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Customers and customer debts
Selling on credit is lending money. The application keeps count of what each customer owes, what they have already paid, and helps you remind them.
How a debt arises
A customer debt is created when a slip is collected, in two ways:
- the Debt button: the whole invoice is on credit;
- the Pay button with an amount lower than the total: it is a deposit, and the rest becomes a debt.
Following debts
Menu Sales › Customer debts: the list of unsettled invoices, with their total and the amount left to pay. The search accepts the customer's name, phone, the date or the amount.
Recording a payment
- In the list of debts, click Pay / history.
- Enter the Amount paid: all that is left, or part of it. The amount cannot exceed what is still owed.
- Choose the payment method and, if the customer pays in the secondary currency, the currency.
- Record payment.
The money enters the day's cash. When the remainder reaches zero, the debt is settled and the invoice leaves the list. The screen keeps the invoice's Payment history: date, time, amount, remainder before and remainder after.
Each payment gives a receipt: Print receipt (PDF) produces a PDF with the amount received, what was left before, what is left after, and signature spaces for the cashier and the customer.
A debt payment cannot be recorded on a day already closed: it will be entered the next day.
Customer records
Menu Sales › Customers. Customers are created automatically with each sale; you can also add one by hand with Add a customer.
The list is sorted by Most recent purchase, Name (A → Z), Best customers or Largest debt. A customer's record shows:
- their contact details and a free note (“reseller”, “pays on Fridays”…);
- the number of their purchases, the total bought and their Open debt;
- the Purchase history, with the state of each invoice and a Collect button when something is left to pay.
Reminding by WhatsApp
On the record of a customer who has a debt and a valid number, WhatsApp reminder opens WhatsApp with a ready-written message recalling the amount left. You read it and send it yourself.
Duplicate records
The same customer was entered twice, with two spellings? On the record to remove, Duplicate? Merge this customer into…: choose the record to keep, then Merge. All purchases and debts move to the record kept, and the other is archived.
Archiving a customer
Archive this customer removes the record from the list. Their invoices stay in the history. A customer who still has a debt cannot be archived: collect it first.
Rights required
- View customers: Create a delivery voucher (cannot declare it cash or debt), Invoice a voucher (cash, debt, deposit) and collect debts or Full dashboard (sales, cash, expenses, debts).
- Collect a debt, edit, merge or archive a record: Invoice a voucher (cash, debt, deposit) and collect debts.
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