Customer-Owned Items

Customer-owned items can be recorded in HirePOS when you service, repair, inspect or maintain equipment that belongs to a customer.

Customer-owned equipment should normally be set up as a Hire item so it has access to the asset-related fields used for equipment tracking, such as Serial Number. It should also be configured as Non-stock and Package Header (Not Selectable) so it is not treated as your own hire inventory or offered for selection on normal sales and hire records.

Set up a Customer Owned Item Type

Before adding customer-owned items, create a dedicated Item Type so they can be kept separate from your own equipment in item lists and reports.

Go to Setup > Item Related > Item Types.
Create a new Item Type, for example Customer Owned.
Configure the Item Type as a Hire item type.
Save the Item Type.

Using a Hire Item Type ensures the customer-owned equipment is treated as an asset and provides access to the relevant hire-item fields.

Set the default Customer Owned Item Type

HirePOS can create customer-owned items automatically when you create a Maintenance Record.

To nominate the Item Type used for these items:

Go to Setup > Preferences > Maintenance.
Select your Customer Owned Item Type from the Customer Owned Item Type dropdown.
Click Save Changes.

Add a customer-owned item manually

You can create customer-owned equipment manually through Item Setup.

Go to Setup > Items and create a new item.
Select your dedicated Customer Owned Item Type.
Enter the item details, including its Serial Number where applicable.
Expand the Configuration section.
Enable:
- Non-stock
- Package Header (Not Selectable)
Open the Maintenance tab.
Select the customer from the Customer Owned dropdown.
Save the item.

These settings allow the equipment to remain available for asset and maintenance tracking without treating it as your own hire stock.

Package Header (Not Selectable) also prevents the item from appearing in the normal item selection workflow used when adding items to quotes, bookings and invoices.

Add a customer-owned item from a Maintenance Record

You can also create customer-owned equipment while entering a Maintenance Record, without first creating the item through Setup > Items.

Go to Maintenance > Maintenance Records.
Create a new Maintenance Record.
Click the + icon beside the Item field.
Select the customer from Customer/Owner.
Enter the item's Serial Number.
Enter the Make and Model where required.
Complete and save the Maintenance Record.

HirePOS uses the combination of Customer/Owner and Serial Number to identify the customer-owned item.

If the same serial number has previously been recorded for that customer, the Maintenance Record will link to the existing item.

If the serial number is new for that customer, a new item will be created when the Maintenance Record is saved using the configured Customer Owned Item Type.

Switch between an existing item and a new customer-owned item

When creating a Maintenance Record:

To create a new customer-owned item, click the X beside the existing Item selection, then enter the customer-owned item details.
To return to selecting an existing item, click the X beside Customer/Owner.