The Decorator Was Paid Twice
Once by the owner on UPI, once by the coordinator in cash. His final bill arrives with neither adjustment on it, and proving what went out takes a search through two phones and a diary.
Advances leave in a hurry
Money goes out to vendors on the morning of a function, in cash, from whoever happens to be standing there. That is not going to change. What can change is that the payment is entered the same day, by the person who made it.
What an advance entry carries
The amount and the mode
Cash, UPI or transfer, with the date on it. A screenshot in a chat is not a record anybody can read in March.
Who paid it
The owner, the coordinator or accounts. Two entries for the same decorator is exactly the thing you want visible.
The event it belongs to
An advance sits on a function, not on a vendor in general. That is how the settlement for that wedding stays honest.
The bill, set against it
When his final bill comes, what he has already taken comes off. The balance you pay is arithmetic rather than an argument in a car park.
What accounts watches
The season is long and the memory is short.
- Advances paid to each vendor, and what is still to be adjusted
- Vendor bills received against events already done
- One vendor’s position across the season, on a page
- Cash spent on the day, once somebody records it
- What an event cost, against what it billed
Frequently asked questions
What about cash spent on the day and never told to us?
Nothing catches that one. Record it as an event expense and the settlement page is honest. Skip it and the number is wrong in your favour, which is the worst kind of wrong.
Can a vendor see what we have paid him?
Not directly. You can show him the list or send it across, and each entry carries its date, its mode and the person who paid it. Two payments written down with names against them are hard to argue with.
What if one advance covers two functions?
It is split between them. Otherwise one wedding looks cheap and the other looks expensive, and you quote the next family from a figure that was never true.
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