When a customer pays only part of a bill now, record the sale in the cashbook with both amounts: the Total bill and what was Paid now. Only the cash you received goes into the account. The rest is the customer's due, and it waits on the Customer dues list until it is collected.
Where to find it
Admin › ERP › Accounts Department › Cashbook (staff with their own wallet: My cashbook), the Money in button.
Anyone who may enter money in can do it: the store owner, and staff with the Own cash wallet tick (Admin, Manager and Production Manager have it). They use only the accounts given to them.
Before you start
The bill and due boxes appear only for categories ticked Sale — can have a due. Sales from factory has it already. The store owner can tick other Other income categories in Accounts Department › Income & expense types: edit the category and tick Sale — can have a due.
Step by step
- Press Money in.
- In Category, pick a sale category, for example Sales from factory. A box with the bill opens under it.
- Write the Total bill (৳), for example 2,800.
- The amount box is now called Paid now (advance) (৳). Write what the customer paid now, for example 1,000. It can be 0.
- Due shows the rest by itself: ৳1,800.
- Write the Customer name and Customer phone. Both are needed when there is a due.
- Pick the account the cash went into, and press Save.
A message says "Money in saved — ৳1,800.00 still due from … It is on the Customer dues list."
Example: at Rangdhanu Fashion a shop near the factory buys 20 pieces for ৳2,800 and pays ৳1,000 in cash. The Production Manager enters the sale with Total bill 2,800 and Paid now 1,000. The factory cash grows by ৳1,000, and ৳1,800 shows on Customer dues.
How it works
- Only the cash counts as money in. The due is money owed to you, not money you have. Your account balance and your money in grow only by what was paid.
- In the cashbook the sale shows "Bill ৳2,800 · paid now ৳1,000 · Due ৳1,800" and the phone, with a Collect button.
- Paid in full now? Write the same amount in both boxes. Due shows Paid in full.
Good to know
- Changing an old sale (the bill or the phone) goes to the owner for approval, like any money change.
- A sale with collections cannot be deleted until those collections are deleted first.
- The owner's Money position on the CEO dashboard adds what customers owe as "Customer dues (to collect)".
Common problems
- There is no Total bill box. The category is not ticked Sale — can have a due, or it is not an Other income category. Ask the owner to tick it.
- "Paid now cannot be more than the total bill." Check the two numbers.
- "Write the customer's name — there is a due." / "Write the customer's phone — there is a due." Fill them in so you know whom to collect from.