Find Sales/Hire

The Find Sales/Hire screens help you locate and review Quotes, Bookings, Invoices and other sales/hire records across a selected date range.

There are three Find Sales/Hire screens available from the main Sales/Hire menu:

All three screens provide date controls, record type selections, filters, sorting and links back to the original sales/hire record.

Go to Sales/Hire > Find Sales/Hire.

Use this screen when you are primarily looking for a Quote, Booking, Invoice or other sales/hire record.

Each result represents one sales/hire record.

Go to Sales/Hire > Find Sales/Hire by Item.

Use this screen when the item is the important part of your search.

Each result represents an individual item line, so the same Invoice or Booking can appear more than once when it contains multiple matching items.

This view is useful for questions such as:

• Which customers have hired this item?

• Which Quotes or Bookings contain this item?

• Where has a particular serial number been used?

• How much sales or hire activity has an item generated over a period?

Go to Sales/Hire > Find Sales/Hire by Location.

Use this screen when you want to search by the delivery customer, job site or delivery location recorded against a sales/hire record.

This is particularly useful when the customer being invoiced is different from the customer or site receiving the equipment.

Use the date controls at the top of the screen to choose the period you want to search.

Available quick selections include:

• Yesterday

• Today

• Tomorrow

• Last Week

• This Week

• Last Month

• This Month

• Quarterly periods

• Last Financial Year

• This Financial Year

• All Time

• Custom date range

The previous and next buttons can also be used to move the selected date range backwards or forwards.

If no previous search has been retained, the screen initially uses the current month.

The selected date type determines which date HirePOS uses when deciding whether a record falls within your chosen range.

Depending on the Find Sales/Hire screen, available options can include:

• Invoice Date

• Date From

• Date To

• Event Date

• Date Quoted

• Date Booked

• Date Due

Date From and Date To relate to the hire period. Where actual hire dates have been recorded, these take priority over the original booked dates.

Find Sales/Hire by Location uses the simpler Invoice Date, Date From and Date To options.

Use the record type selectors to narrow the results.

Available record types include:

• All

• Estimates

• Quotes

• Reservations

• Bookings

• Invoices

• Contracts

• Sales Orders

• Credit Notes

• On Hold

For example, select Bookings when you only want confirmed bookings, or Credit Notes when you specifically need to find credit records.

Hire records can also be narrowed by their progress through the hire process:

• All

• Pending Hire

• On Hire

• Off Hired

• Rolled

• Continued

• Returned

Pending Hire shows records that have been booked but have not yet been placed on hire.

On Hire shows invoices that have been placed on hire and have not yet been off hired or returned.

Off Hired shows invoices that have been off hired but have not yet been completed as returned.

Rolled and Continued can be used to follow records that form part of an End of Month rollover chain.

Returned shows hire invoices where the return has been completed.

A separate Sales Invoices selection is also available for sales activity.

Click Filters to further narrow the results.

The available filters vary slightly depending on which Find Sales/Hire screen you are using.

Common filtering options include:

• State

• Branch

• Customer Category

• Customer

• Staff

• Invoice Category

• Cancelled status

• Outstanding status

• Draft or Approved status

You can combine the date range, record type and filters to progressively narrow the results.

Branch-related options are available when the Branches module is in use and can also be affected by the current user's branch restrictions.

The main Find Sales/Hire screen also provides filters including:

• Contact

• Amount

• LTH #

• Online Store

Find Sales/Hire by Item adds item-specific filters including:

• Item Type

• Item Category

• Group Code

• Serial Number

• Serial Tracking

The search field in this view can also locate items using details such as:

• Item description

• Item code

• Supplier code

• Barcode

• Registration number

Find Sales/Hire by Location includes location-focused options such as:

• Billing Customer

• Delivery Customer

• Location

The Billing Customer and Delivery Customer are separate, allowing you to find work performed at a site or delivery location that differs from the customer's billing details.

The main Find Sales/Hire screen can display summary figures above the results.

The figures are calculated from the records matching your current date selection, record type and filters.

The summary includes:

• Number of matching records

• Total Ex

• Total Inc

• Total Paid

• Total Balance

Total Ex is the matching value excluding tax.

Total Inc is the matching value including tax.

This allows you to use the same filters for both the results list and the summary totals.

Find Sales/Hire by Item provides its own item-focused summary.

It can show:

• Number of matching item lines

• Total quantity

• Total Ex

• Total Inc

These figures are calculated from the matching item lines rather than the full Invoice totals.

For example, if an Invoice contains several items and only one matches your current search, only the matching item line contributes to the item totals.

On the main Sales/Hire > Find Sales/Hire screen, click the cog beside Filters to choose which optional information is displayed.

Available options include:

• Dashboard Tiles

• Sent

• Staff

• Customer PO

• Reference

• Event Date

• Continued From

• Rolled To

• Bond

• Branch

Your selections are retained for your user.

For example, display Branch when reviewing records across multiple branches, or Continued From and Rolled To when following Long Term Hire rollover records.

The Dashboard Tiles option controls whether the summary figures above the results are displayed.

The main Find Sales/Hire screen can display information including:

• Date

• Reference number

• Status

• Customer

• Quote expiry date

• Date From

• Date To

• Total

• Bond

• Paid

• Balance

• Customer PO

• Reference

• Staff

• Branch

• LTH #

• Continued From

• Rolled To

Click a column heading to sort the results by that field.

Find Sales/Hire by Item can display information including:

• Item description

• Item code

• Date

• Record reference number

• Item status

• Customer

• Date From

• Date To

• Quantity

• Line total

• Branch

• Order number

• Order status

Where an item has its own hire dates, those dates are used in preference to the overall record dates when searching by Date From or Date To.

Find Sales/Hire by Location can display information including:

• Date

• Reference number

• Status

• Date From

• Date To

• Billing Customer

• Delivery Customer or Location

• Delivery address

• City

• Zone

• Delivery Via

• Required date/time

• Total

• Customer PO

• Reference

Where a delivery address has been entered, the address can also be used to open directions.

LTH stands for Long Term Hire.

An LTH number identifies records belonging to the same End of Month rollover chain.

You can use the LTH # filter on the main Find Sales/Hire screen to locate related records.

The optional Continued From and Rolled To columns can also be displayed from the cog to help follow the chain from one record to the next.

Select Sales Orders to find sales order records.

In Find Sales/Hire by Item, linked order information can include:

• Order number

• Order status

This can be useful when reviewing the purchasing or supply progress of items linked to a sales order.

Click a result to open the associated Quote, Booking, Invoice or other sales/hire record.

You can also use the view icon to preview the record without leaving the Find Sales/Hire screen.

Results are displayed in pages of up to 100 records.

HirePOS retains recent search selections while you work, including settings such as:

• Date range

• Selected date type

• Filters

• Record type

• Sort order

The optional display settings selected from the Find Sales/Hire cog are also retained for your user.