A regular at the neighbourhood café, an office that orders lunch every day or a partner company that pays at the end of the month: part of the sales is not collected on the spot. The receivable usually ends up in a notebook, and at month end nobody agrees on who owes what. In RoxPos a credit sale is posted to an account card within the normal payment flow of the check and tracked there until it is collected.
Account cards: customer, supplier or both
On the Customer Accounts screen each card is created as a Customer, a Supplier or Both. A card holds the name, two phone numbers, country and province/district, full address, tax number, tax office and a note. The list is split into tabs and can be searched, and each card's balance and the total balance are shown on the same screen. Account records are kept per branch.
How a credit sale works
When the bill is requested, the Store Credit payment type is chosen and a customer account card is selected; a credit sale cannot be saved without an account. The amount is written to the card with a summary of the table, check and items. Only part of a check can go on account too: for example, part is paid by card and the rest is charged to the account. Because a credit sale is not a collection, it is not sent to the fiscal POS device.
Collections and account history
When the customer comes to settle, you use 'Collect Payment' on the card to enter the amount and payment type, with an optional note. The amount defaults to the full balance; you can enter less for a partial collection, but not more than the balance. The 'History' window lists every movement with its date, table, items, payment type and note, and a wrong entry can be cancelled from there. Collections and cancellations are recorded in the Activity Log.
Supplier cards and invoice details
Supplier cards are selected on stock entries and stock documents, so stock reports show where goods came from. An account with tax details can also be chosen as invoice information at payment: if the connected fiscal POS device supports it, these details are passed to the fiscal document. The document is issued by the device, not by RoxPos. The account balance, meanwhile, is for tracking what customers owe.
- Add a phone number and a note to the card of every customer you sell to on credit, so details such as the payment day or agreed terms stay on the card.
- The Store Credit card on the day-end report shows the amount charged to accounts in the selected period, and the account summary section of the Cash Flow & Collections report summarises account movements. Always check the current balance on the Customer Accounts screen.
- Offer credit to customers you know and have an agreement with; filling in tax details when you create the card saves time later when you choose invoice information.
Tying credit sales to the check instead of a notebook makes every receivable visible down to the item and table. See our guide to splitting bills and partial payments for the other payment options, and our day-end report article to read the numbers correctly at closing.