Advance deposits, used on a sale and paid back
Take an advance from a customer at the counter, with a numbered slip. The deposit pays a later sale or a confirmed invoice of the same customer, in one go or in parts. What is left can be paid back, in part or in full, with a reason and a supervisor's approval.
PLANSScale only
The problem it solves
- Advances for orders to collect are written in a notebook, and the customer's slip is the only proof.
- The advance is booked as a sale on the day it was taken.
- When the order is cancelled, nobody knows how much is still owed to the customer.
- A cashier pays back an advance from the drawer without anybody checking.
How it works
- With a session open, click Take Deposit (selling screen), Take Deposit on the session (back office) or Take deposit in the app's Session screen.
- Choose the customer, type the amount, and choose how it was paid and the reference. Say what it is for, such as "Advance for the cake order".
- The slip shows the deposit number, customer, amount, method, purpose and who took it. It says "Keep this number: it pays a later sale or invoice." Print it for the customer.
- When the customer buys, choose them in the cart: a Deposit badge shows what their open deposits hold. Pay with the deposit method, pick the deposit and Check what is left.
- Accounts can also use a deposit on a confirmed invoice with Pay with Deposit.
- To pay back, click Pay Back Deposit, find it by number, customer or phone, type the amount and why. A supervisor approves, a POS manager above the register's amount.
Everything it does
Taking a deposit
- A deposit always has a customer and a number
- Taken by cash, card, bank / UPI, online link or another money method of the register; not by pay later, gift card or another deposit
- Cash deposits add to the expected cash of the session as Deposits in Cash
- In the app it can be taken without signal; the number is given when it is sent
Using a deposit
- Pays only its own customer's sales or invoices, in its own store and currency
- Used in parts until nothing is left; it then becomes Used
- More than what is left is refused, with what is left
- No supervisor is needed to use it
- A refund of a sale paid with a deposit goes back on that deposit
- An invoice put back to draft or cancelled gives the amount back to the deposit
Paying back
- All or part of what is left, with a reason, from an open session of its store
- Pay Back Above Needs a Manager: empty to start with, so a supervisor approves every amount
- Cash paid back cannot be more than the drawer should hold
- Paid back in part it stays Open; in full it becomes Paid Back
- The slip shows "Give ... in cash", why, who approved and what is left
Follow-up and books
- Point of Sale > Deposits: number, date, customer, register, method, amount, used, paid back and balance; filters Open, Used, Paid Back
- The balance total under Open is what the store owes customers
- The X and Z reports show deposits taken, used and paid back
- Deposits are held in the Customer Deposits Account, not income, until used
Who uses it
CashierTakes deposits, prints the slip and uses deposits on sales.
SupervisorApproves a pay back at the counter.
POS managerApproves pay backs above the register's amount.
AccountsUses deposits on invoices and checks what the store owes.
Where you use it
- Web: Take Deposit and Pay Back Deposit on the selling screen, and Take Deposit on an open session. Point of Sale > Deposits; Pay with Deposit on a customer invoice
- The SmartMy POS app: Take deposit and Pay back deposit in Session, and the deposit method on the Pay screen. It is built and in testing, not in the app stores yet. Paying back and checking a deposit need signal
- Not built: a deposit that expires, interest, or a message to the customer
What you control
Settings
- Customer Deposits Account: per store, set on a register
- Pay Back Above Needs a Manager: empty (a supervisor approves every pay back)
- A payment method of the kind Customer Deposit on the registers
Approvals
- Counter approval: paying a deposit back; a supervisor at the counter, a POS manager above Pay Back Above Needs a Manager
Works with
SmartMy GarageAn advance taken on a job card pays the job card's invoice by itself when the invoice is confirmed, oldest first.
Questions
The customer lost the slip. What now?
Search the deposit by name or phone in Point of Sale > Deposits or on the Pay Back Deposit screen. The number is there.Can a deposit pay for someone else's sale?
No. A deposit pays only its own customer's sales and invoices.Can we pay back a deposit in another branch?
No. It is paid back in its own store, from an open session.Is a refund given as store credit?
Not directly. To keep the money for the customer, refund in cash and take a deposit.Does a deposit count as a sale?
No. It is held as money owed to the customer and becomes income only when it pays a sale or an invoice.Related features
LOYALTY, PROMOTIONS AND DEPOSITSGift cardsSell a gift card for any value at the counter. The receipt carries its code and the date it is valid until. Whoever holds the code pays with it later, in one sale or several, until nothing is left. The money stays owed in the books until it is spent or written off.LOYALTY, PROMOTIONS AND DEPOSITSLoyalty points for paying customersEach store runs one points programme. Customers earn whole points on what they buy. They use them as a discount at the counter, in the browser, the app or the back office. Refunds take points back, and every movement is kept in a ledger that cannot be changed.SELLINGRefunds and discounts with a supervisor PINRefund the lines and quantities that come back, with a reason, found by receipt number or customer. Give line or bill discounts with a reason up to the cashier's limit. A supervisor approves each refund on the cashier's screen with a password or a PIN that works once.SESSIONS AND CASHShifts, cash count and X and Z reportsEach register runs one session at a time. It is opened with the cash in the drawer, and closed with a count note by note and a reason for any difference. Cash in and out is recorded with a reason, and the X and Z reports give the figures of the shift.WITH OTHER SMARTMY PRODUCTSThe counter inside Garage and FacilityA workshop selling accessories and a club selling at its pro shop or cafe use the same SmartMy counter, inside SmartMy Garage or SmartMy Facility. Garage staff can put counter items on a waiting customer's job card. Front desk staff can charge a sale to a booking in progress, and members can put it on their account.STOCK AND ACCOUNTINGTax invoice at the counter, credit note on refundWhen a customer asks for a tax invoice, the cashier ticks Invoice at payment. A posted customer invoice is made in the customer's name with the taxes of each line, and the counter payments are booked on it. A refund of that sale makes a credit note linked to the invoice.
See a day at your counter, start to close.
Tell us what you sell and how many counters you run. We will show you the opening count, a sale without internet, a refund and the closing report.