Effective management of reminders is essential for maintaining organisation and ensuring timely actions within HirePOS. This document serves as a comprehensive guide on how to handle various types of reminders, understand the reasons for overdue reminders, and take the necessary actions to resolve them.

In HirePOS, reminders play a crucial role in keeping track of important tasks and deadlines. When reminders in the Reminders List are not acted upon by their specified due date, they will be categorised under the OVERDUE section.

To view and/or change the color code for reminders, navigate to Setup > Preferences > Theme. For more information, please refer to the Theme guide.

When a quote has not been converted or canceled and the Booked From date is older than the current date/time, you have several options:

• If not accepted, cancel the quote. Once a quote is cancelled, any reminders associated with it will be removed from the Reminders Screen.

• If accepted, verify the accuracy of the Booked From date.

• If the quote is On Hire, update the Hired From date to reflect the actual hire start date.

Bookings will appear in the OVERDUE section once their Booked From date is older than the current date/time. For overdue bookings, ensure that the Hired From date is populated once the booking has started and is On Hire. Once this is completed, the reminder will change to being On Hire.

Invoices will also display in the OVERDUE section once their Booked From date is older than the current date/time. Similar to bookings, once you have populated the Hired From date for overdue invoices that are On Hire, their corresponding reminder will switch to On Hire.

On Hire invoices will show in the OVERDUE section once their Booked To date is older than the current date/time. When goods are returned after the hire period, update the Hire To date on the invoice to clear the reminder.

Overdue deposits will be displayed if a booking's Deposit Due date field has been specified and no payment has been received by this date. To remove this reminder, take action to collect the deposit or clear out the booking's Deposit Due date, which can be found in the Other tab in the Booking/Invoice screen.

Understanding the different types of reminders and their descriptions is essential for efficient management. Here are some key reminder types:

• Pending Payment: Payments awaiting processing via the Banking module.

• Maintenance Due (Metered): Services due based on meter readings.

• Booking (No Dates): Top sales records missing booking dates.

This tab provides various options to adjust what is displayed on the Reminders List.

The Payments > Payments Outstanding screen is the best place to view any outstanding amounts your customers may have. However, the reminders screen can also show the current payment status of any invoices that have not yet been returned.

An exception to this is the "Overdue Deposit." This reminder will remain after the return if no payments have been made at all.

A payment is considered pending if its status is:

• Pending Payment

• Pending Deposit

If a sales record appears in the Reminders list but should be completed, check its payment record. Update the grey payment status dropdown to a completed state, such as:

• Payment Received

• Deposit Received

• Bond Received

Once all associated payments are marked as completed, the sales record will no longer appear in the Reminders list.

By following these guidelines, you can effectively manage reminders, handle overdue tasks, and utilise alerts for streamlined operations in HirePOS.