When processing On account, layaway, service, or unfulfilled sales, you can take deposits toward the cost of the purchase. You can take deposits for sales in-person, or request a payment via an email link.

Taking deposits for in-person sales

1. Navigate to Sell > Sell.
2. Attach a customer to the sale and add products.
3. Click Pay.

4. Enter the deposit amount in the Amount to pay field and select the payment type.

   

5. Once the payment has been processed, click Save sale.

   

The sale will be saved in your sales history as Partially paid.

Requesting payment via pay link

You can send a payment request link for the deposit or payment amount during a sale if the customer isn’t physically present to make an in-store deposit. You can choose to email the request link or copy it to your clipboard to send via SMS or other messaging service. Payment request links expire after 14 days.

1. Navigate to Sell > Sell.
2. Attach a customer to the sale and add products.
3. (Optional) In the product Fulfillment tab, choose the fulfillment method and enter details as required.
4. Click Pay.
5. If you’re requesting a deposit for a partial payment, edit the amount in the Pay field.

6. Click Request payment.

   

Sending payment links via email

1. In the pop-up, confirm the details are correct and add a note if required.
2. Select Send by email. Confirm the email address is correct and make changes if required.

3. Click Send payment request.

   

4. Click Complete sale.

Sending links manually

1. In the pop-up, confirm the details are correct and add a note if required.
2. Select Manually share pay link. 

3. Enter the payment amount and click Generate pay link. A dialog box will open with the generated pay link.

   

4. Click Copy & close. This will copy the link to your computer's clipboard. You can then retrieve this link and copy it into a messaging service of your choice.

   

5. Click Complete sale.

When the customer receives the payment request, they will have the option to save payment details for future purchases.

Viewing payment requests

When your customer makes a payment through the link, you will receive a notification. Click the bell icon in the top-right corner of Retail POS to view notifications.

Pending requests and payments through email links are also recorded and viewable in Sales history.

1. Navigate to Sell > Sales history.
2. Locate the sale, using filters to narrow your search.

3. Click the arrow to expand the sale details.

   If the link has been sent but not paid yet, the status will show as Pending payment requests with the date the request was sent under the sales total.

   

   If the deposit has been paid, this status will show Online payment with the date the payment was received and the amount.

   

4. If the request is still pending, click Continue sale.

   

5. In the Pay module on the right side of the Sell screen, a payment request summary card will list all requested payments and the date they were sent. Click View for more details.

   

Viewing payment request statuses

Using the Payment Requests page, you can quickly get an overview of your requested payments and their statuses.

1. Navigate to Sell > Payment Requests.

2. If needed, use the filters to locate your payment request.

   

Your payment request will have one of the following statuses:

• Outstanding: A payment request has been sent to the customer, but no payment has been made.
• In transit: The payment request has been paid by the customer using direct debit and the payment is in transit. Direct debit transfers can take a few days to clear.
• Paid: The customer has paid the payment request.
• Canceled: The payment request was canceled.

Click the three dots icon (More) next to an outstanding payment request to view further options.

• View request: View the payment request as sent to the customer.
• Cancel request: Cancel the payment request. You will need to confirm the payment request cancellation. This can’t be undone.

For completed payment requests, you can View request.

Canceling pending payment requests

You can cancel a payment request from the Payment requests page or by reopening the sale with the pending request through Sales history.

Canceling using Payments requests page

1. Navigate to Sell > Payment requests.
2. Use the filters to find the request you'd like to cancel.
3. Click the the three dots icon (More) next to the request.

4. Click Cancel request > Cancel request.

   

Canceling using Sales history

1. Navigate to Sell > Sales history.
2. Locate the sale, using filters to narrow your search.
3. Click the arrow to expand the sale details.

4. Click Continue sale.

   

5. In the Pay module on the right side of the Sell screen, a payment request summary card will list all requested payments and the date they were sent. Click Cancel to cancel the request.

   

Signing up employees to receive email notifications

You can track invoice payment and delivery status by subscribing employees to receive instant email notifications when:

• An invoice online payment is successful. These emails include the payment amount, invoice number, the name of the customer, and the day and time the payment was received. The employee can also click to view the original invoice or payment details.
• An invoice payment fails. These emails include the payment amount that failed, the invoice number, the name of the customer, the reason for the failed payment, and the day and time the payment failed. The employee can also click to view the original invoice, the payment details, or the customer contact details on file. 
• An invoice delivery fails. These emails include the invoice number, customer name and email, the reason for the failed delivery, and a link that the employee can copy to provide to the customer to pay the invoice. The employee can also click to view the customer contact details on file.

All employees who are subscribed will receive all notifications for all invoices. Only employees with role permissions to view the Financial Services page will be able to view payment details.

Adding employees

Before you subscribe an employee to receive email notifications, you must have their explicit permission to be contacted via email.

1. Navigate to Sell > Payment requests > Notification settings.

   

2. Click Add an employee.
3. Select the checkboxes beside which employees you want to receive email notifications. You can use the search bar to search for specific employees.

4. Click Subscribe.

   

If an employee doesn’t have an assigned email, their name will show in the To review section. To add or edit an email address:

1. Click the three dots icon (More) beside the employee name.

2. Click Edit employee.

   

This will take you to the employee profile page, where you can add or edit their email address.

Unsubscribing employees from email notifications

To unsubscribe an employee from email notifications, click the three dots icon (More) beside their name and click Unsubscribe.

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