When a customer pays ₹500 midway through the month, that payment belongs in the account even if the final bill has not been shared. A customer ledger records charges and payments over time. It helps you distinguish an unpaid bill from an amount already covered by an advance.
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Tiffin Service & Daily Delivery: DAM App Full Tutorial
Watch DAM’s tiffin and daily-delivery tutorial to understand the app workflow alongside this guide. For planning topics such as pricing, menus and marketing, use the article’s examples; the video demonstrates the app rather than every business process.
Also watch: Customer khata and WhatsApp payment reminders. This related DAM tutorial explains customer accounts and collection follow-ups.
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Use a consistent balance calculation
For a simple customer account, closing dues equal opening dues plus meal charges and other agreed charges, less credits and payments. A negative closing due may represent an advance balance rather than an error. Label it as credit available so the customer knows what the sign means.
Consider a fictional account with ₹300 of opening dues and ₹1,600 of new meals. A ₹1,000 payment leaves ₹900 due. If you mistakenly record the payment twice, the account shows a ₹100 credit. A clean receipt reference prevents that error.
Record each payment once
Save the amount, date, mode, customer and reference. For a UPI payment, use the transaction reference and match it to the correct customer. For cash, record the receipt promptly rather than keeping it in memory until evening.
A screenshot is useful supporting evidence, but check the actual bank or payment account before confirming a receipt. A payment reminder being sent does not mean money was received.
Keep meal corrections separate from receipts
Removing a wrongly charged meal corrects sales. Recording cash received corrects the customer's payment position. Do not use a fake receipt to cancel an incorrect bill: it can distort both collection totals and customer balances.
If money from an existing customer covers several periods, keep a clear record of the allocation. Your ledger should still show one receipt even when the account statement explains how it covers old dues and current charges.
Use DAM for the daily account routine
DAM provides customer account records and payment entries. Add customers with recognisable names, record payments against the right account and review the balance after each correction. Compare the customer ledger with meal statements before requesting payment.
A weekly check can be simple: list customers with dues, match recent receipts, investigate unexpected credits and confirm that no customer was created twice under slightly different names.
Related: monthly statements, advance plans and reminder messages.
Should I carry old dues as opening balance or old invoices?
Choose a method you can reconcile. Entering both for the same amount doubles the debt.
How do I handle a payment sent by a family member?
Match it to the actual customer's account and retain the sender or transaction reference in your supporting record.
Start with DAM by reconciling one customer's last payment and current balance.