Commercial Billing



(Brian Henderson): One way that your point of sale system can certainly make you money is in terms of keeping track of commercial accounts. The ability to allow a commercial customer to send employees of theirs to drop off orders throughout the month, be able to charge that to an account, and then be able to generate a statement at the end of the month and mail that to the customer.

How to set all that up? First let’s take a quick look at the ability to be able to charge something to an account. You create a customer and you edit the customer. You go into the account info tab, and then you can open an account. The customer can now charge items to an open account. You can even require a PO number if you’re dealing with a company that requires PO numbers on their statements. You can also add authorized members so you can have multiple members within a company name, for example.

Let’s hit update. Now let’s choose that customer and say they’re dropping off laundry and charging it to their account as a payment type. Let’s say they’re dropping off 50 pounds of laundry, 79.50, and they’re going to pick it up on this Saturday at 10:00 a.m., for example. We’re going to hit pay and then go to on account. What that does, if I hit yes to print a receipt it’s going to print off the ticket as well a signature slip for that store credit. You still probably want to get a signature from the person who’s dropping off their laundry to at least have something on paper proving that they agreed to have this charged to their account. There’s that.

The next time I choose this customer you can see their running balance down here in the bottom, which is very handy to keep track of that throughout the month. Let’s say when it wanted to generate a statement for this customer to mail off to them. An important note, if you have an on account customer that you want to create a statement for, very important you get their address as well. Let’s just say what type of company does Mr. Lincoln have? How about Top Hat Cleaners or whatever. You can even put in a number, and one, two, three, anywhere, and this is in Tulsa, Oklahoma. There we go. We’re going to update that customer.

Let’s say that we want to generate a statement for Top Hat Cleaners. We’re going to edit customer, account info, detailed account info. You can see here of looking at their account details such as open invoices, paid invoices, and you can also see where you can receive a payment or issue store credit for an account. You can pay multiple transactions at the same time, and you can apply by cash, check, or credit, or debit card.

Let’s say we just want it to generate a statement, and you choose the date range, so starting November 1st of this year. It’s probably going to date this video by doing this, but that’s all right. Right now I have the system setup to generate PDFs so you can view it in this video rather than me taking a picture of a printout from a desktop printer. Let’s go ahead and pull open that file that we just named number six here and take a look at that statement. You can see how it’s designed so that you can just simply drop the statement into one of those types of envelopes that has the two windows on it. You just fold it up and there’s your customer’s information and your information. You can just drop that in the mail. Very handy. It’ll show both payments as well as charges, and then the balance due will be up here in the top right corner. Pretty straightforward.


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