Payment & Credit Management Software

Payment Recording & Invoice Allocation

Payment recording includes selecting customer, payment mode, reference number, and invoice allocation. The system automatically shows all pending invoices and outstanding balances. Users can auto allocate payments, manually allocate payments, or record payments without allocation.

Payment Dashboard Metrics

• Pending Invoices & Outstanding Balances
• Auto & Manual Payment Allocation
• Payment Without Allocation Option
• Outstanding & Over-Limit Status Visibility
• Customer-Wise Payment Tracking
• Payment Mode & Reference Number Recording
• Invoice-Level Payment Mapping
• Today's Revenue & Order Count
• Recent Payment Activity Log
• Credit Limit Utilization Overview

Credit Limit Configuration & Controls

Configure customer credit limits with settings to control order placement when limits are breached. For example, if customer credit limit is ₹0 but orders worth ₹2,79,765 are already processed, the customer becomes over limit. The system provides multiple control options for managing such situations.

• Customer-Wise Credit Limit Configuration
• Stop Orders After Credit Limit Breach
• Allow First Order Only Configuration
• Block Future Orders Until Outstanding Dues Cleared
• Over-Limit Status Tracking (e.g., ₹2,79,765 Over Limit)
• Credit Limit Validated During Order Placement
• Credit Limit Update on Approval
• Customer Ledger Monitoring

Invoice Configuration & Templates

Users can configure company name, address, GST details, PAN number, email, website, bank details, invoice template format, and branding/logo on invoices. Standard invoice templates like compact invoice and detailed invoice are available. These settings automatically apply to all invoices generated in the system.

• Company Name, Address & Contact Configuration
• GST Details & PAN Number Setup
• Bank Details Configuration for Payments
• Compact Invoice & Detailed Invoice Templates
• Branding & Logo on Invoices
• Invoice Template Format Selection
• Settings Auto-Applied to All Generated Invoices
• Email & Website Configuration on Invoices

Credit Limit Exception Approvals

Credit management handles credit note requests, credit limit exceptions, and approval flows for high-value orders. For example, if retailer credit limit is ₹1 crore but retailer places a ₹5 crore order, explicit approval is required. Once approved, the credit limit can also be updated simultaneously.

• Credit Limit Exception Approval Flow
• High-Value Order Approval (e.g., ₹1 Crore Limit, ₹5 Crore Order)
• Simultaneous Credit Limit Update on Approval
• Multi-Level Approval Hierarchies (Up to 7 Levels)
• Role-Based & Hierarchy-Based Approval Routing
• Manager → Manager's Manager Escalation
• Rejection Handling & Re-Submission
• Configurable Transaction Control Before Approval

Returns & Credit Note Processing

Returns are simple: select order, enter return reason, process return. Returns can be initiated at different hierarchy levels: retailer, distributor, super stockist, or field sales. If a ₹100 order has ₹50 damaged stock returned, then a ₹50 credit note is generated after approval by the higher-level party.

• Order Selection & Return Reason Capture
• Multi-Level Returns (Retailer, Distributor, Super Stockist, Field Sales)
• Credit Note Generation After Higher-Level Approval
• Partial Return & Credit Note Calculation (e.g., ₹50 on ₹100 Order)
• Credit Note Request Approval Flow
• GST-Compliant Return Handling in India
• Return Status Tracking

GRN & Invoice Reconciliation

For distributors or super stockists, incoming stock receipts (GRN) track ordered quantity vs received quantity. If received quantity differs from invoice quantity, the system notifies the respective higher-level entity. After GST changes in India, many companies now prefer accepting the full quantity first and handling disputes later through returns and credit notes.

• Ordered vs Received Quantity Tracking
• Receiving Warehouse Assignment
• Discrepancy Notification to Higher-Level Entity
• Post-GST Full Quantity Acceptance Workflow
• Dispute Handling Through Returns & Credit Notes
• Invoice-Level Reconciliation
• GRN Status Tracking

Order-Level Credit Validation

During the order process, the system automatically checks stock availability, applicable schemes, pricing, and credit limit. Orders can be placed for distributors, super stockists, and other hierarchy levels. Once the order is placed, stock allocation happens automatically with delivery note and invoice generation.

• Credit Limit Check During Order Placement
• Payment Type Selection at Order Level
• Auto Stock Allocation with FIFO/LIFO Logic
• Delivery Note & Invoice Generation
• Distributor & Super Stockist Order Processing
• Order Blocking for Over-Limit Customers
• Manual Retailer Order Creation by Distributors

Outstanding & Credit Reports

Track outstanding balances, credit limit utilization, and over-limit status across the distribution network. Reports open in a side panel where users can explore data without leaving the current screen, apply filters, and export directly.

• Customer-Wise Outstanding Balance Reports
• Credit Limit Utilization Analytics
• Over-Limit Customer Tracking (e.g., ₹2,79,765 Over Limit)
• Credit Exception Approval Reports
• Credit Note Status & History
• Territory-Wise Outstanding Distribution
• Customer Ledger Reports
• Aging Analysis of Outstanding Balances

Payment Collection Reports

Monitor payment collection, allocation, and pending invoice status across distributors, super stockists, and retailers.

• Payment Mode-Wise Collection Reports
• Invoice Allocation Status Reports
• Pending Invoice Tracking
• Customer-Wise Payment History
• Allocated vs Unallocated Payment Reports
• Payment Reference Number Tracking
• Distributor-Wise Collection Analytics
• Territory-Wise Payment Collection

Return & Credit Note Reports

Track returns, credit note generation, and approval status across hierarchy levels. Returns can be initiated at retailer, distributor, super stockist, or field sales level.

• Return Status by Hierarchy Level
• Credit Note Generation Tracking
• Return Reason Analysis
• Credit Note Approval Status
• Return Value & Credit Note Value Reports
• GST-Compliant Return Reports for India
• GRN Discrepancy Reports

Dashboard KPIs & Real-Time Charts

The dashboard loads the last 30 days' data by default and shows KPIs, charts, top products, and all related analytics. Everything can be exported.

• Today's Revenue & Order Count
• Outstanding Balance Overview
• Over-Limit Customer Count
• Sales Trend Charts
• Order Status Distribution (Delivered, Processing, Pending)
• Active Users & Coverage Dashboard
• Recent Payment Activity
• Customizable Date Range & Filters

Report Exporting & Caching

We already have around 24 default reports in the system. Once a report is exported, it is available in a dedicated Exports section for the next 7 days, so users do not need to regenerate the same report repeatedly. This helps reduce load on the system because reports are generated in real time.

• 24+ Default Reports Available
• CSV Format Export Support
• 7-Day Export Cache for Re-Access Without Regeneration
• Configurable Filters (Customer, Territory, Status, Custom Fields)
• Side Panel Report Exploration
• Shared Export Access Across Team Members
• Date-Wise & Territory-Wise Filtering
• Real-Time Report Generation