House Accounts Overview

Reaching "House Accounts"  

By clicking "House Accounts," you can see its page with various fields. Figure 0.1 below will help you in understanding the navigation better. 

                                                                                                 Figure 0.0

Understanding the "House Accounts" Layout

Please see the images labeled Figure 0.1 for a description of the buttons and fields that appear on the screen.

                                                                                           Figure 0.1

1. Add New: Use this button to add a new house account.  

2. Delete House Account: Use this icon to delete the house account. 

3. Edit House Account: Use this icon to edit the house account details. 

4. Print Receipt: This button will print the receipt of the house account transaction.

1. Adding a New House Account

1. Click the “Add New” button found in Figure 0.1 to add a new house account.  
   
2. The form highlighted in Figure 1.0 will appear on your screen.
   

                                                                          Figure 1.0

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.

1.1.Basic Details:

                                                                          Figure 1.1.0

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.

1.2. Settings:

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 the house account customers purchase will not be taxed.
   

2. Credit Hold: This toggle, when enabled, can temporarily stop credit for a house account customer when they have not made payments on time. However, a manager can conditionally override it, after which the customer’s credit can be used again.

3. 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 the Cost + Discount Percentage field), as highlighted in Figure 1.2.1.
   

4. 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.

6. 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.
   

7. Has Max: If this toggle is set to YES, then this option will have the 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.
   
8. 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.

8. Department Level Discount: You can assign Department Level Discount in the Departments module (see Figure 1.2.2) for different levels that can be created in House Account Discount Level. See Figure 1.2.2.

                                                               Figure 1.2.2

                                               Figure 1.2.3

The discount levels should be created in oneness. If the Level 1 discount level is supposed to offer 10% in one department, it should be done so for other departments too.

9. Tax Exempt Info: If this house account is flagged as non-taxable (if the Taxable toggle is set to NO), then it is considered under the 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.

1.3. Credits & Balance: 

                                                                                       Figure 1.3.1

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 a product worth $40, plus tax totaling $41.49, then the current balance is increased by $41.49. They can keep buying until they reach the credit limit that is allowed per month.
   

2. Credit Limit: This field shows the maximum credit limit allowed to buy for the selected house account per month. In case the limit is exceeded for that month and they wish to buy more products, then first they have to partially/completely clear the due balance, and then they can proceed.

 1.4. Attachments:

                                                                       Figure 1.4.0    

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.

5. 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 1.4.1

The selected customers will be displayed under the "Manage House Account Customers" section, as Figure 1.4.2 shows.

                                                                       Figure 1.4.2

6. 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" will be able to buy from the selected department(s).
   

                                                                 Figure 1.4.3

The selected departments will be displayed under the "Manage Departments" section, as Figure 1.4.4 shows. 

                                                                    Figure 1.4.4

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

2. Editing a House Account

1. Click the Edit button highlighted in Figure 0.1 to edit the selected house account.
   
2. The form highlighted in Figure 2.0 will appear on your screen.
   

                                                                       Figure 2.0 

1. Edit the required information and save the changes. 

3. Deleting a House Account

1. Click the Delete button highlighted in Figure 0.1 above to delete a house account.
   
2. A dialog box highlighted in Figure 3.1 will appear.
   

                                                   Figure 3.1

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.

4. Printing the Receipt of the House Account Transaction

 Follow the steps mentioned below to print the house account transaction details.

1. Click the Print button highlighted in Figure 0.1 above to print house account transaction details.
   
2. A dialog box highlighted in Figure 4.0 will appear.

                                                                               Figure 4.0

Fields:

1. Location: This is the location at which the sales happened in the adjacent house account name.
   
2. Reg Num: It shows the register number on which the transaction happened.
   
3. Receipt Number: This shows the receipt number that helps in acknowledging and tracking the payment.
   
4. Date & Time: This is the timestamp of the transaction that happened in the name of the selected house account.
   
5. Sales Total: This is the total sales amount incurred during the transaction.
   
6. Action: This button will let you print the individual transaction in detail. See Figure 4.1.
   

                                                                     Figure 4.1

5. House Account POS Settings

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 5.1

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

See Figure 6.0.

1. Scroll Down to the Misc POS Settings as displayed in Figure 6.1.
   

                                                                  Figure 6.1

1. Do Not Allow System Discount with House Acts: This toggle should always be set to YES if you don't wish to lose any money, because if this is set to NO for the POS Global Settings and either of the Department Level Discount or Cost + Discount toggles is set to YES, then the house account customer would be paying less than the store cost.
   

7. Carrying Out a House Account Transaction on POS

Log into POS>> House Accounts Button

                                                                                    Figure 7.0

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 7.1 will appear.

                                                                   Figure 7.1

                                      

Buttons (Figure 7.2):

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 using the phone number. Once you search for the customer, you need to enter the password and click on "OK" to proceed with the transaction. Now, a house account is tied to the transaction.

                                                               Figure 7.2

House Account is different from loyalty customer, so loyalty campaigns won't be applied to house account.

3. New: This button is to create a new house account customer.
   
4. Lookup: This button helps in finding the house account by entering a phone number.
   

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 7.3.
   

                                                                   Figure 7.3

                                                 Figure 7.4