The Availability screen in HirePOS provides a visual overview of your hire inventory across a selected date range. Use it to check available quantities, identify records affecting availability, and investigate shortages or overbookings.

You can view availability by Day, Week, or Month, search for items or packages, apply filters, and change display options to suit your workflow.

Choose the view that best suits the period you want to check:

• Day – displays one day in hourly time slots.

• Week – displays seven days.

• Month – displays 31 days.

Use the date selector, Previous, Today, and Next controls to move through the calendar.

Tip: Use Day view when exact booking times are important. Week and Month views summarise availability by calendar day, so an item booked for part of a day can appear unavailable for the entire day.

Cell backgrounds indicate availability:

• White – the full quantity is available.

• Grey – some quantity is allocated, but stock is still available.

• Light red – no quantity is available.

• Red – availability is below zero, meaning demand exceeds the quantity available for hire.

Bulk items have a Qty For Hire greater than 1 and are displayed as quantities in the grid. Depending on the display mode, these represent either the quantity available (Qty In) or allocated (Qty Out).

For greater accuracy, switch to Hour mode, as bulk items are otherwise represented by a single number for the entire day.

Click a quantity to see the records contributing to its availability calculation.

In Qty Out mode, singular items are normally shown as coloured bars. Each bar represents a record affecting availability, such as a booking, hire, maintenance record, inspection, or other applicable record.

When records overlap, Z-Order settings in Availability Preferences determine which record appears in front.

If Show single hire items 'out' as numbers is enabled, singular items are displayed as quantities instead. In Qty In mode, singular items are also displayed as availability numbers.

To check an item's availability:

1. Open Availability.

2. Select the required start date and Day, Week, or Month view.

3. Open Filters.

4. Search for and select the item using the Item field.

5. Review its availability across the displayed period.

Use the other filters to narrow the results further if required.

In Qty In mode, click an availability number to see a detailed breakdown for that period.

HirePOS can calculate package availability based on the hire items contained in a package.

To check a package:

1. Open Filters.

2. Click the dropdown beside the Item field.

3. Select the required package.

4. Review the package row and the individual hire items listed underneath.

The package row shows how many complete packages can be supplied for each period. This is calculated from the availability and required quantity of each item in the package.

Package availability is therefore limited by whichever required item has the lowest available capacity.

The Availability Drilldown shows the records contributing to an item's availability.

Open it by clicking an availability quantity in the grid, including the item's Qty For Hire or a Day/Hour availability cell where available.

The drilldown can show:

• Qty For Hire

• Qty Out

• Qty In

• Records affecting availability

• Record references and types

• Customers

• Branch information, where applicable

• Availability by day or hour

Select View In New Tab to open the drilldown in a separate browser tab.

Use the drilldown to determine why an item is unavailable or which records contribute to the displayed quantity.

Click Filters to narrow the items displayed. Depending on your configuration and user access, filters can include:

• State

• Item Branch

• Item Type

• Category

• Sub-Category

• Item

Type in the Item field to search, or use its dropdown to select an item or package.

When filters are active, the Filters button is highlighted. Click the X beside Filters to clear them.

Some filters only appear when the corresponding feature or preference is enabled. For example, branch filters depend on your Branches configuration and user restrictions.

Use the controls below the filters to change how availability is displayed.

• Qty In – shows how many are available for hire.

• Qty Out – shows how many are allocated or which records are affecting availability.

• Itemised – displays items individually.

• Grouped – combines applicable items that share the same Group Code.

Grouped mode is useful when items are interchangeable and you want to see their combined availability.

Enable Include Quotes to include Quotes and Estimates in availability.

When disabled, Quotes and Estimates are normally excluded. Enable this option to assess potential demand before a quote becomes a confirmed booking.

When the Branches module is enabled, Branch Splitting can show availability separately for each branch.

This option is available in applicable Itemised views and helps you see stock availability by branch rather than only the overall item quantity.

Click Item Locations to view current location information for applicable hire items.

This can help identify whether an item is in stock, with a customer, at another location, or associated with another applicable hire record.

Click the cog icon beside Filters to open Availability Preferences.

Preferences control how the Availability screen behaves and can include:

• Paging size

• Default view

• Visible filters

• Sorting

• Branch display options

• Grouped display

• Include Quotes

• Qty In / Qty Out

• Current item locations

• Displaying single hire items in Qty Out as numbers

• Bar Z-Order

Preferences are saved for the current user, allowing each user to configure the Availability screen for their workflow.

Depending on your HirePOS configuration, availability can be affected by:

• Quotes and Estimates, when Include Quotes is enabled

• Reservations

• Bookings

• Contracts and Invoices

• Items currently On Hire

• Overdue or outstanding returns

• Lag time before or after a hire

• Maintenance

• Inspections

• Branch transfers

The records displayed and their effect on availability depend on your system configuration, modules, record status, dates, branches, and Availability Preferences.