Mobile appWeb app
Settling up with suppliers: what you owe, balance by currency
Everyone writes down what customers owe them, but how much you owe your suppliers most people keep in their head. With several suppliers and soums mixed with dollars, the number does not add up at the end of the month. In pDaftar a supplier has a page of their own, just like a customer: income, expense, balance and history.
Income and expense: you received goods, you paid for them
The supplier page has two main actions. Income — you received goods from the supplier and your debt went up. Expense — you paid them and the debt went down. Each entry takes an amount, a currency and a note. If you enable it in settings, an expense also asks for the payment method: cash, card, terminal or bank account.
When you receive stock into the warehouse, the supplier transaction is written by itself — no need to repeat it by hand. From the transaction you can open the delivery document and see its lines. Even if you do not keep stock, “Supplier quick transaction” lets you record just the amount.
- Income — you received goods, the balance moves towards debt
- Expense — you paid, the balance goes down
- Note, payment method and due date — on every entry
Balance by currency
If you work with a supplier in both soums and dollars, the balance is kept separately in each currency. Turn on “Balance in every currency” in settings and each currency gets its own column on the page. Long-press a currency chip to set the default currency for that supplier — new entries then open in it.
A positive balance means you owe the supplier; if you have paid them in advance, that shows separately as an advance. In the supplier list the balance sits next to each name, so you see who you owe and how much right there in the list.
Transaction history and control
Every entry shows the date, amount, note and “Recorded by” — who made it. A wrong entry can be canceled: the balance is recalculated, and the entry stays as canceled. When cancelling a transaction linked to a delivery, tick the option to cancel the warehouse intake as well, and the stock on hand rolls back too.
If enabled in settings, every income and expense sends an SMS to the supplier’s number — they see the figure from their side too. A supplier whose balance is not zero cannot be deleted; settle up first. Staff permissions to record income, record expense, cancel entries and view statistics and charts are granted one by one. A supplier report for a period is also built from this page.
Suppliers on pDaftar and the web version
If your supplier also uses pDaftar, you add them by QR code: they show the “My QR code” screen in their app and you scan it. The “Nearby suppliers” page shows pDaftar businesses around you on a map. A sale by such a supplier reaches you as a delivery, and transactions can be synced; automatic acceptance of debts and payments is enabled in settings. The Suppliers page in the web version shows the list with balances, and each supplier has transactions, reports and editing. The period report is explained in a separate article.
How to use it
- Open the Suppliers section and add a new supplier with “+” (name and phone number).
- When you receive goods, record the amount and currency through “Add income”, or receive the stock into the warehouse — the transaction appears by itself.
- When you pay, record the amount and payment method through “Add expense”.
- Check the balance on the page; with several currencies, turn on the “Balance in every currency” view.
- Find a wrong entry in the history and cancel it with “Cancel”.
Frequently asked questions
How does a supplier balance differ from a customer balance?
In direction. With a customer, the debt is owed to you; with a supplier, you are the one who pays. Income increases the debt, expense reduces it.
I owe a supplier in dollars — can I pay in soums?
Each currency balance is kept separately. The payment changes the balance of whichever currency you record it in; agree on a rate and record it in the right currency.
Will a stock delivery and a supplier transaction be recorded twice?
No. When you receive stock into the warehouse, the supplier transaction is created automatically, and the two are linked to each other.
If I delete a supplier, is the history lost?
A supplier whose balance is not zero cannot be deleted. Settle up first, and then deletion becomes possible.
Try it for free
The free plan has no time limit. Download the app or use the web version.