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Managing House Accounts

Once house accounts are set up, you can suspend orders to the account, view outstanding balances, settle charges, and merge multiple orders.

Suspending an Order to a House Account​

  1. Create a new order and assign the house account customer.
  2. Add items to the order as normal.
  3. Click the House Account button on the order screen or payment panel.
  4. The order is suspended and the balance is added to the customer's house account.

The order is now on hold — no payment has been collected.

Viewing Outstanding Balances​

The House Accounts List shows all pending house account orders with their current balances.

  1. From the Orders screen, click the House Accounts button.
  2. The list displays each account with:
    • Company name and last name — The customer's identifying information
    • Amount — The current outstanding balance
  3. Use the Search field to filter by company or last name.
  4. Click Refresh to update the list.
  5. Click the Edit button next to an account to select and open the order.

Settling a House Account Order​

To collect payment for a suspended house account order:

  1. Open the suspended order from the House Accounts List or the suspended orders search.
  2. Apply an actual payment method:
    • Cash
    • Credit card (Datacap Pay API, Apple Pay, etc.)
    • Gift card or store credit
    • Any other payment method available for your business
  3. Complete the payment as normal. The order closes and the house account balance is reduced.

Merging House Account Orders​

Multiple house account orders can be merged into a single consolidated order before settlement. This is useful when a customer has placed several small orders that you want to combine into one charge.

  1. From the Orders screen, click the Merge Orders button to enable merge mode.
  2. Select the orders you want to merge by clicking on them. Selected orders appear in the selection bar at the top.
  3. Remove any order from the selection by clicking its delete button in the selection bar.
  4. Click Merge to combine the selected orders into a single order.
  5. After merging, the consolidated order appears in the house account balance.

You can also click Cancel to exit merge mode without merging.