Sales and purchases create balances, what customers owe you, and what you owe suppliers. Payments are how those balances get settled, and recording them keeps your ledgers accurate. Here is how to record both kinds of payment in Pay Kar.
Recording a customer payment
When a customer pays off some or all of what they owe:
- Open the Payments menu and click Add Customer Payment.
- Select the customer. You will see their outstanding balance.
- Enter the amount received and the method, cash, bank, or a wallet.
- Save. The payment is recorded against their ledger and their balance drops automatically.
Now the customer ledger shows the truth: what they bought, what they have paid, and what remains. No more guessing from a paper khata.
Recording a supplier payment
When you pay a supplier:
- Open the Payments menu and click Add Supplier Payment.
- Select the supplier and see what you owe them.
- Enter the amount paid and the method.
- Save. The payment reduces your balance with that supplier on their ledger.
Why recording payments matters
A sale or purchase without its matching payment recorded leaves your balances wrong, and wrong balances lead to real mistakes: chasing a customer who already paid, or paying a supplier twice. When every payment is logged, your ledgers always reflect reality, so you collect what is genuinely owed and pay only what you genuinely owe.
Apply payments to the right balances
Where a payment is a partial one, it is best applied against specific invoices or the oldest balance, so both sides always agree on what is still outstanding. This avoids the common confusion where money was paid but nobody is sure exactly what it cleared.
A few tips
- Record payments promptly, so your balances are never out of date.
- Record the method, cash, bank, wallet, so your reconciliation stays clean.
- Check the ledger before chasing or paying, so you act on the real balance.
What next
With payments recorded, your customer and supplier ledgers are always accurate, which is the foundation of managing your cash. See the Pay Kar reporting guide to use those ledgers to chase old balances and protect your cash flow.
Want your balances always accurate? Book a free Pay Kar demo and we will show you payments flowing into the customer and supplier ledgers.
