Manual/ Customers & Deposits

Customers & Deposits

Keep a record of who you sell to, let regular customers pay money in advance, and hand them a clear statement of their account whenever they ask.

On this page

  1. The customer directory
  2. Add a customer
  3. Customer profile & history
  4. Advance deposits
  5. Paying with a deposit
  6. Refunding a deposit
  7. Account statements
  8. Who can do what

The customer directory

Open Customers to see everyone you've sold to. Each customer keeps their own purchase history, outstanding debt and deposit balance in one place.

  • Search by name or phone number.
  • Filter by status (active / inactive) and by branch.
  • Click any customer to open their full profile.

Add a customer

  1. Open Customers → New Customer.
  2. Enter the name and phone number (an email is optional but lets you send receipts and statements).
  3. Save. The customer is now available to pick on the Sales screen, the POS and service records.
On the fly You don't have to come here first — when recording a sale you can add a new customer right from the customer picker.

Customer profile & history

A customer's profile brings together everything about your relationship:

  • Purchases — every sale and service job, with dates and amounts.
  • Outstanding balance — what they currently owe you on credit.
  • Deposit balance — money they've paid in advance that hasn't been used yet.

Advance deposits

A deposit (advance) is money a customer pays you before taking goods or services — common for custom orders, lay-by, or trusted regulars who top up an account.

Record deposit dialog with amount and payment method
Recording a deposit adds to the customer's advance balance.
  1. Open the customer's profile and tap Record Deposit.
  2. Enter the amount and how it was received (Cash, Mobile Money or Bank).
  3. Add a note if you like, then save. Their deposit balance goes up by that amount.

Paying with a deposit

When a customer with a deposit takes goods, the balance pays first automatically:

  1. Record the sale as normal and pick that customer.
  2. If they hold a deposit, the app applies it to the sale and only asks for the remainder (if any).
  3. The deposit balance drops by the amount used, and the movement shows on their statement as a purchase.
Never goes negative You can't use more than a customer has on deposit. If the sale is larger than the balance, the rest is collected by another payment method or left on credit.

Refunding a deposit

If a customer wants unused money back:

  1. Open their profile and tap Refund.
  2. Enter the amount to return (cannot exceed the current deposit balance).
  3. Confirm. The balance drops and the refund is logged in their history.

Account statements

A statement is a dated list of everything on a customer's account — deposits, purchases, refunds and the running balance — perfect for settling up or answering "how much have I paid you?".

  1. Open the customer's profile and tap Statement.
  2. Pick a date range.
  3. View on screen, or Download PDF to print or email it.

Who can do what

  • Owners & Managers — full access to customers, deposits, refunds and statements.
  • Cashiers — can add customers and take deposits, but refunds may be restricted to prevent fraud.

An owner can adjust these permissions under Business management.

← PreviousExpenses, debtors & creditors