Cash Debt by my customers

1

Hi

I run a small deli.

I have a POS system that runs my cash register and inventory. I use manager for my back office.

Some clients take products on debt and only pay at the end of the month or throughout the month.

So at the end of the day I want to be able to ad a total amount of new debt into manager as a sort of accounts receivable account . And then also enter a Total amount of debt paid for the day so I can then monitor how much total debt I am carrying throughout the month.

I want to do this directly from the receipts and payments page and not issue invoices at all for this process.

I just want to make sure I am setting this up correctly.

2

If you are recording sales on credit, then you need to create an invoice. You can use one customer if you wish to cover all credit sales of the day but you will need at least one.

Then record the payments received against the same accounts receivable sub account.

Out of interest, how do you know who owes you money amongst your credit customers?

3

Not sure why you do not want to use Sales Invoices as these do exactly what you want, allow you customers to pay at a later date. You actually provide them with Credit which they will perceive as a debt. So from your accounting perspective, you are a Creditor. It is very easy to use the invoicing system in manager and if you do not want to you have to never send these to your clients. We also use a POS system that takes cash and card payments. We clear the invoices against cash from POS and/or via the imported Bank Statements when paid by card (bank) and/or combination. This is pretty straightforward and not sure why you would not give it a try. If you want to accrue interest on the credit you give clients then indeed you should set up a loan system such as explained at Use special accounts | Manager which is related to Special accounts that I think is probably not what you really want to do if keeping you system simple.

4

I do use the invoices for big private orders I get.

I really have a good system going between my POS and back office

This is a small shop in a small town so I have a file and my client’s get blank pages and dividers and my POS prints a receipt that I staple to the page and then write the total on the page.

The POS automatically totals all the purchases that was made like that and it’s that amount that I want to ad in manager as a type of accounts receivable account. But separate from the original accounts receivable

5

So basically you should add one or more Customer Control accounts (go to settings → control accounts → uder customer create a new). The go to customers tab and assign the new control account to each customer to which it would apply.

6

I could you please elaborate on this. How will I add the everyday total and then when it’s paid cash book it .

I am willing to create a customer on manager to represent all my POS debt customers.

I am getting what you guys are saying about the invoices. The invoice books the sale against receivable accounts and then if you book the receipt of that cash it books it’s against accounts receivable and the cash account.

Is there a way for me to book an amount to a accounts receivable without using a invoice.

7

Maybe you can explain what you have against creating invoices that would help.

8

You could create an asset account called Cash owed and use that in a journal entry

Credit Sales
Debit Cash owed

Then when you receive the payments post it to the Debit Cash account.

But this exactly what an invoice does

1 Like
9

Thank you Joe91 and Eko.

So basically the one way is using an invoice. I think I’ll create a customer to represent my POS CASH DEBT. And create an invoice for the month basically. And every day just ad a new line for that day. And then receive payments as normal.

The other way is with the journal entry like Joe said.

I think I’m gonna try both and see which one is the easiest for me to use daily.

Thank you guys

10

That could work.
Better still add a custom field to indicate if you handle the customer via your POS or back office / Manger directly.

Then use Managers invoice facility to track invoices and payments

11

In more detail
Create a custom field for customers

01 Tracking custom field
01 Tracking custom field525×813 38.1 KB

It is then shown in the custom fields screen
02 Tracking custom field

Assign tracking type to each customer

03 Customer with tracking defined
03 Customer with tracking defined629×855 34 KB

Then when looking at your customers, the tracking type will be displayed
04 All Customers

If you want the total for all POS customers, search for POS
04 POS Customers totals

Reports → Sales Invoice Totals by Custom Field
Also shows totals and allows drill down

05 Sales invoices by custom field also displays totals and allows drill down
05 Sales invoices by custom field also displays totals and allows drill down828×468 48.8 KB

Custom reports can also be defined which allow more elaborate reporting

1 Like
12

You could create a BS Asset > Cash Sales Unpaid account, which would act like an Accounts Receivable but without requiring any Sales Invoices.

If your daily cash sales is 800 and 100 of that is unpaid, you would enter that over two lines:
Cr Daily Cash Sales 800
Dr Cash Sales Unpaid 100 (a minus entry)

So the cash tin has grown by 700.

If your next daily cash sales is 600 and 40 received from unpaid, you enter that as:
Cr Daily Cash Sales 600
Cr Cash Sales Unpaid 40

So the cash tin has grown by 640 and the Cash Sales Unpaid has a balance of 60