Create a Hire Client Invoice

The user should note that both the hire screen here, and the point of sale screen are nearly identical so check the screen heading before proceeding. A Hire Client Invoice is used for transactions involving the hire of goods or Inventory Stock. This guide will walk you through creating a Hire Client Invoice (HCI) in SapphireOne. The steps are as follows:

1. Navigate to Inventory > Point of Sale > Data Entry and then select the Hire Client Invoice item. SapphireOne will display the Hire Client Invoice Entry screen ready for data entry.
2. Enter Rep ID – If the Master Default has not been setup the Hire Client Invoice Entry screen will be displayed immediately
   • If the Master Default has been setup, a password alert will be displayed so enter a current valid Rep ID.
3. Client ID – All hire transactions require the entry of a Client ID for tracking purposes. Unless this is a returning customer, the user should have a plan for managing the creation of the IDs for all new Customers.
4. Dates – Enter and check the dates for this hire transaction paying attention to the Pick Up and Return dates, as this will determining the price being charged for this hire transaction.
5. Select Inventory – Only inventory with its Type set as Hire will be displayed when the wildcard search function is used.
   • If set up, an electronic barcode scanner may be used to bring up the relevant inventory hire item.
6. Inventory Quantities – In both cases above, enter the quantity being hired by the customer.
7. Add Additional Items – Add any additional Inventory items being hired at this time for this HCI transaction.
   • If the hire item has additional sizes types etc, the user will have to select the Inventory Hire item at the upper part of the screen.
   • Then select the size type etc from the required area on the lower section of the screen before the OK button becomes active.
8. Process Payment – Click on the Payment F3 tab or press F3 on the keyboard.
   • Payment Method – Enter as required (cash, card, etc.).
   • Card Details – Enter the card details if required.
   • Change Details – SapphireOne will calculate these for the user.
   • Cash Change – For any cash based transactions the amount of change to given back to the customer will be displayed in red here.
9. Completing the Transaction – Ensure the outstanding balance is $0.00, then click the Process button to generate the Invoice and complete the hire transaction (HCI).

For more detailed instructions, please refer to the Inventory > Point of Sale > Hire Client Invoice article.