A practical customer khata example
How to record cash sales, credit sales and later customer payments
The goods sold, the money collected and the amount still owed answer different questions. Follow a small example before entering real records, especially when a customer invoice carries a previous balance forward. All amounts below are illustrative and use your configured business currency.
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What is the difference between a cash sale and a credit sale?
A fully paid cash sale has no remaining amount after its receiving and agreed discount. A credit sale leaves an amount to collect later. Record the actual payment when saving the sale; do not mark a transaction as fully received merely because the goods have been delivered.
| Sale | Goods | Discount | Received | Remaining |
|---|---|---|---|---|
| Fully paid | 1,000 | 0 | 1,000 | 0 |
| Partly paid | 1,000 | 0 | 600 | 400 |
| Partly paid with a discount | 1,000 | 100 | 600 | 300 |
What happens when the customer already has a balance?
Check the previous amount in the customer invoice workflow before entering a new bill. For an opening balance of 500, new goods of 1,200, an agreed discount of 100 and receiving of 900, the remaining amount is 700. The current sale itself is 1,200 before its discount; the previous 500 is not another sale today.
The example is 500 + 1,200 - 100 - 900 = 700, excluding other adjustments. In a running-balance invoice history, adding every historical amount-left field can count the same debt repeatedly. Review the relevant latest balance and its underlying transactions.
How should you record a later payment?
Open the correct customer and receiving workflow, review the outstanding amount and record the money received once. If the example balance is 700 and the customer later pays 400, the remaining amount becomes 300 before other adjustments. The collection does not mean the customer bought the same goods again.
Confirm the customer
Match the payment to the intended shop and the relevant record.
Check the balance
Review previous receiving, discounts and adjustments before entering the collection.
Record the actual payment
Enter the amount once, save and wait for the result before retrying.
Review the saved balance
Check the remaining amount and keep the saved reference for follow-up.
What should you check before collecting or closing the day?
Match the customer, transaction type and period. Review the actual receiving separately from discounts, delivery status and goods quantities. Check saved records before entering a correction, and investigate duplicate submissions or an incorrect customer rather than changing a balance blindly.
- A failed delivery does not prove that a previous balance is zero.
- A discount is not money handed to the office.
- A credit balance and an unpaid balance need different follow-up.
- A printed bill is a record of the transaction; confirm the saved receiving too.
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.