When every order is delivered in one go and billed the same day, almost any tool works. The trouble starts when orders are delivered in parts, billed later, or billed together. This guide covers how to stay in control.
Keep three quantities per order line
- Ordered: what the customer asked for.
- Delivered: what has left the godown against this order.
- Pending: the difference, which is what you still owe the customer.
Bill what was delivered
Raise the invoice from the delivery documents rather than from the order, so the bill matches what the customer received. When several deliveries go to the same customer, one invoice can cover them all, as long as each delivery is billed only once.
A weekly routine
- Review orders with pending quantities and agree delivery dates.
- Check challans that have not been invoiced yet.
- Check invoices that are overdue for payment.
- Close or cancel orders the customer no longer wants, so pending lists stay honest.