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Managing on account balances

On account sales are sales where a customer purchases products that they take at the time of sale and intend to pay off at a later date.  By placing a purchase on account, you will create an invoice for that sale that the customer will need to pay. You can view and manage on accounts through the Customers page or during a sale. 

On account visibility

You can access a customer’s on account information by clicking on their name either during a sale, through the Sale history page, or through the Customer page by clicking on the Account tab. This gives 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: the total value spent to date
  • Last 12 months: the total value spent in the 12 months prior to the customer's last purchase (not the last 12 months from the date viewed).

Retail-X-customer-account.png

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. You can click on the period to expand the details. 

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.Period details expanded showing transactions for the period.

Making payments to on account balances

You can set whatever policy you desire around timing and methods for making payments to on account balances.

In order to apply a payment to a customer's on account balance, you can either apply a payment on the Customers page or apply a payment during a sale.

Lightspeed Payments merchants also have the ability to send an online payment link for on account sales. Refer to our Emailing Lightspeed Payments links for on account sales article for more information.

Apply a payment on the Customers page

You can apply a payment to a customer's on account balance via the customers page and manually accept cash or process an integrated payment type* outside of Retail POS. 

*Not all integrated payment terminals allow for manually processed payments. Merchants using Lightspeed Payments will need to apply a payment during a sale to pay off an on-account balance.

  1. Navigate to Customers > Customers.
  2. Locate the customer, using filters to sort if necessary.
  3. Click on the customer's name to expand the customer details.Customer account tab with details about customer's account.
  4. Click Pay account balance.Pay account balance button highlighted.
  5. In the Amount field, enter the amount you wish to pay off.
  6. Select the Payment type from the drop-down menu.

    If you are paying off the on account balance with an integrated payment method, the amount will not automatically trigger your payment terminal. You need to manually process the payment using the terminal.

  7. Select the register you wish to attach the payment to from the Register drop-down menu.Pay account balance modal showing field for entering amount and drop downs for payment type and register to assign the payment to.
  8. Click Pay balance.

The payment will now be applied starting with the oldest invoices first and the customer's total balance will be updated.

After you refresh the page, you will see the new balance, adjusted accordingly.

Xero integrated retailers may take a few seconds to update all of the invoices and sync them with Xero.

Apply a payment during a sale

Applying on account payments to a sale is only available on Web, not iPad.

If the customer is making a new purchase and wants to make a payment towards an on account balance, this can be done at the same time. This also allows you to use an integrated payment type without having to manually process and apply the payment later.

To apply a payment during a sale, follow the steps below:

  1. Navigate to Sell > Sell.
  2. Add the Customer to the sale.
  3. Add the products to the sale.
  4. Click Pay.
  5. On the sale screen, there will be a blue banner above the customer name indicating that the customer has an unpaid account balance. Click Add a payment on this banner. Banner on sale screen indicating the customer has an outstanding account balance.
  6. Enter the value that the customer wishes to pay against their account balance in the Amount to pay field.Add an account balance payment modal with amount to pay field.
  7. Click Add payment. This will add the on account payment amount to the current sale amount.The sale screen with the current sale and the on account payment added together to create teh total sale.
  8. Process the sale using the customer's desired payment method.

    Sales with added on account payments must be processed with cash or card payment. Store credit, loyalty, layby, and on account payments are not accepted for these transactions.

  9. Click Complete sale.

What's next?

Voiding sales using the sales history

Learn how to void on account sales using the sales history.

Learn more

Setting on account limits

Set default and custom on account balance limits for your customers.

Learn more

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