Deposits for Functions/Tables Operation

 

Touch > POS Key - See Pre-Requisites below:

 

Description

 

This feature is used to accept advance payments as a deposit for Functions/Tables.

 

There maybe a requirement to be able to take payments in advance as a deposit for a future Function/Table Bookings, etc. The recommended way would be to make use of Accounts to track down payments (deposits), Payments / Top Ups and sales associated with the function. The benefits of doing it this way are:

 

  1. Deposits are processed through the system on the day they are received.
  2. Details can be held against the Account.
  3. Deposits can be tracked by allocating to a specific Classification.

 

To Be Considered

 

  1. Note : Accounts, Customers, Members and Loyalty Customers are often referred to in the documentation when discussing topics relating to Customers/Patrons of a site.

 

Pre-Requisites

 

  1. Ensure the following Function POS Keys are added to the appropriate Layout using the Keyboard Designer.

    1. Account Charge
    2. Account Payment
    3. Account Status
    4. Customer
    5. Edit Customer Details
    6. New Customer/Member
       
  2. There are two ways of configuring SwiftPOS to handle advance deposits. These are as follows:

Using already create pseudo "Function" Accounts

This option avoids creating individual Accounts for every Customer wanting to make a deposit. Instead pseudo Accounts are temporarily used until finalised.


  1. In SwiftPOS Back Office create a range of Accounts named Function 1, Function 2 etc.
  2. Select the Customer POS Key and select the next unused Function Account created above.
  3. Enter the Customer/Member's details (name and contact details, etc.).
  4. Enter a Credit Limit if no Default Credit Limit has been set.
  5. Select the Account Payment POS Key to open the Live Payments screen.
  6. Enter the deposit amount being paid and select the Charge Account to pay it into.
  7. Finalise the payment.
  8. Select the Account Status POS Key to view the status of the account at anytime.
  9. On finalisation of the Function bill ensure the Account is renamed to Function X for re-use in the future.

 

Creating an Account for each Customer making a deposit.

This option means an Account will be created for every Customer wanting to make a deposit.


  1. In SwiftPOS Back Office, create a Customer/Member Classification called "Advance Deposits".
  2. At the SwiftPOS Touch terminal, select the New Customer/Member POS Key and create a new Customer/Member
  3. Enter all their details and assign them to the Advance Deposits Classification created above.
  4. Enter an Account Limit.
  5. Select the Account Payment POS Key to open the Live Payments screen.
  6. Enter the deposit amount being paid and select the Charge Account to pay it into.
  7. Finalise the payment.
  8. Select the Account Status POS Key to view the status of the account at anytime.

 

 

Operation

 

On the night of the Function the Clerks/Staff can now process sales in either of the following ways:

 

Making use of a TAB and linking to an Account

 

  1. At the SwiftPOS Touch terminal, open a TAB.
  2. Link the TAB to the Account created above, to ensure they don't exceed their credit limit.
  3. The Deposit paid above does not need to be moved to the TAB, As it has already been processed against the Account.
  4. All sales can now be charged to the TAB while the Function is in progress.
  5. At the end of the Function, select the Account Payment POS Key to finalise the TAB and set the Account Balance to zero.
  6. The sales associated with the Function can be reported, whereas the Cash in Drawer will only show the balance paid with the remainder charged to the Account.

 

 

Charging directly to an Account
  1. At the SwiftPOS Touch terminal, sell items and charge it to the Account using the Account Charge POS Key.
  2. Separate Account Charge POS Keys could be created and assigned to individual Function Accounts using the setting here. This will make it easier for POS Clerks/Staff.
  3. At the end of the Function, select the Account Payment POS Key to finalise the TAB and set the Account Balance to zero.
  4. The sales associated with the Function can be reported, whereas the Cash in Drawer will only show the balance paid with the remainder charged to the Account.

 

Note : It would be at the sites discretion to allocate credit limits above the deposit for corporate customers and send the Invoice and Statement the next day.

 

Related Topics

 

  1. Accounts
  2. Customer/Members
  3. POS Configuration Index - Account/Customer/Member Configuration
  4. POS Operation
  5. POS Operation Index - Account/Customer/Member Features
  6. Touch Toolbar and Tools
  7. Terminal Settings

 

Published 12 Aug 2024