Catering Settlement, Advances and Balance

Advances, part payments and the closing balance are recorded against each event, by cash, UPI, cheque or bank transfer. Balances outstanding are listed with their age so follow-up happens early.

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Money against the event

The advance and its purpose

Taken at booking and recorded with the mode and the date. It may be cash at the office, UPI to the owner’s phone or a cheque yet to clear.

Part payments as they come

Families often pay in three or four pieces. Each is recorded, and the balance moves at once.

The closing bill

The agreed per-plate rates, the counters, the additions made at the hall and any adjustments come together on one sheet built from what was already recorded.

Reminders with age

Balances outstanding show by event with their age, so the office can call within days of the function instead of weeks.

What the owner looks at

Balances outstanding by event and by how old they are
Cheques received, with the date on each one
Events settled in full, closed and out of the way
What each function returned, against what it was costed at

Limits

No money moves through the module

The family pays you as it does today, and the receipt is recorded afterwards. A payment link with the balance reminder needs a gateway, which is connected when the system is set up.

Your auditor keeps the books

Event bills, contract invoices and receipts download for the auditor to bring into his own Tally company. GST returns and final accounts stay with him.

FAQ

Frequently asked questions

Can a bill be printed for the family on the spot?

Yes, from the event, with rates, counters, additions and advances already on it. Many caterers print it or send it the next morning.

How are contract canteen clients billed?

Daily head counts are gathered by site and billed monthly with GST. The TDS your client deducts is recorded against the receipt.

Who can record a receipt?

Whoever you allow, usually the owner and the accounts assistant. A correction is made by someone holding that right, and the earlier figure stays on the record.

Does it chase the balance by itself?

No. The list shows what is standing and for how long. Someone in your office makes the call.

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