Customer deposits allow you to accept advance payments for upcoming events and functions. These deposits are recorded as a positive balance on the customer's profile and remain excluded from daily revenue and sales until they are redeemed. Once applied, the deposit is recognized as part of the revenue and sales for that day.

Setting up the process for customer deposits

To create a customer deposit, you’ll need to create or edit an existing transfer operation and add a transfer operation button to your POS.

Creating a transfer operation

A transfer operation allows you to move money between payment methods. In this case, the deposit transfers money from the customer's payment method into their customer account balance.

1. Create or edit an existing transfer operation.
2. Ensure that the transfer operation matches these settings:
   • Name: Deposit.
   • Description as shown on the receipt: Deposit.
   • Amount of money to transfer: Leave this field blank to allow a staff member to enter the exact amount at the POS during the transaction.
   • This transfer operation removes money from: The payment method with the code IKDEBT. This option will usually be To invoice, but it could be named On Account or another custom option.
   • This transfer operation adds money to: Leave this field blank to allow a staff member to enter the exact amount at the POS during the transaction.
   • (Optional) Print a receipt when performing a transfer: Enable to print a receipt when completing a transaction using transfer operations.

Adding a transfer operation button to your POS

Once you’ve created a new transfer operation for customer deposits in the Back Office, you’ll need to add a transfer operation button to your menu in order to be able to use it on your POS. For instructions on adding buttons, refer to Creating menus.

Creating additional payment methods

Optionally, you may want to create additional payment methods, such as a bank transfer payment method. For instructions on creating additional payment methods, refer to Adding payment methods.

Taking customer deposits

Before you can apply a customer deposit as payment, you’ll need to take and confirm the deposit.

Taking customer deposits

Customer deposits are recorded as a positive balance on the customer's profile and remain excluded from daily revenue and sales until they are redeemed. Once applied, the deposit is recognized as part of the revenue and sales for that day.

1. Open the Restaurant POS app.
2. Tap Deposit.
3. Enter the amount of the deposit.
4. Select the appropriate payment method to credit.
5. Tap Transfer.
6. Select the customer profile to link it with the deposit.

• 1. From the terminal, click Transaction > New Transaction.
  2. Enter your passcode. By default, the terminal passcode is 5773, however your business may have changed this passcode.
  3. Select:
     • Payment if the customer is in-store and has their card present.
     • MOTO if the customer is on the phone and is telling you their card information.
  4. Collect payment as usual.

Confirming customer deposits

Customer deposits can be confirmed on the POS or in Back Office.

Viewing customer deposits on the POS

1. Open the Restaurant POS app.
2. Tap Customers.
3. Search for your customer.
4. Tap View.
5. From the customer profile, you'll be able to see their balance. A positive balance on the customer profile indicates that a deposit is attached. A negative balance means the customer owes money.

Viewing customer deposits in the Back Office

The Accounts Receivable section of the Back Office is usually used for invoices, but it can also be used to view deposits.

1. Log in to the Back Office with your Lightspeed credentials.
2. From the navigation menu, select Customers > Debtors > Accounts receivable.
3. Search for your customer.
4. From Total, you'll be able to see their balance. The customer deposit will appear as a negative amount. Since this is an Accounts Receivable section, positive amounts represent money coming into the business. A deposit appears as negative, indicating money going ‘out.’

Do not click Make Invoice, as doing so will wipe the balance to zero. This action will remove any existing amounts, including deposits, and may cause you to lose important financial information associated with the transaction.

Redeeming customer deposits

On the day of an event or function, you can ring up the entire bill and redeem the customer deposit.

1. Open the Restaurant POS app.
2. Create an order and add the appropriate items.
3. Add a customer to the order.
4. Once you’ve finished making the order, tap Pay.
5. Select Invoice as the payment method.
   1. If the order amount exceeds the deposit, edit for partial payments by changing the payment amount and received amount to the amount of the deposit.
6. Tap Pay to redeem the deposit.
   1. If the order amount exceeds the deposit, pay the balance of the bill with another payment method.