Customers & Deposits

Keep a record of who you sell to, let regular customers pay money in advance, and hand them a clear statement of their account whenever they ask.

The customer directory

Open Contacts → Customers → All Customers to see everyone you sell to. Each customer keeps their own purchase history, what they owe and their deposit balance in one place.

• Search by name, business name, phone or email.
• Filter by status (active or inactive).
• Tap any customer to open their full profile.

Add a customer

1. Open Contacts → Customers → Add Customer, or tap New customer on the customer list.
2. Add their name, and the business / trading name if it is a company.
3. Add their phone. Email and address are optional.
4. Pick a branch if the customer belongs to one, or leave it business-wide. Did they owe you money before you started using PesaScope? Type it under Opening balance.
5. Allowed to buy on credit? On Pro, the Billing & tax card lets you set a credit limit and the payment terms: how many days they have to pay.
6. Tap Create customer. The customer is ready to pick when you record a sale, and you can open them any time to see their statement, deposits and credit.

Suppliers work the same way, under Contacts → Suppliers. It shows once purchases are switched on in your Business Profile. See Suppliers.

Customer profile & history

Open a customer to see everything about them, in four tabs:

• Overview: total spent, what they owe you (Outstanding), their Advance balance and their contact details.
• Statement: their account by date. See Account statements.
• Deposits: money they have paid in advance, and each time it was used.
• Credit: every sale they took on credit. Tap Pay on a line, type what they paid, and tap Record payment.

Tap Edit customer to change their details.

Advance deposits

A deposit (advance) is money a customer pays you before taking goods or services. Think of a builder who pays a hardware shop up front and collects materials over the next weeks, a custom order, or a regular who tops up an account.

1. Open Contacts → Customers and choose the customer paying the deposit.
2. Open the Deposits tab.
3. Type the Amount they paid and choose the Method: Cash, Mobile Money or Bank.
4. Add a note so you remember what it is for, then tap Deposit. Their Available advance goes up by that amount.

Paying with a deposit

When the customer collects, take the sale out of their deposit:

1. Open Sell → Record a Sale and type the customer's name. It must be a customer saved in Customers.
2. Add what they are taking.
3. Under How were you paid?, tap Split and choose Advance Balance. It shows how much deposit they have.
4. Type the amount to take from their deposit, then tap Record sale.
5. The deposit goes down by the sale. The rest waits for their next collection, and the Deposits tab shows the sale as Applied to sale.

Account statements

A statement is a dated list of the customer's account: deposits, purchases and the running balance. It is perfect for settling up or answering "how much have I paid you?".

1. Open the customer and the Statement tab.
2. Pick the From and To dates and tap Apply.
3. Read it on screen, tap PDF to download it, or tap Print.

Who can do what

• Owners & branch managers: see Contacts → Customers, with deposits, credit and statements.
• Staff with the Employee role: do not see the Customers menu. They can still type a customer's name and phone when they record a sale.