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Outlets: Pay later & deposits

The outlet's Pay later & deposits sub-tab. Switch Pay later and deposits on, the limit per customer, the oldest unpaid invoice, invoice copies, the deposit mode (Record only or Counted as sales today), how long a deposit is valid, slip copies, the refund limit per POS and the deposit terms.

Who uses it:OwnerWhere:Back officeWindows POSAndroid POS
On this page

Two ways of money that is not a plain sale, switched on per outlet:

  • Pay later: a bill charged to a named customer, or held for them, and paid later with an invoice.
  • Deposits: money held for a customer, used on a later bill, such as a deposit on a booking.

Both are off until you switch them on here. Once on, every POS at the outlet offers them from its next sync, on the Pay later / Deposit button of the table plan and at payment.

Before you start

  • You may change the outlet.
  • Pay later and deposits are part of your plan. Without them the sub-tab is not shown.
  • The Pay later and Deposit payment methods must be switched on in General Setup, Payment Methods too.
  • Before you choose Counted as sales today, agree it with your tax agent.

Open it

  1. In the menu, under MASTERS, click Outlet, then Outlets.
  2. Click Edit on the outlet's row.
  3. Click the Pay later & deposits sub-tab.

The sub-tab, part by part

Pay later & deposits: two boxes, each with its switch.
  1. The line on top: what the POS do with what is switched on. With both off: Both are off: no POS at this outlet offers them.
  2. Pay later: the switch. Ticked, the outlet's POS can charge a bill to a named customer, or hold it for them.
  3. Limit per customer: the most one customer may owe here, in ringgit. 300 to start. Beyond it, a manager must approve. A customer may have a limit of their own on Customers.
  4. No new Pay later while the oldest unpaid invoice is over (days): a customer whose oldest unpaid invoice is older than this gets no new Pay later. 30 to start, from 1 to 3650.
  5. Invoice copies: 2: the shop's (signed) and the customer's, the default, or 1: the customer's.
  6. Deposits: the switch. Ticked, the outlet's POS can take deposits.
  7. Record only (recommended): the default. The money is held and is not a sale; it becomes a sale on the day it is used. A deposit forfeited is income on the day it is forfeited.
  8. Counted as sales today: the deposit is a sale on the day it is taken, and the day it is used takes it out again, so the meal is never sold twice. Choosing it shows an amber warning (below).
  9. A deposit is valid for (days): 90 to start, from 1 to 3650. Each deposit keeps the days it was taken with. Nothing is forfeited by itself when they run out.
  10. Deposit slip copies: 1: the customer's, the default, or 2: the customer's and a SHOP COPY with a signature line.
  11. Deposit refunds a POS may make a day: a deposit refunded or voided on a POS is done in a manager's name, whose PIN only the POS checks. Up to this much a day on each POS. Beyond it, a manager signs in on that POS with their own password, or does it in the back office (Customers, Deposits). Empty is 2000.00; 0 is none on a POS. Every one is listed in Activity.
  12. Deposit terms: the words at the bottom of every deposit slip, up to 1000 characters. It starts with the default text, with this outlet's days in it.
  13. The line under it: The default text, with this outlet's days., or, once you change the words, This outlet's own text.
  14. Use the default text: puts the default text back. It shows only when the text is your own.
  15. Save: saves both boxes with the rest of the outlet.

The warning for Counted as sales today

Choosing Counted as sales today shows: Counting deposits as sales on the day they are taken changes when your sales, SST and income are declared. Agree it with your tax agent before you switch. Each deposit keeps the mode it was taken under for life, so switching later never moves a deposit already taken.

Switch Pay later or deposits on

  1. Tick Pay later, or Deposits, or both.
  2. Check the limits and the copies. The defaults suit most restaurants.
  3. For deposits, read the Deposit terms and change them if your rules differ.
  4. Click Save.
  5. In General Setup, Payment Methods, make sure the Pay later and Deposit methods are Active, and in the payment method group of the outlet's POS.

The outlet's POS show the button from their next sync. See Put a bill on Pay later and Take a deposit.

Switch them off

Untick the switch and click Save. No POS offers it from its next sync. What is already owed and what is already held stay: a deposit already taken can still be used or refunded, at the POS and on Deposits.

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