Hostel store purchases on the property bill
With SmartMy POS, a resident buys at the property's store or snack counter and pays later on the rent bill. Each sale becomes a Store Purchases charge on the stay. It is invoiced with the other charges, and income and tax are not counted twice.
PLANSFrom GrowthWith SmartMy POS
The problem it solves
- Residents run up credit at the snack counter in a notebook that nobody totals.
- The counter asks the office to add sales to bills by hand at the month end.
- A resident moves out and the counter finds out a week later that money is owed.
- Accounts count the store's income once in the shop and again on the rent bill.
How it works
- In SmartMy POS, add a payment method of the kind Hostel Bill to the register.
- On the register, choose the Hostel Bill Clearing account, a current asset account. It holds store sales until the property invoices them.
- At the counter, the cashier chooses the resident as the customer. The screen shows whether the customer can buy on the property bill, and which property.
- The cashier takes the payment with Hostel Bill. The sale becomes a Store Purchases charge on the resident's stay.
- The property invoices it with the other charges: by the daily billing, at the final settlement, or at once with Invoice Now.
- A refund of such a sale goes back to the property bill, up to what was charged.
Everything it does
When a sale can go on the bill
- The customer is the resident of a stay that is checked in or on notice
- The property belongs to the Entity of the register
- The property sends its own invoices (billing)
- The Hostel Bill Clearing account is set; without it the method is not offered at the counter
The charge
- Charge head Store Purchases, without taxes; named after the register and the order
- Always the resident's own, never split with other payers of the stay
- Point of Sale > Hostel Bill Charges lists them, To Invoice first; filters Invoiced, Waived and Date; group by Resident, Month or Status
- Invoice Now: POS managers invoice the chosen charges, or all not invoiced yet
- The POS order shows its charges on a Hostel Bill tab
Accounting
- The POS session entry debits the Hostel Bill Clearing account, with the income and tax of the sale
- The store lines of the property invoice credit that account, without tax, so nothing is counted twice
- The clearing account is an Entity setting, changed on any register
Refunds
- Only a sale paid with Hostel Bill can be refunded to it, up to what it charged less earlier refunds
- A full refund of a charge not invoiced yet waives it
- Otherwise a negative charge goes on the next invoice
Staff who pay by salary
- Store purchases of a Pay by Salary stay are deducted on the payslip's Hostel line with the rest
- The salary entry sends the store part to the Hostel Bill Clearing account
- At exit, store purchases not yet deducted are their own due in the final settlement
Who uses it
POS cashierChooses the resident and takes the payment with Hostel Bill.
POS managerUses Invoice Now and handles refunds to the property bill.
AccountsSets the clearing account and checks that it clears.
ResidentBuys without cash and pays the store purchases on the next invoice.
Where you use it
- Web: the POS counter with the Hostel Bill method. Point of Sale > Hostel Bill Charges (POS supervisors and managers). The Hostel Bill tab of a POS order; Hostel Bill Clearing on the register
- Not a spending limit per resident on the bill
- Not for guardians: the customer must be the resident; a guardian cannot buy on the resident's bill
What you control
Settings
- Payment method of the kind Hostel Bill: per register
- Hostel Bill Clearing: per Entity, a current asset account, set on the register
Notifications
- No message at the counter; store purchases reach the resident on the next Hostel Invoice, in the app and by email. WhatsApp and SMS use your message credits. App push comes once the apps are in the stores
Works with
SmartMy POSNeeded for this page: the store counter, payment methods, sessions and refunds.
SmartMy HRMSFor staff residents who pay by salary, store purchases are taken from the salary with their other charges.
Questions
Can a resident buy at the counter without cash?
Yes. The cashier chooses the resident and takes the payment with Hostel Bill. It goes on the next invoice of the stay.Is the purchase split with the company that pays the rent?
No. Store purchases are always the resident's own, whoever else pays parts of the stay.What if the resident has moved out?
The sale is refused. Only a resident of a stay that is checked in or on notice can buy on the bill.How are refunds handled?
A refund goes back to the bill up to what the sale charged. If the charge is not invoiced yet it is waived, otherwise a negative charge goes on the next invoice.Can I cap what a resident buys on credit?
No spending limit is built. Check Point of Sale > Hostel Bill Charges grouped by resident, and collect at the desk if a total grows.Related features
BILLINGRent bills raised each periodEvery night the system adds the rent that has fallen due, puts the open charges on invoices and sends them to whoever pays. When a resident gives notice, moves room or leaves early, rent already billed is corrected with an adjustment or a credit note.BILLINGRent collection online and at the deskEvery rent invoice goes out with a link to pay, and residents find Pay on the portal and in the app. Rent paid at the desk, in cash, UPI or by card, gets a numbered receipt and goes against the oldest dues first.CHECK-OUT AND SETTLEMENTFinal settlement of the depositWhen a resident leaves, one screen sets the deposit held against the last rent, unpaid bills and any deductions such as damage. A hostel manager approves it, and settling it leaves the exact refund, or what is still due, on record.WITH OTHER SMARTMY PRODUCTSStaff residents with rent deducted from salaryFor a working hostel run by an employer, or a property that houses its own staff. Tick Pay by Salary on the stay, and the resident's charges are not invoiced. The next payslip deducts them in one Hostel line, as far as the net pay goes, and the exit settlement recovers the rest.BILLINGSeveral payers and employer billingSay who pays what on each stay. A company pays the rent and the resident the electricity, or the company pays 70 % and the employee 30 %. Each payer gets their own invoices, and an employer that leases many beds gets one invoice for all its residents.
See it with your own beds and rent plan.
Tell us how many beds and properties you run. We will show you a booking, a month of rent and a move-out, set up the way your PG works.