone to review hire items by their recorded delivery zone.

Assigning a zone helps organise jobs but does not automatically schedule deliveries, allocate vehicles or optimise routes.

Zone-based pricing allows one delivery charge item to have different rates for different geographical areas.

For example, you could create one item called Delivery Charge, with ten selling units representing ten different zones.

When you add that item to a sales record, HirePOS selects the selling unit matching the delivery zone.

1. Go to Setup > Item Related > Selling Units.

2. Click + New Selling Unit.

3. Enter a Unit Description, preferably matching the zone name (maximum 20 characters).

4. Open the Other tab.

5. Select the corresponding Zone.

6. Click Save New.

Repeat for each zone requiring a separate rate.

For best results, position zone-based selling units at the top of the Selling Units list using Sort Order.

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

2. Enter a description such as Delivery Charge.

3. Enter a unique item code, such as DEL, or use the generated code.

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

5. Under Configuration, enable Non-Stock.

6. Open the Rates/Prices tab.

7. Add each zone-based selling unit, entering its Sell Ex or Sell Inc price and Tax code.

8. Save the item.

For reliable automatic selection, use only zone-based selling units on the delivery charge item.

Avoid mixing normal Each or time-based units with zone-based units. If both are needed, prioritise the zone-based units using Sort Order.

Zone-based rates are fixed charges, not automatic per-kilometre calculations. The quantity/units for the selected zone rate is normally 1.

1. Open Delivery/Pickup Details and confirm the correct delivery Zone is selected.

2. Click Done.

3. Add the Delivery Charge item to the sales record.

4. Check that the matching selling unit and price have been selected.

Zones automatically select the appropriate selling unit and rate. They do not automatically add the Delivery Charge item.

Add the relevant charge item whenever a delivery or pickup fee is required.

There are two common ways to set up delivery and pickup pricing.

Create two Non-Stock items:

• Delivery Charge

• Pickup Charge

Add either or both items depending on the services required.

Create three Non-Stock items:

• Delivery Only

• Pickup Only

• Delivery & Pickup

Each item can have its own zone-based rates. Add the appropriate item depending on whether the job requires delivery, pickup or both.

HirePOS supports a separate Pickup (If Different) address and zone.

However, automatic zone-based selling unit selection uses the primary delivery zone, not the separate pickup zone.

For example, if delivery is in Zone A and pickup is in Zone B, the automatic selling unit selection is based on Zone A.

If pickup pricing needs to reflect a different zone, manually select the appropriate selling unit on the Pickup Charge item.

Changing the delivery zone does not automatically update existing charge items.

To update the delivery charge, you can either:

• Remove and re-add the charge item. HirePOS selects the selling unit matching the newly selected zone.

• Change the selling unit manually. Use the Unit dropdown on the invoice line to select the correct zone-based selling unit and rate.

Zone-based pricing selects the appropriate selling unit when the item is added. You can always choose a different selling unit manually.

• Delivery and Pickup (Setup)

• City/Postcode List

• Delivery Address

• Selling Units