Invoicing & Receivables
Every delivered order gets its invoice. Credit is given against that invoice, every cash or cheque payment is matched to it, and every van closes the day to a clear balance.
The problem
Month end at the distributor: a pile of paper bills, a khata register and a drawer of cheques. City Mart sends a cheque for Rs 4,480 but owes on two bills. Nobody can say which one is settled, so the next recovery visit starts with an argument.
Khata register · Model Town B
Page 14
?Cheque for Rs 4,480. Old bill or new bill?
How it works
Follow one shop, City Mart in Model Town B, through a delivery on credit and a cheque on the next visit.
Van 3 delivers City Mart's order. 2 of 8 cartons were short at loading, so INV-24061 bills the 6 that arrived: Rs 3,900.
City Mart takes the goods on credit. The Rs 3,900 is recorded on INV-24061, not as a loose amount on the shop. It now owes on two invoices, Rs 8,380 in all.
The pending bill comes along on the next delivery visit. Asif Mehmood collects a cheque for Rs 4,480, and it is matched to the older invoice, INV-23987.
INV-23987 is paid. City Mart now owes Rs 3,900, and anyone can see what it is for: one open invoice, INV-24061.
Every evening, cash, cheques and credit are set against the van's invoices. Van 3 closed its delivery day with 12 invoices accounted for, two shops on credit and a van balance of Rs 0.
Shop ledger
City Mart
Model Town B · Hilltop Traders
Outstanding
Rs 4,480
1 open invoice
INV-23987
Earlier delivery · 7 ctn
OpenRs 4,480
Bal Rs 4,480
INV-24061
Van 3 · 6 of 8 ctn · 2 short at loading
RaisedRs 3,900
Cheque payment
Next visit · Asif Mehmood · for INV-23987
MatchedRs 4,480
Open invoices
From orders to invoices
The day's orders become a load with a bill for every shop. Old credit is added to the bill, so the salesman recovers it on the same visit.
What is included
An invoice for every delivered order, tied to the order and the load it travelled on.
Credit is given against a specific invoice, so every rupee owed has a bill number next to it.
Cash, cheque or credit recorded on each order at the shop, and pending bills carried to the next delivery visit for recovery.
What each shop still owes, and on which invoices, without adding up register pages.
Each shop's invoices and payments in one running record, and a day close for every van: sales, recovery, expenses and stock in and out, in one report.
Connected across SELL 360
An invoice carries the order, the load and the delivery with it, so distribution, finance and management read the same record.
Common questions
Yes. Credit is recorded against the invoice it belongs to, not as one running amount on the shop. A shop with two open bills shows two invoices, each with its own amount still due, and a payment settles a specific invoice.
A cheque is recorded as the payment on the order at the shop, or against a pending bill when it is collected on a later delivery visit. Cheques are counted apart from cash, so the day close checks the cash handed over and the cheques received separately.
At the end of each van's day, its invoices are set against what came back: cash, cheques, amounts on credit, returned stock and expenses. When everything is accounted for, the van balance is Rs 0. Van 3 closed that way, with Rs 23,560 in cash, Rs 3,410 in cheques and Rs 7,770 on credit.
The delivery records what arrived and the reason for the rest, and the shop is billed for what it received. The short cartons do not become a dispute about the bill.
Bring one van's day. We will walk it through to a clear balance.
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