Part of Netolyst DMS

Customer ledger software for distributors

Your shops do not pay bill by bill. A shopkeeper hands over a round figure and expects his balance to come down. Netolyst DMS keeps the khata that way, and does the work of tying that money to your bills underneath. You get the register your munshi already knows, and an aging list nobody could build by hand.

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One round figure from a shop, spread over his open bills oldest first.

One payment clears the oldest billsEnter the amount the shop handed over. It fills the oldest open bill first, then the next, capped at what each one still owes.
Nobody can edit a balanceEvery row in the khata is written by a document and carries the balance after it. There is no screen anywhere that types a balance by hand.
A cheque is followed to the endThe khata is credited the day the shop hands it over. Your bank book counts it only when it clears. A bounce is a debit beside it, with a reason.
Overdue is never out of dateDue dates and the aging ladder are worked out the moment you open them. Nothing runs at night, so a bill that was paid is never shown as overdue.

The khata comes with Netolyst DMS. It is not sold separately.

Everything on this page is part of Netolyst DMS, the same system that makes your bills, holds your godown and writes your accounts. There is no ledger-only version to buy. The khata cannot be a separate program here, because the bill is what debits it, the receipt is what credits it, and the journal entry behind both is written in the same moment.

If you would rather see the whole business first and the money side afterwards, read the full list of what it does and come back here for the khata detail.

What it is

What is a customer ledger for a distribution business?

It is one running money account per shop: what each bill put on it, what each payment took off it, what goods came back, and the balance after every row. From that one account come the two things a distributor actually needs — what the market owes him today, and how old each rupee of it is.

A distributor sells to hundreds of small shops, mostly on udhaar. The bill is only half the job. The other half is collecting, and collecting in this market does not happen bill by bill. Your man walks the route, a kiryana owner counts out twelve thousand rupees against a balance he half remembers, and everybody moves on. No bill number is named, and nobody expects one to be.

That is why the paper khata survived every billing program sold in Pakistan. It matches how the money actually arrives. What it cannot do is tell you which bills that twelve thousand cleared, which ones are still standing, how late they are, and which shop crossed the line you set for it three months ago.

Netolyst DMS keeps the khata the way your register keeps it, and works out the bills underneath for you. What a bill is worth, and what prints on it, belong to the bill itself and are covered under invoicing. What happens before the goods leave — the route, the order and the credit check at the counter — is covered under sales management.

This is not an accounting package: An accounting package wants a voucher for every entry and a bill number on every payment. Your shops do not supply either. Here the payment is written the way it was taken, and the bills underneath are settled for you.
This is not a credit notebook app: Those hold a name, a number and a running total. This holds the bills behind the total, their due dates, the cheques still to clear, the goods that came back, and the loss on the day you give up on a balance.
A shop keeps one book with you, not one per company: However many dealerships you hold, a kiryana owner owes your house one figure. There is no per-company khata in this product, because no shop keeps one. What a company asks for instead is the credit list, read off the bills that carried his goods.

The problem

What goes wrong when the khata is only on paper.

A paper register records the balance honestly. What it cannot do is answer a question about it. Here is what that costs a distribution house, and why it happens.

The balance is right, and useless
Your register says a shop owes 84,000. It cannot say which bills that is, or whether any of them are four months old. The number you can read is not the number you need to act on.
Which bill a payment cleared becomes an argument
Your collector decides at the shop door. Three months later the shopkeeper remembers a different bill. Two registers, two answers, and nobody can prove either.
Cheques fall between two books
The khata says the shop paid. The bank says nothing arrived. A cheque sits in the drawer undeposited and another one bounced quietly. Neither book alone shows you which.
Overdue means whatever somebody remembers
No due date on the bill, no agreed days on the shop. A shop that stopped paying in June looks the same in the register as one that paid last week.
Credit is granted at the counter
There is no limit written anywhere, so the decision to send more goods to a shop already deep in udhaar is made by whoever is standing at the counter that morning.
Money everyone knows is gone stays in the total
A shop closed two years ago and his balance is still sitting in what the market owes you. Your receivable figure is bigger than your money, and your profit last year was smaller than you were told.

How it works

One payment, and the bills it clears by itself.

This is the real sequence the product performs when a shop pays you. Your staff do step two. Everything after it happens on its own.

01
The shop hands over a round figure
Twelve thousand rupees against a balance. He names no bill, because no shopkeeper thinks in bill numbers.
Your recovery man At the shop
02
You write one receipt
Pick the party, enter the amount, say whether it came as cash, a bank transfer or a cheque. That is the whole entry. It is dated the day the money was taken, not the day it was typed.
Cashier or accountant Web app
03
The money lands somewhere real
Cash goes into a named cash point. A transfer goes into one firm’s bank account. A cheque goes into neither yet, because the bank has not seen it.
The same entry Cash book and bank book
04
The oldest open bill is filled first
Then the next, then the next, each capped at what it still owes. Nobody tags a bill and nobody can, so there is no wrong bill to tag.
The system Automatic
05
Anything left over waits as an advance
Money that met no open bill sits on the party as credit and shows as a negative balance in his book. The next bill you make uses it up, oldest money first.
The system Automatic
06
The khata gets one more row
Carrying the balance after it, the way your paper register does. The row is never edited and never deleted.
Anyone with the ledger permission Party khata screen

Goods coming back travel the same path. A sales return credits the khata and reduces what that bill still owes, exactly the way the money in step four does. A payment and a return are one conversation, not two.

Going live

Start with the balances you already have.

A distribution house switching over is not starting from zero. Every shop on your route already owes you something, and that figure has to come in without becoming a number somebody can quietly change later.

Your shops import from a CSV templateDownload the template, fill in the shops and what each one owes, and bring them in together. The cutover is a morning rather than a month of typing.
The old balance becomes line one of the khataPosting it makes it the first row of that party’s book, and it freezes there. From that day on nobody can edit it, including you.
It behaves like a bill from then onA payment spreads over the opening balance oldest first, alongside every bill that comes after it. It is not parked in a separate column that never clears.
The buying side comes in the same wayWhat your old bahi said you owed each company becomes line one of that company’s purchase book. Every party keeps two books here, and they are never added together.

Your cash in hand, your bank balances and your stock come in through their own doors on the same morning. Cash and bank openings are the first line of their own books and are explained under accounting. Stock arrives as ordinary goods receipts, so every lot gets a real cost from day one — see how goods are received.

Taking money in

Take money the way your shops actually pay it.

A receipt is money in from a party. Cash, a bank transfer, or a cheque. It lives on the party and never on one bill, because that is how it was handed over. What it clears underneath is worked out for you.

One entry, whatever the shop handed overPick the party, enter the amount, choose cash, transfer or cheque. There is no bill to select, no allocation screen to work through and nothing to balance afterwards.
The money lands in a real placeCash goes into a named cash point, so you know which drawer it is in. A transfer goes into one firm’s bank account. Each of those books has its own balance and can never be pushed below zero.
Your collector does not choose a billHe cannot, and that is deliberate. Choosing is where the arguments start, and three months later nobody can prove what was chosen or why.
The same rule runs in both directionsWhen you pay a company, that money spreads over its open bills oldest first in exactly the same way. One rule for the sales book and the purchase book.
Goods coming back settle a bill like moneyA sales return credits the shop’s khata and reduces what that bill still owes. A payment and a return are the same conversation, not two.

Cash customers

Money taken with the bill, shown as two rows.

Not every sale goes on the khata. When a bill is settled at the time it is entered, the bill asks how, in three named ways: everything on khata, part cash and part khata, or full cash. What moves is a real payment against that one bill.

The khata shows two rows, never one netted rowThe bill going on, and the money coming off. A single netted row would hide the thing your seth opens the khata to look at.
A cash-only shop stays cash onlyThe two credit options are closed on the bill itself. That shop can buy all day and never put a rupee on the khata.
The cash lands in a named cash pointNot in a general total. You know which drawer took it, and that drawer is counted and closed at the end of the day against what was actually in it.

What is still standing

Know what one bill still owes, and where leftover money went.

Two figures run this whole page. What one bill still owes, and what the whole party owes. Both are worked out from the documents every time you look at them, so neither can go stale.

open on a bill = bill total − money allocated − goods returned

what the party owes = every bill still open − money not yet allocated

Money left over is not lostMoney that met no open bill stays on the party as an advance. It shows as a negative balance in his book. The next bill you make consumes it, oldest money first.
An advance is not a second registerThere is no separate advances screen to balance at month end. An advance is simply money that has not met a bill yet, sitting in the same khata as everything else.
A part-paid bill stays part-paidA 10,000 bill with 9,000 received still owes 1,000. That 1,000 is what the next payment fills and what shows on the aging ladder. Not the 10,000.
Nothing is stored that could disagree with the documentsA balance here is a sum over real documents, not a figure written into a box. Void a bill, take a return, add a receipt, and every number above moves with it.

Cheques

Follow every cheque from the day you take it.

A cheque is not a payment that happens to be on paper. It is a promise, and it can still fail. The system follows it through four stages, and keeps your khata and your bank book honest about different things at the same time.

The four stages of a cheque you receive, and what each one moves. There is no way back out of cleared or bounced.
Stage	What it means	What moves
Received	The shopkeeper has handed you the cheque.	The khata is credited that day, because that is the day he paid you. Your bank book does not move.
Deposited	The cheque has gone to the bank.	Nothing changes on the khata. Your bank book still does not move, because the bank has not paid yet.
Cleared	The bank has paid.	Your bank book counts it now. This is the only stage at which the money reaches your bank balance.
Bounced	The bank has refused it. A reason is required.	A debit goes on the same khata, beside the original credit. The credit is not deleted, so the record still shows what happened and when.

The shop gets credit on the day he pays youNot on the day the bank decides. He handed the cheque over on Tuesday, and his khata says Tuesday. That is what he will argue, and he is right.
A bounce is the scratch beside the entry, not an erasureThe original credit stays. The debit lands next to it with a reason. Anybody reading the khata later can see the cheque came and failed, which is exactly what happened.
Your bank book only counts money the bank has seenA cheque in your drawer is not money in your bank. Keeping those two books honest about different things is what makes them both worth reading.

Where a cleared cheque lands, and how one cash point is counted and closed at the end of a day against what was actually in the drawer, sit on the money side of the product. Both are covered under accounting.

Net receivable

What the shop will actually hand over.

A bill’s grand total is what the bill is worth. It is not always what the shop will pay. Where a registered buyer withholds sales tax and deposits it himself under his own name, that money never reaches you. So the system keeps a second figure beside the total.

what the shop hands over = bill grand total − sales tax he withheld

The bill keeps its valueThe grand total does not move, and neither does the tax total on it. Withholding is his decision about paying, not a fourth tax on your bill.
The khata is debited the lower figureBecause that is the only money that will ever reach you from that bill. Your receivable is the money you will get, not the money the paper says.
The credit check judges the same figureA shop’s limit is measured against what he will really owe you, so a withheld bill does not eat his limit for money he was never going to hand over.
On every other bill the two figures are equalMost of your shops withhold nothing. On those bills there is nothing to explain and nothing to check. The difference only appears where it is real.

Which tax columns a bill carries, how each one is charged and what prints on the paper belong to the bill document itself. That is covered under invoicing.

Credit control

Decide who buys on credit, before the goods leave.

Every party starts cash only. Credit is something you grant, through its own permission, with a reason that stays on the record. Nobody inherits the right to grant it by being senior.

Three numbers per shop, and you set all threeA credit limit in rupees. The number of days you have agreed with him. And a cap on how many of his bills may stand open at once, which catches the shop who pays a little of everything and clears nothing.
A cash-only shop cannot be sold on credit by anybodyNot by your counter clerk, and not in the middle of a sale. The credit options at the foot of the bill are closed because that shop’s own page says so.
Who may override is a separate key from who may sellSo the person at the counter cannot quietly overrule the limit you set. Changing a shop’s credit terms is its own decision, by its own person, with its own reason.
Money you lend a shopkeeper uses up his limitCash handed over past whatever credit he holds is written as a debit on his sales book. It counts against the limit, because money lent is money owed.

What happens at the counter when a shop fails its credit check is the selling side of the same rule. You can read it under credit control on the selling side.

The invoice screen in Netolyst DMS with a shop marked “cash only — nothing goes on the khata”, so the two credit settlement options at the foot of the bill are switched off and only full cash can be chosen. — The counter · a cash-only shop, with both credit options closed

The Netolyst DMS dashboard showing the money collected this month beside the total still owed by shops across every open bill, with bill, piece and return counts and the tax split kept separate from each other. — Dashboard · what you collected, and what the market still owes you

Overdue and aging

Know who is overdue the moment you look.

Nothing runs at night. Due dates, overdue and the whole aging ladder are worked out when you open the screen, from the bills themselves. So there is no job that can fail and no flag anybody has to refresh.

The due date falls out of the billBill date plus that shop’s credit days. A shop carrying no days of its own uses your house default. Raise that default and every bill relying on it moves with it, while shops with their own agreed days stay exactly where they are.
The due day itself is still in timeOverdue means money still standing after the due day has passed. A bill due today is not late today. Your staff and your shops read the same rule.
A bill that was paid is never overdueHowever old it is. Because nothing is stored, nothing can go stale, and no cleared bill can sit on a recovery list embarrassing your recovery man.
The ladder counts remainders, not bill totalsA 10,000 bill with 9,000 received puts 1,000 on the ladder. That is the difference between a recovery list your staff act on and one they learn to ignore.

The five buckets of the receivables ladder. Each bill sits in the bucket its own due date puts it in, carrying only what is still unpaid on it.
Bucket	What sits in it
Not due yet	The day you agreed with the shop has not arrived. You are waiting, not chasing.
1–30 days	Still unpaid up to one month after the due day.
31–60 days	Still unpaid one to two months after the due day.
61–90 days	Still unpaid two to three months after the due day.
90+ days	Still unpaid more than three months after the due day.

These are screens from the running product, captured on a demonstration business. The figures and company names in them are demonstration data, not a customer’s books. You can look at the rest of the real screens on the main product page.

Money going back out

When money goes back out to a shop.

Sometimes cash goes the other way. There are two reasons for it, and the difference between them is real, so the system writes two different documents. You press the same button. The party’s balance decides which one you get.

The two reasons money goes back out to a shop, and how each one behaves on his khata.
Document	When you get it	How it behaves
Refund	The shop is sitting on credit with you and wants it back in cash.	Capped at the advance that has actually cleared, because handing cash against a cheque that can still bounce is the one way this loses you real money. It answers no bill, so nothing on the aging ladder moves.
Loan	You hand a shopkeeper cash that was never his. Money out past whatever credit he holds.	Written as a debit on his sales book. It ages like a bill and it uses up his credit limit, because money lent is money owed.

Both need a reason, and neither can be voided. Your munshi does not choose between them and cannot get it wrong: if the shop has cleared credit with you, the money comes out of that first, and only what goes past it becomes a loan.

Write-offs

Give up on a balance without hiding what it cost you.

A write-off is a customer balance your house has decided it will not see again. Every distribution house has some. The question is whether the loss lands somewhere you can see it, or quietly eats last quarter’s sales figure.

It behaves like a receipt that is not moneyIt spreads over the shop’s open bills oldest first and credits his sales book, exactly the way a payment does. So the bills it cleared are visible, one by one.
No invoice is touched and no cash book movesThe original bills stay exactly as they were issued. Nothing is rewritten and no drawer is adjusted to make the books agree.
The loss goes where a loss belongsIt debits bad debts. So it appears in your profit statement as a loss you took, instead of shrinking a sales figure you have already reported.
Its own permission, and a reason on the recordWriting money off is not part of anybody’s day job here. It is a separate key, and the reason stays attached to the entry for good.
There is no undoA write-off cannot be reversed. That is uncomfortable on purpose. Giving up on a shop’s money is a decision, and a decision that can be silently taken back is not one.

Statements

Hand over a statement anybody can check.

Three printed pages come out of the khata. One for your shop, and two for the visitor nobody plans for — a principal’s area manager, who has no login in your system and never will.

A statement per bookThe sales book and the purchase book each print their own. They are never added together. A wholesaler who both buys from you and sells to you owes one figure and is owed another, and one netted number hides both.
Prints on A4, downloads as a real workbookNumbers arrive in Excel as numbers, not as text your spreadsheet has to guess at, and no cell can be read as a formula. Your accountant can work on it straight away.
The credit list, for when he says his money is lying in your marketOne row per posted bill of the period that carried that company’s goods, with the bill’s own total, what was received against it, what came back, what was written off, and what is still outstanding. The dates cut the bills. The money is as it stands today.
The principal statement, in cartons and in rupeesPer company, per period. It is summed off your stock ledger rather than the money books, because what a company’s man argues about is cartons.
He is handed paper, not a loginThe company’s man has no account in your system. He arrives, he asks, and he leaves with two printed pages built from your own documents rather than a sheet somebody assembled the night before.

The principal statement is summed off your stock ledger, so it is explained where the cartons are — under stock reports. Both pages also travel inside the report pack with the rest of your accounts, which is covered under accounting.

Connected

The khata is written by your other documents.

Nobody types a khata row here. Every row arrives because a document was posted somewhere else in the system, in the same moment it was posted. These are the four places the khata touches.

Invoicing

A posted bill debits the khata what the shop will actually hand over, which is not always the bill total. Voiding that bill credits the khata back and releases the money to spread again over whatever is still open.

Sales and returns

The credit rule is checked before the goods leave, so a shop over his limit is caught at the counter and not at month end. A sales return credits the khata and settles that bill the same way a payment does.

Accounting

Every receipt, refund, loan and write-off writes its own double-entry journal entry as it posts. Cash lands in a named cash point, a transfer in a firm’s bank account, a cleared cheque in the bank book, and a bad debt in the profit statement.

Reports

The aging ladder, the credit list and every party statement read off the same documents. There is no receivables figure anywhere that was calculated separately and could disagree.

Each of those four has its own page: the bill document, the selling side, the books underneath and the stock a bill takes from.

Protection

Seven ledger mistakes the system will not let you make.

A warning message does not stop a mistake. What stops it is making the wrong thing impossible to do. These seven are built into how the khata works.

A balance somebody typed by hand

Nothing in the system edits a khata row or writes a balance. Every row is put there by a document and carries the balance after it.

A payment tagged to the wrong bill

Money fills the oldest open bill first, capped at what it still owes. Nobody picks a bill, so nobody can pick the wrong one.

An opening balance quietly corrected later

The first line of a party’s book freezes the moment it is posted. What you brought over from your paper register on day one still reads the same a year later.

Money in the khata that your bank never saw

A cheque credits the shop’s khata the day you take it, and reaches your bank book only when it clears. The two books never pretend to be the same book.

A shop buying on credit that was never granted to it

Every party is cash only until somebody holding the credit permission changes that page, with a reason. It is not a checkbox at the counter.

A recovery list that is a day out of date

Due dates, overdue and the aging ladder are worked out the moment you open them. There is no night job that can fail and no flag anybody forgot to refresh.

A loss that quietly shrinks last quarter’s sales

A write-off debits bad debts. The money you gave up on appears in your profit statement as a loss, and the bills it cleared stay exactly as they were issued.

Limits

What this software does not do.

The fastest way to waste your time and ours is a demonstration that ends on something the product was never built to do. Here are the boundaries of the khata, before a conversation instead of after one.

No reminder ever reaches your customerThere is no SMS, no WhatsApp message and no payment link. The system does not contact your shops at all, in any form. Chasing money is still your own staff, on the phone and at the door.
No collection on the delivery roundA bill records how it was settled at the time it was entered: all on khata, part cash, or full cash. There is no van stock, no load sheet and no app for a delivery man to collect against shop by shop.
No per-company khata for a shopA shop keeps one book with your house, whatever companies’ goods are on it, because that is how a shopkeeper keeps it too. The per-company view is the credit list, and it is read off bills rather than off a second ledger.
No life for a cheque you writeCheques your house issues are recorded as a reference on the payment. There is no deposited-and-cleared trail for them and no post-dated cheque calendar.
No interest and no late-payment chargeThe system does not charge a shop for paying late. It tells you who is late and by how long. What you do about that is between you and him.
No improvement figure is claimedNo collection rate and no days-sales-outstanding figure has been measured on this software, so none is published anywhere on this site. What the product gives you is the measurement, not a promise about it.
No connection to other softwareThere is no link to any ERP or accounting package, and no public API today. Shops and their opening balances come in through a CSV template, and statements and reports go out as Excel and PDF.

Pricing and the 14-day free trial are the same for every part of the product. Both are explained on the Netolyst DMS pricing section.

Terms

Words used on this page.

These are the trade words used above, in the meaning the product gives them.

Khata: A party’s running money account, kept the way your paper register keeps it: one row after another, each carrying the balance after it, and nothing edited afterwards.
Udhaar: Trade credit. Most selling into kiryana shops in this market runs on it.
Party: A shop or a supplier. Plenty of parties are both, which is why every party keeps two books that are never added together.
Sales book and purchase book: The two accounts a party keeps with you. A positive sales book means the shop owes you. A positive purchase book means you owe the company.
Receipt: Money in from a party — cash, a bank transfer or a cheque. It lives on the party rather than on one bill.
Allocation: How much of one receipt paid one bill. Filled oldest first, capped at what each bill still owes, and never hand-picked.
Advance: Money that met no open bill. It shows as a negative balance in the party’s book, and the next bill consumes it.
Payable amount: A bill’s grand total less any sales tax the buyer withheld. It is the only money that shop will ever hand over, so it is what the khata is debited.
Credit days: The number of days you have agreed a shop may take to pay. Added to a bill’s date, it gives that bill its due date.
Aging: The receivables ladder — not due, 1–30, 31–60, 61–90 and over 90 days — counted from each bill’s own due day and built from what is still unpaid on it.
Write-off: A balance your house gives up on. It behaves like a receipt that is not money, it debits bad debts, and it has no undo.
Credit list: The page a principal’s area manager is handed: one row per bill of the period that carried his goods, with what is still outstanding on each.

Frequently asked

Common questions about the khata.

Ask us your own question

What is customer ledger software for a distribution business?

It is the part of a distributor management system that keeps each shop’s running money account. Every bill puts money on it, every payment and every return takes money off it, and each row carries the balance after it. From that one account come the two things you actually need: what the market owes you today, and how old each rupee of it is. It is often called party ledger software or khata software, and it is the same thing.

Do I still need a separate khata program or an accounting package?

No. The party khata is inside the product, and so are the books underneath it. A round-figure payment against no named bill is exactly what the system expects, and it spreads that money over the open bills oldest first. Nothing is exported to an accounting package and nothing is retyped into one. There is no link to any ERP or accounting program today, which is precisely why the ledger is held here.

Can I bring in my old khata balances from the paper register?

Yes. Shops import from a CSV template, so the cutover is a morning rather than a month. Each party’s old balance comes in as line one of their book and freezes there, so nobody can quietly edit it afterwards. From that day it behaves like a bill: a payment spreads over it oldest first alongside everything that comes later. What you owe each company comes in the same way on the buying side.

A shop pays a round figure. Which bill does it go against?

The oldest open one, then the next, capped at what each one still owes. Your collector does not tag a bill and cannot. Choosing is where the arguments start, and three months later nobody can prove what was chosen. Whatever is left over after every open bill is filled sits on the party as an advance, and the next bill you make consumes it.

What happens when a shop pays more than he owes?

The extra becomes an advance. It shows as a negative balance in his book, which is how a paper khata shows it too. It is not a separate table or a special screen to balance at month end. The next bill you make for that shop uses it up, oldest money first. If he wants it back in cash instead, you write a refund, capped at the advance that has actually cleared.

What happens when a cheque bounces?

The khata was credited the day you took the cheque, because that is the day the shopkeeper paid you. The bounce is a debit beside that credit, with a reason, like the scratch in a paper register. The original credit is not deleted, so the record still shows the cheque came and failed. Your bank book never counted it in the first place, because a cheque reaches the bank book only when it clears.

A customer withheld sales tax. What does he actually owe me?

The bill stays worth its grand total, and the tax total on it does not move. What he will hand over is the grand total less the tax he withheld and deposited himself, and that lower figure is what his khata is debited and what the credit check judges. Withholding is his decision about paying, not a fourth tax on your bill. On every bill where nobody withheld anything, the two figures are equal.

Can I stop a shop that already owes too much from buying again?

Yes. Every party starts cash only, and credit is granted through its own permission with a reason on the record. For each shop you set a credit limit, the number of days you have agreed with him, and a cap on how many of his bills may stand open at once. Who may override any of those is a separate permission from who may sell, so your counter clerk cannot quietly overrule you in the middle of a sale.

How is overdue worked out? Does something have to run overnight?

Nothing runs overnight. A due date is the bill date plus that shop’s credit days, falling back to your house default where a shop has none of its own. Overdue means money still standing after the due day has passed, and the due day itself is still in time. Both are worked out the moment you open the screen rather than stored, so a bill that was paid is never shown as overdue however old it is. The ladder counts only what is still unpaid on each bill, so a 10,000 bill with 9,000 received shows 1,000.

Can I hand a shop a statement he can check?

Yes. Every party statement prints on A4 and downloads as a real Excel workbook, one per book. Numbers arrive as numbers rather than as text a spreadsheet has to guess at, and no cell can be read as a formula. A party who both buys from you and sells to you gets two separate statements, because the two books are never added together.

What do I do about a balance I know I will never get back?

You write it off. It has its own permission and needs a reason on the record. It then behaves like a receipt that is not money: it spreads over that shop’s open bills oldest first and credits his sales book, so you can see exactly which bills it cleared. No invoice is touched and no cash book moves. The loss debits bad debts, so it shows in your profit statement instead of quietly shrinking a sales figure you already reported. A write-off cannot be undone.

Does it send my customers an SMS or a WhatsApp reminder?

No. The system sends no message to your customers at all. There is no SMS gateway, no WhatsApp connection and no payment link, and none is planned as a feature you can rely on today. What it gives you is an accurate list of who owes what and how late it is, so your own staff chase the right shops instead of all of them.

Can I delete a customer from the system?

No. A party is closed, never deleted, so every bill, receipt and khata row it produced keeps the party it belongs to. A closed party stops appearing where you pick a shop, and its history stays readable. The same rule holds for users, godowns, products and routes in this product.

Can I buy the customer ledger on its own?

No. The khata is part of Netolyst DMS and is not sold separately, and that is a product decision rather than a pricing one. The bill is what debits the khata, the receipt is what credits it, and the journal entry behind both is written in the same moment. A ledger connected to nothing would send you back to typing the same figure twice, which is the problem this product exists to remove.

Talk to us

Tell us how your khata is kept today.

How many shops are on your books, what the market owes you at this moment, how much of it is more than ninety days old, and who decides that a shop has had enough credit. Your reply will come from the engineers who built the ledger, not from a sales desk.

Built for a Pakistani distribution house selling to kiryana shops on udhaar, collecting in round figures and keeping its books in rupees.

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