# Layaway & Prepaid Sales

Use layaway to reserve merchandise, accept deposits and installment payments, manage prepaid orders, deliver items after payment, and control deposits, serial numbers, cancellations, fees, and customer policies.

# Layaway Fundamentals

Understand how layaway supports traditional item reservation, deposits, installment plans, preorders, and prepaid sales.

# What Is Layaway?

**Navigation:** Register → Layaway.

Layaway records a customer’s planned purchase, payments, remaining balance, due date, and fulfillment status. It lets the store collect a deposit or a series of payments before completing delivery.

## Why it helps

- Turn customer interest into a documented commitment.
- Make higher-priced products easier to purchase over time.
- Keep every payment, balance, statement, and receipt together.
- Offer preorders or prepaid sales for merchandise that arrives later.

Use your store policy to explain deposits, deadlines, cancellation fees, refunds, and when merchandise becomes reserved.

# Use Layaway for Reservations or Prepaid Sales

**Navigation:** Register → Layaway.

## Traditional reservation

Use layaway when the store intends to hold merchandise for one customer while payments are collected. For serialized products, your settings determine whether a serial number is locked early or remains editable until fulfillment.

## Prepaid sale or preorder

Use layaway to accept money for a product that will be supplied later—for example, a newly announced phone. You can document the customer, product, amount paid, and balance without unnecessarily locking a current serial number. When stock arrives and payment requirements are met, confirm the actual item and complete delivery.

This flexibility helps the store secure the sale while keeping inventory available for normal selling.

# When Should You Use Layaway?

**Navigation:** Register → Layaway.

Layaway is useful when a customer wants an item but will pay over time, wants to preorder an upcoming product, wants to make a deposit today, or wants a clear receipt for a prepaid purchase.

## Before starting

1. Explain whether merchandise will be reserved.
2. Explain the minimum deposit and due date.
3. Explain the cancellation policy and any fee.
4. Confirm when the customer may take possession.
5. For serialized merchandise, decide whether the serial must be assigned now or at delivery.

# Understand Inventory and Serial Number Reservation

**Navigation:** Register → Layaway.

Serialized merchandise needs special care because each physical unit has its own serial number or IMEI.

- **Locked serial:** Use this when a specific unit should remain committed to the layaway.
- **Editable serial:** Use this for flexible fulfillment, preorders, or prepaid sales when the final unit will be chosen later.

Before delivery, confirm that every serialized quantity has a valid serial number. If multiple units are required, enter every required serial as prompted. Never promise a specific unit unless it is actually reserved.

# Create a Layaway

Build a layaway for the right customer, add products, set payment terms, and handle serialized merchandise correctly.

# How to Create a Layaway

**Navigation:** Register → Layaway → New Layaway.

1. Select the customer. A customer is required so payments and documents remain connected to the correct account.
2. Add each product and confirm quantity and price.
3. Review taxes, discounts, totals, and the minimum deposit shown.
4. Set the due date and, if desired, the number of installments.
5. Choose whether to collect the first payment now or collect it later.
6. Review the balance and complete checkout.
7. Provide the customer with the resulting receipt or statement.

Before saving, verify the customer, merchandise, first payment, due date, and any serial numbers.

# How to Select the Customer and Add Products

**Navigation:** Register → Layaway → New Layaway.

1. Search for and select the correct customer. Create or complete the customer profile if necessary.
2. Search for a product and add it to the layaway.
3. Repeat for additional items.
4. Review quantities, prices, discounts, taxes, and the grand total.

The selected customer is important: payment history, balance, statement, and final delivery all depend on this record. Serialized items are handled individually, so confirm the correct quantity and follow the serial-number prompt.

# How to Set the First Payment and Minimum Deposit

The Layaway settings can require a minimum deposit as a percentage of the total. During creation, RepairNest POS calculates and displays the minimum amount due.

1. Review the grand total and displayed minimum deposit.
2. Enter the customer’s first-payment amount or percentage.
3. Confirm it meets the configured minimum.
4. Make sure the payment does not exceed the layaway total.
5. Continue to checkout and select the payment method.

If the deposit requirement does not fit your business, an authorized user can change it under Settings → Layaway.

# How to Create a Layaway Without Taking Payment

You can create a layaway now and collect the first payment later when your settings and workflow allow it.

1. Create the layaway and select the customer and products.
2. Set the payment amount to zero or choose the collect-later option.
3. Confirm the due date and terms with the customer.
4. Save the layaway.

The layaway remains open with its full balance due. Use this carefully: give the customer a statement and make it clear whether any merchandise is actually reserved before payment.

# How to Set Installments and a Due Date

Installments give the customer a simple payment plan while the due date sets the expected completion date.

1. Turn on the installment option while creating or editing the layaway.
2. Choose the number of payments.
3. Review the estimated amount per payment.
4. Select the due date.
5. Save and explain the schedule to the customer.

Installment amounts are planning guidance; always use the live balance on the layaway profile when collecting a payment.

# How to Add Serialized Items to a Layaway

Serialized products are tracked as individual physical units.

1. Add the serialized product to the layaway.
2. Follow the serial-number prompt when a unit must be assigned.
3. Verify the serial or IMEI against the physical item.
4. If your workflow leaves the serial editable, assign or confirm the final unit before delivery.
5. Save only after every required serial is correct.

Whether the serial is locked or editable is controlled under Settings → Layaway. Use editable serials for flexible prepaid fulfillment; use locked serials when committing a particular unit.

# Payments & Customer Documents

Collect payments, track balances, review payment history, and provide receipts and statements.

# How to Take a Partial Layaway Payment

**Navigation:** Layaway → History → open the layaway.

1. Confirm the customer and current balance.
2. Select the payment action.
3. Enter an amount that does not exceed the balance.
4. Select the payment method and finish checkout.
5. Give the customer the payment receipt.

The profile updates the total paid, percentage paid, payment count, and remaining balance.

# How to Pay the Remaining Balance in Full

**Navigation:** Layaway → History → open the layaway.

1. Review the remaining balance and merchandise.
2. Select the payment action and choose the full remaining amount.
3. Complete payment using the correct method.
4. Confirm the balance is zero.
5. Continue to completion and delivery when the merchandise and serial numbers are ready.

Receiving full payment does not replace the final merchandise and serial-number check.

# How to View Layaway Payment History

**Navigation:** Layaway → History → open the layaway → Payment List.

The payment list provides an audit trail of money collected for the layaway. Review payment dates, amounts, methods, and associated receipts before answering a balance question or processing a correction.

Compare the list total with the Paid and Balance Due figures on the profile. If they do not match your expectation, review refunds, cancellations, or same-day corrections before taking another payment.

# How to View or Print a Layaway Statement and Receipts

**Navigation:** Layaway → History → open the layaway.

## Statement

Select **View Statement** to show the full layaway account: merchandise, payments, and remaining balance. Print or share it when the customer needs a current account summary.

## Payment receipt

Open the appropriate payment from the payment list to view or print its receipt. A receipt proves one transaction; a statement summarizes the overall layaway.

# How to Correct a Same-Day Layaway Payment

Payment deletion is restricted to the currently open day end. This protects closed financial records.

1. Open the layaway and its Payment List.
2. Verify the incorrect payment, amount, method, and date.
3. If it belongs to the current day end, use the available delete action.
4. Confirm the balance has returned to the expected amount.
5. Enter the corrected payment and provide the new receipt.

If the payment belongs to a closed day, do not work around the restriction. Follow your manager’s approved refund or accounting correction process.

# Complete, Deliver or Cancel

Finish a paid layaway, confirm merchandise and serial numbers, or cancel it with the correct refund and fee treatment.

# How to Complete and Deliver a Layaway

**Navigation:** Layaway → History → open the layaway.

1. Confirm the customer’s identity and the correct layaway.
2. Verify the balance. Collect any remaining payment.
3. Confirm every item is available and matches the agreement.
4. Confirm all required serial numbers or IMEIs.
5. Select the completion or delivery action.
6. Review the final document and provide it to the customer.

After completion, the status shows that the layaway was completed and delivered. Do not deliver merchandise merely because payments exist; complete the final stock and serial checks.

# How to Confirm Serial Numbers at Delivery

For serialized merchandise, the system requires the physical unit to match the recorded serial or IMEI before delivery.

1. Place the actual items beside the layaway.
2. Compare every device serial with the layaway.
3. If the serial was left editable, enter the final serial now.
4. For multiple units, enter every required serial as prompted; the screen may accept serials separated by commas or new lines.
5. Recheck the count and complete delivery.

This prevents the wrong device from leaving the store and preserves accurate ownership and warranty records.

# How to Cancel a Layaway

**Navigation:** Layaway → History → open the layaway → Cancel.

1. Confirm that cancellation is permitted by your store policy.
2. Review the amount paid and configured cancellation fee.
3. Enter a clear cancellation reason or note.
4. Review the refund calculation with the customer.
5. Confirm cancellation.
6. Provide the cancellation or refund receipt when money was returned.

Cancellation changes the layaway status and releases reserved merchandise. It should be performed only after verifying the customer and financial effect.

# How Layaway Refunds and Cancellation Fees Work

When a paid layaway is cancelled, RepairNest POS calculates the refund from the amount already paid and subtracts the cancellation fee retained under your settings.

- **Percentage fee:** The retained amount is calculated using the configured percentage.
- **Fixed fee:** The configured dollar amount is retained.
- **No money collected:** There is no customer refund; reserved merchandise is simply released.

Always review the calculated figures before confirming and explain the result using the published layaway policy. The refund receipt records the transaction.

# What Happens to Reserved Items After Cancellation?

Cancelling the layaway releases its reserved merchandise so the store can sell or allocate it again. For serialized products, verify that the specific serial number is no longer committed before offering it to another customer.

1. Confirm the layaway status is Cancelled.
2. Confirm any refund or retained fee was recorded.
3. Review the product or serialized-item availability.
4. Return physical merchandise to the proper stock location.

If stock still appears reserved, refresh the record and verify the cancellation completed before making an inventory adjustment.

# Layaway Settings

Configure minimum deposits, serialized-inventory behavior, cancellation fees, and customer-facing rules.

# How to Open and Review Layaway Settings

**Navigation:** Settings → Layaway.

Layaway settings control how the module protects serialized inventory, whether a deposit is required, and how cancellation fees are calculated.

1. Review the Serialized Inventory choice.
2. Review the Minimum Deposit requirement and percentage.
3. Review whether the Cancellation Fee is enabled and its type.
4. Save changes using the settings save bar.
5. Create a small test layaway to confirm the intended behavior.

Changes affect future staff workflows, so document your business rule and train employees before changing them.

# How to Require a Minimum Deposit

**Navigation:** Settings → Layaway → Minimum Deposit.

1. Turn on the minimum-deposit requirement.
2. Enter a percentage from 0 through 100.
3. Review the preview showing what would be due on a sample total.
4. Save the settings.

During layaway creation, the required amount is calculated from the order grand total. Choose a percentage large enough to show commitment but reasonable for your customers. Turn the setting off when deposits are not required.

# How to Choose Locked or Editable Serial Numbers

**Navigation:** Settings → Layaway → Serialized Inventory.

Choose **Locked** when the serial selected for the layaway must stay assigned to that customer. Choose **Editable** when staff may assign or replace the serial later.

Locked serials work well for holding a specific used or one-of-a-kind device. Editable serials work well for preorders, prepaid sales, or products fulfilled from later stock. Save the setting, then make sure staff understands when the physical device becomes committed.

# How to Configure a Cancellation Fee

**Navigation:** Settings → Layaway → Cancellation Policy.

1. Enable Cancellation Fee.
2. Choose **Percentage** or **Fixed Amount**.
3. Enter the fee value. Percentages must be from 0 through 100; fixed amounts cannot be negative.
4. Save the settings.
5. Make sure the amount agrees with your posted policy and applicable rules.

When a paid layaway is cancelled, the configured fee is retained and the remaining paid amount is used for the refund calculation.

# How to Write and Communicate Your Layaway Policy

A useful layaway policy should tell customers:

- The minimum deposit and payment expectations.
- The due date and what happens after it passes.
- Whether merchandise or a particular serial number is reserved.
- When the customer may receive the product.
- How cancellations, refunds, and fees work.
- How prepaid orders are handled if availability changes.

Keep the wording plain and consistent with your configured settings. Review the policy with the customer before accepting money and make sure it appears on the appropriate layaway document where your configured workflow provides it.

Policies should reflect your business practices and applicable local requirements.

# History, Status & Troubleshooting

Find, review, edit, and resolve common layaway issues safely.

# How to Find a Layaway and Understand Its Status

**Navigation:** Layaway → History.

Search by the available layaway or customer details, and use status and date filters to narrow the list.

- **Pending/Open:** In progress or awaiting its first payment.
- **Fully paid but not delivered:** Confirm the items and serial numbers, then complete delivery.
- **Delivered:** Completed and given to the customer.
- **Cancelled:** Closed through cancellation.

Open the profile to review the paid amount, balance due, payment count, percentage paid, dates, products, and actions.

# How to Edit an Open Layaway Safely

**Navigation:** Layaway → History → open the layaway → Edit.

1. Review the customer, existing payments, total, products, installments, and due date.
2. Make only the requested change.
3. Do not reduce the new total below the amount the customer has already paid.
4. Recheck serialized items and reservation expectations.
5. Save and provide an updated statement when the agreement changed.

Completed, delivered, or cancelled layaways should be treated as historical records rather than reopened casually.

# Troubleshoot Minimum Deposit and Payment Problems

## Deposit is higher than expected

Check the grand total and the percentage under Settings → Layaway. The minimum is calculated from the total.

## Payment will not continue

Confirm a valid customer is selected, the amount meets any required minimum, and it does not exceed the remaining balance.

## Payment cannot be deleted

Only payments in the current open day end can be deleted. Use an approved refund or accounting correction for older payments.

## Balance looks wrong

Review the complete payment list, cancellations, refunds, and same-day corrections before entering another payment.

# Troubleshoot Serial Number and Delivery Problems

## Serial number is unavailable

Confirm the unit belongs to the correct store, is available, and is not committed elsewhere.

## Wrong serial is attached

If serials are editable and the layaway remains open, correct it before delivery. If serial locking prevents the change, follow an authorized inventory correction workflow.

## Cannot complete delivery

Confirm the balance is paid and every serialized quantity has a valid serial or IMEI. For multiple units, enter all requested serials in the format shown.

Never bypass serial validation by using an unrelated product or inventory adjustment.

# Layaway Closing Checklist

Use this checklist before completing or cancelling any layaway.

## For delivery

- Correct customer and layaway confirmed.
- Balance fully paid.
- Products and quantities available.
- Every serial or IMEI matches the physical item.
- Final receipt or statement provided.

## For cancellation

- Cancellation reason recorded.
- Paid amount and fee reviewed.
- Refund calculation explained.
- Cancellation/refund document provided.
- Reserved stock and serials released and physically returned.

# Layaway & Prepaid Sales: Complete Guide

Layaway gives your store a flexible way to secure future sales, collect money over time, and serve customers who are not ready to pay the full amount today.

## Two useful ways to use layaway

- **Reserve merchandise:** Hold a specific item while the customer makes payments.
- **Prepaid sale or preorder:** Collect deposits or full payment for an upcoming product without unnecessarily tying up current inventory. When the balance is paid and the product is available, assign the item and complete delivery.

This book explains how to create, collect, document, complete, cancel, configure, and troubleshoot layaways.

**Important:** A layaway is not a loan. The customer pays toward a planned purchase, and the merchandise is delivered when your store’s requirements are met.