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Khata & Accounting

How to use the General Khata and Customer Khata to track outstanding balances, view full transaction histories, and record payments in EzDukkan.

Khata & Accounting

EzDukkan tracks every invoice and payment automatically. The Khata system allows you to see exactly who owes you money, and provides a complete history of all financial interactions with a specific client or across your entire business.

The General Khata is a master view of all your client accounts. It provides a quick summary of who owes you money and who you owe money to.

How to access it: Navigate to Khata from the main sidebar.

What you can do:

  • View Balances: Instantly see the outstanding balance for every client. Positive balances mean the client owes you money.
  • Search & Filter: Search for a specific client to check their balance before creating a new invoice.
  • Track Total Receivables: See the grand total of all outstanding money owed to your business at the top of the screen.

A Customer Khata is a detailed, transaction-by-transaction history for a single specific client.

How to access it: From the General Khata, or from the Clients list, click on any client's name or row. This opens their detailed Customer Khata.

What you will see:

  • Opening Balance: Any balance they had before you started tracking transactions in EzDukkan.
  • Invoices (Debits): Every invoice created for this client is recorded as a debit, increasing their outstanding balance.
  • Payments (Credits): Every payment received from this client is recorded as a credit, decreasing their outstanding balance.
  • Running Balance: A continuous tally of their balance after every single transaction.

When a customer pays you for an outstanding invoice or simply makes an advance payment, you must record it in their khata.

  1. Open the Customer Khata for the client who paid you.
  2. Click the Record Payment button.
  3. Enter the Payment Amount.
  4. Select the Payment Date and Payment Method (Cash, UPI, Bank Transfer, etc.).
  5. (Optional) Add a reference note like "Cheque #12345".
  6. Click Save.

The payment will immediately appear as a Credit in their khata, and their running balance will decrease accordingly. The General Khata will also update in real-time.

You can easily send a khata statement to a customer so they can see exactly what they owe and how it was calculated.

From the Customer Khata, click the Share or Download PDF button. This generates a professional PDF statement of their transaction history and current outstanding balance, which you can print, email, or send via WhatsApp to request payment.