House Accounts vs Invoices

By Kelsey

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On the Revel Point of Sale, there are several specialized payment methods you can use, including House Accounts and Invoices.

House Accounts allow your customers to accrue a balance for goods sold that can be billed and paid at a later date.

Invoices allow for an order to be kept open until the entire order has been fulfilled. With Invoices, customers can make deposits before the order is completed or they can pay in full at the time the goods are received.


Contents


House Accounts Settings

House Accounts let businesses allow customers to take goods and pay for them at a later date. House Accounts can be enabled for all customers or specific customers. You can also set limits for House Accounts to prevent customers from accruing excessive balances. To enable House Account settings::

  1. Start in the Management Console ([yoursubdomain].revelup.com). Go to your Settings tab and click Clear Selections. Type House Account into the search bar. Check the House Accounts box under Payments in the left menu. On the right side, scroll down until you locate the Payments section.
  2. House Account Enabled will allow the basic House Account functionality for all customers.
  3. Enable by Default will automatically link a House Account to every customer added to your system.
  4. Default House Account Limit will enable a limit for every House Account, regardless of the customer.
  5. Email for Sending Statements allows you to enter your email information for sending House Account bills from the Management Console.
  6. Click Save to ensure all changes are saved:

  7. If you want to enable House Accounts for only certain customers and set various limits, you can do so in the Management Console in the CRM tab.
  8. Locate a specific customer in the Customers page. Click the pencil icon to the far right of the customer's name. In the left menu, check the House Account box. On the right side, scroll down to the House Account section. If this customer needs the House Account functionality, check the Enabled box.
  9. The Balance line will display the customer's current House Account balance. Click the pencil icon to edit the current balance. The credit card icon will allow you to enter a House Account payment.
  10. To set a maximum limit for the customer, enter the limit in the Max Limit field.
  11. Make sure to save your changes by clicking Save in the top right corner:

  12. Repeat Steps 6-10 for all customers who need House Accounts enabled.

How to Send a House Account Bill

You can send personalized bills to your customers that contain their House Account balances. House Account bills can be sent directly from the Management Console. To send a House Account bill:

  1. In the Management Console, go to Reports. Hover over Other Reports and choose House Account Summary from the drop-down.
  2. Here, you will see a list of all customers with a current House Account balance. In this report, you can view the Orders, Payments, and Adjustments your customers have made to their balances.
  3. You can edit the current balances using the pencil icon and record payments using the credit card icon.
  4. To email a House Account bill to a single customer, click the coin purse icon to the far right of the customer’s name. Click Send Statements from the window.
  5. To send House Account bills to multiple customers at once, check the boxes to the left of the customers’ names, then click Email Statements in the top right side of the report. Click Send Statements from the window:


Using House Accounts on the POS

Once your House Account settings have been enabled based on your business needs, you can use them on the POS as a payment method. You can also access House Account details and make payments to current balances directly on the POS. To use House Accounts on the POS:

  1. Start by creating an order like normal. Attach a customer to the order by tapping Customers. Locate and tap the customer. Then tap Add to Order.
  2. Tap the payment button. On the Payment screen, tap Credit +. Choose House Account from the window. Tap OK to verify. You will see the current balance change to $0. The order balance has been transferred to the customer's House Account balance. Tap Done to close the order:

  3. To locate a customer's House Account details or to pay a balance, tap Customers. Locate the customer, tap their name, and then tap Edit Info.
  4. Tap House Account in the bottom left corner. On the left side, you will see all unpaid House Account transactions as well as a total balance. On the right side, you can make a payment to the current balance. Partial payments or full payments are both acceptable. Tap Done to close the screen:


Invoice Settings

If you would like to use Invoices on the POS, the first step is to enable them in the Management Console. To do so:

  1. In the Management Console, click your Settings tab and then click Clear Selections. In the search bar, type Invoice. Check the boxes next to all invoice settings that appear in the left side menu.
  2. On the right side, check Enable Invoices. You must check this setting in order to use Invoices on the POS.
  3. Check Send Invoices Via Email if you want to send invoices straight from the POS to your customers' email addresses.
  4. If Print Invoices From POS is enabled, you will be able to print the invoices from the POS. However, this feature is functional only if you have an AirDrop printer synced with your iPad.
  5. If you elected to send invoices via email, the following 2 settings, Invoice Email Subject and Invoice Email Body, allow you to further personalize your emailed invoices.
  6. Invoice Notifications, if enabled, will send email notifications to users with the invoice message permission (manage under Employees> Role Permissions) every time an invoice is created and held. When the invoice is closed, a notification will be sent to the creator of the invoice.
  7. If you enable By Default, Invoices Put Products on Layaway, all products that are added to an invoice will be pulled from inventory as soon as the invoice is saved. If the invoice is voided, the items will be put back in inventory.
  8. Click Save to ensure all changes are saved:


Using Invoices on the POS

Invoices can be utilized on the POS for a multitude of reasons, including layaway, future orders, or special order items. To create an invoice on the POS:

  1. When you open a new order, tap the envelope icon in the bottom left corner. This button converts an order to an invoice. You can tap this button at any time while creating your order, but it must be tapped before the order is saved or held. Once an order is saved, you can no longer convert it to an invoice.
  2. When an invoice is created, you will see No Customer in red at the top of the order. It is not required to attach a customer to an invoice, but it is a recommended best practice. Tap the Customers button, locate and tap the customer to attach to the invoice, and tap Add to Order.
  3. When all items have been added to the invoice, tap Send Inv. to send an invoice receipt to your customer. Depending on your settings, you can choose Print or Email.
  4. If you are taking a partial payment on the invoice, tap the payment button. Enter the amount tendered and the payment method. Tap Hold Inv. on the left side to close the invoice:

  5. If you are taking a full payment on the invoice, tap the payment button. Select the payment method. When the POS has registered that the invoice has been paid in full, a notification will appear stating: This invoice is fully paid. Convert it to an order? If the invoice has been completed and the customer has received the goods, tap Yes to completely close the invoice. If the invoice has not been completed, tap No to keep the invoice as outstanding:

  6. Whenever you are ready to open a held invoice, tap the Orders button on the top of the POS screen and then tap Outstanding Invoices. You will see a list of all currently open invoices complete with the Invoice #, Customer Name, Date Opened, Employee Name, and Invoice Total. Tap an invoice to reopen it:

  7. If you want to remove an open invoice from the POS screen, tap Hold Inv. If you enabled By Default, Invoices Put Products on Layaway, a prompt will appear asking you to select which products from the order you want to remove from inventory at that time:



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