Manually issuing store credit in Retail POS (X-Series)

Manual store credit:

Manually issuing store credit

Manual store credit and Xero

Manual store credit and QuickBooks Online

Manual store credit and user permissions

Manually issuing store credit

Sometimes you might need to issue store credit that is not tied to a return, such as a courtesy credit or credit issued as a special promotion for valued customers.

  Important

If you use Xero or QuickBooks Online with Retail POS, do not manually issue store credit until you have properly mapped liabilities in your accounting platform. If your Retail POS is integrated with Xero, view this article for more instructions. If your Retail POS is integrated with QuickBooks Online, view this article.

1. To manually add store credit to a customer's account, navigate to Sell > Sell. Search for the customer using their name or customer code, and add the customer to the sale.

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2. Once you've added the customer to the sale, click on their name to view their customer details.

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3. Click Store credit to open the store credit tab. At the bottom of the pop up, click the Issue store credit button to manually issue credit to your customer.

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4. On this page there are two mandatory fields:

  • Store credit value: Enter the amount of store credit you are issuing to your customer.

  • Notes: Add a note detailing your reason for issuing the store credit.

Once you've filled out these fields, click the Give store credit button to add the store credit to your customer's account.Issue-store-credit-to-customer.png

5. Your customer's new store credit balance is displayed and you have the option to print a receipt as a physical record.

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Manual store credit and Xero

Before using manual store credit with Retail POS and Xero, check that your liability and expense accounts are correctly mapped in your Retail POS-Xero mappings page.

1. Navigate to Setup > Apps and click the pencil icon next to Xero. 

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2. Scroll to the Liabilities section and select your accounts for both the Store credit expense and Store credit liability drop-downs. 

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How it works:

Once your accounts are correctly mapped, Retail POS will debit the store credit expense account and credit the store credit liability account in Xero when you manually issue store credit to a customer.

Important: Posting this information will create a journal entry in Xero. It will not create an invoice.

What if my manual store credits failed to post to Xero?

If your manual store credits have failed to post to Xero, you will receive an error message on the store credit report page. You will be given the option to repost the failed transaction(s) to Xero. You will also receive a notification that the error has occurred.


Manual store credit and QuickBooks Online

Before using manual store credit with Retail POS and Quickbooks Online, check that your liability and expense accounts are correctly mapped in your Retail POS-QuickBooks Online mappings page.

1. Navigate to Setup > Apps and click on the pencil icon next to QuickBooks Online.

Quick-Books-Online-Edit-Pencil.png

2. Scroll to the Liabilities section and select your accounts for both the Store credit expense and Store credit liability drop-downs. 

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Once your accounts have been correctly mapped, Retail POS will debit the store credit expense account and credit the store credit liability account in QuickBooks Online when you issue manual store credit to a customer.


Manual store credit and user permissions

You can also customize user permissions to control which roles have the ability to issue manual store credits to customers.

1. Navigate to Setup > Users.

2. Locate the Roles tab at the top of the user page.

3. "Cashier", "Manager", and "Admin" are the three roles you can choose from. Select one and scroll to the Sell section to enable or disable the user's ability to issue manual store credit.

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If a user does not have permission to use manual store credit, the manual store credit button will not appear as an option on the store credit tab.

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