Customers and Accounts

Creating a New Customer

A customer can be created from ROBOTILL Back Office or the POS apps (Restaurant and Retail modules).

To add a customer from the Retail or Restaurant module, click on the 'Customer' button. You can choose who is allowed to add new customers in Task Security setup. Note than when you create a customer from the retail or restaurant module you will only be able to set up the basic customer information. For more detail access the customer from ROBOTILL Manager.

We will show how to add a customer in ROBOTILL Back Office as it is more detailed.

General Customer Information

To add a customer, in ROBOTILL Back Office, go to 'Home' > 'Customers' and click on 'New'. Customer Information

The account number will be allocated by the ROBOTILL system.
The alternative account number is optional. It can be used if you want to use your own customer account numbers - for example if you are using customer cards that already have numbers allocated to them.
You need to enter a customer name or a company name (or both).
The rest of the information is optional but can be used to print on documents like customer receipts and statements.
Click on 'Create this Customer'. Once created there will not be a 'Save/Update' button as changes are automatically saved.

Customer Account

To access the customer account information, in ROBOTILL Back Office, go to 'Home' > 'Customers'. Select the customer and click on 'Edit/View'. Select 'Customer Account'.

You can specify the credit limit for this customer. You can also specify a default customer limit in General Settings . The default will be used when creating a new customer account but it can still be changed in this screen. If you don't want to allow customers to purchase on credit, then set the amount to zero.
The password is optional and only needed if the customer would need to enter a password when using his account. This would not be needed if you use customer cards with alternative account numbers.
The customer account will automatically be credited and debited as account payments and sales are done. If you however need to make a correction on the account, you can credit or debit the customer account from ROBOTILL Back Office.
You can print statements or view a statement report for the customer with the required date range.

See below for more information on Customer Accounts.

Stats and Rewards

To access the customer statistics and loyalty points, in ROBOTILL Back Office, go to 'Home' > 'Customers'. Select the customer and click on 'Edit/View'. Select 'Stats and Rewards'.

If you are using customer cards , you can choose if this customer is allowed a special price tier.
Main statistics for this customer will be displayed. You can view more detail in reports.
Loyalty point information for this customer will be displayed. You can view more detail in reports.

Customer Notes Tab

To access the customer notes, in ROBOTILL Back Office, go to 'Home' > 'Customers'. Select the customer and click on 'Edit/View'. Select 'Stats and Rewards'.

To add a note for this customer, type the message and click on 'Add Note'
A list of notes for this customer will be displayed.
You can export the notes to a spreadsheet if needed.

More on Customer Accounts

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

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

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.

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

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. Customer cards can be used for the following:

Faster / more secure account selection when purchasing on account.
Tracking sales history for the loyalty program.
Allowing specific customers to pay a special price tier. See customer tier selection and price tiers.

To use customer cards, enable 'Use Customer Cards' and 'Use alternative account number for customer cards' in General Settings.

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.

You can use magnetic cards with a card reader or you can simply print the customer details on a card with a barcode and use a barcode scanner.

You can choose between using the ROBOTILL Account numbers (the number should then be preceded with zeros to make up the full barcode) or you can choose to use your own alternative account number. See the setting in the image above.

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