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Payments & credit (udhaar)

How sales on credit build up a customer's outstanding balance, how to record payments that settle their oldest bills first, credit limits, backdated payments and opening balances.

Many textile customers buy on udhaar — take the goods now, pay later. Kapda Stock keeps a running ledger (khata) for every customer so you always know who owes what, since when, and which bills are still open.

How a balance builds up#

EventEffect on the customer's ledger
A sale with part or all of the amount unpaid (POS or an issued invoice)Credit entry for the unpaid amount — the customer owes more.
A payment recorded on the customerDebit entry — the customer owes less.
A return or credit noteDebit entry for its value.
An opening balance of type Owes usCredit entry.
An opening balance of type AdvanceDebit entry.

Outstanding balance = all credits − all debits. A positive number is money the customer owes you.

Walk-in sales can never go on credit — you must pick a customer first. See POS billing.

Record a payment from a customer#

Use this when a customer pays against their khata rather than a single bill.

  1. Open Customers and click Record payment on the customer's row, or open the customer and click Record payment there.
  2. The dialog shows the customer's name and current outstanding balance.
  3. Enter the Amount received ₹, or click Pay full ₹amount.
  4. Choose the Method: Cash, UPI, Card, Bank transfer or Cheque.
  5. Set the Date — today by default. You can backdate a payment (for example cash collected yesterday), but not future-date it.
  6. Submit.

Which invoices get settled#

The payment is applied to the customer's open invoices oldest first. Each invoice it reaches is marked Paid or Partially paid and gets a payment record, so the Invoices list and reports stay in step with the ledger. For example, with bills of ₹3,000 (June) and ₹2,000 (August) outstanding, a ₹4,000 payment clears June and leaves ₹1,000 due on August.

To pay one particular invoice instead, use Record payment on that invoice in Invoices.

Rules#

  • The amount must be positive and cannot exceed the outstanding balance. If it does, the dialog warns: customer only owes ₹X. A payment cannot exceed the outstanding balance — record an advance as an opening balance instead.
  • Recording payments needs the Manager role or above.

Credit limits#

Set Credit limit ₹ on the customer's profile (0 = no limit). When a customer's outstanding balance reaches their limit they show an Over limit badge.

At POS, a sale that would take the customer over their limit is blocked for Managers. Admins and the Owner can override it after confirming; the override is recorded on the invoice. See POS billing.

Opening balances#

When you move from a paper khata, you need each customer's existing balance in the app. Opening balances are entered when you clone a customer:

  1. On the customer's row choose Clone customer.
  2. Pick Non-GST twin (drops the GSTIN, named "Name (Non-GST)", for cash / kaccha bills) or Exact copy (keep GSTIN) (named "Name (Copy)").
  3. Enter Opening balance ₹ and choose the Type — Owes us or Advance.
  4. Click Clone customer. The copy starts with a fresh ledger containing just that opening entry.

Promise to pay and reminders#

When a customer promises to pay by a date, record it on their Recovery tab. Automatic reminders pause until that date. See Payment reminders.

Statements#

📄 Statement PDF on a customer (in the list's row menu or on the customer page) downloads their ledger statement, with the Statement footer note from Shop details printed at the bottom.

Error messages#

MessageCause
Name has no outstanding balance — there is nothing to pay offThe customer owes nothing.
Payment ₹X exceeds the outstanding balance of ₹YEnter no more than the balance.
Payment date cannot be in the futureChoose today or an earlier date.
Credit sales require a customer — collect full payment for walk-insPick a customer at POS.
Only an admin can bill past a customer's credit limitAsk an Admin to complete the sale.

Last updated 15/09/2026