House Accounts

House Accounts

House Accounts Overview

House Accounts are a simple and intuitive way of tracking customer sales, with options of giving them department-level discounts, cost and pricing discounts, an in-store charge tab, or pre-programmed tax exemption options. These house accounts also have the option of charging sales to a tab and then paying towards their owed balance over time. All of this data is easily reported from within Director.

1. Reaching House Accounts  

To reach "House Accounts," follow the below steps:
  1. Step 1: Log into Control Center
  2. Step 2: Choose Point of Sale

                                                                        Figure A
  1. Step 3: Choose House Accounts
By clicking "House Accounts," you can see its page with various fields.

                                                                      Figure B    

2. Adding a New House Account

Follow the steps mentioned below to add a new house account.
  1. Click the “Add New” button found in Figure C to add a new house account.  

                                                                                    Figure C
  1. The form highlighted in Figure D will appear on your screen.

                                                                                     Figure D

Fields: 

  1. Account Name: Select your company name from this drop-down list. You will see more than one account name in the drop-down list, but only if you have a software license for more than one company.

Tabs:

  1. Basic Details: The basic details of the new house account that you are creating are entered here. 

                                                                   Figure D1 
Fields:
  1. Account #: This field requires you to enter the account number that is assigned to the account name. 
  2. Account Type: This field defines the account type, whether regular business or non-profit.
  3. Alt Account #: This field is optional, and an alternate house account number is entered here.
  4. Company: Mention the company name in whose name you are creating a house account. This is a mandatory field to be filled out.
  1. Settings: The basic settings for the house account are made under this tab.

                                                                 Figure D2 
  1. Taxable: By default, this toggle is set to YES for the new house account. If this toggle is set to NO, then this account will not be taxable, and any product that house account customers purchase will not be taxed.
  1. Credit Hold: Credit hold is a toggle for the credit setting for the house account customer that will temporarily suspend the credit that is imposed on a house account customer who has failed to make payments on time.
  1. Cost+Discount: If this option is set to NO, the product will be charged at the normal price as other customers; if it is set to YES, then the price will be calculated as Cost + Discount (that is set in Cost + Discount Percentage field), as highlighted in Figure D2.1.

                         Figure D2.1
  1. Can Exceed Sale Limits: If this toggle is set to YES, the selected house account customers can buy products beyond the sales restrictions that are set in POS>>Maintenance>>Restrictions>>Item Sales Limit.

                                                                Figure D2.2
  1. Require Password: This toggle is for security reasons, so that anybody who is not aware of the password cannot use the house account to make the purchase. In the POS, when you look for a house account, if this is set to YES, then for that account, the legit house account customer needs to enter a password before making any purchase.
  1. Has Max: If this toggle is set to YES, then this option will have maximum department level discount per month. Selecting YES enables the Max Dept Level Discount Per Month field below. Also, it is tied to the Department Level Discount.
  2. Max Dept Level Discount Per Month: This is the discount set at the beginning of the month. The discount will apply to every transaction until the dedicated amount is consumed. After that point, the house account customer will be restricted from using the discount further. This will limit the maximum number of discounts per month. This limit is renewed every month. If it is set, for example, at $100 at the beginning of the month, a portion of that will be deducted for every discount applied. When the limit has been reached, no more discounts will be applied until the beginning of the following month.
  1. Department Level Discount: You can assign Department Level Discount in the Departments module (See Figure D2.3) for different levels that can be created in House Account Discount Level. See Figure D2.4.

                                                                 Figure D2.3

Here, if the Discount Level 2 is set with 10.00 percent discount, if the Department Level Discount is selected for Discount Level 2 for a particular house account, then the house account customer can purchase the product from that department with 10% discount on the price.


                                                                                Figure D2.4
The discount levels should be created in oneness. If Level 1 discount level is supposed to offer 10% in one department, it should be done so for other departments too.
  1. Tax Exempt Info: If this house account is flagged as non-taxable (if the Taxable toggle is turned OFF), then it is considered under tax exempted category. 
    1. ID: Here, the Tax Exempt ID for the house account is mentioned in this column.
    2. Name: The Tax Exempt Name for the house account is input in this column.
    3. License #: The Tax Exempt License # for the house account is entered in this column.
  1. Credits & Balance: The Credits & Balance tab is for setting the credit limit for a particular house account and also its current balance.

                                                                                   Figure D3
Fields:
  1. Current Balance: This field is for displaying the current balance for the amount that has been charged for purchasing products. For example, if the house account customer buys any product worth $40, the total amount after applying taxes is summed to be around $41.49, then the current balance field charged $41.49. They can keep buying until they reach the Credit Limit that is allowed per month.
  1. Credit Limit: This field shows the maximum credit limit allowed to buy for the selected house account per month. In case the limit exceeds for that month and they wish to buy more products, then first they have to partially/completely clear the due balance and they can proceed.
  1. Attachments: This tab involves the uploading of any supporting documents that help identify the house account customer, i.e., company agreement document.

                                                                   Figure D4
Fields:
  1. Choose Field to Upload: This field is associated with the "Choose Files" button. Click on it to choose the supporting file from the local device.

Buttons:

  1. Manage House Account Customers: This button helps in selecting the house account customers who are allowed to make transactions under that house account name.

                                                         Figure E1


                                                                Figure E2
  1. Manage Departments: This button helps in managing the departments for the existing or new house account customer. The selected customers from "Manage House Account Customers" won't be able to buy from the selected department(s).

                                                                 Figure F1


                                                                     Figure F2
  1. Save & Close: The different Save & Close buttons help in saving/discarding the changes made in the House Account form.

3. Editing a House Account

Follow the steps mentioned below to edit the house account. 
  1. Click the “Edit” button highlighted in Figure D above to edit the house account. See Figure D above.
  2. The form highlighted in Figure G will appear on your screen.

                                                                         Figure G
  1. Edit the required information in the field to edit the theme, save, and close using the highlighted buttons as shown in Figure G above.

4. Deleting a House Account

Follow the steps mentioned below to delete a house account.
  1. Click the “Delete” button highlighted in Figure G above to delete a house account.
  2. A dialog box highlighted in Figure H will appear.

                                                        Figure H
  1. Click “Yes, Delete” to continue the process of deleting the house account.
  2. Click “Cancel” to close the pop-up and skip the deletion process.

5. House Account POS Settings

POS>>Maintenance>> Settings and Panels>> POS Panels

                                                                                     Figure I

Whenever you are using House Accounts on the POS, then house accounts have their own buttons that are to be used.

Main Panel: See Figure I:
  1. House Accounts: This is a house account lookup button that is essentially used for searching existing house accounts.
  2. House Payments: If a house account is charged down for using a line of credit, then this button is used to pay that off.
  3. House Invoice: Under this button, think of this as a receipt that is printed on a regular printer in an invoice format to give more information than a traditional receipt.

                                                                            Figure I
 Subtotal Panel:
  1. House Charge Button: This is a tender button for House Charge used for essentially charging the house account line of credit against the store. In case you don't have the line of credit available, you can use the House Account functionalities without the "House Charge" button. If you wish to do so, remove both the "House Charge" and "House Payment" buttons.

6. POS Global Device Settings for House Accounts

POS>>Maintenance>> Settings and Panels>> POS

                                                                                       Figure J
  1. Do Not Allow System Discount with House Acts: This toggle should always be turned ON if you don't wish to lose any money because if this is turned OFF for the POS Global Settings and either of the Department Level Discount or Cost+Discount toggles are turned ON, then the house account customer would be paying lesser the store cost.

7. Carrying Out a House Account Transaction on POS

Open POS>> House Accounts Button
                                                                                    
                                                                                  Figure K

1. For making a house account transaction, the first and foremost thing is that you have to look for a house account.
2. For this, click on the "House Account"  button, and then a screen as highlighted in Figure L will appear.

                                            Figure L
                                      
Buttons (Figure L):
  1. Cancel: This button will cancel the lookup and bring you back to the main POS screen.
  2. Search: This button will take you to the SEARCH screen, where you can search for the house account customer via email.

                                                           Figure L1
                  
                                                 Figure L2
  1. Enter the password and click on "OK" to proceed with the transaction. Now, a house account is tied to the transaction.
House Account is different from loyalty customer, so loyalty campaigns won't be applied to house account.
  1. New: This button is to create a new house account customer.
  2. Lookup: This button helps in finding the house account by entering a phone number.
From this point on, you can carry out the transaction as normal.
  1. Find item.
  2. Add that item to the sale.
  3. Then click on the "Subtotal" button.
  4. Since it is a house account payment, the "House Charge" button will work here.
  5. If the sale is successfully conducted, it will prompt you with the message "Sale Successfully Posted."
  6. The amount charged will be displayed under the House Account "Credits & Balance" as displayed in Figure M.

                                                                                     Figure M
If the Current Balance value exceeds the Credit Limit, you will be prompted with a warning message. If you clear the due charge first, then you can make the purchase. For reference, see Figure N.

                      Figure N

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