Making Payments to Customer Accounts

Making Payments to Customer Accounts

To make payments towards a customer's account, you can access the Customer Payment Menu through the following methods:

From the Point of Sale screen:
  1. On the main screen of Retailer, click on the Point of Sale icon.
  2. Press the Customer Payment button.
    1. Alternatively, press [F11] on your keyboard.
  3. Search for and select the particular customer. Click OK.
From the Customer Screen:
  1. On the main screen of Retailer, click on the Customers icon.
  2. Click on the Magnifying Glass 🔎︎ icon to access the Find Customer Screen.
  3. Search for and select the particular customer. Click OK.
  4. The Transaction Menu will appear. If not, click on the Menu button.
  5. Click on Payments.
You will get a screen with different payment options. You may not see all options described below depending on your software level/type.
See Changing Customer Pay Menu Buttons to hide buttons you don't wish to use.
IdeaIf you need the payments allocated specifically to certain charges and invoices, you MUST use Pay Specific Invoices. Otherwise, they get allocated automatically to the oldest outstanding balance.
AlertThe payments cannot be backdated in any way. This is because some accounting processes will have already locked in numbers to a certain point which can be complicated to update, and some of that information may have already been given to customers in the form of statements or invoices.

The different payment methods are explained below, with a tickbox for printing receipts if desired (ticked by default):

Quick Payment

This option is used to pay the current outstanding amount PLUS regular weekly charge amount from their orders until the coming Sunday. This is handy for customers who to pay weekly for their orders a week ahead.
NotesThis option is only applicable to newsagencies.

Pay Until A Date

This option is used to pay the current outstanding amount PLUS the amount from their orders until the specified date.
The date MUST BE a date in the future.
NotesThis option is only applicable to newsagencies.

Pay Last Statement

This option is used to pay the amount from the customer's MOST RECENT statement.

Pay Amount Owing

This option is used to pay the full current outstanding amount of the customer's account.

Pay Amount

This option is used to pay a specific amount into the customer's account, which will deduct from any outstanding balance or put the account into credit, allowing it to be applied to future invoices.

Pay Laybys

This option is used to pay one or more of a customer's laybys
AlertA customer's layby balance is SEPARATE from their account balance.
InfoFor more information about paying laybys, click HERE.

Pay Specific Invoices

This option is used to pay a customer's invoice or multiple invoices at a time.
Once specific invoices have been paid, they will be removed from the list. Only outstanding invoices/charges will appear in the list.
InfoFor more info on paying specific invoices, click HERE.

Pay Proforma

This option is used to pay a customer's Proforma Invoice.
Only 1 Proforma Invoice can be paid per transaction.
InfoFor more info on Paying Proforma Invoices, click HERE.

FAQ

Below is a list of frequently asked questions related to customer payments:
Can I change the date for a customer account payment?
No. The customer payment will be dated to when it was processed in Retailer. You can add a Transaction Note to the payment, which will appear on the receipt and statement and detail the original payment date.
How do I see where a payment has been allocated?
After a payment has been made on a customer account, you can check to see how the allocation was done.
  1. Open the Customer Screen
  2. Click the Magnifying Glass to search. Select the Customer and click OK.
  3. In the list of Customer Transactions, then right-click on the payment transaction to select Allocation Details.
What if a Customers Account is Overpaid?
If a customer's account is overpaid, the credit amount will stay on their account to be applied automatically on the next invoice.

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