Charging Pickup/Collection Fee at the End of a Long-Term Hire

For long-term hires, you may want to apply the collection fee when the hire ends.

For example, at the start of the hire, you might agree on a fixed collection charge. Since the hire is long-term, the original contract or invoice gets rolled over each month.

When the hire concludes, you can then add the collection charge to the final invoice.

The workflow for this process is as follows:

1. Set up the Collection/Pickup Item:

   • Configure the item as Non-stock, EOM Rollover, and Component.

   • Note that the Component status is defined by the Item Type, and the other two settings are in the Configuration section of the item setup.

2. Add the Item to the Initial Invoice:

   • Add the Collection/Pickup item to the first invoice (or quote/booking) with the agreed price, but set the quantity (QTY) to 0.

3. Keep the Item Hidden:

   • Since the QTY is set to 0, the item won’t appear on the customer’s PDF invoice at this stage.

   • Note that the Components status will keep items with a total value of $0.00 remain hidden from the PDF.

4. Automatic Rolling of the Item:

   • The item will automatically roll over from one invoice to the next throughout the hire period.

5. Update the Final Invoice:

   • When the hire ends, update the QTY for this item from 0 to 1 on the final invoice.

6. Charge Applied:

   • The collection fee will now be included, and the customer will see the charge on their final invoice.

Additional Tip: We recommend adding a note in both the Sales Prompt and Returns Prompt for this item (within the item setup) to highlight on the screen and returns that the QTY should be changed to 1 upon off-hire.

Please note that users processing returns need sales permissions to access the invoice screen to be able to adjust the QTY.