Parties
See every school and trade party with its balance in each firm, and open one for its statement, its open bills and a way to take payment.
/accounts/partiesParties is the books' view of everyone the firms bill. It lists every party with what it owes each firm, the way Vyapar's party list did. Open a party to read its statement, see which bills are still open, and take the next step.
Who is a party
A party is one of two things:
| Party | Comes from | Shown as |
|---|---|---|
| School | The school register. | School |
| Trade party | The trade-party register: booksellers, and the individuals, companies and institutions Vyapar's party list also carried. | Bookseller, Individual, Company or Institution |
Employees are not parties. Their claims are paid under Staff claims. Trade parties are kept in the admin panel under Trade parties, or added while you import from Vyapar.
A name a rep typed on an order as a new billing party is not a party yet. It cannot be billed until an administrator approves it. Bill-to parties explains how that works.
Find a party
Open Parties
Open Accounts → Parties. The list starts with only the parties that have a balance.
Narrow the list
- Search by name, code or town.
- Choose Schools and trade parties, Schools or Trade parties.
- Untick Only those with a balance to list parties that owe nothing as well.
- Use the Showing box at the top right to see one firm or both.
Open the party
Select the party's name.
The list shows each party's Type, Town and Phone, and one balance column for each firm on screen. When both firms are showing, a Total column is added. A balance reads one of two ways:
- ₹… to receive: the party owes the firm.
- ₹… to pay, in green: the party has paid ahead, or has credit it has not used yet.
Two totals sit above the list. Total receivable is what the listed parties owe. Total advance is what has been paid ahead or credited and not yet used.
Read a party's statement
A party's page opens with who the party is: its type and code, address, phone, email and GSTIN. Below that are three parts.
What it owes each firm
One card for each firm the party owes, or holds credit with:
| Line | Meaning |
|---|---|
| Outstanding | What is still unpaid on its bills. |
| Overdue | The part of that past its due date, in red. |
| On account | Money paid ahead, or credit not yet set against a bill. |
| Net | Outstanding less on account, marked Dr when the party owes, Cr when the firm does. |
Under the cards, Last payment gives the amount and date of the party's latest payment and links to its receipt.
The statement
The Statement shows the party's ledger for a period, with a running balance. It starts on this financial year. Change the dates, or choose This month, Last month or This year.
- The first line is the Opening balance on the first day of the period, and the last is the Closing balance, with the period's debit and credit totals.
- Each line has its Date, Type (Sale, Payment-In, Credit Note, Opening Balance and so on), No., Narration, Debit, Credit and the running Balance.
- Invoice, payment and credit-note numbers link to the document itself.
- With both firms showing, each line carries a tag naming its firm, and the heading reads "both firms". Choose one firm in the Showing box for one firm's statement.
Open bills
Open bills lists every bill not yet fully paid, with its Date, Due date, Amount and what is Still owed. A bill past its due date carries OVERDUE. A balance brought across from Vyapar shows as Opening balance in place of an invoice number.
Take the next step
The desk has three buttons at the top of a party's page. The Accountant does not see them.
| Button | Opens |
|---|---|
| Receive payment | Payment-In for this party. It picks the firm for you if the Showing box names one, or if only one firm is owed. |
| New invoice | A counter sale with this party already chosen. |
| Credit note | A credit note for this party. |
Print a statement
Choose the period, then select Print statement. Your browser's print dialog opens. The printout carries the party's details and the statement for the period with its dates, and leaves out the buttons, cards and open bills. Everyone who can open Accounts can print a statement, the Accountant included.
A statement has no WhatsApp link of its own. To send a party one bill, open the invoice and share it from there. See Sale invoices.
Good to know
- Balances are kept firm by firm. A school can owe Domato Book Co. and have credit with Dominions at the same time. A payment is always taken into one firm's books.
- Reps and managers never open this screen. They see what their own schools owe on Dues.
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