Scheme setup
👀New Feature: Functionality only available on the NEW POS app available on Windows and Android! Please contact support to update to the latest version.
From the back office, create all the scheme providers that you accept from Settings > Payment Methods. Create a new payment method and select Scheme Provider as the Type. The default icon is a bicycle but this can be changed. The icon appears on the payment page on the POS as a payment method button.
Once a type has been selected, search for a scheme provider to add the scheme to the list. A scheme provider is an existing Customer. If you have yet to create each scheme provider as a customer please do this first on the customer creation page.
To add a Scheme Provider, search by the contact name, company name, account number or email address. Select from the search results to add the scheme provider to the list.
Once added, if a scheme provider takes a commission or they require a code to be included on invoices before authorising invoice payments, enter a commission percentage and/or check code required.
Multiple scheme providers may be added to a scheme. On the POS, when selecting the scheme provider payment method, a list of all schemes added with be available.
Processing a POS sale
A sale processed with a Scheme Provider payment method acts as an on-account sale. An invoice for the sale is generated.
The main difference between an on-account sale and a scheme provider sale is the person paying the invoice:
On-account sale - Generates an invoice which is payable by the customer purchasing the goods.
Scheme provider sales - Generates an invoice which is payable by the scheme not the customer purchasing the goods.
To process a scheme sale, we recommend adding the customer to the order, following the same format as all other sales. This associates the sale with the customer. The customer takes the goods away and is issued with a receipt but they do not pay for the goods.
On the payment screen, select the scheme provider option, and select the individual scheme chosen. The order is then payable by the scheme.
If a code is required by the scheme provider, you'll be navigated to the sales order and prompt to enter a code. If you do not have the code at this point, dismiss the screen. You can return later and enter the code.
Sales order
The sales order has a scheme provider status with both a link to the associated customer and the bill to scheme provider. An invoice is generated and available to view on the sales order.
The invoice details include the scheme provider status. If a commission percentage has been included for that provider, the commission is automatically deducted for that invoice. If a code is required by the scheme provider, the code is automatically included on the invoice, once a code is entered.
Download the invoice and sent the scheme provider was you are ready to invoice them.
On-account report
The on-account report includes all orders processed as the scheme provider payment method (identified by the bicycle icon). To find an invoice or sale, search by invoice number, order number, customer name, company name or account number.
Receipt of invoice payment
Saledock generated invoice
Once the invoice payment is confirmed externally to Saledock (usually a bank transfer), open the sales order and make a payment against the order as a bank transfer to update the outstanding balance and status of the order.
Xero generated invoice
Once the invoice payment is reconciled in Xero, the outstanding balance and status of the order is automatically updated.
Customer profile
The scheme provider sale will be displayed in the sales history for both the customer and the scheme provider for reference. The total sales value displayed on customer profiles only attribute the sales to the customer, not the scheme provider so the values aren't duplicated.
Understanding the financials
A scheme provider sale is an on-account sale in financials. Stock levels are adjusted and the value is committed to financials as a liability.