Codes & Barcodes

In HirePOS, the use of codes and barcodes is essential for uniquely identifying items, customers, suppliers, and more. This documentation provides guidelines on setting up and utilizing various identifiers such as Item Code, Supplier Code, Barcode, Serial Number, Income Code, Group Code, and Serial Tracking Numbers.

The Item Code is a required field with a maximum of 15 characters. It serves as an internal code for items and is located in the Item Details tab of the Item setup. Starting with 100 or 1000 and letting the system auto-increment the number is recommended. Keeping the code short has benefits such as easy recall, better display on documents like invoices, and smoother data entry.

The Supplier Code is optional with a maximum of 30 characters. It is used to search for SKUs or Part Numbers of items, especially in sales inventory. This code can be found in the Stock Control tab of the item setup and is searchable in Purchase Orders and Invoices.

The Barcode field, optional with a maximum of 20 characters, is located in the Stock Control tab. You can use manufacturer barcodes or create your own. In case of no Barcode, the system searches Supplier Code and then Item Code. Barcodes can be printed via HirePOS following the Barcodes guide.

For singular hire assets, the Serial Number field allows recording of manufacturer serial numbers, typically found on equipment compliance plates. This field is optional with a maximum of 50 characters.

The Income Code, optional with a maximum of 15 characters, is used to override chart of accounts codes for item types/categories. It is particularly useful when exporting invoices to external accounting suites like Xero or MYOB.

After setting up Group Masters, items can be assigned to a group using the Group Code field. Items within the same group are considered interchangeable in terms of price, purpose, and specifications. This field is optional with a maximum of 15 characters.

For bulk items, up to 3 serial numbers can be recorded for each member of the bulk quantity. This feature is beneficial for tracking lower-value assets that are hired and returned. The Serial Tracking Number field is optional with a maximum of 50 characters.

By following these guidelines for setting up and utilizing various identifiers in HirePOS, you can efficiently manage and track your items, suppliers, and inventory.