How to Use the Customer Balance Feature in Nexchar POS

The Customer Balance module lets you manage money customers keep in your store account. Customers can add balance in advance, spend from it during purchases, and even receive refunds as store credit instead of cash.

What is Customer Balance?

Customer Balance is a wallet-like feature inside the POS. It allows you to:

• Add advance money to a customer’s account

• Let customers pay using that balance during checkout

• Add refunds directly to customer balance

• View balance history and transactions

To get started, first make sure the Customer Balance plugin is installed and enabled in your POS system.

👉 Click here to install and enable the plugin »

How to Add Balance to a Customer Account

1. Sign in to Nexchar Backoffice.

2. Go to: Menu > Customers > Customer Details 

3. Search & select the customer

4. Click the Menu (⋯) dropdown located at the bottom right of the page, then select 'Add Balance'. A pop-up will appear on your screen

   

5. Enter:

   • Amount

   • Notes (optional, e.g., “Advance for next purchase”)

   

6. Click Submit

• Increase customer’s balance
• Reflect in Daily Cash Report under "Advance / Customer Balance Received"
• Not affect sales or extra income totals

How to Use Balance at Checkout

In Nexchar POS, customers can use their available balance (wallet amount) to pay for purchases — but this cannot be done directly from the checkout screen. Instead, you must first create a due invoice and then apply the customer's balance through the Receive Payment process. Follow these steps to properly use a customer's balance:

Step 1: Check Customer’s Available Balance

Start by checking whether the customer has an available balance.

• Open your Nexchar Desktop POS and navigate to Sell Screen.

• On the Sell Screen, after selecting the customer, you’ll see their Available Balance displayed near the top.

  

If the balance is zero, do not use this feature.

Step 2: Add Items and Create a Due Invoice

1. Add all the items to the cart as usual.

2. Click Complete Sale without taking full payment.

   

3. The system will create a Due Invoice for the remaining amount.

⚠️ You must create a due invoice first — the balance cannot be applied during the initial checkout.

Step 3: Go to Sales Details → Receive Payment

1. Open the Sales page from the sidebar.

2. Find the invoice marked as Due.

3. Click on the invoice to open the Sales Details page.

4. Click the Receive Payment button.

Step 4: Use Customer Balance

In the Receive Payment popup:

1. Check the box labeled Use Balance.

   

2. The system will verify the customer's available balance.

Step 5: Complete the Payment

• After applying the balance, enter any additional payment (if needed).

  

• Click Receive Payment to finalize the transaction.

The invoice will now be marked as Paid. 

Step 6: Review in Due Invoice Section (If Any Balance Left)

If any part of the payment remains due (after applying balance), you can still find the invoice in the Due Invoice section.

🛠️ How to Adjust or Fix Customer Balance

If balance was wrongly added or needs correction:

1. Go to: Customers > Customer Details> Add Balance> Adjust Balance

   

2. Enter:

   • Adjustment amount (can't be negative)

   • Reason (e.g., "Wrong entry correction")

   

3. Confirm

⚠️ Negative balance adjustments reduce the balance and are typically only allowed by Manager or Admin.

📄 Balance History

You can view full transaction history:

• Go to: Customers > Customer Details> Balance

• Shows all:

  • Debit

  • Credit

You can also export this for reports or customer queries.

💡 Good Practices

• Always assign a customer during sales if using balance

• Use notes during top-ups or adjustments for accountability

• Periodically check reports to match cash with balance entries