This guide is for managing credit accounts for Retail POS (R-Series) only. To process payments for a Lightspeed Golf house account, refer to Processing house account payments.

Once a credit account has been set up, users with credit account permissions can view and update credit accounts, manage account statements, view and print invoices, issue invoiced sale refunds, and manage other settings from the Customers > Credit Account page.

Setting credit account permissions

By default, the ability to modify credit accounts are restricted to certain employee roles. To update credit account permissions for a role:

1. Navigate to Settings and scroll down to Advanced Setup.
2. Click Employee Roles.

   

3. Click the employee role type or + New Employee Role to set up a custom role.

   

   Changes to employee role permissions will affect all users with that role type.

4. Under Sales - All, check the Sales - Credit Account Refund box to allow the role to complete credit account refunds.

   

5. Under Customers - All, check the Customers - Credit Limit box to allow the role to set credit account limits.

   

6. Click Save changes at the top of the page.

Viewing and updating credit accounts

The Credit Accounts page includes a list of customers with credit accounts with the overview columns Debt (how much credit they’ve used) and Deposit (total deposits made that haven’t been applied to an invoice).

To view or update a customer’s credit account details:

1. Navigate to Customers > Credit Accounts.

   

   You can also access credit account details by navigating to Customers > click on the customer name > click Account on the left side menu.

2. Search for a customer and click their name to view the account.

   

On the Customer page under Account, you can view and update the credit limit, prepare and preview an updated account statement, add a payment link to an account statement, review credit account activity, and access detailed transactions pages.

Updating a credit account limit

In the Credit Account Details section, you can edit the customer's credit limit and see how much has been used. To update a customer’s credit account limit:

1. Navigate to Customers > Credit Accounts.
2. Click the customer’s name.
3. Under Credit Account Details, click into the Credit Limit field and adjust as needed.

   

4. Press enter to save or click Save changes at the top of the page.

Viewing, sending, and printing credit account statements

On the Customer page, you can generate an account statement to review all outstanding credit account balances and print or email the statement to your customer. If you use Lightspeed Payments, the emailed statement will contain a payment form your customer can use to pay off the balance through a secure portal.

Invoices are sales with deferred payments and can be outstanding (unpaid), partially paid, or paid. Account statements are a summary of outstanding credit account balances that can be emailed to customers to request payment for all outstanding invoices.

Generating account statements

1. Navigate to Customers > Credit Accounts.
2. Click the customer’s name.
3. On the Account tab, click Send statement to generate a statement preview.

   

   When generating an account statement, you don’t need to specify a date range as all outstanding credit account balances will be included in an account statement.

4. Review the statement preview. The Statement details section will show a list of invoice IDs, dates, and amounts due.

The statement preview page dynamically loads up-to-date information every time a statement is generated. When you return to the Customer page and generate a new statement, the Statement details section will reflect the current state of the account.

Sending account statements

To send an account statement to yourself or the customer:

1. On the Customer page > Account tab, click Send statement to generate a statement preview.
2. In the statement preview window, adjust the email address if needed.
3. Click Send statement.

   

   If you’re using Lightspeed Payments, a payment form will be included in the statement to settle outstanding invoices. The maximum payment you can request through Lightspeed Payments links is 100,000 (local currency).

   

   Customers can click Pay statement and use the payment form to make full payments. Partial payments must be made in person. Once entered in Retail POS, partial payments will be reflected in the generated statement.

After clicking Send statement, the statement window will close and a banner will display letting you know the statement was successfully sent. Currently, there are no email notifications for statement payment success, payment failures, or delivery failures.

Once the payment has been processed, invoices included in the statement will be marked as Paid. You can view more details by navigating to the Financial Services page > Payments tab.

Printing account statements

1. On the Customer page > Account tab, click Send statement to generate a statement preview.
2. In the statement preview window, click Print.

   

Viewing and printing invoice details

Viewing invoice details

In the Account activity section, you can view invoiced sales by date and amount. Click into each invoice to view the invoice details, print a receipt or gift receipt, or start the refund process.

1. Navigate to Customers > Credit Accounts.
2. Click the customer’s name.
3. Under Account activity, use the calendar picker to select a date range.

   

4. In the Sale column, click an invoice number to view its Transaction ID page.
5. At the top of the Transaction ID page, click Open Invoice to view the invoice with payment link, terms, and purchase details.

Printing invoices

To print or reprint an invoice:

1. Navigate to Customers > Credit Accounts.
2. Click the customer’s name.
3. Under Account activity, use the calendar picker to select a date range.

   

4. In the Sale column, click an invoice number to view its Transaction page.
5. Click Print Receipt or Gift Receipt to print a copy of the receipt.

Refunding an invoiced sale

To refund an invoiced sale:

1. Navigate to Customers > Credit Accounts.
2. Click the customer’s name.
3. Under Activity, use the calendar picker to select a date range.

   

4. In the Sale column, click an invoice number to view its Transaction page.
5. Click Refund to start the refund process for the transaction.

   

6. On the Sales screen, click Refund.

   

7. Click Payment.
8. If the sale was made on account or you want to credit to the account, click Max or enter an amount in the Account payment method field. A minimum amount to refund to the account may be required.

   

9. Click Finish Sale.

Deactivating credit accounts

To deactivate a credit account, you can set the credit limit to $0 to block future transactions:

1. Navigate to Customers > Credit Accounts.
2. Click the customer’s name.
3. Under Credit Account Details, click into the Credit Limit field and enter 0.
4. Press enter to save or click Save changes at the top of the page.

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