POS FAQs - Receiving subscription payments at POS prior to creating a member in DotGolf

Sometimes there can be the scenario where someone pays a deposit or subscription at POS, but the member does not yet exist in the DotGolf system. When this happens, we are unable to use the normal subscription payments method at POS.

The best way to handle this is as follows:

At POS, enter a sale as per normal, but use the "Initial Sub Deposit" product.

1. Enter a product sale in the POS for product "Initial Sub Deposit"

2. Enter the amount paid

3. Checkout 

In Back Office:

(this particular product has already been setup in POS to be linked to a specific account in Xero called "Subscriptions Suspense"

1. The invoice will come through to Xero with the following line item.

(NOTE: in the example below, there were 2 payments made at POS for $124)

2. Reconcile the invoice in the bank rec on Xero (as you normally would with any EFTPOS, Cash deposits).

3. Once the member is created, and the invoice is created in Xero, search for that invoice in Xero.

4. Apply a payment to that invoice as follows - NOTE. The key thing is to code the payment to the "Subscriptions Suspense" account. This will balance this account to $0, as it should always be sitting at $0 (money in and money out).

5. This payment will flow through to the Member invoice in DotGolf to show the payment has been applied. This will also balance out the "Subscription Suspense" account back to $0 (as it should always be $0).