Cancelling a Sales Record

When managing sales records in HirePOS, there may be instances where you need to retain a record for historical purposes but do not want it to affect your sales figures or outstanding payments. In such cases, you can choose to cancel a record instead of deleting it. Cancelling a record will exclude it from most reports and figures while preserving it in the system for reference.

There are several scenarios where cancelling a sales record is necessary:

• If payments have already been made on the sales record, it cannot be deleted and must be cancelled.

• If the record has been signed, deletion is not possible, and cancellation is required.

• For quotes that did not proceed to a sale, cancelling is the appropriate action.

• Cancelled bookings and returned sales items should also be cancelled rather than deleted.

Depending on whether you are using the Desktop or Tablet invoice layout mode in Hirepos, you can find the "Cancelled" checkbox either at the top right corner or in the "Other" tab. Simply mark the checkbox and save the record to cancel the record.

To cancel a quote, follow the same process as cancelling a sales record. Additionally, you can add notes regarding the cancellation in the "Comments" field located towards the bottom of the Quote screen.

The "Cancelled Quotes/Reservations" report, accessible in the "Reports > Customers & Quotes" section, will display the details entered in the "Comments" field below the Customer name column.

By utilising the cancellation feature in HirePOS, you can effectively manage sales records that need to be retained for historical purposes while ensuring they do not impact your current sales data.