Customer accounts, payments and statements

Open a customer's account

Edit details changes the name, phone, e-mail and notes. The figures come from the books, so they always agree with Finance → Receivables.

In the back office, go to Point of sale → Customers. The list shows what each customer Owes and their Credit.
Click the customer (or Account on their row).
The account shows Owes, Overdue, Credit limit, Payment terms and Store credit, the ageing (Not yet due, 1-30, 31-60, 61-90 and Over 90 days late), the Open sales with their due dates, the Payments and the Store credit movements.

Give a customer credit

In the account, click Credit settings.
Choose Credit: No credit, Up to a limit or No limit.
For Up to a limit, type the Credit limit.
Type the Payment terms in days, or leave it empty for due on the day.
Click Save.

With No credit, every sale on account needs a manager's PIN at the till. Store credit does not need a limit.

Take a payment

Each amount is checked when you click: more than zero, and never more on a sale than is open on it. A payment larger than what is owed stays on the account as credit.

In the account, click Take payment.
Check the Date and choose Paid by: Cash, Card or Bank transfer.
Leave Received into on Default account, or choose the cash or bank account the money went into.
Type the Amount and, if useful, a Reference and a Memo.
Leave Oldest sales first, or choose Choose sales and type how much goes to each sale.
Click Take payment. The customer's balance goes down straight away.

Monthly statements

The statement adds up: opening balance plus sales, less payments and credits, is the closing balance. There is no interest and no late fee. They go out by themselves only when the shop turns on Statements by e-mail each month (below).

In the account, click Statement.
Choose the Month and the Language.
Check the figures: Opening balance, Sales, Payments, Returns and credits, Closing balance, Overdue and Store credit, and every line with its receipt or payment number.
Click Open PDF to open the statement to print or save.
To e-mail it, check Send to (the customer's e-mail is filled in) and click Send. The dialog says whether it was sent.

Statements by e-mail each month

On the 1st of each month at 8 in the morning, every customer with an e-mail address who bought on account, paid or got a credit last month, or still owes or is owed, gets last month's statement with the PDF. Customers without an e-mail address get nothing, and a statement already e-mailed by hand that month is not sent again. Untick it to stop.

Go to Finance → Receivables and click Monthly statements (for those who take customers' payments in the back office).
Tick E-mail last month's statement on the 1st, choose the Language and click Save.

Remind a customer who is late

The reminder says what is overdue on the account and the day it was due, and that they can pay at the shop or by bank transfer. There is no interest and no fee.

Open the customer's account. When something is overdue, Overdue says how much and since when.
Press Remind on WhatsApp: the chat opens on your own phone with the reminder typed in. Check it and tap Send.
Or press E-mail a reminder: Sevo e-mails it to the customer's address, and says when it has gone. The same day, a second press sends nothing more.

Sales to check

The sale itself stands: the goods left the shop. The customer's account already includes it.

When a till was offline and a sale went over a credit limit or used more store credit than the customer had, the Customers page shows a message with Review.
Click Review to see the sales, with the reason for each.
Look at each sale, talk to the cashier or the customer if needed, and click Mark reviewed.