Account customers with a monthly invoice
Let a department, a company or a person eat on account up to a food credit limit and pay later. Purchases on account are invoiced once a month on one GST invoice, with a line per item sold.
PLANSScale only
The problem it solves
- The HR department's lunches are written in a register and billed from it at month end.
- A contractor's staff run up a canteen bill that nobody stopped.
- Thirty small bills a month reach a company that wants one invoice.
How it works
- Open the customer's contact and, on the Food Service tab, fill in the Food Credit Limit.
- Tick Food: Monthly Invoice to bill the month's purchases on one invoice.
- Make sure the outlet accepts the Customer Account payment mode for this customer type.
- At the counter the customer is scanned and the sale is paid with Customer Account. A sale that would take them past the limit is refused.
- On the 1st of each month one GST invoice per customer is made for the month before, in the Entity's food tax invoice journal.
Everything it does
Credit limit
- Food Credit Limit per contact; 0 means no limit
- What is owed counts purchases on account not yet invoiced and food invoices not paid
- With SmartMy Campus the same limit counts fee-ledger charges not yet invoiced
- Checked when a sale is paid on account; the message gives the amount that would be owed
Monthly invoice
- Orders paid in full on account, without a subsidy, by a customer with Food: Monthly Invoice
- One invoice per customer per month, dated the last day of the month, with a line per item, order and day
- Taxes of each line as on the sale; revenue to the Entity's food revenue account
- Made by a daily job on the 1st, for the month before
- These orders are left out of the daily accounting entry, as the invoice carries them
Other customers on account
- Without the monthly invoice, a sale on account can get its own Tax Invoice (Growth), which stays due
- The customer pays the invoice like any other customer invoice
Who uses it
AccountsSets credit limits, checks the monthly invoices and follows payment.
CashierSells on account to a scanned customer.
Department head or companyGets one invoice a month for its people's food.
Where you use it
- Web: the contact's Food Service tab (group On Account); the invoices in Accounting
- The SmartMy Feast Counter app: Customer Account among the payment buttons for allowed customers (built and in testing, not in the app stores yet)
- The SmartMy Feast app: Wallet shows what is owed (built and in testing, not in the app stores yet)
What you control
Settings
- Food Credit Limit: 0 (no limit); Food: Monthly Invoice: off
- Customer Account payment mode: accepted only where the outlet and customer type allow it
Works with
SmartMy CampusMeals charged to the student fee ledger count against the same food credit limit (Growth, with Campus fees).
Questions
Can a department eat on account and get one bill a month?
Yes. Give the department's contact a credit limit and tick Food: Monthly Invoice. It gets one GST invoice on the 1st for the month before.What stops an account customer running up a large bill?
The Food Credit Limit. A sale on account that would pass it is refused at the counter.Are subsidised meals on the monthly invoice?
No. The monthly invoice takes orders paid in full on account without a subsidy. Subsidised staff meals follow the subsidy and accounting rules.Is this in Growth?
The credit limit and the monthly invoice are in Scale.Related features
SELLINGCatering orders with an advanceTake an order for an event with its menu, guests, venue and date, priced from the outlet for the customer type. Invoice an advance on confirmation and the rest after the event, less the advance.COUNTERTax invoice on a paid orderWhen a customer needs a GST invoice for a counter sale, the cashier or accounts opens the paid order and clicks Tax Invoice. A posted customer invoice is made with the taxes of each line, and the counter payment is registered on it.WITH OTHER SMARTMY PRODUCTSMeals on the student fee ledgerWith SmartMy Campus, students become food customers and their parents their menu contacts. Canteen purchases, meal plans and wallet top-ups can be charged to the student's fee ledger. Mess fees become fee dues with the usual receipts, reminders and late fees.WITH OTHER SMARTMY PRODUCTSVisitor meals charged to the host departmentWith SmartMy VMS and SmartMy HRMS, a visit can come with meals. When the visit is approved or the visitor comes in, meal tokens are raised in the host's name. They are charged to the host department's cost centre, and the host gets the codes.PAYINGCash, card and UPI paymentsTake cash, UPI and card at the counter, along with the wallet, tokens and the other payment modes your outlet allows. UPI shows a QR code for the exact amount, and every payment goes to its own journal for the day's takings.ACCOUNTING AND REPORTSDaily accounting entry for food serviceOnce a day SmartMy Feast posts one journal entry per Entity for everything the food service did. It covers money taken by mode, wallet and plan advances, revenue as meals are served. Also subsidy and complimentary meals by cost centre, taxes, and, if you choose, food cost and wastage.
See it with your own menu.
Tell us how many outlets you run and how people pay today. We will show you a day in your mess or canteen on SmartMy Feast.