Set up customer account charging

Your business can let staff put a sale on a customer's account so the customer pays it later. It is off until an owner or manager switches it on.

Switch on charging to the account#

1. Open Admin > Settings > Payments.
2. Under On the account, switch on Let customers charge to their account.
3. Enter Limit for members and Limit for everyone else. Each is an amount from 0 to 10,000.00 in your business currency.
4. Select Save.

Only owners and managers see and change these settings. Both limits start at 0. With a limit of 0, that group cannot owe anything, so nothing changes for them, and the page says so beside the limit.

When account messages are off, switching on charging switches them on in the same save, so customers are reminded to pay what they owe. The page says so before you save. You can switch them off again under Account messages. See Send account messages.

A member is a customer with an active membership at your business, including a membership in its trial period and a place on a Family membership. A limit is the most a customer can owe at one time.

When you switch it off, nobody can put a new sale on an account. What customers already owe stays due, and the limits are kept for the next time you switch it on.

How much a customer can owe#

Each customer's limit is, in this order:

• 0 when charging is blocked for them.
• Their own limit, when staff set one on their customer page.
• Otherwise, Limit for members or Limit for everyone else.

Staff who can manage payments set a customer's own limit, return them to the default, or block charging from the Wallet tab on the customer's page. See Set a customer's account limit. A lower limit or a block does not change what the customer already owes.

Let customers also charge online#

Under Let customers charge to their account is a second switch, Customers can also charge online. It is off until you switch it on.

1. Open Admin > Settings > Payments.
2. Under On the account, switch on Customers can also charge online.
3. Select Save.

Only owners and managers see and change it. It works only while Let customers charge to their account is on. While that switch is off, you cannot switch this one on, and switching that one off switches this one off too. Online charging uses the same limits as the desk: Limit for members, Limit for everyone else, a customer's own limit, and a block. See How much a customer can owe.

With it on, a signed-in customer sees Charge to my account at the checkout of a class, a class pack, a shop order, or a court or other appointment booked online. They see it only when:

• They have paid your business before, or hold a membership with you, and you have not removed them as a customer. Someone who has never paid your business cannot charge an online order to an account.
• Their gift card balance and account credit do not cover the price. If they do, the customer pays with them as before. A court or other appointment is the exception: balance alone does not pay for it online, so the customer pays by card and checkout shows no Charge to my account.
• Their account can take the whole price: gift card balance, account credit and what is left of their limit add up to at least the price.

When the customer confirms, no card is charged. Their gift card balance and account credit are used first, and the rest is added to their Amount due, the same one as for a charge at the desk. An order is never split between the account and a card.

A court or other appointment is booked as soon as the customer confirms, with no card. If the price is more than the account can take, there is no option and the customer pays the whole booking by card. If the customer's hold on the time ends before they confirm, nothing is charged and they choose a time again. A pack bought in the same checkout as a booked time can be charged too. A pack for courts or appointments bought on its own, without a time, cannot.

Customers cannot charge a membership, a gift card, an account top-up or a program to their account online. The Naayya app does not offer it either. If the account can no longer take the order when the customer confirms, checkout says so and charges nothing. The customer can pay another way.

When you switch Customers can also charge online off, no new online order can go on an account. What customers already owe stays due. It also ends online charging to someone else's account, which follows the account owner's rules. See Put a sale on someone else's account.

Record payments taken outside Naayya#

A customer who owes something on their account pays it off with a payment: a top-up online, or money they give you in cash, on your own card terminal, by bank transfer or by cheque. Staff record that money on the customer's page. It is off until you switch it on.

1. Open Admin > Settings > Payments.
2. Under On the account, switch on Record payments taken outside Naayya.
3. Select Save.

Only owners and managers see and change it. It does not need Let customers charge to their account: a customer can also pay you in advance. A business that already added money to customers' wallets at the desk has it on.

With it on, staff whose role can record payments can record one with Record a payment on a customer's page. While it is off, that dialog says so and records nothing. A bank transfer needs its reference. See Record a payment taken outside Naayya. When you switch it off, nobody can record a new payment this way. Payments already recorded stay.