Every shop's account, clear and current
Each invoice, payment and return posts to the shop's ledger, so you always know what a shop owes, since when, and which salesman serves it.
| Date | Details | Debit | Credit | Balance |
|---|---|---|---|---|
| 01-10-2026 | Opening balance | 22,600 | ||
| 06-10-2026 | Invoice INV-2104 | 21,450 | 44,050 | |
| 11-10-2026 | Recovery (Bilal) | 25,650 | 18,400 | |
| 23-10-2026 | Invoice INV-2210 | 29,310 | 47,710 | |
| TOTAL | Receivable | 47,710 |
Shop ledger with sample data
One ledger per shop, no separate khata
Every shop has its own account. Credit invoices add to the balance, recoveries and sale returns reduce it, and the running balance is always up to date, with the route and salesman recorded on each entry.
Statements can be printed or shared with the shopkeeper, which settles disputes about old invoices quickly. Credit limits stop balances from growing beyond what you are willing to carry for a shop.
Key points
- Running balance for every shop
- Invoices, recoveries and returns in one place
- Credit limit per shop
- Statements for any date range
- Shops grouped by route and salesman
How a shop's balance moves
Step by step, the way it happens in your business.
Shop is created under a route and salesman.
The invoice amount is added to the balance.
Returned goods are credited to the shop.
Payments collected reduce the balance.
New invoices warn when the limit is reached.
Print or share the statement with the shop.
Balances for a whole route at a glance
See every shop on a route with its balance, limit and status before the salesman sets off.
| Shop | Limit | Balance | Last paid | Status |
|---|---|---|---|---|
| Sample Store | 75,000 | 47,710 | 18-10-2026 | Within limit |
| Shop B | 50,000 | 53,200 | 02-10-2026 | Over limit |
| Shop C | 40,000 | 12,850 | 21-10-2026 | Within limit |
| Shop D | 30,000 | 31,900 | 15-09-2026 | Blocked |
| Shop E | 60,000 | 28,400 | 20-10-2026 | Within limit |
| TOTAL | 1,74,060 |
Route balance list with sample data
Sample Store · Route 4
01-10-2026 to 23-10-2026
Printed statement for the shopkeeper (sample)
Ledger tools for shop accounts
Included in Distribution POS, with no extra modules to buy.
Shop profiles
Owner, phone, address, route and salesman for every shop.
Running ledger
Debit, credit and balance for any date range.
Credit limits
Per-shop limits with a warning or block at billing.
Route view
All shop balances for one route or salesman.
Statements
Printable statements to settle accounts with shops.
Quick search
Find a shop by name, phone or code.
The numbers behind it
Examples of the reports this feature feeds. Figures are sample data.
Receivable by route
Share of total shop balances (sample data)
Shops by credit status
All active shops (sample data)
Notes from our setup team
Practical advice from setting up distributors like yours.
Even a generous limit is better than none; it makes risk visible.
Clear ownership of each shop makes recovery follow-up simple.
A regular statement prevents disputes from piling up.
Take balances from your current khata once, then let the system run.
Customer ledger: common questions
Can I import my existing shop balances?
Yes. Shops and opening balances can be imported from Excel during setup.
Can billing stop when a shop is over its limit?
Yes. The system can warn or block billing for shops over their limit or marked blocked.
Can a shop be moved to another route or salesman?
Yes. The shop's route and salesman can be changed and its history stays intact.
Can I send a statement on WhatsApp?
Statements can be printed or exported for sharing. We confirm the sharing options that suit you during setup.
See customer ledger working in your business
Book a free demo and we'll show it with products and routes like yours.