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      Recording Payments to Debtors in OfficeMate

      Summary

      This article explains how to record payments to Debtor accounts in OfficeMate, including both individual and bulk payments. Typically, this is for when payments are made by the customer outside of WaiterMate,  for example, when a customer pays via direct deposit after receiving an invoice. In such cases, payments can be manually recorded against the relevant Debtor account in OfficeMate to ensure accurate reconciliation and reporting.

      Make Payments to Debtors in OfficeMate

      Making payments to a Debtor account in OfficeMate allows transactions to be recorded without needing to process the payment through WaiterMate. For example:

      Function pre-payment: A customer makes a pre-payment of $2,500 via direct deposit for an upcoming function. Once received, this payment can be applied directly to their Debtor account in OfficeMate (see steps below). On the day of the function, any items ordered through WaiterMate under that Debtor account will automatically be deducted from the prepaid amount.

      1. Log in and navigate to Debtors.
        • Open OfficeMate and log in.
        • Go to 'Customers and Debtors', then select 'Debtors'.
        • This will display a list of all debtor accounts.

      2. Enable full view of function buttons.
        • At the bottom of the screen, click the arrow to collapse the side panel.
        • This reveals the full set of functions, including the 'Payment' button. 

      3. Select the Debtor
      The Amount Outstanding column indicates the amount the customer still owes. If a deposit is recorded using the following steps, this number will go into a negative amount. 
        • Use the search filters at the top to locate the desired debtor.
        • Click on the debtor's name to select their account.
      3. 4. Enter the Payment.

      Note: if there is an automatic payment type surcharge configured on POS, the amount entered will include this surcharge. 

        • Click the 'Payment' button (only visible if the side panel is collapsed). 
        • Choose the payment method: Cash, Credit, Debit, or Web. 
        • Enter the amount of the payment. 



        • Click 'OK' to apply the payment to the debtor's account. 

      Bulk Editing Debtors


      Bulk editing enables payments to be applied to multiple debtor accounts simultaneously, ideal for scenarios where several payments need to be recorded at once. For example:

      • Gift Voucher Prepayments: A management group purchases 50 x $20 gift vouchers for their team, totalling $1000. These prepayments can be distributed across multiple debtor accounts in a single action using the bulk edit function. 

      To apply payments in bulk: 

      1. Open the Debtor List  in OfficeMate as described above. 
      2. Hold the CTRL key (or Command Key on Mac) and click each debtor account to be selected. 
      3. Once all relevant accounts are selected, follow the steps outlined above to complete the bulk payments process.