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Customers and suppliers

What you’ll do here: keep your customers’ and suppliers’ details, read their khata, and record money received and paid.

In Setu, customers and suppliers are both called parties. Each party has a ledger (khata): every bill, payment and return with them, and the balance.

The party list (every ledger). Open it with Ctrl+L; press Enter on a party to see its khata.

Adding a customer or supplier

• Customers: Masters › Ledger Master (customers) (Alt+L), then F2. Or press F2 in the customer box of a bill.
• Suppliers: Masters › Suppliers, then F2. Or press F2 in the supplier box of a purchase.

The form has:

Press PgDn to save.

Only the owner or a manager can change a party’s details later.

What Dr and Cr mean

Balances in Setu are shown with Dr or Cr after the amount:

• Dr (debit) on a customer means the customer owes the shop. “₹1,250 Dr” on a customer means they owe you ₹1,250.
• Cr (credit) on a supplier means the shop owes the supplier.

Less common:

• Cr on a customer means the shop owes the customer, for example after an advance or a return.
• Dr on a supplier means the supplier owes you, for example after you paid an advance or returned goods.

Seeing a party’s khata

• Books › Party ledger, or 3 on the main menu: choose the party to see every entry and the running balance.
• On a bill, in the customer list, F4 shows the party’s ledger and F8 their unpaid bills.
• Books › Debtors outstanding: everyone who owes the shop.
• Books › Creditors outstanding: every supplier the shop owes (owner and manager).
• Alt+O (Books › Outstandings): outstanding lists, party-wise and by age.

In a party’s ledger, F5 shows the bills still due.

Money received from a customer (receipt)

When a customer pays off their udhaar:

1. Press Alt+U, or Accounts › Receipt (from customer). The RECEIPT VOUCHER opens.
2. Choose the Customer (F1 for the list, F2 for a new one).
3. Type the Amount.
4. Mode (Space changes): press Space to switch between cash, bank and UPI. For a cheque or bank transfer, type the Cheque / UTR ref.
5. Setu lists the customer’s Outstanding bills. Use ↑ ↓ and Space to choose which bills this payment settles, then Enter. If you choose none, the oldest bills are settled first.
6. Type a Narration (note) if you like.
7. Press End (or Ctrl+W or PgDn). Setu asks “Save?”: Enter saves, P saves and prints a receipt, N or Esc goes back.

Money paid to a supplier (payment)

The owner or a manager records payments to suppliers:

1. Choose Accounts › Payment (to supplier). The PAYMENT VOUCHER opens.
2. Choose the Supplier, type the Amount and choose the Mode.
3. Choose which of the supplier’s bills it pays, or leave it to settle the oldest first.
4. Press End and save.

Shop expenses

For shop expenses such as electricity, rent or tea, use Accounts › Expense. Choose the Expense head, type the Amount, choose Paid by (Space changes), and save.

All vouchers

Alt+V (Accounts › All vouchers) opens every kind of entry from one place: F2 payment, F3 receipt, F4 journal, F5 debit note, F6 credit note, F7 contra (cash and bank transfer), F8 expense. Journal entries are for the owner; most others are for the owner and managers.

If you leave an entry with something typed, Setu asks “Leave without saving?”. No is already chosen, so a stray Enter keeps your work.

What cashiers see

To keep the shop’s figures private, a cashier doesn’t see balances while billing unless the owner allows it. The owner sets Cashier sees balances while billing in Masters › Operator powers:

• Hide all balances (the start for every shop);
• Hide cash and bank only;
• Show all.

The owner and managers always see every balance. A cashier never sees purchase costs or supplier ledgers. See Users and roles.