Cancelling a Sales Record

Cancelling a sales record in HirePOS allows you to retain a Quote, Booking or Invoice for historical reference without including it in most sales reports or outstanding payment figures.

Cancellation is generally preferred over deleting a record, as it preserves the record and its history.

1. Open the Quote, Booking or Invoice you want to cancel.

2. Locate the Cancelled checkbox or toggle. Its position depends on which HirePOS screen layout you are using:

   • New Layout: The Cancelled toggle is in the top-right corner of the screen, directly below the Options menu and paperclip (Attachments) button.

   • Tablet Layout: The Cancelled checkbox is in the top-right area, below the Options menu and above the Mode dropdown.

   • Desktop Layout: Open the Other tab, just above the Booked From and Booked To date fields. The Cancelled checkbox is near the top of this tab.

3. Tick the checkbox or switch on the toggle.

4. Save the record to apply the cancellation.

The cancellation behaviour is the same across all three layouts.

Cancelling is recommended when:

• A quote was declined or did not proceed.

• A booking was cancelled by the customer.

• An invoice is no longer required but should be retained for reference.

• A record has payments or signatures attached, preventing deletion.

Unlike deletion, cancellation preserves the original record and can be reversed by removing the Cancelled selection and saving again.

Sales Items

Cancelling an invoice reverses its effect on sales stock levels. Any stock quantities deducted by the invoice are restored.

Hire Items

Cancelling a record does not automatically return equipment that is still marked as On Hire.

If an item has a Hired From date but no Hired To date, it remains unavailable until it is returned or the hire dates are removed.

If the equipment is no longer on hire, ensure it is correctly returned so that availability is updated.

If a payment has already been made against a sales record, cancelling the record does not automatically refund the customer.

You will need to account for the payment by either:

• Refunding the payment to the customer.

• Issuing a Credit Note for the customer to apply against another invoice.

For more information, see Offsetting Credit Notes Against Invoices.

Quotes and Reservations can be cancelled using the same process.

You can also record the reason for cancellation in the Comments field towards the bottom of the sales record.

For cancelled Quotes and Reservations, these comments appear in the Reports > Customers & Quotes > Cancelled Quotes/Reservations report, helping you keep track of why potential sales did not proceed.