When the last payment was made on the Lay-By, you answered 'No' to the question 'This lay-by has been paid in full, is the customer taking the goods?' To rectify this; simply go to the Transactions menu choose Lay-by payments or press SHIFT+F7 on your keyboard. Then enter your staff number and the customers' number. Select the outstanding lay-by and the dialog below will appear.

Click Yes. The lay-by will no longer appear in the Lay-by reports.

You can use the custom field in the Lay-by payments dialog to add further information such as a storage location. To do this, go to the Transactions menu choose Lay-by payments or press SHIFT+F7 on your keyboard. Then enter your staff number and the customer's number. Select the outstanding lay-by and add the storage number to the 'custom' field, then commit the Lay-by Payment back onto the 'Lay-by' payment type.

You can add information to the custom field at any time even if a payment is not being made on the lay-by.

 

You have selected an option to restrict staff members from editing lay-bys. Go to the Setup menu choose Security and select Restrict Staff Group Privileges. Clear the Edit Lay-by checkbox. 

When a lay-by is finalised, it is converted to a sale transaction. In order to refund the incorrectly finalised lay-by, we need to refund a sales transaction.

For the purpose of this example, imagine a customer had an item on lay-by that cost $60. They left a deposit of $10 using cash. A week later, they returned to make another payment of $20 using EFTPOS, but you accidentally finalised the lay-by by processing $50 against the EFTPOS payment type.

You could rectify this by following the steps below.

1. Go to the Tools menu select Reprint and choose Last Lay-By. This will make the refund process easier as you will be able to see what items were on the lay-by and what the total was. Also make a note of what the lay-by number was.
2. Open a Sales screen and enter your staff number and the number of the customer you incorrectly finalised the lay-by for.
3. Enter the barcode of the item(s) on the incorrect lay-by. In the quantity field, enter a negative quantity. For example, if the customer originally bought 1 Toaster, you would enter -1 in the quantity field.
4. In the Payment Details section, press F3 on the keyboard to enter 'Comments'. Provide an explanation of why this lay-by is being refunded. Press F3 again to return to the payment details.
5. Select the payment type(s) used to leave a deposit on the Lay-by. For example if a $10 deposit was left as cash, and a remaining $50 payment was made using EFTPOS, you would enter -$10 against cash and -$50 against EFTPOS. Commit the transaction.
   
   Now that the sale has been refunded, and the item(s) on lay-by are now back in stock, you are back to a point where the incorrectly finalised lay-by has been reversed. You must now re-create the original lay-by.
6. Open a Sales screen and enter your staff number and the number of the customer you incorrectly finalised the lay-by for.
7. Enter the barcode and quantity of the item(s) on the incorrect lay-by.
8. In the Payment Details section, press F3 on the keyboard to enter 'Comments'. Provide an explanation of why this lay-by is being entered again and also enter the number of the original lay-by. Press F3 again to return to the payment details.
9. Use the payment type(s) used to for the deposit on the original Lay-by. In the above example, we said that a $10 deposit was made with cash.
10. Enter the correct lay-by payment amount ($20) that should have been paid off on the correct payment type (EFTPOS).

11. Put the balance against Lay-by and commit the transaction.
    
    You may need to inform your customer that they will have a different lay-by number on their docket when they return for their next payment, and possibly provide an explanation of why this is the case.

    Your cashup totals for the day will be unaffected by these transactions.