Customers, Suppliers & Store Khata (Ledger)

Building strong relationships with your regular shoppers and trusted suppliers is the key to a thriving retail business.

MEGSTAT POS replaces messy paper notebooks and unorganized credit registers with an integrated Digital Khata & Party Ledger. You can manage customer udhar with safe credit limits, reward repeat buyers with loyalty points, track supplier bills, and generate professional account statements in seconds.

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Managing Customers & Instant GSTIN Lookup

Keep all your customer contacts organized in one place under Parties → Customers:

• Quick Counter Lookup: Search existing customers simply by typing their 10-digit mobile number at checkout.
• Instant GSTIN Auto-Fill: When registering a business buyer, type their 15-character Indian GSTIN. MEGSTAT POS automatically validates the number and fetches their official business name and registered address directly—eliminating spelling mistakes on tax invoices!
• Customer Profiles: Store billing addresses, delivery addresses, email, and preferred payment methods.

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Customer Credit (Khata / Udhar) with Safe Limits

Selling on credit (udhar) to regular neighborhood families and B2B clients builds loyalty, but unmonitored credit can destroy your store's cash flow.

               Customer Approved Credit Limit: ₹10,000
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Total Current Udhar: ₹6,500                            Remaining Limit: ₹3,500
(Customer can purchase up to ₹3,500 more on credit)    (Alerts cashier if exceeded)

1. Set Maximum Credit Limits

Under the customer's profile, set a safe Credit Limit (e.g., ₹10,000) and Payment Due Days (e.g., 15 Days).

• If a customer tries to buy goods on credit that exceed their limit, the cashier billing screen immediately shows an alert and requires a manager approval PIN to proceed.

2. Billing on Credit

At checkout, select Store Credit / Khata as the payment method. The sale completes immediately, prints the invoice, and adds the amount to the customer's outstanding balance.

3. Collecting Customer Payments

When the customer stops by to clear their balance:

1. Go to Parties → Customers and select the customer.
2. Click Receive Payment.
3. Enter the amount paid (Cash, UPI, or Bank Transfer).
4. The customer's balance updates immediately, and you can print or WhatsApp a digital payment receipt.

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Customer Loyalty Points Program

Reward your frequent shoppers to keep them choosing your shop over supermarkets and online apps:

1. Earn Points on Purchases: Configure point rules under Settings → Loyalty (e.g., Earn 1 Point for every ₹100 spent).
2. Track Balance on Bill: Every printed receipt shows the customer's updated loyalty points balance:

   "You earned 15 points today! Total Points Balance: 180 points (Value: ₹180)."

3. 1-Click Redemption at Checkout: During their next visit, the cashier can click Redeem Points to deduct ₹180 directly from the cart total as a reward.

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Managing Suppliers & Vendor Bills

Keep track of your distributors, wholesale suppliers, and manufacturers under Parties → Suppliers:

• Vendor Information: Save company names, sales representative phone numbers, GSTIN, and bank account details for NEFT/RTGS payments.
• Track Outstanding Bills: Whenever a supplier delivers goods, record their invoice under Purchases.
• Payment Schedules: View a clear list of all pending supplier bills sorted by due date so you never miss a payment window or incur late fees.
• Record Supplier Payments: Record payments made to vendors from your bank or cash account to keep your accounts payable ledger 100% accurate.

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Statements of Account (Khata Statements)

Never argue with a customer or supplier over "how much is left to pay"!

At any time, you can generate a clean, chronological Statement of Account:

1. Open the Customer or Supplier profile.
2. Click View Statement.
3. Select the date range (e.g., This Month, Last 3 Months, or Custom Range).
4. The statement clearly lists:
   • Starting balance
   • Date-by-date list of every invoice, return, and payment made
   • Final outstanding balance
5. Click Print PDF or Share via WhatsApp to send a professional statement directly to the customer's phone.

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Credit Notes & Debit Notes Explained

Under Indian GST rules, you cannot simply erase or alter a bill from last week. Adjustments must follow official accounting practices:

Credit Notes (Issued to Customers)

• When to issue? When a customer returns items after the bill has already been finalized, or when you give a post-sale volume rebate.
• What happens? Decreases the customer's outstanding balance (or creates store credit for future visits) and legally reduces your GST tax liability.

Debit Notes (Issued to Suppliers)

• When to issue? When you return damaged, spoiled, or expired goods to a vendor (RTV), or if a vendor overcharged you on an invoice.
• What happens? Reduces what you owe that supplier and safely reverses the input tax credit (ITC) on your GST filing.