Accounts

 

Back Office >Accounts > Account Records

 

Description

 

This menu item is used to add, edit and search Accounts.

 

To Be Considered

 

  1. Note : When a Customer/Member is created using the Member Records screen, an Account for that Customer/Member is created automatically.

 

Account Records

 

 

This screen is accessed from here.

 

Search Filters

 

  • The filters at the top of the screen can be used to limit the number of rows displayed in the grid. By default the screen will show Accounts with valid Active From / To dates and a non-zero Account Balance or a Credit Limit. To show all Accounts select the Show All checkbox. The filters include the following types:


  • Show All - Show all Accounts regardless of Active To / From Dates, and Balances.
  • Account Count - Displays the number of Accounts listed in the grid.
  • Apply
  • Reset

 

Find Fields

 

The Find fields above the grid will automatically sort the rows in the grid by the field selected. Entering a value into in any one of the Find fields will cause the closest matching row to be highlighted.

 

Grid

 

The grid displays the: #, Alternate ID, Account Name, Account Contact, Business Phone, Classification, Charge (Credit) Limit, Account Balance, Points, Active To and Last Transaction. Note : To edit an entry in the grid, double click a row. Rows displayed in the grid can be sorted by toggle selecting the column headings.

 

Noteworthy:

 

Charge (Credit) Limit - Displays the current credit limit associated with an Account. The amount displayed here is the Account's remaining credit and also may include a Account holder's remaining Account Allowance.

 

Footer

 

  • New - Select to add an Account.
  • Full Edit - Select to edit the selected Account.
  • Wholesale Discounts - Select to open the Wholesale Discounts screen to configure Discounts/Rebates for the selected Account. Note : This button will only be visible if the site is registered for Advanced Host Integration and the Clerk has the appropriate Clerk Security authorisation.
  • Close - Select to exit.

 

Account Full Edit - Details

 

 

This screen is accessed from here and here.

 

Header

 

This section of the screen displays all of the basic Account information which includes Account Names, Number, Alternate ID, Classification and Group. All the values in these fields can be changed.

 

Grid

 

  • Addresses - Displays/Enter both the billing and mailing addresses. To change/enter a mailing address select the Mail Address check box first.
  • Other Fields - Displays/Enter Contact Numbers, Email Address and Reference ID.

 

Footer

 

  • New - Select to add an Account. Note : Creating a new Account will also create a Customer/Member Record automatically.
  • Save - Select to save changes.
  • Undo - Select to undo changes made.
  • Reset Balance - Select to reset the Account balance to zero.
  • Close - Select to exit.

 

Financial Details

 

 

This screen is accessed from here.

 

The Account Financial Details tab is used to review the selected Account's financial details including the credit limit, Account balance and total sales.

 

Grid

 

Account Details

 

  • Credit Limit - Displays/Enter the maximum value a Customer/Member can charge to their Account without having to Top Up or make a Payment to their Account. The Default Credit Limit will be used to initially set the Credit Limit at the time of Account creation. Note : When Account Allowances have been configured and are in use the Credit Limit will be reset to the Credit Limit Amount for all Accounts in the Classification that has the Reset Credit Limit option selected.
  • Active From/To - Displays/Enter the From/To date range within which an Account is considered active. An Account is considered not active when the From/To date range expires. Once an Account is not active it will no longer be possible for that Account to make any charges to the Account, regardless of how much credit is available.
  • Last Charge - Displays the date the Account was last charged, the date the last Account payment was received, sales Contact Numbers, Company No, Spouse, Date Joined, Birthday, Ties Changed Date, Age, Gender, Employee ID, Card Issue No, Ext Sync ID, Email Address, Occupation, etc.
  • Last Payment - Displays the date the last Account payment was received.
  • Current Account Sales - Displays the total sales to date in the current month. This total can be reset here.
  • Total Account Sales - Displays the total sales to date in the current year. This total can be reset here.
  • Account Balance - Displays the current Account balance.
  • Account is GST Exempt - Select to ensure the selected Account is exempt from GST. This ensures amounts charged to the Account, will not result in the GST being recorded. For example :

Type of Charge

Sale Total

Amount charged to GST Exempt Account

Amount charged to other Media

GST

Full

$12.00

$12.00

None

Not applicable

Partial

$12.00

$8.00

$4.00

$0.36

 

For Partial charges to GST Exempt Accounts, the GST amount recorded against the sale will be based on the total amount charged to non GST Exempt Media Types.

 

  • Purchase Order Required at Touch POS - Select to ensure that the Clerk/Staff Member will be prompted at the SwiftPOS Touch terminal to enter a Purchase Order number when either the Account Charge or Charge / Redemption POS Keys are selected.
  • Odometer Required at Touch POS - Select to ensure that the Clerk/Staff Member will be prompted at the SwiftPOS Touch terminal to enter the Odometer when either the Account Charge or Charge / Redemption POS Keys are selected. Note : This option will only be visible if the site is registered for Fuel.
  • Rego Required at Touch POS - Select to ensure either the entry or selection of the Vehicle Registration at the SwiftPOS Touch terminal. Entry of a Vehicle Registration will be prompted when NO list of Registrations is created using the Registration List button below. If a list is created, then only selection from the list will be possible. Entry or selection is required when either the Account Charge or Charge / Redemption POS Keys are selected. Note : This option will only be visible if the site is registered for Fuel.
  • Vehicle Registrations - Select to open the Registrations screen to add/edit Vehicle Registrations.

 

  • Terms - Displays/Set the Terms in Days.
  • Account Fee - Displays/Set the Account Fee to be charged to the Customer/Member. For more information ...
  • Last Charge - Displays the date the last time an Account Fee was charged to the Account.

 

Balance Due

 

The Balance Due section breaks down the balance owing on the Account and displays current charges, 30 days old, 60 days old, older than 90 days and the total amount owing.

 

  • Total Due - This is calculated as follows: Current + 30 Days + 60 Days + 90 Days - Payments (allocated and unallocated) = Total Due

 

Account Activity

 

 

This screen is accessed from here.

 

The Account Activity tab displays a list of all charges made to the selected Account as well as the total paid.

 

Filters

 

The activity displayed can be filtered by date range. The date range can either be selected from the drop down list of Periods or entered manually.

 

Grid

 

The grid displays the: Location, Terminal, Doc #, Date/Time, Clerk, Doc Type, Amount and Paid Amount. Note : Rows displayed in the grid can be sorted by toggle selecting the column headings.

 

Notes

 

 

This screen is accessed from here. 

 

The Notes tab displays a list of Account changes that have occurred since the Account was created. In addition to displaying the change that occurred, the date and time are also displayed. Note : These are the same notes displayed in the Customer/Member's Notes tab.

 

Linked Accounts

 

 

This screen is accessed from here. This screen operates in a similar manner to the Linked Members tab.

 

Account Fees

 

Account Fees are set against individual Accounts where applicable and charged monthly either automatically or manually.

 

  1. Automatically - Via the EOD process. To do this ensure the following is configured:
    1. Ensure the Account Fees settings against the Location Group (Venue) are configured.
    2. Ensure the Apply Account Fees option is selected in the End of Day screen.
    3. Account Fees will be generated in the form of an Account Charge type transaction on the last day of each month. These transactions can be viewed via the Search Transactions menu option.

 

  1. Manually - Via Account Statements.  Note : This is only applicable to sites that are registered for Fuel. To do this:
    1. In Account Statements > Build List > Account Statement Wizard:
      1. Note : Ensure the Connect and Sales Processing Services are running.
      2. Select either Tax Statement 2 or Account Statement from Statement drop down list.
      3. Ensure the Charge Monthly Statement Fee option is selected, and that also the Statement Fee Date, Charge Terminal and Product are configured appropriately.
      4. Ensure any remaining filters/options that are required are configured appropriately.
      5. Select OK to build the list.
      6. The Accounts for which Statements will be generated will be added to the grid and for those that have an Account Fee setup, the text Fee Pending will appear in Status column.

 

      1. Please wait until all Fee Pending statuses change to Unsent. This will mean that the Account Fees have been charged and transactions have been generated. These transactions can be viewed via the Search Transactions menu option.
      2. The Statements can now be Previewed/Printed/Emailed.

 

Related Topics

 

  1. Accounts
  2. Customer/Members
  3. Global Preferences - Member Settings
  4. POS Configuration Index - Account/Customer/Member Configuration
  5. POS Operation Index - Account/Customer/Member Features

 

Published 28 Mar 2024