Customer Account Payments

Manage customer deposits, credits, and prepayments that can be applied to future purchases.

Accessing Account Payments

Navigate to Sales > Customer Account Payments.

What Are Account Payments?

Account payments represent money a customer has deposited or credited to their account before making a purchase. Common scenarios:

• Layaway/Deposit — Customer pays a deposit toward a specific product
• Store Credit — Refund issued as store credit
• Prepayment — Customer prepays for future purchases
• Gift from another customer — Funds transferred to the customer's account

Account Payment Types

Creating an Account Payment

• Customer — Select the customer
• Product — Link to a specific product (for product-specific type)
• Type — Generic or Product-Specific
• Amount — Total deposit amount
• Balance — Remaining available balance (auto-set to amount on creation)
• Reference Number — Auto-generated (format: ACC-YYYYMMDD-XXXXXXXX)
• Status — Active, Used, Expired, Cancelled
• Expires At — Optional expiration date
• Notes — Additional context
• Created By — Staff member who created the payment

Using Account Payments in POS

When a customer is selected at the POS:

1. The system checks for active account payments
2. Generic payments are available for any purchase
3. Product-specific payments are only available when buying that specific product
4. Staff selects which payments to apply
5. Balances are reduced accordingly

Account Payment Lifecycle

Created (Active, full balance)
    ↓
Partially Used (Active, reduced balance)
    ↓
Fully Used (Used, zero balance)
    or
Expired (if expiry date passes)
    or
Cancelled (manually cancelled by staff)

Refunds

Account payments support refunds:

• Balance is increased by the refund amount
• If the payment was "Used", it's reactivated to "Active"
• A usage record is created with a negative amount

Expiration

• Payments with an expires_at date are automatically flagged when expired
• Expired payments cannot be used in the POS
• Staff can manually expire payments via the expire() method

Customer View

Each customer's profile shows:

• Total Account Balance — Sum of all active payment balances
• Active Payments — List of usable account payments
• Payment History — All usages with before/after balances