Update 08/09/2023

Instead of using the stockade app to reconcile, it is easier to use the web app here: https://swa.datasym.co.uk/login - The steps outlined below are still applicable even though the UI differs.

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This guide will show you how to setup and manage accounts as a method of payment on the tills. This functionality will allow you to charge sponsors/partners/internal parties to an account which can be invoiced at a later date.

There are some pre-requisites that need to be configured before the functionality can be enabled so please reach out to the team for this.

Customer Account Management

This can be found in Maintenance > Customers.

Against each customer record you can set discount levels, put accounts on stop, and view their outstanding balance. Discount levels automatically apply to the basket once the account has been chosen.

NOTE: The tax group functionality is not functional as the tax is set against products in the back office not in stockade therefore the calculation to change tax rate can't be made.

You can view all transactions for the account too over a period on the transactions tab.

Creating Customer Accounts

This can be done individually but a bulk import tool is available and the csv template is attached to this ticket.

The only mandatory fields are 'Code' and 'Name' the rest are all optional. See the other sheet in the attached template file for more field details.

To bulk import go to Tools > Import/Export > Import Customers and upload the file. You will need to drop the file onto the till initially.

When uploading the file you can set different criteria depending on the data you have. The Update will only action based off the Code. The logs will then create similarly to a batch job logs.

Reporting

Any till transactions made will show on EPOS reconciliation report in the back office this needs to be made aware.

Till sales made to Accounts can be identified through a summary report on the back office. This report can be ran for any given period and will show you the total value of sales made to the Accounts payment method. Unfortunately it will not give you a breakdown of to which accounts those sales have been made to.  This report can be found in EPOS > Till Transaction Extract > MOPs Extract.

The Accounts payment method will also show up on the Z read for the till at the end of the day.

A more detailed report can be pulled off Stockade which then gives an overall balance for the time period set. This also details in transactions made (inc. items sold) and the outstanding balance. You can navigate to this report by going to Reports > Customers > Customer Statements.

Make sure this report file is selected in order to see the detailed breakdown. As you can see, other report views are available to be selected.

This reports should give you all the financials required for the Finance department to accurately report what has been taken on the tills and what you are owed by Customer Accounts.

Once an invoice is paid and the outstanding balance needs to be reset to zero you can adjust it within the Balance tab against the customer. You can find this by navigating to Maintenance > Customers > Select a Customer > Click Balances Tab.

Selling to an Account on the Tills

Add items to the basket as per any sale then click 'Total'.

Once you clicked search you will then see your results

Double click the Account you want to choose or highlight and click OK. This will then give you a confirmation pop up window which displays customer details and their outstanding balance.

Once you've confirmed the account, it will add it to the transaction and take you back to the payment page. You can see the customer code of that Account in the bottom bar next to the receipt number (highlighted yellow). In this example, the customer code is 1.

At this point you will also be prompted to enter the amount that you are charging against the account. This is very similar to entering the values for a cash transaction. As soon as you confirm the full amount, the transaction will be completed.

Once the transaction is complete, two copies of the receipt will be printed. One copy will be for the purchaser's records and the other for the Club's. Please make sure the purchaser signs the receipt where necessary.