Help CenterThis article will guide you on how to create a negative balance function account, which allows the clerk to manage a deposit account for a customer where they would add either a cash or card amount deposited into an account, and over time, any transactions would be charged to that balance.
There will be two functions that need to be programmed. Programming an Account Balance function, and programming a Received on Account function.
To create the Account Balance Functions and Received on Account function, please consult our Knowledgebase article, linked below.
How To Create an Accounts Balance Function With Received on Accounts Option
Using a Negative Balance Account
In GoPOS, you can input funds as a deposit account, and for any transaction sales, items being sold will be charged to the account, deducting a deposited amount.
To enable this, you must first select an account or create an account and ensure it is currently active.
Next, while the balance account is open, there are two ways to enter a deposit amount using the Receive on Account function key.
The first way is to enter the following while using the default tender, which was previously programmed in the PO/RA Maintenance module in PCProg or GoPOS. In this example, Cash was the default tender programmed, and the Received on Account key is labelled as RA Deposit. We want to enter $100.00 into the account using cash. Here are the following syntaxes:
1 0 0 . 0 0 + Received on Account key
OR
1 00 . 00 + Received on Account key
Alternatively, you can enter the deposit as the following (with Setting 32 in System Settings enabled by default):
1 0 0 0 0 + Received on Account key
OR
1 00 00 + Received on Account key
Once the deposit is made, the screen should look similar below.
If you want to use a different tender other than the default (for example, Visa credit card instead of cash), you can enter the following syntaxes below:
Received on Account key + 1 0 0 . 0 0 + Visa tender key
OR
Received on Account key + 1 00 . 00 + Visa tender key
Alternatively, you can enter the deposit as the following (with Setting 32 in System Settings enabled by default):
Received on Account key + 1 0 0 0 0 + Visa tender key
OR
Received on Account key + 1 00 00 + Visa tender key
Once the deposit is entered, you can then begin transactions or save and close the balance by pressing the Accounts (Open/Add/Close) key.
When the account's remaining negative balance is used in a transaction while adding more sales in the transaction, the balance will then go to normal where the balance remaining is now owed.
When the Subtotal key is pressed, the subtotal of the amount owed plus the Total amount including taxes from the entire balance is shown.
From here, you can either deposit a new amount to keep the account balance, or fully tender the account balance to fully close the account.
If you need additional assistance relating to Optima APOS hardware, Optima GoPOS software, or Optima PCProg software, please contact Optima Support.
Toll-Free: 1-888-475-2767
Email: possupport@optimagopos.ca