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The Book (Debtors & Receivables)

For shops that offer store credit or maintain regular business-to-business client ledgers, "The Book" tracks customer profiles, outstanding balances, and repayment schedules.

Managing Trust Customers​

To issue store credit, the customer must first be added to The Book by an authorized user (Manager or Owner).

  1. Add a Customer: Navigate to The Book (Debtors) in the left sidebar and click New customer.
  2. Profile Details: Enter the customer's name and phone number.
  3. Pricing Tier: Assign the customer to either the Retail or Wholesale tier. When this customer is selected at the POS, the system will automatically apply their assigned pricing tier to the basket.
  4. Credit Limit: Set a Maximum Credit Limit (GHS) to prevent the customer from borrowing beyond an approved threshold.
  5. Save: Click Add customer.

Processing a Credit Sale (POS)​

You do not record credit sales from The Book itself; this is done directly at the POS terminal.

  1. Ring Up Items: Add the products to the POS cart as usual.
  2. Attach Customer: Use the Customer dropdown located just below the basket to attach their profile to the sale.
  3. Select Credit: Press F4 to open the payment modal and select Credit / The Book as the payment method.
  4. Limit Verification: The system automatically checks the transaction total against their available headroom. If the sale pushes them over their Credit Limit, it will be blocked.

Chasing Outstanding Debt​

The Book provides tools to monitor aging debt and follow up with customers effortlessly.

  • Ageing Metrics: The top dashboard categorizes all outstanding debt into time buckets: Current (≤ 30 days), 31–60 days, and 60+ days, allowing you to prioritize collections.
  • 1-Click Reminders: In the customer list, you will see a green WhatsApp icon and a blue SMS icon next to their balance. Clicking these buttons will automatically draft a polite, pre-written payment reminder containing their exact balance and your shop's payment details, ready to send from your device.

Receiving Repayments​

When a customer returns to pay off their outstanding balance, do not ring it up as a standard sale at the POS, as this will artificially duplicate your shop's revenue.

CRITICAL REQUIREMENT: You must have an Open Shift at the POS terminal before you can collect debt repayments. The system will block collection attempts if your register is closed.

  1. Locate the Customer: Go to The Book (Debtors) and click on the customer's name to open their ledger.
  2. Collect Payment: Click the Collect button at the top right of their profile.
  3. Enter Amount & Method: Enter the GHS amount the customer is handing you. Select whether they are paying via Cash, Mobile Money, or Card.
  4. Process:
    • If Cash, click Post repayment.
    • If Mobile Money or Card, click Pay via Gateway. The Paystack portal will appear to securely process the digital charge.
  5. Ledger Update: The system will immediately deduct the payment from their balance, restore their credit limit headroom, and log a permanent payment receipt in their ledger.