This document outlines the key differences between HirePOS and Xero, as well as best practices for managing invoices and exports between these two platforms. Understanding these distinctions will help streamline your invoicing processes and ensure accurate financial management.

One of the primary distinctions between HirePOS and Xero is that Xero is primarily focused on non-hire invoices. Unlike HirePOS, Xero does not incorporate the concepts of 'Hired From' and 'Hired To'. Hire invoices are inherently more dynamic and subject to changes, such as early returns or partial returns, which are not common in traditional retail settings.

Given the differences mentioned above, it is recommended to follow these best practices when exporting invoices from HirePOS to Xero:

• Wait until an invoice is returned or closed off via End of Month (EoM) rollover before exporting.

• Access the Xero Exporter through the Xero button on the main screen.

• Export only finalized invoices.

• (Optional) Export any payments received against these invoices in the Payments tab.

If waiting to export invoices is not feasible, you can still export them while they are still on hire; however, this is not recommended due to potential inconsistencies. If you choose to proceed, follow these steps:

• From the Main menu, click on Xero.

• Click on the options tab after logging in.

• Uncheck the Exclude On Hire option.

• Go back to the Invoices tab and export your On Hire invoices as usual.

It is important to note that once a Xero invoice is fully paid, it becomes locked, and you will not be able to refund it in the case of an early return. In such instances, creating a credit note is recommended instead of refunding the invoice.

By following these guidelines and understanding the differences between HirePOS and Xero, you can ensure a smoother invoicing and exporting process between the two platforms.