Finance

CRM holds customer information linked to sales and repair activity. A customer record is not a staff login and does not grant access to the POS.

Customer workflow

1. Search by phone or name before creating another customer. Check similar names and shared family phone numbers carefully.
2. Open the intended customer and review contact details, linked invoices, repair history and current account information available to your role.
3. Correct details through the supported customer form, then confirm the saved result. Avoid putting sensitive device unlock codes or payment credentials into general notes.
4. Use the customer from checkout or repair intake so the new transaction links to the right history. If the customer is a walk-in, use the explicit walk-in workflow rather than copying another customer’s identity.
5. To collect a balance, open the actual unpaid invoice and post its payment. Do not change the customer’s summary balance manually or create a fictitious new sale.

Reconciling a customer balance

Compare the active invoices, their saved totals, individual payments and remaining due. Receivable summaries show current amounts outstanding. Filtering an analytics report to a historical month does not necessarily make a current customer-balance card a historical month-end balance.

Digital receipts

The available WhatsApp/email actions can prepare or open the supported sharing flow. Verify the customer’s destination and the receipt contents. Opening a share window does not prove the message was sent or received. Follow the store’s consent and record-retention policy when sharing personal or transaction information.

Finance brings customer receivables, supplier payables and operating expenses into a branch-aware review. Use the correct dates for dated activity and distinguish those flows from current outstanding balances.

Recording an operating expense

1. Open Finance and the expense entry action. Confirm the working branch and the business day before entering an amount.
2. Choose the expense category, enter the actual amount and add a clear description. Select the payment mode and the correct date. Use the date of the expense under the store’s accounting policy.
3. Review the details and save once. Confirm that the expense appears in the intended branch and period and that operating profit reflects the recorded expense.
4. If the save fails, retain the draft and inspect the stated reason. An expense on a closed day can be blocked; do not change its date merely to evade a closing guard.

Receivables and payables

Use Accounts Receivable to inspect current unpaid customer invoices and the supported collection action. Use Accounts Payable to inspect supplier dues and open the supported bill payment flow. A balance card is a current balance even when the transaction report is filtered to a past period. Inspect the source invoice or bill before posting a payment.

End of period reconciliation

1. Compare sales and recorded stock costs with the invoice and FIFO records for the period. Review warnings before using a margin.
2. Compare dated customer payments with cash and terminal records. Review operating expenses by their actual dates and modes.
3. Keep supplier bills, supplier payments, bank movements and cash float distinct. Older undated supplier paid totals cannot form a complete period cash-flow statement.
4. Review cancelled records separately from actual refunds. Preserve supporting documents and escalate differences to the responsible manager or accountant. An illustrative sale with net revenue 100 and recorded stock cost 40 has gross profit 60. If the period also contains an operating expense of 10, operating/net profit under that report definition is 50. Customer payment timing does not change those invoice cost allocations. These are examples, not real store figures.