Linking Items to a Branch

When the Branches module is enabled, hire items must be allocated to the branch where they are physically held.

Branch allocation is used when HirePOS checks item availability and possible double bookings. For example, a booking for Branch A checks the hire items and quantities allocated to Branch A. An item that has not been allocated to Branch A is not treated as available there.

The allocation method depends on whether the item is singular, bulk or serial tracked.

A singular hire item has a Quantity For Hire of 1 and is allocated directly to one branch.

1. Go to Setup > Items.

2. Open the hire item.

3. Select the appropriate branch from the Branch dropdown.

4. Save the item.

For a large number of singular items, use the Items CSV importer in update mode with an Item Code and Branch column. The branch value in the CSV must match the branch name in HirePOS.

A bulk hire item has a Quantity For Hire greater than 1. Its total quantity can be divided between multiple branches.

1. Go to Setup > Items.

2. Open the bulk hire item.

3. Select Branch Quantities beside the Quantity For Hire field.

4. Enter the quantity held at each branch.

5. Confirm that the combined branch quantities equal the total Quantity For Hire.

6. Save the changes.

Do not leave part of the total quantity unallocated. Any unallocated quantity will not be available to a branch.

For a bulk hire item using serial tracking, each serial-tracked unit is assigned to its physical branch.

1. Go to Setup > Items.

2. Open the item.

3. Select Serial Tracking beside the Quantity For Hire field.

4. Enter or review the serial numbers.

5. Assign the correct branch to each serial-tracked unit.

6. Confirm that the total serial-tracked quantity matches the item’s Quantity For Hire.

7. Save the changes.

See Item Serial Numbers for instructions on using serial numbers in invoices, dispatch, returns and maintenance.

The standard Items CSV importer does not have separate branch-quantity fields for bulk hire items.

For a large bulk-item list, quantities can be imported into temporary Item Custom Fields. HirePOS Support can then transfer those values into the item’s Branch Quantities or Serial Tracking records.

See Import Bulk Hire Item Quantities by Branch for the complete preparation and import process.

The allocation is not complete until HirePOS Support confirms that the temporary values have been transferred and verified.

Once branches are operational, use a Branch Transfer when physical stock moves from one branch to another. This records the movement and updates the relevant branch allocation.

During first-time branch setup, follow the Enabling and Setting Up Branches in HirePOS guide to allocate all existing items and verify current bookings and invoices.