Activate and use "Purchase on account" for the webshop/app
What It is possible to activate the "Purchase on account" payment method for individual customers so that they can pay later. Where Admin: Store > Stores > Edit > Payment type > Purchase on account > Yes. Admin: Customer > Customer list > Search > Edit > Debtor invoices > Customer may use the payment method "Purchase on account" > Yes. |
If a customer uses the "Purchase on account" payment method, an unpaid invoice is automatically created and appears in the customer invoices.
These invoices are broken down by customer and show the total and the number of invoices. Partial amounts already paid (e.g. for partial payments) and amounts still outstanding (the remaining actual value for the "Purchase on account" payment type) are displayed separately.
The invoices can be filtered by store and by the status "paid" or "not paid".
These instructions describe how to activate the "Purchase on account" payment method for an existing customer and how the customer can use it.
Activate "Purchase on account" in the store settings
The first step is to activate the "Purchase on account" payment method in the store settings.
1. Go to Admin: Store > Stores > Edit > Payment type.
2. Set the payment type "Purchase on account" to "Yes". No further entries are necessary.
3. Scroll all the way down and click on the "Save" button.
Activate "Purchase on account" for the customer
In this step, the "Purchase on account" payment method is activated for an existing customer.
The procedure must be carried out for each individual relevant customer. Only authorized customers will see this payment method in the webshop/app if they are logged into their customer account. The payment method "Purchase on account" also appears in the Admin/POS if this customer has been selected for a delivery or collection.
Procedure for activating for an existing customer:
1. Search in the customer list for an existing customer for whom "Purchase on account" is to be activated, go to Admin: Customer > Customer list > Search.
The customer must be registered for the webshop/app.
2. Edit the customer with the "Edit" button.
3. Then go to the "Debtor invoices" tab.
4. Set the switch under "Customer may use the payment method "Purchase on account" to "Yes".
5. Save the setting with the "Save" button.
The customer can now use "Purchase on account" in all stores that have activated the payment method, provided they are logged into their account in the webshop/app.
Procedure in the webshop
The customer can use the "Purchase on account" payment method in the webshop as follows:
1. The customer must be logged into his webshop account.
2. He creates an order.
3. The customer can then select the "Purchase on account" payment method in the checkout.
Overview of orders placed with "Purchase on account"
As a store owner, you can obtain an overview of all orders placed using the "Purchase on account" payment method in various ways.
There are these two ways:
Via accounting - Debtor invoices
When viewing the list of debtor invoices, it is possible to see an overview for all stores and customers. Stores can be included or excluded using the selection field at the top left.
You can filter by paid, open and all invoices.
If the filter option "show already paid" or "display all" is selected, you can also filter by a date, which is set to approx. 1-2 days by default. The maximum date range is 31 days (any date can be used).
Payment requests can also be sent, orders can be marked as paid/open and exports can be created.
Procedure for debtor invoices:
1. Go to debtor invoices under Admin: Accounting > Debtor Invoices.
2. If no store has been selected yet, you can select one or more stores at the top left to include or exclude them by removing them.
3. Select in the filter which debor invoices should be displayed, you can choose: "show all open", "show already paid" and "display all". Depending on the filter used, a date range is displayed. If necessary, you can change this to a desired date.
4. Then click on "Refresh". A list of the corresponding filters is displayed.
5. The invoices that have already been paid can now be marked as "paid" by clicking on the checkbox next to "paid". Then click on "Save selected". The status can also be reset to "unpaid" in the same way (depending on the filter selected, paid invoices may not be visible. These can be made visible again by selecting the "display all" filter).
Explanations of the functions:
Send payment request: The name of the customer to whom the payment request is being sent can be seen next to it. The "Send payment request" button is used to send a payment request to the customer by email, which contains all currently listed, outstanding invoices (this only works if the bank details for the store have been filled in - if not, a red error message appears when the button is clicked in the top right-hand corner).
Payment requests: If the payment request has been successfully sent after clicking on "Send payment request", the current date is automatically entered in the "Payment requests" column for all relevant entries, since when the invoices have been listed as "unpaid".
Customer name: Clicking on the customer name opens the individual customer view in the same browser tab. In this view, the customer's outstanding invoices can also be viewed by store in the lower area and marked as paid. Payment reminders can also be sent, exports created, and the order details viewed by clicking on the invoice number.
In-no. (invoice number): Clicking on the invoice number opens the order details of the corresponding customer order.
Excel: With the "Excel" button, which is located at the top, all filtered customer invoices are exported as a xlsx file.
Download button next to the store name: The "Excel download store" button, located next to the store name, exports all filtered customer invoices from this store as a xlsx file.
Download button next to the customer name: The "Excel download customer" button, located next to the customer name, will export all filtered accounts receivable invoices from this customer as a xlsx file.
Checkbox "paid": The "paid" checkbox can be used to mark the invoices as paid. To save this, you must then click on the "Save selected" button. The status can also be reset to "unpaid" in the same way (depending on the filter selected, paid invoices may not be visible. These can be made visible again by selecting the "display all" filter).
Payment date: The current date is entered for the payment date as soon as the "paid" checkbox has been clicked and saved. It is not the date on which the customer actually paid. The actual date and time of receipt of payment should ideally also be checked and documented externally in order to avoid confusion or misunderstandings.
Via the customer list - individual customer view
When viewing a customer via the customer list, the store owner can see all open invoices in the lower area. From there, it is possible to send a payment request to the customer by email, mark invoices as paid and create exports.
Procedure for the individual customer view:
1. Go to the customer list under Admin: Customer > Customer list > Search.
2. Now click on the "View" button for the customer.
3. Scroll down to see the open customer invoices.
4. The invoices that have already been paid can now be marked as "paid" by clicking on the checkbox next to "paid". Then click on "Save selection".
Explanations of the functions:
Send payment request: The "Send payment request" button sends a payment request to the customer by email, containing all currently listed outstanding invoices (this only works if the bank details for the store have been filled in - if not, a red error message appears when the button is clicked in the top right-hand corner).
Payment requests: If the payment request has been successfully sent after clicking on "Send payment request", the current date is automatically entered in the "Payment requests" column for all relevant entries, since when the invoices have been listed as "unpaid".
Invoice number: Clicking on the invoice number opens the order details of the corresponding customer order.
Export: With the two buttons "Excel download customer" and "Excel download store", the open customer invoices can be exported either per store or per customer.
Checkbox "paid": The "paid" checkbox can be used to mark the invoices as paid. To save this, you must then click on the "Save selection" button.
In order to view and edit customer invoices in accounting and in the individual customer view, the user right "Admin" is required or a user group that has these two user rights: "outstandingPayments.list" and "outstandingPayments.edit".
A summary of the debor invoices can be found here:
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