Taking payment

Taking payment is the last step of a till sale. You choose how the customer pays, and the app saves the whole sale in one step: the income, the VAT, the stock cost and the money received. A customer who pays older invoices at the till uses Collect outstanding instead. That posts only the money received.

Where: Point of sale › Cash, Card, Pay later or Bank transfer beside the bill › Take payment. To collect old invoices: Customer Outstanding at the top of the till
Number: The sale number, given when you press Complete sale. A sale on account gets an invoice number (ARINV-000001). A collection gets a receipt number (ARREC-000001)
Posts to: The cash drawer, the card machine’s account, the bank account or the Pay by link provider’s account, Accounts Receivable, Sales Revenue, Output Tax Payable, Cost of Goods Sold, Inventory
Who: Cashiers, managers and admins

What it’s for

Paid sales. The customer pays now by cash (with change), card, bank transfer or Pay by link. They can use more than one type on the same bill.
Pay later. The bill goes on a named customer’s account (a bill “on account”). You can take part of the money now and leave the rest on the account. Find bill lists these bills under Customer-account invoices.
Collect outstanding. A customer comes to the till to pay invoices from earlier sales.
To build the bill, see Selling. For refunds, see Returns. To count the drawer at the end of the day, see Opening and closing. To record a customer’s payment in the back office, see Payments received.

What the till cannot do

It cannot use a customer’s advance to pay a bill. An advance is money a customer paid before the sale. Use Payments received for advances.
Collect outstanding cannot keep money as an advance. The full amount must go to invoices.
It cannot take a Pay by link payment as a collection. Pay by link is taken when the sale is made, or in the back office.

Fields

The Take payment window

The buttons Cash, Card, Pay later and Bank transfer (under “Fast checkout”) open the window. The row you chose is filled with the full amount due. If you have not chosen a customer yet, a step called “Select customer before payment” comes first. Choose a customer, add a new one, or press Continue as walk-in. Continue as walk-in is not offered for Pay later.

Field	What it means	What it changes
Amount due	The bill total, with the net amount, VAT and any discount under it. If your company rounds totals, this is the rounded total	The amount you must cover
Cash received	The cash the customer hands you. It can be more than the bill	Only the cash needed is posted to the drawer. The rest is change
Card	The amount paid on the card machine	Goes to the machine of this till. With no machine, it goes to Card and Payment Clearing
Card reference (optional)	The slip or approval number from the machine	Kept with the payment. No accounting effect
Bank transfer	The amount received by transfer. It is greyed out if the till has no bank account. Add bank account then lets you add one to this till	Goes to the bank account of this till
Transfer reference *	The bank’s reference. Required when you take a transfer	Kept with the payment. No accounting effect
Pay by link	The amount paid through a provider such as Tabby or Tamara. Shown only while a provider is switched on for the till	Goes to the provider’s own account
Provider *	Which provider took the payment. With one provider, it is chosen for you. With several, press the provider’s button	Decides the provider’s account
Order number (optional)	The provider’s order number. Wait until the provider shows approved	Kept with the payment. No accounting effect
Pay later	The part the customer will pay later. Needs a named customer	Accounts Receivable. The customer owes this amount
Print receipt	Tick to print a receipt as soon as the sale is saved	None

The totals strip shows Amount due, Paid now, Pay later, Remaining (or Too much entered) and Change due.

How the rows work:

You can fill several rows. The money paid now plus Pay later must add up to the amount due.
Press the name of an empty row to fill what is still due. Press the same name again to clear the row. To clear a row that the window filled when it opened, select it and press Clear on the number pad.
There is no Pay by link button beside the bill. To take the whole bill by Pay by link, open the window with any button and clear the row that was filled. Then fill the Pay by link row.
Use Balance on the number pad fills the active row with what is still due.
Moving into an empty Card, Bank transfer, Pay by link or Pay later row fills what is still due. Cash is never filled for you this way.
A sale takes at most 3 payment types. Cash, card, bank transfer and Pay by link together would be 4.
Cash shows “Cash goes to:” and the name of your drawer. Bank transfer shows “Receiving account:” and the name of the bank account.

Collect outstanding

Press Customer Outstanding at the top of the till. The window has two tabs: Collect outstanding and Receipt history / reprint. Choose a customer with Find customer. Outstanding only hides customers who owe nothing. You can also open it from More › Sales & customers › Customer outstanding / receipt, or start from Collect payment on a back-office invoice in Find bill.

Field	What it means	What it changes
Customer balance, Open invoices, Overdue	What the customer owes and how many invoices are open	Nothing. For information
Not yet invoiced	Part of the balance that is on no invoice, such as delivery notes not yet invoiced	Nothing. Invoice those delivery notes first, then collect
Amount received	The money the customer pays now	The total to apply to invoices. Typing it fills the invoices, oldest first
Payment type	Cash, Card or Bank transfer. Bank transfer needs a bank account on the till	Which account receives the money
Payment destination	Where the money goes, with the company date	Read only
Payment reference	Optional for cash. Required for card and bank transfer	Kept with the receipt. No accounting effect
Notes (optional)	A note kept with the receipt	None
Allocate (one row per open invoice)	How much of the payment settles each invoice	That invoice owes less

The date of the receipt is today’s company date. You cannot change it. Receive full balance fills the amount with all open invoices, oldest first. Pay full on a row fills that invoice. Auto-allocate oldest and Clear allocations help when you have many invoices.

Buttons

Button	When you see it	What happens	Accounts
Cash, Card, Pay later, Bank transfer	Beside the bill, once it has items	Opens Take payment with that row filled	No change
Use Balance	Take payment	Fills the active row with what is still due	No change
Hold	Take payment, new sale	Puts the sale in Held orders, saved in this browser	No change
Back to sale	Take payment	Returns to the bill. Nothing is posted	No change
Complete sale	Take payment, when the amounts are right	Saves the sale and the payments. Pressing it twice cannot save the sale twice	Posts
Receipt options	After the sale is saved	Shows the saved receipt and the print choices	No change
Next sale	After the sale is saved	Closes the window	No change
Last sale / Reprint	The till, after a sale	Opens the last receipt of this register to print again	No change
Review payment	Collect outstanding	Checks the amounts and shows “Confirm customer payment”	No change
Back to invoices	The confirm step	Returns without saving	No change
Confirm payment	The confirm step	Saves the receipt and gives it a number	Posts

After Complete sale, the window says “Sale saved” with the number, then “The sale is recorded. Do not collect the same payment again.” It shows Sale total, On customer account (for a bill put on account) and Change due. A sale on account shows “Invoice posted.” A part-paid sale shows “Payments and account remainder posted.”

Receipts and printing

Automatic receipts. The switch beside the totals (“Receipt on” or “Receipt off”) and the Print receipt box in Take payment do the same thing. The choice is kept for this till in this browser. It starts as on. With it on, the receipt prints once as soon as the sale is saved.
Where it prints. If this PC is set up in More › Printing to print receipts straight to a printer, the receipt goes to that printer. If not, the browser’s print window opens. Paper is 80 mm or A4.
ORIGINAL and COPY. The first receipt is marked ORIGINAL. Later prints are marked COPY / REPRINT. The app never prints an original twice by itself.
After saving. Receipt options shows the receipt. Use Print receipt / PDF with browser, or Print receipt directly when a receipt printer is set up. “Printing never repeats the sale.”
Reprint later. Use Last sale / Reprint, or Find bill › ⋯ › Reprint. Reprint opens the Print preview first. Copy to receipt printer sends the copy straight to the printer.
What the receipt shows. A “TAX INVOICE” in English and Arabic when VAT is charged on the sale, otherwise an “INVOICE”. A sale on account shows the due date, “Paid at checkout” and “On account at checkout”. The payment line reads Cash, Card, Bank transfer, Pay by link, Split payment, Part-paid account sale or On-account sale.
Collections. After Confirm payment, the result shows “Payment posted” with the receipt number and “Remaining outstanding”. Use Print… to print the receipt. Old collections are in the Receipt history / reprint tab (the latest 100).

Printing never changes your accounts. If the printer fails, the message starts with “Sale saved.” Print again from Last sale / Reprint. Do not take the payment again.

What gets posted

A paid sale writes one journal entry, dated today, by your company’s date. A register that stays open past midnight posts new sales on the new day. A person with the right to change the sale date can back-date a paid sale with Sale date override in Sale details. It has one line for each place the money went, then the income, the VAT and the stock cost. A line with a zero amount is left out. The stock cost is the item’s average cost. The sale also takes the items out of the till’s stock location.

Example 1A cash sale with changePrices exclude VAT · Cash

2 × item at 100.00200.00
VAT 5%10.00
Bill total210.00
Cash received220.00
Change given10.00
Cost of the items (60.00 each)120.00

Account	Debit (AED)	Credit (AED)	Why
The drawer’s cash account	210.00		The drawer keeps 210.00. The change is never posted
4000Sales Revenue		200.00	Income from the items
2100Output Tax Payable		10.00	VAT you owe the FTA
5000Cost of Goods Sold	120.00		What the 2 items cost you
1200Inventory		120.00	Your stock value goes down
Total	330.00	330.00	Balanced

The customer gave 220.00 and got 10.00 change. Only the cash the bill needed is posted. Profit on this sale: 200.00 − 120.00 = AED 80.00.

Example 2A card salePrice includes VAT · Card

1 × item at 105.00 including VAT105.00
Cost of the item60.00

Account	Debit (AED)	Credit (AED)	Why
1030Card and Payment Clearing	105.00		Card money waits here until the card company pays your bank
4000Sales Revenue		100.00	Income, without the VAT
2100Output Tax Payable		5.00	VAT you owe the FTA
5000Cost of Goods Sold	60.00		What the item cost you
1200Inventory		60.00	Your stock value goes down
Total	165.00	165.00	Balanced

A company setting decides whether prices include VAT. When prices include VAT, the VAT is taken out of the price: 105.00 is income 100.00 plus VAT 5.00. This example is for a till with no card machine. If your till has one, the first line goes to that machine’s own account, “Card clearing - ‹machine›”, with the same amounts. You choose the machine when you open the register. See Opening and closing. The money stays there until you record the payout in Banking › Card payouts.

Example 3Part cash, part card, with round-offCompany rounds totals to 0.05 · Settings › Rounding policy

Item A 6.30 + Item B 4.62, prices include VAT10.92
Total after rounding to 0.0510.90
Paid in cash5.00
Paid by card5.90

Account	Debit (AED)	Credit (AED)	Why
The drawer’s cash account	5.00		The cash part
1030Card and Payment Clearing	5.90		The card part
6760Rounding Difference	0.02		The customer pays 0.02 less than the items add up to
4000Sales Revenue		10.40	Income, without the VAT
2100Output Tax Payable		0.52	VAT you owe the FTA
Total	10.92	10.92	Balanced

Each payment type is its own line. When your company rounds totals, the payments must add up to the rounded total, 10.90. Income, VAT and cost are never rounded. The stock cost lines follow as in example 1. With a card machine, the card part goes to that machine’s own account, as in example 2.

Example 4Pay later: the whole bill on the customer's accountSame items as example 3 · Pay later

Item A 6.30 + Item B 4.62, prices include VAT10.92
Total after rounding to 0.0510.90

Account	Debit (AED)	Credit (AED)	Why
1100Accounts Receivable	10.90		The customer owes the whole bill
6760Rounding Difference	0.02		The customer is charged 0.02 less than the items add up to
4000Sales Revenue		10.40	Income, without the VAT
2100Output Tax Payable		0.52	VAT you owe the FTA
Total	10.92	10.92	Balanced

Pay later does not make a till sale. It makes a customer invoice, with the same posting as a Sales invoice. The invoice is dated today, by your company’s date. Its due date comes from the customer’s payment terms. The stock cost lines follow as in example 1.

The other payment types

The payment type decides which account receives the money:

Payment type	Account debited
Cash	The cash account of the drawer you opened
Card	The card machine of the till, “Card clearing - ‹machine›”. With no machine, Card and Payment Clearing
Bank transfer	The bank account of the till
Pay by link	The provider’s own account, “Pay by link - ‹provider›”, until the provider pays you
Pay later	Accounts Receivable, through a customer invoice

Part paid now, the rest on account. The app saves one invoice for the whole bill. Each payment you take now is saved as a receipt against that invoice. Example: a bill of 105.00 with 60.00 paid now in two payments leaves 45.00 on the customer’s account. Both receipts and the invoice are saved together. If any part fails, none is saved.
Pay by link. The money is not yours until the provider pays out. Example: a sale of 1,000.00 is paid 300.00 cash, 300.00 card and 400.00 by link. It leaves 300.00 in Card and Payment Clearing and 400.00 in “Pay by link - Tabby”. The link part is never drawer cash. The register close lists it on its own lines, by provider.
Bank transfer. The money goes to the bank account set for the till when the register was opened, or added later with Add bank account. The transfer reference is required.

Example 5Collect outstanding: a customer pays AED 50.00 in cashInvoice of 105.00 · Cash

Invoice owed105.00
Cash received50.00

Account	Debit (AED)	Credit (AED)	Why
The drawer’s cash account	50.00		Cash came into the drawer
1100Accounts Receivable		50.00	The customer owes 50.00 less
Total	50.00	50.00	Balanced

The customer now owes 55.00. No sale, VAT or stock is posted again: they were posted when the invoice was made. A card collection debits the machine’s clearing account instead. A bank transfer debits the bank account of the till. This is the same posting as in Payments received.

How it shows in the register close

Cash collections go into the drawer. The close lists them in “Drawer reconciliation” as “Customer cash collections (not sales)”. They raise the expected cash. They are not added to sales. In the example above, the expected cash rises by 50.00 and cash sales stay at 0.00.
Card and bank collections do not touch the drawer. They are not listed in the close figures. They show in the card machine’s account or the bank account.
Sales on the close are split into Cash, Card, Bank transfer, On-account sales / remainder and Pay by link. A part-paid bill counts its paid parts under their types and the rest under On-account.

For the full close, see Opening and closing.

Where it shows up

Place	What changes
Find bill and Sales history	The sale is listed with its payment type. A sale on account is listed as an invoice from POS
Customer balance and statement	A sale on account adds to what the customer owes. A collection reduces it
Payments received	Each collection is listed there, with its receipt number
VAT return (Detailed Reports › Tax)	The VAT of a sale counts for the sale date. A collection adds no VAT
Card payouts (Banking)	Card money waits in the machine’s account until you record the payout
Pay by link provider account	The provider’s share waits there until you record the provider’s payout
Profit and loss	Sales Revenue, Cost of Goods Sold and any Rounding Difference
Balance sheet	Cash, card clearing, bank, Accounts Receivable, Inventory and Output Tax Payable
Stock reports	A sale movement at the stock location of the till
Register close	As described above

What the app blocks

These checks happen before anything is saved. A refused sale leaves no half-written records.

In the Take payment window

Situation	What you see
Pay later with no customer	Select a customer to pay later.
An amount with more than two decimals, or not a number	Enter zero or a positive amount with up to two decimal places.
The amounts do not cover the bill	Enter the remaining amount before completing the sale.
Card, bank transfer or Pay later is more than the bill	Card, bank transfer and pay-later amounts exceed the sale total.. With Pay by link: Card, bank transfer, Pay by link and pay-later amounts exceed the sale total.
Cash typed, but the other methods already cover the bill	No cash is needed. Clear cash received before completing the sale.
Bank transfer with no reference	Enter the bank transfer reference.
Bank transfer on a till with no bank account	Bank transfer unavailable: this register has no bank account.
Pay by link with no provider chosen	Choose the Pay by link provider.
More than 3 payment types with Pay by link	A sale takes at most 3 payments. Clear one payment method.
A bill total of zero	The sale total must be greater than zero.
Items not in stock, not confirmed	Confirm the items that are not in stock before completing the sale.
A bill discount typed but not applied	Apply the bill discount before completing the sale.

When you press Complete sale

Situation	What you see
A Pay by link provider was switched off	‹provider› is switched off for the till. Switch it on in Settings › Pay by link, or choose another payment method.
The company changed its rounding setting while you were on this screen	The rounding policy changed. The total is now AED ‹total›. Check the payment and confirm again.
The card machine of this till was removed	The register card terminal is unavailable. Close this session and open a new one.
The register was closed	This register is closed or no longer assigned to you. Hold the cart, then reload POS and open your register.
You may not sell on account	You don’t have permission to post on-account or mixed-credit checkout (On-account checkout).
You may not take paid sales	You don’t have permission to post cash/card/bank/split checkout (Cart and paid checkout).
The connection dropped while saving	The window “Last sale not confirmed” says Don’t take payment again. Tap Check sale to find out whether it was saved.

If the connection drops, press Check sale. It sends the same sale again. If it was already saved, you get the existing bill. If not, it is saved now. It can never be saved twice.

In Collect outstanding

Situation	What you see
The amounts applied are not the full payment	Allocate the full payment to outstanding invoices. Advances are not available in POS.
No invoice chosen	Select at least one outstanding invoice.
More than an invoice owes	Enter no more than ‹amount›.
Card or bank transfer with no reference	Enter the bank or card reference.
Bank transfer on a till with no bank account	Configure a bank account for this register before collecting bank payments.
The register was closed or changed	Your register was closed or changed. Reload POS and use your assigned open register before collecting this payment.
The card machine of this till was removed	The card terminal assigned to this register is no longer active. Close this register and open a new session before collecting card payments.
More than 100 open invoices (Receive full balance is switched off)	More than 100 invoices are open. Split this collection into separately confirmed payments.
The customer has nothing open	No open invoices to collect against. or No outstanding invoices. Advances cannot be collected from POS.
Review fails	Check the payment and the amounts applied to invoices. No payment has been saved.

If the app does not answer, the message says “Do not collect the payment again.” Open Receipt history / reprint to see whether the receipt was saved.

Warnings that do not stop the sale

Credit limit or credit hold. When part of the bill goes on account, the window warns before you save. Example: Limit AED ‹limit›, owes AED ‹owed›, this sale AED ‹amount›: AED ‹excess› over the limit. You can still go ahead. A customer on hold adds This customer is on credit hold: ‹reason›. (or just “This customer is on credit hold.” when no reason was given). After saving, the message says how far over the limit the customer is. A manager can change the limit with Change the limit beside the warning. Cashiers see “A manager can change the limit on the customer page.”
Items not in stock. If your company allows selling stock that has not been received, you confirm the items first. The receipt lists what is still owed to the customer.

Who can do it

Action	Admin	Manager	Cashier
Take payment by cash, card, bank transfer or Pay by link	Yes	Yes	Yes
Sell on account (Pay later, or part paid)	Yes	Yes	Yes
Collect outstanding	Yes, through any open register	Yes, through any open register	Yes, through their own register
Print or reprint a receipt	Yes	Yes	Yes
Change a customer’s credit limit from the warning	Yes	Yes	No
Edit a saved sale (Edit bill)	Yes	Yes	No
Cancel erroneous sale	Yes	No	No

These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access. Paid sales, sales on account and collecting outstanding are three separate rights. A role can have one without the others.

Fixing a mistake

You have not pressed Complete sale. Press Back to sale to change the items, or change the amounts in the window. Nothing is posted yet.
The payment type was wrong. A manager or admin opens Find bill, then ⋯ › Edit bill on the sale. Changing the method corrects the record only. No money moves. Put the right method on the bill, then Review changes and Save changes. The app asks for a reason, such as “Wrong payment method”.
The customer returns goods or wants money back. Use a return. See Returns. A Pay by link payment goes back to the provider, never in cash.
The sale should never have been recorded. An admin uses Find bill › ⋯ › Cancel erroneous sale. The bill opens, and the admin confirms with a reason and Cancel sale. The number stays reserved in Sales history. No refund is made, so give the money back to the customer yourself.
You took the same payment twice, or collected against the wrong invoice. Open Receipt history / reprint. If you can cancel receipts, use Open in Sales receipts and fix it in Payments received. If you cannot, the window says “Ask someone who can cancel receipts to review a mistaken collection.”
The sale was saved but the receipt did not print. Use Last sale / Reprint. Do not take the payment again.