Customer Accounts is a feature to allow your customers to have an account which they can pay down over a period of time. This is available with the AirPOS Pro version of AirPOS. When you go into the backoffice you'll see a screen similar to the image below with two links in the left margin for 'Loyalty' and 'Customer Accounts'.
If you click or tap on either 'Loyalty' or 'Customer Accounts' your screen will change to one similar to that below in which you'll be prompted to upgrade your AirPOS account to AirPOS Pro.
Tap on the 'Upgrade to AirPOS Pro' button. Next tap on 'Customer Accounts' from the left margin of your backoffice. You'll see a slider switch to enable using customer accounts. Just set that so that it says 'Enabled' as shown below.
You will also need to enable each customer to have an account. This is also done in the backoffice. If you click or tap on 'Customers' from the left navigation margin of your backoffice and select the customer you can allow them to have an account. If the customer doesn't exist among your list of customers in the backoffice you can use the 'Create New Customer' button to create an entry for them.
We are going to allow the customer aidan to have an account. Having found him in our list of customers to allow him to have an account we just need to click on his name as shown above.
We'll then see his details where there is a green button at the top right to 'Enable Customer Account'. When pressed his details will be updated as having an account as shown below.
If you now open the AirPOS POS application you will notice that there are some changes. The 'Add Customer' button has been added above the cart and there is a new 'Accounts' button beside the 'XYZ Reads' button. After enabling the customer to have an account and when those changes made in the backoffice have synchronised with the POS application you will be able to add products to the cart which can then be put on the customer's account for later payment.
You can add the customer prior to adding products to the cart or after the cart has been created. Just tap on the '+ Add Customer' button above the cart and you can search for the right customer from your list as shown below.
We'll add the customer we've just enabled to have an account, andrew hageman to the transaction. When searching for him a list of possible matches will be displayed as we type. When he appears just click or tap on the 'Add to Sale' button to the right of his name as shown above.
As you can see in the image above andrew hageman has been added to the sale. To put the items in the cart onto his account just press the 'Account' button at the bottom of the cart. You'll see a popup asking you to confirm that the sale is to be added to that account.
Just press Confirm and you'll see another popup with a number of options..
The customer, aidan oneill may choose to make a payment towards his account at this stage in which case press the green 'Make a Payment' button otherwise press the 'New Sale' button. You can also email him a statement at this point.
If a customer wishes to make a payment towards their account this can be done on the POS. For example the customer, Aidan O'Neill wants to pay £20 towards her account. To locate her account on the POS tap on the 'Accounts' button at the top of the screen and select her name from the list of customers with an account. The products held on account will then populate the cart.
Aidan wants to pay £20 towards her account so select an item in the cart that is more than £20. In this case select the 'Power Rangers Figure' and tap on the green 'Pay Total' button at the bottom of the cart and the tender type popup will appear.
Tap on Keypad and use the onscreen keypad to enter 20.
Press the 'Tender' button and another popup will appear.
Press the 'Exit to Sales Screen' button and the balance of his account will be updated and you can continue to sell.
To check her balance and to forward her a statement tap on 'Accounts from the top of the POS screen and select his name from the list of account holders.
You can also confirm this in the backoffice under the 'Customers' tab.
When a product is added to someone's account the available stock is reduced accordingly and the corresponding stock for the products added to an account becomes 'Reserved'. In the example below you can see that there are 20 of the product 'Wonder Woman Action Figure' at £21.95 available at the 'AirPOS, Co. Antrim' location.
If two are added to a customer's account the stock is adjusted as you can see in the image below.
Assuming no other products are added to an account the 'XYZ Read' at the end of the day will record the value of the account transaction but that value will not be added to your day's takings.
When a customer with an account makes a payment towards their account the payment is attributed to the first item in the list. For example in the account below held by the customer, Aidan ONeill the first product is a 'Anger Figure' priced at £16.66. Aidan ONeill has come into the store to pay £20 towards his account. Select all of the items in the cart and tap on the 'Pay Total' button as seen at the bottom of the cart in the image below.
In the tender type popup tap on 'Keypad' and use the onscreen keypad to enter 20 and press 'Tender'.
You can now see that the item '"Anger" Figure' has been removed from the cart and is paid for and £20.00 has been paid towards the next item in the cart.
You can email a statement of a customer's account. For example Aidan ONeill has phoned and asked for a Anger Figure to be put on his account and for a statement to be sent to him.
With the product added to his account to then send him a statement tap on the purple 'Accounts' button at the top of the POS screen and select Aidan O'Neill account from the list displayed as seen below.
The products on account for Kevin Smith will be displayed in the cart. Just tap on the button to 'Email Statement' and his statement will be emailed to him. You can also export a customers statement from the backoffice. To do that tap or click on 'Customers' from the left margin of the backoffice and click or tap on the customer's name. In the customer's details screen you'll see a green button to 'Export Statement'.
His email statement will look like that below.
If you disable 'Customer Accounts' in the 'Customer Accounts' screen of your backoffice all existing accounts will be lost and all of your customer's accounts will be disabled and the products that were added to any accounts will also be lost.
If you should turn off customer accounts from the 'Customer Accounts' screen as shown below...
..as soon as you press the 'Save Changes' button you will see a popup warning to tell you the number of customers you have with accounts, the number of products you have reserved for customers with accounts and the value of those products.
All accounts will be closed and the transactions made to any accounts voided with the products returned to stock.
On the POS the purple accounts button will be removed.
If you re-enable customer accounts in your backoffice and then after synchronisation if you tap on the accounts button at the top of the screen you'll see there are no accounts.
If you go into your backoffice under 'Customers' and select Aidan ONeill and press the 'Disable Customer's Account' button....
..you'll see a similar warning.
If you press the 'Confirm disabling account' button all of her reserved items will be returned to stock and the sales attributed to her account will be voided.
NB: While you can add and create customers on the POS we recommend that you do this in the backoffice as this is the only place you will be able to enable customer accounts for the new customer.
For this feature to function properly your POS MUST be online.
Sales made on Account will not be posted into Xero until a product is paid for in full or complete.