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Add to Account - Credits, Laybys and Prepayments

  • Updated

Overview

Add to Account lets a client build up credit on their own account for later use in POS. It also works the other way. A client can leave a sale with an outstanding balance owing, and pay it off on a later visit.

This is used for laybys, deposits or prepayments on future services, and general account credit.

Adding Credit to a Client's Account

  1. Open POS and add the client.
  2. Click Add to Account.
  3. Enter the amount the client wants to add as credit.
  4. Click Receive Payment and take the payment as normal.

The credit appears on the client's account straight away and can be used against future purchases.

Paying with Account Credit in POS

  1. Add the client and their items to POS.
  2. Click Receive Payment.
  3. Select On Account as the payment type.
  4. Click Finish Sale.

The client's available credit is drawn down by the sale amount straight away.

If the credit does not cover the full amount, add another payment type for the rest before finishing the sale.

Using Add to Account for Laybys

A client can put a product or service on layby. Part of the sale is paid now, and the rest is charged to their account to pay off later.

  1. Add the client and the item(s) to POS.
  2. Click Receive Payment. A single payment tile appears pre-filled with the full amount.
  3. Tap the payment type for the part being paid now (for example Cash). It replaces the default Credit Card line. Enter the amount being paid today.
  4. Click On Account (labelled OA On Account) to add a second payment line for the remaining balance. It fills in automatically with whatever is left owing.
  5. Click Finish Sale.

Receive Payment screen showing a four dollar cash payment and a five dollar on account payment

This only works when the client is a real, named client. Trying the same split payment on the generic Walk-In client fails with an error, because On Account needs a client record to charge the balance to.

The remaining balance is now owing on the client's account. When the client returns to make another payment, add them to a new sale. Click Add To Account for the amount they are paying off, then pay that line with however they are paying, like Cash or EFTPOS.

Paying for Future Services

To prepay for a future service or treatment course, add the amount as account credit using the steps above. Use that credit to pay when the client comes in for each service.

For prepaying a specific booked appointment rather than a general balance, see How to Take Payment for a Future Appointment.

Viewing a Client's Account Balance

You can view a client's account balance from their Client Card under the Account tab. In POS, the balance also shows as a badge next to the client's name in the cart. Clicking it opens an All Transactions panel with an Account tab listing every credit and payment.

Clearing an Account Balance

To zero out a client's account balance instead of building it up, see How do I clear a client's account balance?

Tips

  • Account balances carry over between visits. They do not expire.
  • You can see all account activity in the client's history.
  • Reporting has an Accounts Report (Reporting > Report List) showing which clients owe you money and which clients are in credit.

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