Customers¶
Named people, what they owe you, and what they have earned. A customer record is three separate things that happen to share a name: a contact, a charge account, and loyalty. Turning one on does not turn on the others.
Where: menu → Sales → Customers.
Finding someone¶
Search matches name, phone and email, and word order does not matter — "vine marlow" finds the same record as "marlow vine".
Three chips narrow the list: All, Accounts (only people with a charge account), Loyalty (people who have not opted out of every program).
The list clears its search and its chip each time you come back to it, so you always start on the full list rather than on someone else's leftovers.
Searching an email domain
Searching "gmail" finds a customer only if their record has been saved since the app started indexing email domains. Older records still match on the part before the @. Opening and saving the customer fixes it.
+ at the top right adds one. Only the name is required, and it must be at least two characters. A phone or email is checked for shape if you type one.
The customer page¶
A read-only page in four parts: who they are, the account, loyalty, and recent activity. Nothing is edited here — each section has its own button, and the ⋮ menu at the top holds the same three. The Customer ID beside the phone and email is a copy button, for when support asks for it.
Charge accounts¶
Enable charge account on someone with none, or Edit account on someone with one.
| Field | What it means |
|---|---|
| Account enabled | Off, and no account tender can be taken for them |
| Credit limit | How much they may owe. $0 means pay in full — the account cannot go into debt. |
| Account balance | Locked. See below. |
The credit limit is always a positive number: it asks how much can this person owe, so there is no minus sign to remember. The page reads it back to you as either "Can owe up to $200 before paying" or "Must pay in full."
Balance is negative when they owe you and positive when they are in credit, and the page labels it owes in red or in credit in green so you never have to work the sign out.
Putting a sale on account¶
At the till: attach the customer to the order, then Pay → More → Account. The order must have that customer on it — an account tender with nobody attached is refused with "Account not set."
The till checks the live balance before it accepts:
| Account switched off | "Account is disabled" |
| Over the credit limit | "Not enough credit on account" |
| Offline | Taken on trust. The limit is not checked, and the balance catches up when the till is back on. |
Taking payment off an account¶
Pay account, from the customer page or the account editor. It starts a new order, puts the Account Credit product on it, and fills in exactly what they owe — you take it as cash or card like any other sale. Change the amount for a part payment.
Anything half-rung on the till at the time stays as its own unfinished order in Orders; it is not lost, but it is off the screen. Finish it first.
Overriding the balance¶
The balance field is locked behind a padlock. Unlocking warns you: use it to set an opening balance a customer arrived with, not to add credit. Every override is recorded on the account as its own line, with what it was set to.
Statements¶
Statement on the account card, then Print or Preview & Email. The preview also offers Save PDF.
A statement covers everything back to the last time the balance was zero, not a calendar month. A customer who squares up every few weeks gets a short statement; one who never quite clears gets a long one.
Loyalty¶
The Loyalty card appears when your site runs at least one active program. The programs themselves are set up under Setup → Loyalty programs; this page is where you see and correct one person's standing.
Everyone is enrolled by default. A customer is opted out, never opted in, and the row says which they are.
Adjust loyalty gives each program a switch and a pencil:
- The switch opts them in or out of that one program, keeping their stamps.
- The pencil sets the stamp count outright — the number you type becomes the count. Use it to carry a paper card across, or to fix a miscount. Add a note; it stays on the record.
- Per-program history below expands to every earn, redemption and adjustment.
Stamps are earned at the till when the customer is on the order. Nothing is earned on a sale with no customer attached, and loyalty is skipped entirely when the till is offline.
Activity¶
The bottom of the customer page shows the last four events, and See all activity opens the full feed.
It reads like a bank statement: date and time, what happened, the amount, and the running account balance on the right. Loyalty events sit in the same list with their stamp change and no balance — stamps are not money.
| Row | Means |
|---|---|
| Account · sale | Goods taken on account |
| Account · payment | Money paid off the account |
| Account · balance override | Someone set the balance by hand |
| … · earned / … · reward redeemed / … · stamps adjusted | Loyalty, named by program |
All / Account / Loyalty chips appear only when there is both kind to separate, and Load more brings in another forty. Tapping a row opens the order behind it. An override or a loyalty adjustment has no order, and says so rather than opening an empty one.
Good to know¶
- A customer with a charge account cannot be deleted. The app says so rather than letting you orphan the ledger. Turn the account off first, and only if the balance is settled.
- Delete lives inside Edit profile, at the bottom, and asks first.
- A layby needs the customer to have a phone number; nothing else does. See Laybys.
- Notes on a contact are for your staff. They never print on a receipt or a statement.