How to Record Partial Payments and Outstanding Dues in DukaanAdda

DukaanAdda calculates payment status from the invoice's paid amount and grand total. Overdue is an additional time-based condition: a bill can be both Partial and overdue because part of its balance remains after the due date.

Amounts are rounded to two decimal places. At finalization, DukaanAdda rejects a negative paid amount or a paid amount above the grand total. A later receipt must also be greater than zero and cannot exceed the remaining due.

Select the existing customer from DukaanAdda instead of merely typing a name. A selected customer gives the invoice an explicit customer ID. If no ID is selected, the finalization service may try to match an active customer by phone number; if no usable record is found, the invoice can exist without adding its due to a customer Khata.

• Search and select the intended customer before adding credit.
• Confirm name and phone to avoid a same-name customer mismatch.
• Keep one active customer record per real account.
• Do not use a shared “Walk-in” customer for recoverable credit.
• Review existing balance before approving a new due sale.
• Set an internal credit limit even if the customer requests more.

Invoice Settings provides a default due period. The current default is six days, and the setting accepts zero to 365 days. While creating an invoice, you can also choose a specific due date for that customer and sale.

Do not choose an arbitrary far-future date simply to keep the overdue list clean. Use written terms appropriate to your business and applicable law. For eligible registered micro and small enterprise suppliers, section 15 of the MSMED Act states that a written agreed payment period cannot exceed 45 days from acceptance or deemed acceptance. Eligibility and facts matter, so obtain professional advice for your case.

The invoice screen currently presents Cash, UPI and Credit (Khata) as the main payment choices. Cash and UPI allow you to type the amount actually received or tap the full-paid shortcut. Credit (Khata) forces the paid amount to zero and disables the field.

1. 1

   Complete the commercial invoice

   Add items, quantities, discount, GST, other charges and round-off. Confirm the grand total before entering payment.
2. 2

   Select the actual payment method

   Choose Cash or UPI when money is being received now. Choose Credit (Khata) when the entire amount remains unpaid.
3. 3

   Enter only the amount received

   For a partial payment, type the verified amount. Do not type the promised amount, screenshot amount or amount expected later.
4. 4

   Review Balance Due

   The on-screen summary shows Grand Total, Paid Amount and Balance Due. Stop if the result does not match your manual calculation.
5. 5

   Finalize with the correct customer

   Finalization saves the payment status and, when the customer is linked, adds only the remaining due to that customer's Khata.

Bank Transfer is supported as a received-payment mode in the later invoice-payment action, but it is not currently one of the three choices shown in the audited create-invoice selector. If the initial receipt is a bank transfer, verify how you want it represented before finalization rather than selecting a misleading mode.

If the customer later pays ₹5,000 through the invoice action, the invoice paid amount becomes ₹12,000 and due becomes ₹6,500. A final verified payment of ₹6,500 changes the status to Paid. The app will reject an attempted receipt above ₹6,500.

This is the preferred workflow when the customer says, “I am paying invoice DA-2026-000123.” Open Billing, find the invoice by number, customer or phone, then use Record Payment from the invoice menu or details screen.

1. 1

   Open a finalized invoice with due balance

   Draft, deleted, cancelled and already-paid invoices cannot accept a later payment through this action.
2. 2

   Confirm Invoice total and Remaining due

   The sheet shows both values and pre-fills the current due. Replace it with a smaller amount for an instalment.
3. 3

   Select Cash, UPI or Bank

   Choose the method through which funds were actually received. Credit is not a receipt, and Card is not offered in this invoice-specific sheet.
4. 4

   Add a useful optional note

   Record a bank or UPI reference, collection context or staff note. Notes can be up to 300 characters.
5. 5

   Record only after verification

   Saving requires internet. DukaanAdda updates the invoice within a transaction and refreshes the cached bill after success.

When the invoice has a linked active customer, the same operation also reduces that customer's outstanding balance and creates a ledger item titled Payment Received. The subtitle includes the invoice number, payment mode and your note. This provides a much stronger audit trail than a general customer-level receipt.

The Khata Record Payment / Collect flow is useful when the customer makes one payment against their general account rather than naming one invoice. It pre-fills the combined customer balance—current due plus overdue—and accepts a smaller amount.

The customer payment sheet offers UPI, Cash, Bank and Card. It rejects zero, negative and above-outstanding amounts. Reference notes are optional but should be used for a transaction ID, deposit slip, receipt number or other traceable context.

For broader customer credit controls, combine this article with the Khata and Udhar management guide.

When a received payment affects a linked customer, DukaanAdda applies it to the customer's overdue balance first. Any remainder then reduces current due. The ledger transaction stores the resulting running balance as overdue plus due.

This customer-level allocation is not an invoice-by-invoice settlement engine. The ledger can say the customer balance fell while several invoice statuses remain unchanged if the receipt was entered only through Khata. Reconcile important accounts against the invoice list, not just the total balance card.

DukaanAdda's Add Debit / Credit Transaction dialog supports two balance-affecting entry types. In this screen, credit means payment received and reduces the customer balance, while debit means goods or dues added and increases the current due balance.

The dialog supports UPI, Cash, Bank Transfer and Card, plus a selected transaction date, reference and notes. Use a reference that another staff member can understand later. Do not use a manual debit as a substitute for an invoice when the sale needs stock movement, item detail, GST particulars or a customer document.

The Billing screen includes All Invoices, Paid, Unpaid and Overdue filters. It can identify finalized invoices that still have a positive due and whose due date has passed. Partial invoices display a Partial status, but there is not a separate Partial tab in the current filter set.

• Start with Overdue to identify immediate follow-up.
• Search by invoice number, customer name or phone.
• Open the invoice and confirm its live remaining due.
• Record the receipt from that invoice whenever possible.
• Review Partial invoices from All Invoices when needed.
• Compare invoice dues with the customer ledger before closing disputes.

DukaanAdda stores the payment information you enter; it does not independently confirm cash, bank or UPI settlement. Match the amount and source before changing an invoice or ledger balance.

NPCI says transaction history can show past and pending UPI transactions, and merchants can check status or raise a grievance through their acquiring bank. A customer screenshot is not a substitute for checking your own receiving account. For the full safety workflow, read the UPI QR invoice payment guide.

The customer Khata transaction screen shows sale and payment entries with running balances. Filters support the last seven days, last 30 days or all time, plus All, Sale or Payment type. The Statement action generates a PDF for the selected scope.

Use the statement for reconciliation and customer discussion, but keep invoices and payment evidence too. CBIC's official accounts-and-records rules require registered persons to maintain true and correct records with relevant documents, including invoices and specified vouchers. Your exact legal and tax records should be confirmed with a qualified professional.