Off Hires

The Off Hire feature in the HirePOS system is an essential tool for managing equipment rentals. It allows users to mark the date when a customer has indicated they have finished using an item, even if the item has not yet been collected from the customer's location. This functionality ensures that Off Hired items remain unavailable for hire until they are successfully collected and returned, facilitating accurate billing and effective tracking of equipment usage.

When an Off Hire date is set on an invoice, the AutoCalc feature will only bill up to the Off Hire date. This means that the time between the Off Hire date and the actual collection of the equipment will be excluded from billing. This process aids in maintaining accurate billing records and tracking equipment usage.

Additionally, setting an Off Hire date on an invoice will generate a collection reminder, prompting you to collect the equipment at your earliest convenience.

To create an Off Hire in the HirePOS system, follow these steps:

1. Go to the invoice page and click on the Options dropdown menu located just above the invoice line items grid.

2. Select the Off Hire option from the dropdown menu.

3. Three new fields will appear between the Booked and Hired dates: Off Hire Date, Off Hire Number, and Date Collected.

4. Click on the red calendar button next to the Off Hire date to set the date. The Off Hire date will default to the current date/time, and the Off Hire Number will automatically increment to the next highest number. You can manually override the number if needed, which can serve as a reference for your customer as proof of Off Hire.

5. Enter the Date Collected only when the items are physically collected from the customer.

If an Off Hire Date is entered without a corresponding Hired To/Return date, the record status will be displayed as Off Hired. This status indicates that the item is off-hire but has not yet been returned.

The system will generate a collection reminder, which will be visible on the main menu page, until the items are returned to the base.

In the Sales section, both the Find Sales and Find Sales by Location pages include an Off Hired tab. This tab displays all records where an Off Hire date is entered but no Hired to/Return date, making it easier to track Off Hired items.