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Feature 05 of 9

Supplier ledger software: what you owe, to whom, and when

RetailPOS Studio keeps a supplier ledger for every vendor you buy from: each purchase, purchase return and payment in date order with a running balance. Add pay terms, record partial payments in cash, card or bank transfer, and see what is due this week. It is the khata many shops in Pakistan and the UAE keep in a notebook, built into the POS that receives the stock.

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Included from Stockroom from $65 per location / month · + sales tax

Contacts › Supplier ledgerSample data
DateEntryDebitCreditBalance
02 OctOpening balance1,200
05 OctPurchase PO-04182,4503,650
09 OctPurchase return1803,470
12 OctPayment · bank1,5001,970

Pay terms: 30 days · Due 1,970

Amounts in your business currency.

Try it — this is how it works in the app

What is a supplier ledger?

In short

A supplier ledger is the running account between your shop and one supplier: every purchase adds to what you owe, every payment and return reduces it, and the balance shows where you stand today. In RetailPOS Studio it builds itself from the purchases you receive and the payments you record.

What goes wrong with notebooks and memory

  • Disputed balances

    The supplier's statement says one figure and your notebook says another. Without dated entries for each purchase, return and payment, nobody can prove which is right.

  • Late payments and lost credit

    Missing a due date can cost you the supplier's credit terms. Due dates on each purchase keep payments on time.

  • Paying twice

    A cash payment handed over at the shop and a bank transfer from home for the same invoice is an easy mistake without one ledger.

  • Returns never deducted

    Goods sent back are forgotten when the next payment is made unless the return is on the ledger.

How it works

How does the ledger stay accurate without extra work?

  1. 01

    Built from the documents you already create

    You don't type ledger entries. Receiving a purchase adds it, a purchase return credits it, and paying a purchase or paying the supplier's balance records the payment. The ledger is simply every one of those, in order, with the balance after each.

  2. 02

    Pay terms per supplier

    Set pay terms in days or months on the supplier's record, and each purchase gets a due date. Lists of purchases filtered by due status show what to pay this week and what is overdue, so cash planning isn't guesswork.

  3. 03

    Partial and mixed payments

    Pay part now and the rest later, by cash, card, cheque or bank transfer. Each payment is recorded with its method and reference, and the purchase shows as partially paid until it's settled.

  4. 04

    Opening balances when you start

    When you move to RetailPOS Studio, enter what you already owe each supplier as an opening balance. The ledger then starts from the real figure rather than from zero.

Spec table

What does a ledger entry show?

Columns on a supplier ledger.
ColumnWhat it tells you
DateWhen the purchase, return or payment happened
ReferencePurchase number, return number or payment reference
TypePurchase, purchase return, payment or opening balance
Debit / creditAmount added to or taken off what you owe
Payment methodCash, card, cheque, bank transfer or a custom method
BalanceWhat you owe the supplier after this entry

Columns on a supplier ledger.

Set it up · focus ring

Setting up your suppliers

37 minutes, start to selling

Step 1 of 5 · ~10 min

Add or import suppliers

Create each supplier with contact details, tax number and pay terms, or import them by CSV.

By trade

Ledgers in your kind of shop

General retail

Many small suppliers

A general store may buy from a dozen wholesalers, each with different terms. The supplier list sorted by balance shows who you owe most, and due dates stop small accounts from being forgotten until the supplier refuses the next delivery.

Gift shops

Importers and makers

Gift shops buy from importers on terms and from local makers who want paying on delivery. Pay terms per supplier handle both, and the ledger keeps a clean history when a maker asks which pieces have been paid for.

Phone shops

Distributor credit

Phone shops in markets like Hafeez Centre or Deira often run on distributor credit settled weekly. The ledger shows every handset batch, every part-payment and the balance, which is exactly what both sides need when settling up.

Works with

Features this one leans on

Purchase orders

Raise purchase orders from low-stock lists, receive deliveries against them, and handle short or damaged shipments.

Reports

Profit, stock, trending products, purchases and sales, registers, expiry and staff performance, per store or combined.

Inventory

Stock levels per item, variant and location, updated by every sale, purchase, return, transfer and count.

Spec sheet · FAQ

Supplier ledgers: your questions

01Is this the same as a khata?Day to day
It does the same job. A khata records what you owe a supplier and what you've paid; the supplier ledger does that automatically from your purchases and payments, with dates, references and a running balance, and it can't be lost or smudged.
02Can I print or share a supplier statement?Day to day
Yes. Open the supplier, filter the ledger by date range and print or download it. Many shops share it on WhatsApp when settling a balance.
03Can I track what customers owe me too?Day to day
Yes. Customers have the same kind of ledger, with credit limits and pay terms, for shops that sell on account to regulars or trade buyers.
04Can I pay a supplier for several purchases at once?Cost & billing
Yes. Record a payment against the supplier's balance and it is applied to their outstanding purchases, so you don't have to split one transfer into many entries.
05Which payment methods can I record?Cost & billing
Cash, card, cheque and bank transfer are built in, and you can add custom methods such as JazzCash, Easypaisa or a specific bank account, so the ledger matches how you really paid.
06What about suppliers who are also customers?Day to day
A contact can be set as both supplier and customer, so purchases and sales with the same business sit under one record.
07Can I see all overdue supplier payments?Cost & billing
Yes. Filter purchases by payment status and due date to see everything overdue, across suppliers and locations.
08Which plan includes supplier ledgers?Day to day
Supplier ledgers come with the Stockroom and Chain plans, together with purchase orders and receiving, because the ledger is built from those documents.

Supplier ledgers, in focus from day one.

Included from the Stockroom plan. Start a 21-day trial, or book a demo and we'll show it on your own catalogue.

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