Contacts: customers, suppliers, dues and statements

Platforms: the web app, Android, iOS · Plans: Every plan; the ledger statement from Plus · Permissions: Contacts & groups group: CONTACT:manage; Ledger & payments for statements and settlements

Where it is

• Web: Contacts in the top of the menu: the list sorted by what is owed (collections order), search by any word, the contact page (relationship: sales, receipts, statement, actions in the header), groups.
• Android and iOS: the Contacts tab; a contact opens to its dues, sales and actions; the sale screen’s customer bar searches and adds contacts in place.

Plan and permission

Every plan. Staff need Contacts & groups to add or edit; Ledger & payments to record money or read statements.

What a contact is

• A person or business with a name and/or a phone number (digits only, the country code from the store’s country), optional business name, email, GSTIN, address with the state chosen from the list, a note, groups.
• Roles: Customer, Supplier, or both. Staff is a third role added when a customer is hired.
• Wholesale is a setting on the contact: wholesale customers get the wholesale price on sales.
• Dues: every credit sale adds to the customer’s dues; every receipt settles the oldest open bills first; the contact shows what is owed now, on the list and on every sale’s customer chip.

Actions

Add a contact: Contacts → Add, or from any contact search (“+ New contact” at the foot, role preset from the surface, picked at once). A name or a phone is enough.

Record money received: on the contact or on a sale: amount, payment method, note; against one bill or against the account oldest-first. Received cash / Paid cash beyond the bills stays on the contact as an advance or a payable; either can be voided.

Statement: the ledger statement of the contact with a running balance (positive = they owe the shop, negative = the shop owes them); the detailed statement shows line notes; printed on A4 or shared. The payment-due box never splits across pages.

Opening balances: Contacts → Import with an opening balance column: each becomes an Opening Balance document in the ledger (equity, not revenue); receipts and vouchers settle it oldest-first with real bills; duplicate rows say their balance did not land.

Groups: the same tree as products; file contacts in bulk.

Rules

• Contact search matches any word of the name, nickname, business, trade or contact person; digits match a phone prefix.
• A contact becomes staff by adding the Staff role; only an existing staff member is refused.
• The contact list is a server search built for 50,000 contacts: paged, never listed whole.
• “Ledger” and “statement” are the words; never “khata”.

Limits

Name up to 300 characters, business name 500, note 300; imports 500 rows a chunk, tested at 10,000 rows.

How-to guides

• add a customer
• record a payment
• send a statement