New Booking/Invoice Workflow

This guide provides a comprehensive overview of the fundamental steps required to create bookings and invoices within the HirePOS system. Understanding the distinction between a booking and an invoice is crucial for effective management of your sales processes. A booking serves as a proforma or pending invoice, while both bookings and invoices are confirmed transactions. However, it is important to note that bookings do not appear in sales reports, outstanding payments, customer statements, or accounting reports, and they are not available for export to accounting systems.

There are three typical scenarios in which you will need to create either a booking or an invoice:

• Future Booking: This remains as a booking until the hire commences or until the overall amount is finalized and locked in.

• Pre-Paid Booking: This must be a formal invoice from the outset in order to receive payment.

• Immediate Hire: This requires an invoice right from the beginning, as it is going on hire immediately.

To begin the process, navigate to the Sales/Hire > Customer Overview screen via the app menu located at the top of the interface.

Next, select an existing customer or add a new customer as necessary.

Upon selection, you will be presented with three buttons: New Quote, New Booking, and New Invoice. Choose either the New Booking or New Invoice button based on the scenario that applies to your situation.

At the top of the New Booking/Invoice screen, you will see the customer’s billing address details, followed by the delivery/pickup details. Enter the delivery/pickup address information as required.

For future bookings, input the Booked From and Booked To dates that represent the period of the hire. The Hired From date should only be populated when the hire commences, and the Hired To date should be filled in once the hire concludes and all items are returned.

Utilize the Code column to look up and select hire items, as well as any sales or non-stock type items as needed. Ensure that the Unit and Quantity columns are accurate to reflect the items being hired.

At the bottom-right of the screen, you will find options to continue with further actions such as Preview, Email, Receive Payment, and Sign. Note that any of these actions will save and commit your new Booking/Invoice.

By following these steps, you will be able to efficiently create bookings and invoices tailored to your specific needs.