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HirePOS Terminology

To help new users and customers transitioning from other systems understand some of the concepts in HirePOS, the following is a list of common words used in HirePOS, and their definitions as they apply to HirePOS.

Cart: An internal tool for moving items between screens. Primarily used to pre-select items in the Availability and Items/Prices screens, in order to add them to an invoice.

CSV: Comma Separated Values. A stripped-down version of a spreadsheet, widely used by many software packages for data import/export. Used in HirePOS for uploading bulk data to a new database, making large-volume record additions, and exporting data from the database or reports for manipulation outside of the software.

Custom Field: User definable fields for storage of extra data when there is not already an appropriate place for it in HirePOS. Available for Items, Customers, Invoices, and Suppliers

Hire Item: An item that is of a Hire Item "Type". Hire items are tracked in the availability calendar and double booking system and are expected to return to stock when an invoice is "returned". 

Item: In HirePOS, an item is anything that generates revenue, needs its availability tracked, or is regularly included as a line on an invoice (on a combination of these). Vehicles, hire inventory, sales stock, fees and charges, labour charges, and accessories are all examples of items.

Item Related: This is a setup menu in HirePOS that contains a range of settings and tools that are distinctly related to the concept of Items. This includes packages, categories, item types, stocktake tools, and more.

Non-Stock Item: A non-stock item is an item (usually a sales item) that has had the "Non-Stock" property set in Setup > Items. A Non-Stock Item does not track sock level or availability. It is typically used for intangible services and other non-goods related charges such as delivery fees, credit card fees, labour, and damage charges.

Refund: The opposite of a "Payment". Used to let HirePOS know when money has been given back to a customer. A refund from a fully paid invoice will result in an invoice that is once again outstanding. Refunds are often used in the situation where a bond has been held in addition to the hire amount, or where the hire has ended early and has been overpaid as a result. 

Sales (as in "Sales Screen" or "Find Sales"): A "Transactional Record" applied to a customer. This is a board term including all documents and transactions including Estimates, Quotes, Reservations, Bookings, Invoices, Contracts, and Credit Notes.

Sales (as in Sales Reports): Transactions that have actually occurred. Typically, this means invoices, hires that have been dispatched or returned, and cash sales.

Sales Item: An item that not a member of a "Hire" Item Type. Unlike Hire Items, Sales Items are NOT expected to come back at the end of the hire, and their stock quantity will be reduced every time they are used on an invoice.