NetSuite invoices were imported into Xero as part of the migration to the new stack.  Since these invoices do not exist in Lightspeed or Vital, payments need to be handled differently compared to other Vital / Lightspeed invoices.  This guide outlines the suggested approach for managing these payments until all NetSuite invoices are cleared.

Paying by Cash

In LightSpeed:  

1. Manually add cash to cash drawer

• Navigate to sell > Cash Management > Add cash
• Enter the amount and notes (e.g., Invoice number and name of client)

2. When closing the register, ensure that total cash matches the cash manually added along with the original float.

1. Navigate to client's invoice in Xero.

2. Open the invoice and click Add payment 

3. Choose the account:  Cash on hand - [store location]

4. Click Add.

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Paying by Card

Retail Staff without Access to Xero

In LightSpeed:

1. Retail staff should manually process the payment on the Windcave Terminal. 
2. Record the transaction in a tracking system (e.g., an Excel sheet) and pass it to authorised staff to mark the invoice as paid in Xero.

In Xero: 

• Option 1: Navigate to the invoice, add payment, and select the account Undeposited Funds - Lightspeed. When doing an end-of-day sweep, ensure the total matches the bank statement line and code it to Undeposited Funds - Lightspeed.
• Option 2:  When reconciling the statement line, match it to the NetSuite invoices and code any Lightspeed payments to Undeposited Funds - Lightspeed.

Note: Lightspeed register close wont balance with the merchant settlement report.

Retail staff with Access to Xero

Retail staff can follow the process above or the one below if the Windcave payment link is enabled in Xero.

1. Open the invoice in Xero.
2. Click 'Preview Invoice'.
3. Enter Credit card details (including CCV & OTP).
4. The payment will be recorded in the Undeposited Funds - Xero account.
5. When funds are received in the bank, reconcile the statement line to the Undeposited Funds - Xero account.