FooodPosWiki

Customers

The customers of Pay later and deposits, for every outlet. What each one owes and what is held for them, side by side, with search, filters, sorting, possible duplicates and the list of what the cloud flagged for a manager.

Who uses it:OwnerManagerWhere:Back office
On this page

Customers lists the people your outlets put on Pay later or took a deposit from. For each one you see what they owe and what you are holding for them, side by side. The two are never set against each other: a customer can owe 120.00 and have a 300.00 deposit at the same time.

A customer is the same customer at every outlet. A debt made at one outlet can be paid at another, and a deposit taken at one can be used at another.

Click a customer to open their account: their details, their invoices and deposits, their statement, a merge, or money received by bank transfer.

Before you start

  • You need the right to see customers. Without it, Customers is not in your menu.
  • A customer is made on the POS, the first time they are put on Pay later or leave a deposit. The back office has no New button. See Put a bill on Pay later and Take a deposit.
  • A customer is a name and a phone number, never an IC number.

Open Customers

  1. In the back office's menu, under MASTERS, click Customers, then Customers.

The list, part by part

Customers: search and filters, then what each customer owes and what is held for them.
  1. Customers: under MASTERS, in the Customers category, with Deposits under it.
  2. Search: finds a customer by name, phone, code or member number. The list follows as you type.
  3. Status: Every status, or only Active, Blocked or Closed customers.
  4. Sort: By name, Most owed first, Most held first or Last changed.
  5. Owing or holding only: shows only the customers who owe something or have something held.
  6. Possible duplicates: shows only the customers the cloud thinks were made twice. See Merge a customer made twice.
  7. The count and the totals: how many customers are listed, and what the listed customers owe and have held in all. With more than 200, it says (more: narrow the search).
  8. Name: the customer's name. Beside it, a blue badge such as Member 030 for a customer linked to a member, an amber Possible duplicate, or a grey Merged for one merged into another.
  9. Owes: what the customer owes on Pay later, in red when it is more than zero.
  10. Held: what you hold for them: deposits, and money paid beyond a debt.
  11. Oldest unpaid: the business day of their oldest unpaid invoice, or —.
  12. Limit: their Pay later limit: Outlet's limit, or Own limit 500.00 when they have one of their own.
  13. Status: Active (green), Blocked (red: never put on Pay later) or Closed (grey).

Code is the customer's code, made by the POS: C, a dash and six letters and digits, such as C-7KQ2MX. Phone is the phone kept for them, digits only.

Click any row to open the customer. See The customer's Details tab.

Find a customer

  1. Type part of the name, the phone, the code or the member number in the search box.
  2. To narrow it more, choose a Status, or tick Owing or holding only.
  3. Click the customer's row to open it.

For a manager to look at

Under the list, For a manager to look at shows what the cloud flagged instead of refusing. A POS works even offline, so a bill can be eaten, printed and paid on Pay later before the cloud could check it. The cloud keeps the bill and says so here.

What the cloud flagged for a manager, with Clear.
  1. What: what happened. See the list below.
  2. Detail: the cloud's own words about it.
  3. Clear: takes it off the list once you have dealt with it. Shown to whoever may change customers, Pay later or deposits.

What a flag can say:

WhatMeaning
Over the limitA Pay later bill took the customer past their limit.
OverduePay later was given while the oldest invoice was too old.
Blocked customer chargedA blocked customer was put on Pay later.
Nobody named had the rightThe person who approved it did not have the right to.
No customer named: assign oneA Pay later bill has no customer.
Deposit used twiceA deposit was used for more than it still held, on two bills at once. The part it no longer held is put on what the customer owes.
Held order brought back twiceAn order kept for a later day was brought back twice, or after it was closed as not collected.
Hold sale converted twiceA held sale was turned into a bill twice, from two POS.
Debt collected twiceA Pay later debt was paid more than once. What was paid beyond it is held for the customer.
Money beyond the debt: held creditA payment was more than the debt; the rest is held for the customer.
Possible duplicate: merge?A new customer has a phone another customer already has.
Deposit used offlineA POS that was offline used a deposit the cloud did not know, or found less on.
A bill with money on it heldA bill already part paid was put on hold.

Clear a flag

  1. Deal with it first: for example merge the duplicate, or call the customer about the limit.
  2. Click Clear on its row.
  3. The browser asks Clear "Over the limit"? A note for the record (optional):. Type a note if you like, then click OK.
  4. Cleared. shows, and the flag leaves the list. With Cancel, nothing is cleared.

With nothing flagged, the panel says Nothing to look at.

What if…