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Help centre · Point of sale

Customer accounts, payments and statements

See what a customer owes and how late it is, give them credit, take a payment in the back office, send a monthly statement, and review sales flagged over a limit.

Who can do this: Balances and statements: Customer accounts or View accounts. Credit settings and sales to check: Customer accounts (TenantAdmin and StoreManager by default). Taking a payment: Customer accounts or Manage accounts.

Open a customer's account

Edit details changes the name, phone, e-mail and notes. The figures come from the books, so they always agree with Finance → Receivables.

  1. In the back office, go to Point of sale → Customers. The list shows what each customer Owes and their Credit.
  2. Click the customer (or Account on their row).
  3. The account shows Owes, Overdue, Credit limit, Payment terms and Store credit, the ageing (Not yet due, 1-30, 31-60, 61-90 and Over 90 days late), the Open sales with their due dates, the Payments and the Store credit movements.

Give a customer credit

  1. In the account, click Credit settings.
  2. Choose Credit: No credit, Up to a limit or No limit.
  3. For Up to a limit, type the Credit limit.
  4. Type the Payment terms in days, or leave it empty for due on the day.
  5. Click Save.

With No credit, every sale on account needs a manager's PIN at the till. Store credit does not need a limit.

Take a payment

Each amount is checked when you click: more than zero, and never more on a sale than is open on it. A payment larger than what is owed stays on the account as credit.

  1. In the account, click Take payment.
  2. Check the Date and choose Paid by: Cash, Card or Bank transfer.
  3. Leave Received into on Default account, or choose the cash or bank account the money went into.
  4. Type the Amount and, if useful, a Reference and a Memo.
  5. Leave Oldest sales first, or choose Choose sales and type how much goes to each sale.
  6. Click Take payment. The customer's balance goes down straight away.

Monthly statements

The statement adds up: opening balance plus sales, less payments and credits, is the closing balance. There is no interest and no late fee. Statements are not sent automatically.

  1. In the account, click Statement.
  2. Choose the Month and the Language.
  3. Check the figures: Opening balance, Sales, Payments, Returns and credits, Closing balance, Overdue and Store credit, and every line with its receipt or payment number.
  4. Click Open PDF to open the statement to print or save.
  5. To e-mail it, check Send to (the customer's e-mail is filled in) and click Send. The dialog says whether it was sent.

Sales to check

The sale itself stands: the goods left the shop. The customer's account already includes it.

  1. When a till was offline and a sale went over a credit limit or used more store credit than the customer had, the Customers page shows a message with Review.
  2. Click Review to see the sales, with the reason for each.
  3. Look at each sale, talk to the cashier or the customer if needed, and click Mark reviewed.

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