Chapter 08: Payments & Cash Flow (भुगतान व रोकड़ बही)

The Payments screen is your master cash register. It records every rupee that comes into your cash counter from customers and every rupee that goes out to suppliers or farmers.

💳 1. Overview of the Payments Screen#

Click on "Payments (भुगतान)" in the navigation menu:

🖥️ Desktop Web View

📱 Mobile App View

What you see on this page:#

1. 🟢 Total Received Today (आज की कुल वसूली): Total money collected today across all customers and sales.
2. 🔵 Total Paid Today (आज का कुल भुगतान): Total cash paid out to farmers, suppliers, and transporters.
3. Filter Pills: Click "Received (जमा)" to see only incoming collections, or "Paid (निकासी)" to see outgoing supplier payments.
4. Search Bar: Search for any payment transaction by Customer/Supplier name or receipt number.
5. Transactions Table: Shows Date/Time, Party Name, Type (Received / Paid), Payment Mode (Cash, UPI, Bank), Amount, and Action buttons (Print Slip, Share on WhatsApp).

➕ 2. Step-by-Step: How to Record a Payment#

graph TD
    A[Click '+ Record Payment'] --> B[Choose: Received from Customer OR Paid to Supplier]
    B --> C[Select Party Name & Enter Amount]
    C --> D[Select Mode: Cash / UPI / Bank Transfer]
    D --> E[Save & Print Slip or Send on WhatsApp]

Step 1: Open the Payment Dialog#

Click the green "+ Record Payment (भुगतान दर्ज करें)" button.

Step 2: Choose Payment Type#

• 🟢 Money Received (ग्राहक से प्राप्त / वसूली): Choose this when a customer gives you cash or pays via UPI.
• 🔴 Money Paid (सप्लायर को दिया / निकासी): Choose this when you pay money to a farmer or supplier.

Step 3: Select the Party Name (ग्राहक या सप्लायर चुनें)#

Start typing their name or phone number and select them from the dropdown list.

Step 4: Enter Amount & Payment Mode#

• Amount (राशि): Type the amount (e.g. ₹10,000).
• Payment Method:
  • 💵 Cash (नकद): Physical currency notes at your counter.
  • 📱 UPI / QR (ऑनलाइन): Google Pay, PhonePe, Paytm, BHIM.
  • 🏦 Bank Transfer: NEFT, RTGS, IMPS.
  • 📝 Cheque: Enter the 6-digit cheque number in the reference box.

Step 5: Save & Share#

• Click "Save Payment" to record it.
• Tap "🖨️ Print Receipt" to print a paper voucher.
• Tap "📲 WhatsApp" to send an instant digital receipt to the party!

🖨️ 3. Printing Payment Vouchers & Receipts#

Whether you want to give a customer a physical signed receipt or keep a paper voucher for your shop file:

1. Tap the Printer Icon 🖨️ next to any transaction.
2. A thermal receipt dialog will pop up with your shop name, party name, amount in words, date, and cashier signature line.
3. Click "Print" to print on your 58mm or 80mm printer!

🌙 4. Daily Cash Drawer Reconciliation (दुकान गल्ला मिलान)#

At the end of every trading day, before closing your shop:

1. Look at your Dashboard or Payments page.
2. Note the Net Cash In Hand:
   $$\text{Expected Drawer Cash} = \text{Opening Morning Cash} + \text{Today's Cash In} - \text{Today's Cash Out}$$
3. Count the physical cash notes in your drawer (गल्ला).
4. Both numbers should match perfectly!

❓ Frequently Asked Questions (FAQ)#

Q1: If a customer pays directly during Quick Sale billing, is it recorded here automatically?

Yes! Every cash or UPI payment taken during billing is automatically logged in the Payments register. You do not need to enter it twice.

Q2: What if a customer gives me a post-dated cheque?

Record the payment on the day the cheque actually clears into your bank account. You can write the cheque number in the notes field.

Q3: Can I delete a duplicate payment entry made by mistake?

If you entered a payment twice by accident, talk to your shop owner/manager. They can edit or reverse the transaction from their management screen.

➡️ Next Step:#

Now let's learn how to track shop expenses like tea, electricity, rent, and staff wages in Chapter 09: Expenses Management.