On Account sales are used to track product purchases that the customer intends to pay at a later date. Each account sale is a separate invoice the customer will need to pay. If you'd like to add a sale to an existing invoice, you'll need to find and open this account sale again. Do not do this if your store uses the Xero integration.
Xero customers: On Account sales will create an accounts receivable invoice in Xero. For more information about On Account sales using Xero, refer to our article Sending On Account sales to Xero.
To place a sale On Account:
- Ensure the customer is added to the sale.
- Click Pay.
- Click On Account.
- Add a note to the sale if required.
- Click Complete sale.
- Print or email receipt if required.
- Ask the customer to pay their balance.
- Ask the customer to make a partial payment and put the remaining balance On Account.
- If you have user permissions to do so, you can allow or increase the customer On Account limit.
The sale will be shifted to On Account status, and the customer will have a balance-owing recorded against their name. Each time that customer is added to a sale, you will be able to see any outstanding balance on their account. Once the balance reaches 0, the sale will be closed.
Opening an On Account sale:
1. To open an On Account sale, tap the Menu button on the top left-hand side of the screen.
2. Click on Sales History.
3. Find the On Account sale and click on it.
4. Choose the Continue sale button. The sale will then open on your Sell Screen.
On Account visibility
You can access your customers On account information by clicking on their names either during a sale, through the Sale history page, or through the Customer page by clicking on the Account tab, giving you a clear view of their On account activities.
Balances
The Account tab provides a variety of additional information on the different balances your customer may have.
- Balances: the balance is the rolling balance that recalculates every new transaction. This balance includes On Account and Layby transactions.
- Balance excluding Layby: total balance of On Account transactions.
- Layby: total balance of Layby transactions.
- Allow On Account payments: limit of On Account payments.
- Limit available: the remaining limit for On Account payments. This amount differs from the On Account limit available from the customer modal.
- Total spent
- Last 12 months
Period
This section is separated into the current period and the previous period.
The Current period is the time period of the On account balance from the 1st of the current month to today's date. This section shows:
- Current balance: the up-to-date amount of the On Account balance. This amount is the same as the one you see on the customer modal and can change until the. last day of the month.
- Opening balance: the closing balance of the On Account balance from the previous month.
The Previous period is the time period from the first to the last day of the previous month. This section shows:
- Close balance: the account balance on the last day of the period.
- Opening balance: the closing balance of the On Account balance from the previous month.
You can differentiate between the Current period and the Previous period by the tag next to the dates.
The Amount column shows the total amount of the transaction made by your customer. This amount can be a sale, a payment towards a specific sale, or a payment towards the balance.
What's next ?
For more information on how to pay off your customer's On Account balance, click here.