There is a feature in Figure to process orders without a credit card. We want to advise you about the limitations that come with using this feature. Let me give you the rundown.
This order processing option can only be done by an admin user in the Figure app, not by a customer ordering online. This is via the “Offline/Pay Later” check button on the final page of the order process.
We see most Offline/Pay Later orders being used for trade orders, when a winery is providing a retailer or restaurant with an allocation, which most often is a format of order tracking that comes with payment terms. However, Figure cannot track payment terms. You should be aware that in the Accounting reports section, the cash/check payments will show up in a line item called “Mismatched Inventory to Payment Transactions”. You will need to be sure to coordinate with your on-site staff, fulfillment company and accounting teams how best to manage the handling of cash and check payments:
-How that money gets into your bank account.
-How you account for these unpaid orders that can span across months, quarters, and years...which can skew your taxes and reporting.
-Coordinate with ShipCompliant (if you use them) and your fulfillment company regarding the shipment of unpaid orders.
Most of our Figure clients that need to create payment term orders just do that directly into their Quickbooks by creating an invoice. That operational concept keeps your credit card orders in one place (Figure) and your payment term invoices in another place (Quickbooks).
If you do decide to use the Offline/Pay Later feature in Figure, once the order is placed, it will appear in the “Orders” page as “Not Paid”. After you receive the check or cash as payment, click into the order, and use the action menu on the right side of the screen and select “pay this order”. Select payment method “cash/check” and “apply payment”.
Lastly, on the Accounting Report, Sales by Channel, All - The “Mismatched Inventory to Payment Transactions” line item is a not a running total of how many “Not Paid” orders you have outstanding. It is a tally of how many orders you processed as “Offline/Pay by Check” overall during the time frame you have selected. It also tracks any orders that were refunded to customers, but the inventory remains on the order.
For example, in January, if you process $2000 in “Not Paid” orders that line item will show $2000 in the report if you set your time frame as the month of January. Then in February, if you process no orders as “Offline/Pay by Check” and you select the date range as the month of February, the report will show $0 under the “Mismatched Inventory to Payment Transactions” line item...even if your January “Not Paid” order for $2000 is still outstanding.
To learn more, read the article titled - Mismatched inventory to payment transactions.