TABLE OF CONTENTS


Charge to account set up

The charge-to-account function is used when you want to post a POS transaction to an account so you can invoice it later. This function is used in situations where you might wish to redeem an agents voucher for an admission ticket sale, charge a company for brochure display at your information/booking centre, or invoice a company for travel bookings (e.g. if they have booked hotels/rental cars via your booking centre).


To set up the charge to account function:

  1. Set up an account with the account use set to POS. Ensure the retail commission field is also set if this account will receive a commission on sales.
  2. To apply commission or discounts on sales, set up a non-stock retail item (if one does not already exist) called 'commission/discounts'. Leave the sell price at $0.00.
  3. Make a note of the PLU code, then open the System Settings screen
  4. Find the setting Charge to account discount item and enter the PLU code
  5. Save your changes.

 

Charge to account at Point of Sale

  1. From the Point of Sale screen, once you have added the items to be sold, select the payment type Account (add the button to your POS screen if it does not exist).
  2. Choose the account from the list (use the search box to find it quickly)
  3. Confirm the amount to process to account, adjusting the commission/discount if required - enter a $ before the number if you do not want to calculate as a %. 
  4. Enter a note to print on the invoice (max 500 characters) field such as a voucher number, then click OK 
  5. The default commission/discount item is added to the transaction. You will see this on your sales reports.  

If you are selling admission items, tickets will print without the value showing. To report on items charged to account, see Point of sales reports.


Charge to Account Commission Item


Credit an account at Point of Sale

The credit account feature is used to settle invoices via payment at POS.

  1. From the Point of Sale screen select the button Account credit (add the button to your POS screen if it does not exist).
  2. Choose the account from the list (use the search box to find quickly) and follow the steps for the Charge to Account at Point of Sale above 


Charge a customer account at Point of Sale 

This process can be useful for managing a customer tab in a café/bar, if someone wants to layby an item, or if you have customers who prepay for services ahead of time (e.g. students who come skydiving with you on a standby basis).  


Prerequisites to using the charge to customer account function at POS: 

  1. You must be using the Ledger-based Accounts module This will ensure you can report accurately on your liabilities in the Trial Balance report.
  2. For Storing credit cards, you must have MOTO enabled on your Windcave PxPay account to process card-not-present transactions. Refer to our Windcave documentation for details. 


Before you begin charging a customer, the customer must be set up in your IBIS system. Customers who have booked through your E-Commerce website, or filled out your check-in/waiver via IBIS Check-in, will automatically be set up as a Customer. If a customer already exists in your system with the same name and email the records will automatically merge. It's easy to fix a duplicate customer record by ensuring the spelling of the name and email are the same. If you need to add new customers manually, follow these steps:

  1. Open the Customers screen, then click Add customer. 
  2. Enter the first name, last name and email address (all required fields).
  3. Once your customer is added, click Credit card store, to securely store the customer's card details in the Add card popup (if using).

    If you do not want to store credit card details for customers, you can specify a Maximum customer debt in your System settings (e.g. 100). This will allow a customer to charge up to the specified amount without having a credit card set up.


Once the customer is added to your system, follow these steps to charge to their Customer account:

  1. Begin your POS transaction, adding the items you wish to charge. 
  2. Select the Charge customer account button. If not set up, a payment type button for "Person account' must be added to your POS menu.
  3. When the Charge Person screen opens, type the customer's name in the Search field, then select from the results.
  4. The Charge amount can be modified if the customer is not charging the full amount.
  5. Click OK to process the transaction.


Settle a Customer Account - Customer Settlement screen

You can use the Customer Settlement Screen to settle a customers account.

  1. Go to the Customer Settlement screen 
  2. You can filter by:
    1. ‘Search’ – search the name of the customer
    2. ‘Has identifier’ – this will show all customers and their identifying numbers. 
    3. ‘Outstanding balance’ – this will filter for everyone with a balance owing. 

4. Once you have located the correct customer, you can click on the plus (+) sign and it will expand and show you all the transactions for that customer.


5. When you are ready, tick the box next to the customer and select ‘Settle’ at the bottom of the screen. This will open the sale in the pos screen. 

6. Process the sale through the preferred payment method.


Credit a Customer Account

You can top up a customer account at Point of sale. To do this, follow these steps: 

  1. From Point of sale, select the payment type Top-up account. Ensure you have set up the system function button for "Person credit'.
  2. Search for the customer’s name, then select the correct person.
  3. Enter the amount to top-up in the Charge amount entry box. E.g. $20, $100, etc.
  4. Click OK, then take payment from the customer as normal in the Point-of-sale screen.