Taking payment: cash, credit and customer balance

At checkout, the POS register displays the amount due and asks how the customer wants to pay. You can accept cash, card (if integrated), customer balance (prepaid advance or credit), or any combination. The payment method determines which account is credited in the general ledger.

Before you start

• The cart must be complete with all items and any discounts applied.
• Know your organization's accepted payment methods (cash, card, customer balance, etc.).
• If using customer balance, the customer must be selected first and must have a prepaid balance or available credit.
• For cash, count the customer's payment and calculate change accurately.

Steps

1. After adding all items to the cart, click Checkout or Complete Sale. Open in Usystems

2. The Payment or Tender screen appears, showing:

   • The total amount due.
   • Available payment methods (cash, card, customer balance, etc.).

3. Select the payment method:

   • Cash: Enter the amount the customer gives you. The register calculates change.
   • Card: If card processing is enabled, select Card and follow the card reader or payment prompt (specifics depend on your hardware).
   • Customer Balance: If the customer has a prepaid balance, select Use Balance or Apply Balance. The system deducts from their balance.
   • Split Payment: If your system supports it, you can combine methods (e.g., 500 AFN cash + 300 AFN from balance). Enter each method and amount separately.

4. Enter the amount tendered or confirm the payment details.

5. Click Confirm, Complete, or Process Payment.

6. The system shows:

   • A receipt number (for record-keeping).
   • A printed or digital receipt (if enabled).
   • The remaining change (if cash overpayment).

7. Optionally print the receipt or email it to the customer.

Accounting impact

• Cash payments debit Cash and credit Sales Revenue.
• Card payments debit Undeposited Funds (or a bank account) and credit Sales Revenue.
• Balance payments debit Customer Balance (reduce receivable or prepaid) and credit Sales Revenue.
• If tax applies, the appropriate tax account is also credited.

Tips & common mistakes

• Change calculation: the register calculates change automatically. Always verify before handing cash back.
• No card reader? If your POS does not have integrated card processing, ask the customer for cash or record the transaction as on-account (manual collection later).
• Customer balance: using customer balance is only available if the customer is selected and has an existing balance. Walk-in customers cannot use balance.
• Receipts: ensure the receipt prints correctly or is delivered (email/SMS) so the customer has proof of purchase.
• Overpayment: if a customer pays more than the total, the register holds the excess as change or may offer to add it back to their balance (if on-account).