ROBOTILL POS Online Help
Point of Sale Software - ROBOTILL - www.robotill.com

Customers and Accounts

Adding a Customer

To add a customer, in ROBOTILL Manager go to Customers > Customers and click on 'Add Customer'.

Customer

Note: You need to enter a 'Company Name' or a 'Name', all other fields are optional.
  1. The account number will be allocated by ROBOTILL. If you need to use your own account number you can use the ID Number field to allocate an external account number.
  2. If it is a company, you can enter the company name. If it is an individual, you can leave this field empty.
  3. This field is only optional if this is a company and you entered a company name. If it is a company, you can enter the contact person's name in this field. If this is an individual then this field is not optional and will be the person's name.
  4. The address, email, telephone fields are optional. These fields can be added to the customer statement.
  5. The VAT Number or TAX number is the number for the customer and can also be added to the customer statement.
  6. The limit that you want to allow this customer to buy on credit.
  7. The password that the customer needs to supply when purchasing on account. If you don't want to use passwords this field can be left empty.
  8. The customer's ID number or an alternative account number if you need to use an account number other that the system allocated number.
  9. The Price Tier you want to allocate to this customer. See the note below.
  10. The current customer balance. The balance cannot be changed in this form. To change a balance you need to edit or debit the account.
  11. You can add notes to a customer account. The notes are date stamped and can for example be used to keep track of payment arrangements made by the customer.

For more infomation about Customer Price Tiers see 'Price Modes and Tiered Pricing'.

Account payments can be done from the POS application. When a customer purchase on account, the 'Account Payment' till slip will be printed where the customer can sign for the purchase. The account payment slip can be changed in Print Design

Accounts

From the Accounts screen, a list of customers (debtors) with account balances will be displayed. Statements can be viewed and accounts can be credited or debited if needed. In ROBOTILL Manager, from the menu, select Customer > Customer Accounts.

Customer Accounts and Statements

If an account needs to be credited or debited for some reason other than a normal sale or account payment, then the Credit/Debit function can be used in this screen. Select the account, enter an amount and a reason and click on Debit or Credit. Note that even for a debit the positive amount that needs to debited needs to be entered.

To view the customer account or to print a Customer Statement, select the account and in the Statement section select a date range and click on Print or Preview.

The customer statement layout can easily be changed and more fields added by using drap and drop functionality in the Print Design Tool.

Customer Statement Design

Paying with an Account at the Till

If a customer wants to pay with an account, the cashier can simply click on the 'Account' button in the pay screen.

Pay with account

If the customer was not selected at the start of the sale, the cashier will be prompted to select a customer.

account payment

The cashier will be prompted to enter an amount to pay. The customer can do a partial payment with an account and pay the rest with another method like cash or card. If passwords is used, the customer will be asked to supply a password that the cashier can enter. For better security customer cards can be used.

When an account payment is used a customer account payment slip (receipt) will be printed that the customer can sign (if required).

Using Customer Cards

When a cashier selects a customer for a sale the cashier needs to search for that customer. You could use customer cards instead. These cards can be used to purchase on account or to change the price mode to a different price tier. To use Customer Cards go to ROBOTILL Manager > Setup > System Configuration > General Configuration.

Use Customer Cards

Check the box that says use customer cards. Remember to restart any POS Apps that was open after changing this setting. The next time a customer selects a customer for a sale by pressing the 'Customer' button the 'Swipe Customer Card' screen will appear.

Swipe or Scan Customer Card

You can use magnetic cards with a card reader or you can simply print the customer details on a card with a barcode. The barcode or magnetic strip must contain the ROBOTILL system account number (see item number one on top of this page). If a customer number is 16 and you are using a EAN-8 barcode for example, then you will need to add preceding zeros to make up the 8 digits (00000016).

If there is a problem reading the card, then the cashier can click on the 'Search' button to select the customer manually.