Lightspeed O-Series (Kounta) - On Account invoices for Corporates and Events

Modified on Tue, 28 May at 4:26 PM

When a club is running an event on the day where the customer is wanting to be invoiced for F&B, you can use the On Account feature in Kounta. Process is as follows:

Create Customer

To prepare ahead of time, create the customer in advance (if the customer does not already exist in Kounta)

If the customer already exists in Xero, create the customer in Kounta with the identical name. If there is history already in Xero for this customer, then create with a new name, and the customers can be merged in Xero at a later stage.

Create Order

1. In the POS, begin by adding items to the order e.g. Venue Hire.

2. Add the customer to the order.

If the customer is going to be continuing to add things to the bill throughout the day, treat the order as a tab by clicking the hold icon at the top right of the screen.

3. Continue to add items to the tab for the customer throughout the day

4. Only once everything has been added to the order, you can complete the order On Account.

NOTE: Nothing further can be done to the order after this stage. It will be sent through to Xero with all the existing sales itemised.

5. Click "Check Out"

6. Select OnAccount

The On Account order will remain in the Orders area under the Accounts tab until payment has been finalised for this order

Payment

If the customer is going to pay for the order at POS, this can be done via the normal "Check Out" process.

1. Click "Orders", and select the On Account order

2. Click "Check Out"

3. Select the appropriate method of payment.

If the customer is going to pay later, you can leave the Order sitting in the Orders area.

Xero

The invoice will automatically be sent through to Xero. All On Account orders will appear separately from all general sales from the POS during the day.

This will appear in Xero after the next automatic sync from Kounta.

Once payment has been applied to the invoice in Xero, the Order will be completed and removed from the Orders section in Kounta after the next Kounta/Xero sync.