Customer balances and collections
Understand what each customer ordered, paid and still owes
DistributorFlow keeps customer orders, invoice amounts, receiving and remaining balances connected. Your office and field team can review the same customer context, while product access, agreed custom prices and the distribution's currency support the way your business sells.
See the current packages and allowances before you choose.
What does a customer ledger help you check?
A customer ledger gives context to a balance: the orders or invoices that created it and the payments recorded against the customer's work. Before collecting a remaining amount, check the relevant invoice, receiving and any discount or correction. A balance alone does not explain how it arose.
- Review the customer and the period you are checking.
- Compare invoice amounts with receiving and remaining amounts.
- Look at order or discount history when an amount has changed.
- Keep failed or cancelled delivery outcomes separate from a successful sale.
How should a team record a partial payment?
Record the amount actually received against the relevant order or customer workflow and review the remaining amount afterward. For example, a sale of 100 with receiving of 60 leaves 40 before any other applicable adjustments. The recorded receiving should describe a real collection, rather than a promised future payment.
Use one agreed process for the office and seller so a collection is not entered twice. Where the order workspace shows a refresh option after an edit, use it to review the latest information before the next action.
Do all customers need custom product prices?
No. Customer product access and custom pricing are separate choices. Keep the normal product prices when those are appropriate, and enable custom prices only when you have an agreed customer-specific rate. A short list helps a team find common products without requiring a new price for every product.
Review the customer's allowed products and short list first. When a special rate is needed, confirm which product and customer it belongs to rather than changing a general catalogue price for everyone.
How does the business currency work for a worldwide team?
The distribution chooses its business currency, and its sellers, order takers and customers use that administrator's currency context. Confirm the selected currency before entering business records. A currency symbol describes the amounts in that account; it should not be treated as an automatic foreign-exchange conversion service.
Try your invoice, receipt and collection process with a small example before adopting the system. Confirm any local accounting, tax-document or payment-integration requirements with the team.
Product answers
Can a seller use a different currency symbol from the distribution?
Business records use the currency context of the seller's distribution. Configure the administrator's business currency and check the displayed amounts before recording transactions.
Should a discount be recorded as a payment?
No. A discount adjusts the sale amount, while receiving records a collection. Keep those entries separate so another team member can understand the remaining balance.
Your next step
Try the workflow with your own business
Start with a small product list and a trial customer. Check stock, delivery, receiving and any local requirements before a wider rollout.