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Managing customer invoices in the Back Office

The Back Office Accounts receivable page shows each customer's invoices and allows you to settle open invoices to mark them as paid, assign unlinked transactions to customers, and export a summary of each customer's transactions. This page contains all orders paid using an IKDEBT payment method and the invoices created for those orders.

To learn more about invoices, see Setting up customer invoicing and Creating customer invoices.

Table of contents:

Viewing customer invoices

View each customer's invoices and pending invoice transactions on the Accounts receivable page to see which orders need to be made into invoices, which invoices are waiting to be paid, and which invoices have been paid and settled.

  1. Log in to the Back Office with your Lightspeed Restaurant credentials.
  2. From the navigation menu, select Customers > Debtors > Accounts receivable.
  3. Select an option for viewing transactions or invoices by customer. See the table after the image for more information on each option.  
    k-series-back-office-accounts-receivable-page-options.png
    Option Description
    Pending transactions Shows order receipts paid using an IKDEBT payment method that are linked to a customer but not yet made into invoices.
    Unlinked transactions Shows order receipts paid using an IKDEBT payment method that are not linked to a customer and not yet made into invoices. This option is not available for German accounts.
    Open invoices Shows invoices that have not been settled and are still open.
    Settled invoices Shows invoices that have been settled and are no longer open.
  4. (Optional) Search by customer name, or filter by column to find specific customers.
  5. (Optional) Click the + next to a customer to view details about their transactions or invoices and to perform additional actions, such as viewing an invoice. See the table after the image for more information on each action. k-series-back-office-accounts-receivable-customer-options.png
    Option Action Description
    Pending transactions Export Downloads the transactions linked to the customer in PDF, CSV or XLSX format.
    Make invoice Creates an invoice for the transaction. See Creating a customer invoice to learn how this works.
    Open / Settled invoices View invoice Opens a copy of the letter-format invoice on screen to view, save as a PDF file, or print.
    Group report Shows a breakdown of the invoice by accounting group.
    Show receipts for invoice Downloads a copy of the order receipt(s) the invoice was created from.
    Settle invoice (Open invoices only) Marks the invoice as complete when payment is received. See Settling invoices to learn how this works.

Settling open invoices

Settle open invoices to mark them as complete when you receive payment from a customer. This will transfer the invoice amount from the IKDEBT payment method used to create the invoice to the final payment method selected during settlement. Invoices can also be settled in the Restaurant POS app.

Need help making a new invoice? See Creating a customer invoice.

Important: German accounts must settle invoices directly from the Restaurant POS app.

  1. Log in to the Back Office with your Lightspeed Restaurant credentials.
  2. From the navigation menu, select Customers > Debtors > Accounts receivable.
  3. Select the Open invoices tab.
  4. Click the + next to a customer to view their open invoices.
  5. Click Settle invoice next to an invoice the customer has paid.
    k-series-back-office-accounts-receviable-settle-invoice-2.png
  6. Select a payment method for the invoice from the dropdown menu.
  7. (Optional) If paying by gift card, check the Unlink all cards box to cancel all gift cards belonging to the linked customer.
  8. Click Yes to settle the invoice and move it from the Open invoices to Settled invoices section.

Assigning customers to unlinked transactions

Unlinked transactions are those that were paid using the IKDEBT payment method but not assigned to a customer. If you create an invoice transaction in the Back Office via the Receipts report, you will need to assign a customer to the unlinked transaction before it can be made into an invoice.

Important: The Unlinked transactions tab is not available for German accounts as they cannot create transactions in the Back Office.

  1. Log in to the Back Office with your Lightspeed Restaurant credentials.
  2. From the navigation menu, select Customers > Debtors > Accounts receivable.
  3. Click the Unlinked transactions tab.
  4. From the id dropdown menu, search for and select a customer to link to the transaction.
    k-series-back-office-accounts-receviable-unlinked-assign-customer-2.png
  5. Click Yes to confirm the customer and move the transaction from the Unlinked transactions to Pending transactions section.
  6. Follow the steps here to create an invoice from the transaction.

Exporting transactions and invoices by customer

Export a customer's transactions to view and analyze their pending or unlinked invoice orders and open or settled invoices outside of the Back Office. Choose PDF format for a printer-friendly version, or select CSV or XLSX for a spreadsheet file.

  1. Log in to the Back Office with your Lightspeed Restaurant credentials.
  2. From the navigation menu, select Customers > Debtors > Accounts receivable.
  3. Select an option to view orders and invoices by customer. To learn what is included in each section, see Viewing customer accounts and invoices.
  4. Click Export, and select a file format for the export. Available formats include PDF, CSV, and XLSX.
  5. Wait for the export to automatically download to your computer.

k-series-back-office-accounts-receviable-export-invoices-2.png

What's next?

Learn how to manage and settle open invoices at the POS.

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