Invoices, payments and recovery in Irsaal water delivery software

Irsaal Water Delivery Software makes invoices by itself. You never type one: saving an order, recording a refill, or a rider saving a delivery in the app writes the invoice. Invoices are listed under Finance → Invoices, where each one can be printed on a thermal receipt or as an A4 page. A customer's payments are taken with Add Payment on their card, by the rider at the door, or with Collect on a subscription payment plan. Whatever is not paid stays on the customer's balance until it is.

Where do invoices come from?

• Save Order & Preview Invoice on a new order.
• Record Refill / Delivery in the office.
• Save Refill & Print Invoice in the rider's app. The rider prints it on a Bluetooth receipt printer or shares it with the customer.

Every invoice carries your company name, logo and invoice footer from Settings → Company & Branding. Bills printed or shared by a rider also show the customer's previous balance and the total outstanding.

How do I find and print an invoice?

1. Open Finance → Invoices. The top shows what the listed invoices are Worth, how much is Collected, what is Outstanding, and how many are Paid, Partial and Unpaid.
2. Narrow the list with Customer, Created by role, Status (Paid, Partial, Unpaid), From and To, then press Go.
3. Open an invoice by its Invoice #.
4. Press Thermal for an 80 mm receipt, or Print / Reprint for the full page.

Which one prints by default, and how many copies, is set under Settings → Pricing & Printing.

How do I receive a payment from a customer?

In the office:

1. Open the customer (Operations → Customers, then their name).
2. Press Add Payment.
3. Enter the Amount, the Method (Cash or Online), the Date and a Reference such as a transfer number.
4. Press Record Payment.

The payment appears on the customer's Account Ledger (Receivables) and their balance drops straight away. The customer gets a Payment received message if WhatsApp alerts are on.

At the door, the rider takes payment while saving the delivery (Cash, Online or Credit). They can also collect an old balance separately with Collect Payment in the app. That money is on the rider's name until the office approves their day; see Rider Ledger: approving a rider's cash and empty bottles.

What if a customer pays more than they owe?

The extra is kept as the customer's advance. Some customers pay ahead so they are not asked for money at every visit: Rs 1,000 paid against Rs 500 owed leaves Rs 500 in advance, and Rs 5,000 paid with nothing owed leaves Rs 5,000.

• The customer's card shows Advance instead of Balance Due, with "Paid ahead — the next bills are taken from it". Add Payment says how much of the amount will be kept as advance before you record it.
• The Account Ledger (Receivables) has two columns, Balance Due and Advance, and a bill paid out of the advance says "taken from advance".
• Every bill charged to the account afterwards (an order, a refill in the office, or a delivery the rider saves on credit) is taken from the advance until it is used up. The invoice shows Paid from advance and Advance Left, and asks the customer for nothing.
• In the rider's app the customer's advance is shown, the payment starts on From advance, and the rider is told not to ask for money. Cash handed over above the bill at the door is kept as advance too.
• To give an advance back, press Refund Advance on the customer's card or above their ledger. Enter the Amount (never more than is held), how it is Paid back by (Cash or Online), the Date and a Note, then press Refund. The money leaves your cash or bank account and the ledger shows an Advance Refund row. This needs the Customers → Refund Advance permission.
• The Customer Balances Report lists who owes and who has paid ahead, and the Transactions Report shows how much of the money in was advance and what was refunded. See Reports in Irsaal water delivery software: which one answers what.

How do I see who owes me money?

• Operations → Customers has a Balance column for every customer.
• Finance → Invoices filtered by Status: Unpaid or Partial lists the unpaid bills, with the Outstanding total.
• Each customer's card shows their Account Ledger (Receivables) line by line, with a running balance.
• Reports → Customer Balances Report lists every customer who owes and every customer who has paid ahead, with totals by route.
• Reports has the Revenue Report and Transactions Report for any period, exportable to PDF, Excel or CSV. See Reports in Irsaal water delivery software: which one answers what.

Riders see what each customer owes on their route ("Due Rs. …"), so they can collect it at the next visit.

What if an invoice is wrong?

Correct the order it came from: open the order, change it, and press Update Order & Reissue Invoice. The order keeps its number and the invoice is issued again with the right figures.

Deleting an invoice (Delete on the invoice) behaves differently depending on its order:

• If the order was not yet delivered, the order is cancelled too and all its billing is reversed.
• If it was delivered, the receivable is removed, but the delivery and any payment history stay.

Frequently asked questions

How do I print an invoice in Irsaal water delivery software?

Open Finance → Invoices, open the invoice, and press Thermal for a receipt printer or Print / Reprint for an A4 page.

Can the rider print a bill at the customer's door?

Yes. The Irsaal Rider app prints on a Bluetooth receipt printer, or shares the invoice with the customer, when the rider presses Save Refill & Print Invoice.

How do I take a customer's payment for an old balance?

Open the customer and press Add Payment. Enter the amount, method, date and reference, then Record Payment. A rider can do the same in the app with Collect Payment.

Can a customer pay in advance?

Yes. Take the payment with Add Payment as usual. Anything above what they owe is kept as their advance, and their next bills are taken from it until it is used up.

How do I give a customer's advance back?

Open the customer and press Refund Advance. Enter the amount, how it is paid back, the date and a note, then press Refund. You cannot refund more than they have in advance. If they are leaving, Terminate this customer offers Advance refunded beside the deposit, and the account is not settled while their advance is still with you.

Why is an invoice showing Partial?

The customer paid some of it. The rest is on their balance, and the invoice becomes Paid once the balance is cleared.

Where do I add my NTN or invoice footer?

Under Settings → Company & Branding, in Tax / NTN No. and Invoice Footer Note.

Khulasa (Roman Urdu)

Invoice khud banti hai jab order save ho, "Refill / Delivery" darj ho, ya rider app mein delivery save kare. "Finance → Invoices" mein invoice khol kar "Thermal" (chhoti rasid) ya "Print / Reprint" (A4) dabayen. Customer se payment lene ke liye uska card khol kar "Add Payment" dabayen, raqam aur tareeqa likh kar "Record Payment" karein. Kaun kitna deta hai, yeh Customers ki "Balance" column aur Invoices mein "Unpaid" filter se nazar aata hai. Agar customer baqaya se zyada de (maslan 500 ke badle 1000, ya 0 baqaya par 5000), to zaid raqam uska "Advance" ban jati hai: agle orders, refill aur deliveries isi advance se katte hain, aur ledger mein "Balance Due" aur "Advance" ke alag columns hain. "Customer Balances Report" batati hai kaun kitna deta hai aur kis ka kitna advance jama hai. Advance wapas dena ho to customer ke card par "Refund Advance" dabayen: raqam (jitna advance jama hai us se zyada nahi), tareeqa aur tareekh likh kar "Refund" karein — paisa cash ya bank account se nikalta hai aur ledger mein "Advance Refund" likha aata hai.