Double Bookings

Double booking warnings are a crucial feature in HirePOS that help prevent date and time overlaps, ensuring smooth business operations and enhancing customer satisfaction. This document provides comprehensive information on how to manage double booking alerts and effectively resolve conflicts.

The double booking warnings in HirePOS encompass various areas, including:

• Reservations/Bookings/Invoices

• Maintenance Records

• Inspection Checklists

• Branch Transfers

Quotes do not reserve stock; however, when saving a Quote, it will cross-check other Reservations, Bookings, and Invoices to identify any potential conflicts.

Only Reservations, Bookings, and Invoices reserve hire stock and withhold the stock count. Bookings and Invoices are considered "confirmed" jobs. A Reservation sits between a Quote and a Booking, ensuring that stock is reserved, which is particularly useful for warm quotes or quote acceptance workflows.

If you receive a double booking warning for a specific item but have no other bookings for that item, check for any Maintenance Records, Inspections, or Branch Transfers scheduled on the same day as the item booking.

Maintenance Records and Inspections function similarly to Sales Records (Quotes, Bookings, Invoices, etc.) and can potentially overlap, causing a clash with Sales Records or other Inspections and Maintenance Records.

To prevent double booking warnings from being displayed for Inspections, you can disable the Inspection Checklist Availability Checks setting by navigating to Setup > Preferences > Maintenance.

When you receive a double booking alert, click the red banner to expand and view warning messages that explain the issue at hand. In cases of multiple conflicts, clicking the Item Code/Description reveals the Availability popup, providing a visual overview of the conflict.

Clicking the Item Code/Description in the double booking warning displays the Availability drill-down screen, offering a detailed visual representation of the conflict.

In addition to the date range of the booking or maintenance record, several other factors can contribute to double booking conflicts:

• Item Quantity For Hire

• Branch Quantity For Hire

• Lag Time

• Overdue Returns

• TBA End Date

• Incorrectly Assigned as a Hire Item

• Unresolved Double-bookings for On-Hire invoices

It is important to note that double bookings on prior On-Hire invoices will impact all future bookings with the same item. This occurs because an On-Hire invoice represents an ongoing hire, meaning its allocations could still affect availability for future bookings.