Restrictions (Overview)
In HirePOS, managing restrictions is crucial to ensure smooth operations and compliance with your business processes. This guide will walk you through the various settings available in the Preferences menu under the Restrictions section.
Use Draft/Approved Process for Invoicing
When enabled, this setting allows only invoices marked as 'Approved' to be exported to third-party accounting systems. To mark an invoice as approved, simply click the "Options" button in the invoice editing screen.
Branch Required for Invoices
This setting is only applicable when the "Branches" module is activated. For detailed information on the Branches module, refer to the help documentation.
Invoice Category Required for Invoices
Ensure that a specific Invoice Category is selected before saving sales records such as Quotes, Bookings, and Invoices.
Don't Default Staff
Prevent staff members from defaulting on new invoices with this setting.
Maximum Invoice Number Allowed
Set the highest invoice number permissible for saving. New invoice numbers will be automatically incremented based on the highest existing number in the system, as long as it is below the maximum specified.
Lock Transactions Prior to a Specific Date
Prevent editing of invoices dated before a certain date unless unlocked by an administrator.
General Restrictions
Under this section, you can configure additional settings to streamline your operations.
Manual Double-Booking Check Only
Opt to disable automatic double-booking checks for improved performance. You can still manually check for double-bookings in the Booking/Invoice screen or through Reports.
Show Prompt for Double-Bookings
Display a prompt in addition to the red alert banner for double-booking situations.
Use Draft/Approve Process for Invoicing
By default, all invoices are in Draft mode until an Admin user approves them. This feature is designed to prevent premature exports to third-party accounting systems.
Check Off Delivery/Pickup Items
Ensure smooth handling of delivery and pickup items by checking them off as needed.
Setting the Maximum Invoice Number
HirePOS automatically increments the next Invoice Number based on the highest previously entered number plus one. To customize this behavior, set the Maximum Invoice No. allowed to control the range of acceptable numbers.
To access these settings:
Navigate to Setup > Preferences > Restrictions.
In the General Restrictions section, locate and set the Maximum Invoice No. allowed.
Click the Save Changes button at the bottom right to apply your changes.
By configuring these restrictions in HirePOS, you can tailor the system to align with your business requirements and enhance operational efficiency.