The quick answer
Customer credit is a promise to collect money later. Record who owes the shop, which bill created the balance and when payment is expected. A notebook total without transaction details is hard to resolve when the customer disputes it.
Dukanam connects customer balances with billing and payment records. Begin with supported opening balances and use the relevant workflow consistently; software cannot recover credit that was never agreed or documented.
Before you begin
- A unique customer record and verified contact.
- Evidence for opening dues.
- A clear credit limit and payment agreement.
See how the pieces connect
Open
Confirm any existing balance.
Bill
Record the sale and credit terms.
Collect
Allocate each receipt.
Review
Discuss overdue or disputed balances.
Work through the steps
Create one customer account
Avoid duplicate names for the same person. Confirm how staff distinguish customers with similar names. Share account details only with people who need them for the business.
Verify opening dues
Agree the opening date and supported amount. Do not import historical bills and their total opening balance again. Keep the source notebook or statement until the customer balance is reconciled.
Set practical terms
Agree a payment date and a sensible credit limit. Consider the customer’s history and the shop’s cash needs. Record exceptions so a cashier does not extend extra credit without approval.
Record every credit sale
Create the sale against the correct customer and keep a bill reference. A cash sale that is later treated as credit needs a supported correction. Do not maintain two conflicting ledgers for the same sale.
Allocate payments and credits
Attach receipts and accepted returns to the customer balance. Review whether a payment settles a particular invoice or the account as a whole. A partial receipt should leave a visible remaining balance.
Review and reconcile regularly
Send a private statement when useful, resolve disputes and track agreed dates. Escalate repeated unpaid balances to the owner. A ledger entry is evidence of a record, not a guarantee of collection.
A worked example
Explain the balance through movements
Simplified customer account excluding separate tax calculations.
| Movement | Amount |
|---|---|
| Opening due | ₹1,000 |
| New credit bill | ₹2,000 |
| Receipt | −₹1,500 |
| Closing due | ₹1,500 |
₹1,000 + ₹2,000 − ₹1,500 = ₹1,500. The customer should be able to see the source of each part of this balance.
Common mistakes to avoid
- Recording only a running total without bill references.
- Duplicating opening dues and historical invoices.
- Allocating one receipt to two customer accounts.
- Offering unlimited credit without owner review.
Questions you might have
Can I move an old notebook balance into Dukanam?
Yes, prepare and verify the supported opening balance using the available workflow. Avoid counting it twice.
Should I send a reminder for a disputed amount?
First review the dispute and evidence. Record any agreed correction before sending the next reminder.
Dukanam
A smart, low-cost choice for small-business GST billing
Dukanam brings billing, purchases, stock, customer balances, payments and reports together. It is built for Indian small businesses that want clear records without a complicated setup.
Best suited to shops that want connected everyday billing and bookkeeping, web and mobile access, and nine product languages. Choose the plan that includes the features you need.
GST-aware billing and preparation depend on your plan. Review records before filing on the GST portal; Dukanam does not directly submit GST returns, government e-invoices or e-way bills.
Current plans with GST preparation
- Advanced Plan₹299.00 per month
Check annual prices, limits, applicable taxes and checkout terms. Paid plans do not include a free trial.
Sources and further reading
Official rules and portal screens can change. Use the linked authority for the current requirements; the figures in our worked examples are illustrative.