Outstanding

What you can do here

• See the total money pending across all customers, in one number.
• See how much of that money is very old (90 days and above).
• See the pending amount split into age groups: 0 to 30 days, 31 to 60 days, 61 to 90 days, and 90 plus days.
• See a list of every customer with a balance, sorted with the biggest debtor at the top.
• Search the list by customer name.
• Record a receipt when a customer pays you back, in cash, UPI, card or any other mode.
• Send a WhatsApp payment reminder to a customer with one tap.
• Download the whole list as a CSV file to open in Excel or share with your accountant.

Reading the Outstanding screen

The three tiles at the top

Ageing of receivables

Below the tiles is a card called Ageing of receivables. It splits the pending money into four age groups and shows the rupee amount, the share as a percentage, and a coloured bar for each.

The age of a customer is counted from the date of their oldest credit or part-paid bill, not from each bill separately. So a customer's whole balance sits in one group only, decided by that one date.

The customer list

At the bottom of the list a summary row shows how many debtors you are looking at and the total balance of those rows. If you have searched, this total is only for the customers on screen.

Good to know

• A customer shows up here only when their pending amount is more than fifty paise. Once a balance is fully cleared, the customer drops off the list on its own.
• The list counts two kinds of bills: bills billed as credit, and bills where the amount received at the counter was less than the bill total.
• The biggest balance is always at the top.
• While the list is loading you see "Loading receivables". If nobody owes you anything, the app tells you every credit bill is settled.
• If something goes wrong while loading, a red message appears above the list. Check your internet and open the screen again.

Search for a customer

Steps

1. Open Outstanding from the menu.
2. Tap the Search customer box.
3. Type any part of the customer's name, for example "sha" for Sharma.
4. The list filters as you type.
5. Clear the box to see everyone again.

Good to know

• Search works on the name only. Typing a phone number will not find the customer.
• Upper case and lower case do not matter.
• The bottom summary row and the CSV download follow whatever you have searched. The three tiles at the top and the ageing card always show the whole shop, not the search result.

Record a receipt when a customer pays

Steps

1. Find the customer in the list. Use the search box if the list is long.
2. Tap Receipt on that customer's row.
3. A window opens with the title "Record receipt" and the customer's name. It shows the Current balance at the top.
4. Check Amount received (₹). The app fills in the full balance for you. If the customer is paying only part of it, change the number.
5. Choose the Mode: Cash, UPI, Card or Other.
6. Check the Date. It is set to today. Change it if the money actually came in on an earlier day.
7. Type a Note if it helps, for example "against bill #69". This is optional.
8. Tap Record receipt.
9. The button shows "Saving" for a moment, then a green message confirms the amount recorded and for which customer. The list refreshes with the new balance.

To close the window without saving anything, tap Cancel.

Good to know

• The amount must be more than 0. If it is blank, zero or not a number, the app shows a red message and saves nothing.
• You cannot record more than the pending balance. If you type a bigger number, the app tells you the amount exceeds the balance. A rounding difference of up to fifty paise is allowed, so paying off a balance like ₹499.75 with ₹500 works.
• A receipt is recorded against the customer's account, not against one particular bill. It reduces their total balance. If you need to remember which bill the money was for, write it in the Note.
• The Collected column and the Balance column update straight away. The age tag does not move down a group after a part payment, because it is counted from the customer's oldest credit bill date. It disappears only when the balance is fully cleared and the customer drops off the list.
• Receipts need an internet connection. This screen is not one of the offline screens.
• Logins with the Accountant role are read only and cannot record receipts. The app will refuse the save.

Part payments that come from the billing counter

You do not always need to come to this screen to create a pending balance. It happens automatically at billing.

Steps

1. Make the bill at the POS screen as usual.
2. In the box Amount received now (blank = paid in full), type what the customer actually handed over. Leave it blank if they paid the whole bill.
3. The screen shows Balance to collect with the remaining amount.
4. Add the customer's name or phone. The app will not let you save a bill with a balance unless the customer is identified, because there would be nobody to chase.
5. Save the bill.
6. The remaining amount appears on the Outstanding screen against that customer, straight away.

Good to know

• The part the customer paid at the counter is stored as a collection with a note showing it was paid at billing, along with the invoice number. That is why the Collected column on this screen already includes it.
• You cannot enter an amount received that is larger than the bill total.
• Bills billed fully on credit also land here.
• The invoice itself prints the amount paid and the balance when there is one, so the customer has it in writing.

Send a WhatsApp payment reminder

Steps

1. Find the customer in the list.
2. Tap Remind on their row.
3. What happens next depends on your plan, see below. In most cases WhatsApp opens in a new window or in the WhatsApp app, with the reminder message already typed out.
4. Read the message, edit it if you want, then press send in WhatsApp yourself.

The message reads like this:

> Namaste [customer name] 🙏 > > Gentle reminder from [your shop name]: [pending amount] is pending on your account (oldest bill [date]). > > Kindly clear it at your convenience. Thank you!

Good to know

• The Remind button is greyed out for any customer with no phone number saved, so it cannot be tapped at all. Add the phone number to the customer record first.
• Phone numbers are cleaned up automatically. A plain 10 digit Indian mobile number gets 91 added in front of it.
• The oldest bill date is only included when the app knows it.
• The message goes from your own WhatsApp, so the customer sees your shop's number, not an unknown number.
• Pro: if your shop is on the Pro plan, has WhatsApp auto-send switched on in Settings, and you are online, the reminder is sent for you in the background. You do not open WhatsApp at all. A green message confirms "Reminder sent" with the customer name. The Remind button for that row stays disabled for a second while it sends.
• Pro: auto-send uses an approved WhatsApp template containing the customer name, your shop name and the pending amount. There is a monthly message limit for each shop. You can see how many messages you have used this month on the WhatsApp auto-send card in Settings. When the limit is reached, auto-send pauses until next month.
• If auto-send cannot go through for any reason, for example you are offline, the feature is switched off, the monthly limit is finished, or the plan is not Pro, nothing is lost. The app quietly falls back to opening WhatsApp with the same message ready for you to send by hand. This free way of sending always works on every plan.

Download the list

Steps

1. Tap the CSV button at the top right of the screen.
2. A file named outstanding- followed by today's date is saved to your device.
3. Open it in Excel, Google Sheets or send it to your accountant.

Good to know

• The button is greyed out when there is nothing in the list.
• The file contains one row per customer with these columns: Customer, Phone, Credit Bills, Billed, Collected, Balance, Oldest Open, Age (days).
• If you searched before downloading, only the customers you can see are in the file.

Common questions

Somebody paid me but they still show a balance. Why? Check that the receipt was saved. Open the customer's row and look at the Collected column. If the amount is missing, record the receipt again. Remember that a receipt reduces the customer's total balance, not one specific bill.

Can I record a payment bigger than the balance, as an advance? No. The app blocks any amount above the pending balance, apart from a small rounding difference of up to fifty paise.

Can I choose which bill the payment settles? Not on this screen. The receipt goes against the customer's account as a whole. Write the bill number in the Note field so you have a record.

Why is a customer's age tag showing 120 days when they bought something last week? The tag counts from the date of the customer's oldest credit bill, not their most recent one. Because receipts go against the account as a whole and not against one bill, part payments do not move the tag. It goes away only when the customer's whole balance is cleared.

A customer paid in two parts. What do I do? Record two receipts, one for each amount, with the correct date and mode on each. The balance reduces each time.

I entered the wrong date on a receipt. Can I fix it here? There is no edit or delete button for a receipt on this screen. Contact us at info@entyti.com if a receipt needs correcting.

Why can I not see the Remind button working for one customer? That customer has no phone number saved. Add the number in their customer record, then come back.

Does the reminder message tell the customer which items they bought? No. It only names your shop, the pending amount and the date of the oldest unpaid bill. Share the invoice separately if the customer asks for details.

Can I use this screen without internet? No. The list is read from our servers and recording a receipt needs a connection. The WhatsApp reminder still works offline in the sense that it opens WhatsApp with the message, but you will need a connection for WhatsApp itself to send it.

How do I get the Pro features mentioned here? Write to info@entyti.com and we will help you.