This guide is for managing Retail POS (R-Series) credit accounts only. For Lightspeed Golf, 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 invoices, issue invoiced sale refunds, and manage other settings from the Customers > Credit Account > 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 and the overview columns Status (outstanding, overdue, or settled balances), the amount Overdue, and Outstanding balances.

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 menu.

2. Search for a customer and click their name to view the account.
3. On the customer’s Credit account > Account page, you can edit the credit limit, preview and send updated account statements, and manage accounts receivable automations.

   

   You can also view:

   • Credit usage bar: Summary of the total credit limit, amount of outstanding and overdue invoices, available credit, and deposit balance amount.
   • Invoices tab: Search for invoices by invoice ID (ex. INV-001) or exact amount, view invoice status, amount due, date the invoice was created, and due date. Click the three dots icon (More) to open the invoice in a new tab or view the associated linked sale.

     Invoice statuses:

     • Outstanding: Customer has an outstanding balance, but not past due.
     • Overdue: Customer has an outstanding balance past the due date.
     • Settled: Customer's invoice is paid.
   • Deposits tab: View deposits added to the account listed by credit memo ID (ex. CR-001) and the original amount collected, the amount still available to use, and date the deposit was made. Click the three dots icon (More) to open the associated transaction details page.

     

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. Click Edit credit limit.

   

4. Enter a credit limit.

   

5. Click Save.

Viewing, sending, and printing credit account statements

On the Customer account 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. 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 account > Account page, 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.

   Currently, direct debit (ACH) payments are not supported in account statements.

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 invoice details

On the Invoices tab, you can search for invoices by invoice number or exact amount, view when an invoice was sent, the current status, the amount due, and when payment is or was due.

1. Navigate to Customers > Credit Accounts.
2. Click the customer’s name.
3. Scroll down to Invoices.

   

   The Amount due is displayed per invoice. Due date will be empty if the sale was refunded.

4. Use the search field to search by invoice ID or exact amount to find an invoice.
5. Click the three dots icon (More) > View invoice to open the invoice in a new tab and view the payment link, terms, and purchase details, or click View linked sale to open the transaction details page for more information on the associated sale.

   

Printing receipts

To print or reprint a receipt from an invoice's associated sale:

1. Navigate to Customers > Credit Accounts.
2. Click the customer’s name.
3. Scroll down to Invoices.
4. Next to an invoice, click the three dots icon (More) > View linked sale. You will be redirected to the transaction details page for the associated sale.
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. Scroll down to Invoices.
4. Next to an invoice, click the three dots icon (More) > View linked sale. You will be redirected to the transaction details page for the associated sale.
5. Click Refund at the top of the page.

   

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.

You can refund a deposit via the Deposits tab.

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. Click Edit credit limit.

   

4. Enter a credit limit of 0 (zero).
5. Click Save.

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