Payment terms and credit limits
Give trusted customers time to pay with pay terms in days or months, and cap how much they can owe with a credit limit. Invoices get due dates from the terms, the dashboard lists what is due in the next week, and the till checks the limit before a sale goes on account.
Payment terms in SeroPOS
Terms in days or months
Set a pay term such as 30 days or 1 month on each customer, and it carries onto their invoices.
Due dates on invoices
Each invoice gets a due date from its pay term, and the layout can print it.
Credit limits
Set a credit limit per customer, or a default credit limit for everyone in Business Settings.
Checked at the till
When staff charge a sale to the customer's account, the app checks the credit available first.
Due in the next week
The dashboard's Sales Payment Due table lists invoices due in seven days or less.
Payment reminders
Send the Payment Reminder notification by email or SMS when an invoice is coming due.
Setting pay terms
Pay terms are on the customer record under Contacts in the back office. Enter a number and choose days or months: 30 days, 14 days, 2 months and so on. When you create an invoice for that customer, the pay term fills in and the invoice gets a due date. You can change the term on an individual invoice when a particular deal needs it.
Invoice layouts can show the due date and a due date label, so the customer sees when payment is expected on the invoice itself. That avoids the common problem of customers not knowing what terms they are on. Clear terms on paper prevent most late payments. Put your terms on every invoice.
Credit limits
A credit limit caps how much a customer can owe you at once. Set it on the customer record, or set a default credit limit in the Contact tab of Business Settings for every customer who does not have their own. Leave it blank for customers who never buy on account.
In the SeroPOS app, the Credit payment mode puts a sale on the customer's account. Before it does, the app checks the limit. If the sale would take them over, staff see Not Enough Credit Available, and the sale has to be paid another way or approved differently. It stops accounts quietly growing beyond what you agreed.
- Credit limit per customer
- Default credit limit in Business Settings
- Credit payment mode in the app
- Not Enough Credit Available when over the limit
Seeing what is due
The back office dashboard has a Sales Payment Due table showing invoices due in seven days or less, based on each invoice's pay term, and an Invoice Due tile with the total outstanding. Filter by location if each store manages its own accounts. Check it at the start of each week.
For a fuller view, the contacts report lists each customer's sales, returns, opening balance and amount due. With the Accounting add-on, accounts receivable ageing reports group what customers owe by how overdue it is. Chase the oldest balances first. A short weekly look at both lists keeps overdue accounts from building up quietly.
Collecting on time
The Payment Reminder notification template lets you email or text a customer about an invoice that is due, with the amount and the invoice link filled in. Send it a few days before the due date and again on the day if needed. A friendly reminder before the due date is usually enough for good customers, and it keeps the relationship pleasant.
When payment comes in, record it from Receive Payment, which lists the customer's open invoices with age and balance, or from their contact page with Pay due. Their balance drops and the invoice leaves the due list. The customer's ledger shows the payment straight away. Paid invoices drop off the due list.
Frequently asked questions
How do I set net 30 terms for a customer?
Open the customer in Contacts, set the pay term to 30 and choose days, and save. Invoices for that customer then take a 30-day pay term and get a due date 30 days after the sale date. Change the term on a single invoice if a deal needs it.
What happens when a customer goes over their credit limit?
In the SeroPOS app, the Credit payment mode checks the customer's available credit. If the sale would take them over the limit, the app shows Not Enough Credit Available, and the sale needs another payment method. Raise the limit on their record if you agree to more credit.
Can I set one credit limit for all customers?
Yes. Set a default credit limit in the Contact tab of Business Settings. Customers without their own limit use the default. Give individual customers a higher or lower limit on their record. The default saves setting a limit on every record.
Where do I see invoices that are due soon?
The back office dashboard's Sales Payment Due table lists invoices due within seven days. The contacts report shows each customer's amount due, and the customer's ledger shows every open invoice. Check the list weekly. A quick weekly look keeps late payments from piling up unnoticed.
Can SeroPOS remind customers to pay?
Use the Payment Reminder notification template to email or text the customer with the amount due and the invoice link. Edit the wording once in Notification Templates and send it when an invoice is due. Send it before the due date for the best results.