POS with Invoicing, Deposits and Customer Balances
A POS with invoicing should connect the sale, customer, payment and stock record. You should be able to issue a quote, convert it to an invoice and record several payments against the same balance.
Keep the sale and invoice connected
A counter receipt records a completed transaction. An invoice can remain unpaid, partly paid or overdue. Businesses that sell goods and provide services need both workflows, with a clear link to the same underlying sale.
Give each document a unique number. Store the issue date, customer details, currency, quantities, prices, discounts, taxes and payment terms. Issued documents need a correction trail. Reopening an old invoice and changing its total can make earlier customer statements impossible to explain.
A deposit and balance example
Suppose a service invoice totals TTD 2,400. The customer pays TTD 600 as a deposit and TTD 1,800 after the work is accepted. The invoice total remains TTD 2,400 throughout. The outstanding balance changes as each confirmed payment is recorded.
| Event | Invoice total | Recorded payments | Balance |
|---|---|---|---|
| Invoice issued | TTD 2,400 | TTD 0 | TTD 2,400 |
| Deposit received | TTD 2,400 | TTD 600 | TTD 1,800 |
| Final payment received | TTD 2,400 | TTD 2,400 | TTD 0 |
Handle credits and refunds as separate events
A credit note reduces what the customer owes for a returned item, an agreed reduction or cancelled work. A refund records money returned to the customer. A fully paid invoice can require both records.
Ask the supplier to demonstrate a partial return and explain whether the item goes back into stock. Damaged goods, unsupplied goods and resalable returns need different stock handling. The original invoice should remain available.
Check how payment confirmation works
Some systems record a payment after a person confirms it. An integrated payment connection can obtain confirmation from the processor. The demonstration should include a successful payment, a pending payment and a failed attempt.
Stripe provides a hosted invoice page for payment collection and document access. Its presence in a product specification does not establish that a particular POS installation is connected. Ask to see the full payment and reconciliation sequence.
The invoice demonstration to request
Use a sample order containing a service and a physical product. Convert its quotation, receive a deposit, supply the product, record the final payment and issue a credit for one line. Check the customer balance and remaining stock after each step.
DSDillon POS currently supports quotations, numbered invoices, confirmed payment records, credit notes, customer statements and recurring invoice drafts. Its deployed release requires an internet connection to save transactions. Online payment collection and direct email delivery are separate integration work.
Questions before you decide
Can one invoice have several payments?
Yes, when the system supports partial payments. Each payment should retain its amount, method, date and reference, with the balance updated on the original invoice.
Should creating an invoice deduct stock again?
A sale and its invoice should share the underlying transaction. Stock should move once at the chosen fulfilment step. Test this when converting quotes and issuing receipts.
Tell us how your business sells.
Share your business type, locations, currencies, invoice requirements and payment providers. We will scope the workflow, connections and acceptance tests.
