Projects (Overview)

The Projects module efficiently tracks multiple quotes, bookings, and invoices within a single project. This feature streamlines the process of managing project-related transactions and ensures seamless continuity from one phase to the next. Projects provide a way to group multiple sales and orders together, even when they belong to different customers or suppliers. Think of a project as a folder or container that keeps all related invoices in one place for easier tracking and management.

To begin utilising the Projects module, follow these steps:

1. From the main menu strip at the top, navigate to Setup > Preferences > Modules.

2. Locate the Projects module option and toggle the switch to activate it.

3. Click the "Save Changes" button at the bottom to confirm the activation.

The Projects screen allows you to:

• Create a new project.

• Search for existing projects using:

  • A date range.

  • A keyword search.

Projects are located across four status tabs:

• Pending – Projects that have been created but not yet started.

• In Progress – Projects that are currently underway.

• Completed – Finished projects.

• Cancelled – Projects that have been cancelled.

Search results appear under the tab that matches the project's current state based on the status of associated sales records.

To create a new project in HirePOS, proceed as follows:

1. From the main menu strip, go to Projects > New Project.

2. Provide a unique name for the project and fill in any optional fields as needed. When creating a project, the following information can be entered:

   • Project Name

   • Address

   • City

   • State

   • Postcode

   • Estimated Start Date

   • Estimated Finish Date

   • Date Started (can be copied from the Estimated Start Date)

   • Date Finished (can be copied from the Estimated Finish Date)

   • Project Estimate

   • Comments

3. Click the "Save Changes" button at the bottom right to save the new project details.

You can link current sales records and purchase orders or add them retrospectively. There are two methods to link a sales record to a project:

1. Click the Sales button on the Project screen to access the Sales/Hire (Customer Overview) screen. From there, you can add a new Quote, Booking, or Invoice, and the Project dropdown will automatically default to the project you navigated from.

2. Alternatively, you can directly access the Sales/Hire (Customer Overview) screen, select the sales record, and manually assign it to the relevant project.

The buttons on the Project screen provide quick access to related functions:

• Options – If required, you can delete the project.

• Sales – Opens the Sales/Hire (Customer Overview) screen, allowing you to search for a customer to find and link a sales record to the project.

• Purchase Orders – Opens the Purchase Orders screen to search for and link a purchase order to the project.

• Delivery Docket – Displays a preview of the delivery docket, listing items from all sales records linked to the project.

To review details of existing projects in HirePOS:

1. From the main menu strip, go to Projects > Projects List.

2. Projects are categorized as Pending, In Progress, Completed, or Cancelled based on the status of associated sales records.

3. Search for a specific project and click on it to edit the details. You can also add a new project from this screen.

4. Any sales records or items linked to the project are displayed in tabs at the bottom of the Project Details screen, allowing for direct editing.