Temporary Accounts

What is a Temporary Account?

A temporary account is intended to be a one-time debtor-type account. That lets you charge up a value against a client, when they (e.g.) leave their wallet at home or require their RXs urgently but don’t quite have enough to pay for them.

We do not recommend regular use of Temporary Accounts for clients. If you have clients who require regular charging to an account, please use Debtor Accounts instead, which will track all their purchase and payment history more easily. You can also send out monthly statements. Temporary Accounts do not have summaries or statements to send out.

To Setup Temporary account on your database.
From Main menu:

• 7. Administration
• 1. Setup
• 8. General Options and select the key.
  
  

How to create a Temporary Account sale?

From the Main Menu:

• 1 POS
  1 POS Sellin
  logon
• You MUST select/add a client to the sale BEFORE the Temporary Account option will be available at the Tender selection screen.
• Scan or enter in the product to be charged to temporary account.
• F12 [Tender]

• At Tender select the letter for “Create and charge to temporary account” option

  NB: The ‘Create & charge’ option will only be available if a Select Code is setup on page 2 of General Options first and if you have associated a Client
• Answer Y [Yes] to the ‘Create Account’ prompt

How to pay a Temporary Account?

From the Main Menu:

• 1 POS
  1 POS Selling
  logon

• You MUST recall the client into the POS sale screen - F5 [Client]

• F12 [Accept]

• F12 [Tender]

• F6 [A/C Pay]

• Complete the normal ‘debtor account’ tender/ payment process

  NB: The outstanding balance will be displayed beside the Client details

How to run an outstanding Temporary Accounts report?

Temporary Accounts do not produce Statements or appear on Debtor Reports so from time to time it is a good idea to review a Temporary Accounts report. This report, when produced, will also show you the transaction items along with Client name, date, invoice number, charges, payments and current Balances.

From the Main Menu:

• 6 Reports
• 3 Client Reports
• 2 Temporary Accounts

• Type in a date (it will default to today’s date)

• Tick the appropriate box to ‘Sort by’ Alpha, Value or Date

• F12 [Accept Details], then F10 [View] or F12 [Print]

How to make outstanding Temporary Accounts into Debtor Accounts?

If a temporary account is left outstanding too long you may choose to change it to a Debtor Account so statements will print and it can be ‘followed up’ as part of your normal debtor process.

NB: You must be registered for Debtors to have the Debtors functionality. Please contact Toniq if you are interested in this facility.

From the Main Menu:

• 3 Debtors
  8 Move temp to debtor account
• Recall the clients name in the ‘Temporary account’ field
• F3 [Add Debtor], enter as many extra details as possible.
• It would be a good idea to give the account a Credit Limit
• F12 [Accept Details], F12 [Accept Details], then Y [Yes]