Chapter 05: Supplier Management & Ledger (सप्लायर व किसान खाता)

Tracking what you owe to farmers, growers, and wholesale suppliers (आढ़ती / सप्लायर) is just as important as tracking what customers owe you.

BahiKhata Green gives you a dedicated Supplier Ledger to keep every truck arrival, advance payment, and final settlement crystal clear.

🚚 1. Overview of the Suppliers Screen#

Click on "Suppliers (सप्लायर)" in the navigation menu:

📸Suppliers page showing total payable balance badge at top, search input, supplier cards with balance indicators, and '+ Add Supplier' button.

Key details on this screen:#

Total Supplier Payables (कुल सप्लायर देनदारी): Shows the total money you currently owe to all farmers and suppliers combined.
Search Bar: Search for any farmer or supplier by Name, Village, or Phone Number.
Supplier Cards:
- Supplier Name & Village / Mandi Location.
- Mobile number with call and WhatsApp shortcuts.
- 🔴 Red Balance Badge: You owe money to this supplier (Payable / देय).
- 🟢 Green Balance Badge: Account settled or advance paid to the supplier.
- 🛒 New Purchase Shortcut: Tap to record a new inward lot for this supplier immediately.

➕ 2. Adding a New Supplier or Farmer#

📸'Add New Supplier' dialog showing fields for Supplier Name, Mobile Number, Village/Location, Bank Account Details (optional for NEFT/RTGS), and Opening Balance.

Click "+ Add Supplier (नया सप्लायर)".
Enter the details:
- Name: (e.g. Baldev Singh Farmer / Ramesh Cold Storage).
- Phone Number: Mobile number for WhatsApp slips.
- Address / Village: (e.g. Karnal, Haryana).
- Opening Balance (पुरानी देनदारी): If you already owe them money from past trade, enter it here.
Click "Save Supplier".

📖 3. Inside the Supplier Ledger (खाता विवरण)#

Click on any supplier's name to view their complete transaction history:

📸

📸 Screenshot Placeholder:
Supplier Detail Page showing supplier info header, 3 KPI cards (Total Supplied, Total Paid, Net Payable Balance), action buttons for Payment, Statement PDF, and lot-by-lot purchase timeline.

Top Summary Cards:#

Total Supplied (कुल आवक): Total value of all vegetable lots received from this supplier.
Total Paid (कुल भुगतान): Total cash and bank transfers paid to this supplier.
Net Payable Balance (कुल बाकी देय): The exact amount you currently owe them.

💸 4. How to Record Payments to a Supplier (सप्लायर को भुगतान)#

When you pay cash in the mandi, make an online NEFT/RTGS transfer, or issue a cheque:

📸

📸 Screenshot Placeholder:
'Record Supplier Payment' modal showing amount input, payment mode (Cash, Bank Transfer, Cheque, UPI), reference/cheque number, and 'Save & WhatsApp Payout Slip' button.

Method 1: General Payment (खाते में भुगतान)#

Click the "Record Payment (भुगतान करें)" button at the top.
Enter the Amount Paid (e.g. ₹25,000).
Select the Payment Method (Cash, Bank Transfer / RTGS, Cheque, UPI).
Enter optional note or bank reference number.
Click "Save Payment & Send Slip".
The payable balance is instantly updated, and a WhatsApp payout slip is generated!

Method 2: Settle a Specific Lot (विशिष्ट लाट का भुगतान)#

If you want to clear payment for a specific morning truck arrival:

Find that purchase entry in the supplier's timeline.
Click "Settle Lot (लाट भुगतान)".
Enter the amount paid for that lot and click Save.
That lot is marked as 🟢 SETTLED.

📲 5. Sample WhatsApp Supplier Payout Slip#

💸 *PAYMENT OUTWARD SLIP / भुगतान रसीद*
━━━━━━━━━━━━━━━━━━━━━━
🏪 *Shree Ganesh Vegetable Traders*
📍 Shop No. 14, APMC Fruit & Veg Mandi
📞 98765-43210
━━━━━━━━━━━━━━━━━━━━━━
👨‍🌾 *Supplier / Farmer:* Baldev Singh (Punjab)
📅 *Date & Time:* 31 Aug 2026, 03:30 PM
🔢 *Voucher #:* PAY-20260831-0034
━━━━━━━━━━━━━━━━━━━━━━
💰 *Amount Paid:* ₹25,000.00
💳 *Payment Mode:* Bank Transfer (RTGS)
📝 *Reference:* UTR# 489201982731
━━━━━━━━━━━━━━━━━━━━━━
📊 *SUPPLIER ACCOUNT BALANCE:*
Previous Payable: ₹50,000.00
Paid Today: -₹25,000.00
*Remaining Balance Payable: ₹25,000.00*
━━━━━━━━━━━━━━━━━━━━━━
_Account balance updated successfully._

📄 6. Supplier Account Statements & PDFs#

Farmers and outstation suppliers often need a full month's lot-by-lot statement before festival settlement:

Click the "Statement (खाता विवरण)" button at the top of the supplier's profile.
Select your date range (Current Month, Last 30 Days, or Custom Dates).
Click "Download PDF" to save or print the statement.
Click "Share on WhatsApp" to send the PDF statement to the farmer.

❓ Frequently Asked Questions (FAQ)#

Q1: What if I gave cash advance to a farmer before the crop was harvested?

Record a payment to the farmer when you give the advance money. Their balance will turn 🟢 Green (-₹ Advance). When their vegetable truck arrives later, the purchase value will automatically adjust against the advance!

Q2: Can I record deductions like crate deposit or bad produce on a supplier lot?

Yes! When creating the purchase entry, use the Mandi Inward Charges or Discount fields to record crate charges, truck freight paid by you, or spoilage deductions.

Q3: How do I export all supplier balances for my monthly mandi accounting?

Go to Reports (रिपोर्ट) and open the Market Outstanding (उधार व देनदारी) report. It will show a full table of all your suppliers and their exact current balances.

➡️ Next Step:#

Now let's learn how to track your vegetable stock, manage godown inventory, and avoid shortages! Go to Chapter 06: Stock & Inventory Management.

Supplier Management & Ledger (सप्लायर व किसान खाता)