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On Account sales occur when the payment is not collected at the time of the sale, but the customer can still take the goods with them. For Layby Sales, the goods are reserved for the customer but they cannot be taken until they are fully paid off. 


The sale is recorded against the customer's account (usually their name or business name). The customer is then able to  come back at a later date to pay it off in full, or in instalments over time.

An On-Account Sale can be tracked through sale reports. If a customer has an outstanding balance, this will be shown against their name on DEAR POS. 


The export payments functionality in DEAR Inventory can be used for sales that were made on account and layby within DEAR POS.


The user will need the Can sell on account permission in order to sell on account. Set user permissions for DEAR POS via the DEAR web portal, Integrations → DEAR POS → [selected store] → Users.


NOTE: When making a Layby Sale, the sale will not be shown in Sale Reports until payment has been received. Therefore, any reporting for Layby Sales will only become available when the items have been paid off.


Prerequisites


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Make on account and layby sales

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This article assumes you already know the basics of making, exchanging and returning a sale. The user will need the Can sell on account permission in order to sell on account. Set user permissions for DEAR POS via the DEAR web portal, Integrations → DEAR POS → [selected store] → Users.


When making a sale, you can choose to convert it to a sale on account or a layby sale. This is done at the payment screen. If you have not added a customer to the sale, you will need to do so first. Click Pay when all the required items have been added to the sale. This will take you to the payment screen.


If making a partial or instalment payment, select a payment method and enter the value. You can then select Layby to be prompted for the Layby Date, the date the customer will return for their goods, or On Account to put the remaining balance on the customer's account. 


When you are ready to complete payment, you can find on account and layby sales by going to Menu → Sell → Sales History. Sales can be filtered by date, outlet, status. You can also search using the customer's name or receipt number. 


Click a sale to open it, and click Continue to return to the sales register screen and complete payment in DEAR POS.


Make Payments in DEAR web portal and export to DEAR POS

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When a customer makes a purchase in-store via the on account/layby payment option, this sale then goes into DEAR Inventory and sits as an open sale. Layby sales must be fully paid before they will be be processed in DEAR. 


NOTE: DEAR POS must be set to Capture sale when it is: Created for open sales to be synced before payment. Configure settings for DEAR POS via the DEAR web portal, Integrations → DEAR POS → [selected store] → Setup.


When the back office applies a payment to this invoice, this payment will not be exported automatically into DEAR POS.

  1. If you have not done so already, authorise the invoice for the on account sale and apply payment.
  2. Navigate to Integrations → DEAR POS → [Select store] →  Export Payments. This will show all payments made in DEAR that have yet to be exported to DEAR POS.
  3. Click Export to POS, confirm the message and click Start. Do not close the dialogue box until the process has been completed.
  4. The sale will now show as closed with a payment applied against it on DEAR POS. Clicking on a sale record will display its details in another window.

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