Preferences

The Preferences window allows you to customise the HirePOS software to suit your requirements.

How to open the Preferences window

From the Main Menu, click Setup, then Preferences.
The Preferences window will open up to the Invoice tab (the first tab).

Invoice Preferences

Payment Terms

Type in the payment terms you would like to appear on the invoice. This will show just above the Payment box on the printed invoice. Example: Deposit and Full Payment is to be paid when item is picked up.

Invoice Terms

Type in the invoice terms you would like to appear on the invoice. Example: Our charges are based on Time Out, NOT Time Used.

Footer Message

Type in a default invoice footer message if required. Example: Thank you for your order, we appreciate your business.

Show Customers as Cash or Account on Invoice Form (Credit Limit)

Select this box if you have Account Customers. Note you can enter an amount as a Credit Limit in Customers setup. Warnings will then be activated in the Invoice screen when their Balance Due exceeds their Credit Limit.

Hide Business Details when printing invoices (use for pre-printed stationary)

Select this box if you wish to use your own pre printed invoices.

Show Customer Signature Section on Invoice Printout

This option will show the following section at the bottom of the invoice that allows for customer signatures.

Show Invoice Footer Message on Invoice Form

Select this option to automatically show the footer message box on the Invoice form.

Always Hide Remittance on Invoice

Select this option to always hide the remittance section on the bottom of the invoice (even if a payment is outstanding). This is useful when you always send out statements at the end of each month for your account customers.

Print Dual Invoice Copies (but only print One copy on Returns)

This option forces the printer to print two copies of the invoice. A time saving feature for those who print an invoice copy for their own records as well as the customers copy. Only one copy is printed when the Actual Date TO is completed on the invoice (i.e. for Returns).

Miscellaneous Preferences

Use Customer Codes

Check this box if you need to use customer codes throughout the program. (handy for loyalty programs etc). To keep it as simple as possible, HirePOS does not use codes as standard.

Default new Customers to Cash Customers

Select this option if your new customers are to be cash customers. Note you still have the option of applying a credit limit to them. Cash customers have a Credit Limit of $0. Account customers have a specified limit, e.g. $2000. If you do not want a credit limit prompt to appear then clear out the Credit Limit box in Customers.

Use Cash Drawer

Check this box if you have a HirePOS Cash Drawer connected to your system.

Show 'Change' Prompt after receiving Cash payments

Check this box if you have a HirePOS Cash Drawer and wish to show how much change should be given.

Use Item Codes (recommended for Barcode scanning)

Select this option if you have a barcode scanner installed.

Don't Auto-Recalculate Quantities on Invoice (from Time Span)

HirePOS defaults to automatically adjusting the quantities of hire items on invoices if the time span of the hire is adjusted. Select this option if do not want HirePOS to make these adjustments for you.

Don't Default Estimated Date/Time TO

Select this option if do not wish the Estimated Date/Time TO to appear automatically on the Invoice or Booking.

Invoice Item Lookup

You can select items on a Booking/Invoice by choosing the Category first, then the Description and then the Selling Unit for example. This filters the item selection list as you go.

Restrictions Preferences

Entering passwords into the Restrictions tab restricts other users from viewing functions that relate to financial information. If you enter passwords, then click Save & Close, exit the HirePOS program and then re-open the program you see that the Expenses, Till, and Banking menus are hidden, as well as access to the financial accounting reports.

How to remove restrictions

When you first open the program, type the word password before any other key strokes are made.
Enter your password in the window that pops up, to temporarily remove the restrictions.
Note: Restrictions will still apply when the program is re-opened. To remove the restrictions permanently, you need to go back to Setup > Preferences and clear out the passwords, then click Save & Close.

Staff Member Required for Bookings & Invoices

Select this option if it is compulsory for Staff Member names to be entered on bookings or invoices. Note each staff member can have their name password protected. This can be carried out in Setup > Staff Details.

Use Dual Backup screen when backing up database

Use this option if you want your database to be backed up to two separate locations, e.g. a memory stick or removable drive could be selected here as well.

Use Database Restore (Note: Restore option will NOT show in Restricted mode)

Select this option if you need to restore your database from a memory stick or a backup disc after hardware failure or work has been carried out on another computer for example.

Modules

This tab allows you to register add-on modules for the program. To register a module, type in the relevant registration key supplied to you by HirePOS, then click the Register button.

Checklist

Select this tab if you require criteria to be checked when an invoice is first opened or to be saved. Example: "Have you updated the customers details if they have not been in for some time?" etc, etc.

Reminders

Show Items Currently Hired

Check this option if you wish to show what items are currently hired on the reminders screen.

Never Show Quotes

Select this this option if you do not require Quotes to be shown in the reminders screen.

Refresh Reminders List Every Minute

Check this box if you are using HirePOS with more than one computer on a network, or if you need to be reminded of overdue returns etc immediately. This will cause the reminders list to refresh at regular one minute intervals. If a booking is made on another computer on the network, then you will see the booking in less than a minute on your reminders list.
Note: Regardless of whether this box is checked or not, this does not effect the program's ability to detect double-bookings etc. This only causes a visual refresh of the reminders screen.

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