Guides 15 November 2026 · 2 min read
How to manage udhaar in a kiryana store without a register
A step-by-step method for kiryana and general store owners to record, limit and recover customer credit using software instead of a khata register.
To manage udhaar properly you need three things for every credit customer: a ledger that updates with each bill and payment, a credit limit, and a regular way to remind and collect. A khata register gives you the first one badly and the other two not at all. Here is the method that works, step by step.
Step 1: Give every credit customer a name in the system
Cash customers can stay as "walk-in". Anyone who buys on credit must be a named customer with a phone number and area. This one rule is what makes everything else possible.
Step 2: Set a credit limit
Decide the most each customer may owe and enter it. The software then checks the limit on every credit bill. The cashier no longer has to judge, and you are no longer the bad person: the system says no.
Step 3: Bill every sale, even small ones
Udhaar goes wrong on the small items that are "too minor to write down". Billing by barcode or a quick name search takes seconds, and the amount goes straight onto the customer's ledger.
Step 4: Print the balance on the receipt
Show the previous balance and the new total on each bill. The customer sees the figure every visit, so the month-end total is never a surprise and rarely an argument.
Step 5: Record payments against the oldest bills
When a customer pays part of what they owe, the payment should settle the oldest bills first. That keeps the aging report honest about who is really overdue.
Step 6: Review the list every week
Once a week, look at two reports:
- Receivables: who owes you, and how much in total.
- Aging: how old each balance is. Money owed for more than 30 days needs a call.
Step 7: Send statements
A printed statement of bills and payments settles disputes before they start. Statements for a whole area can be printed together before you go to collect.
Register versus software
| Khata register | Software | |
|---|---|---|
| Balance right now | Add it up by hand | On screen |
| Credit limit | From memory | Checked on every bill |
| Proof for the customer | Your handwriting | Printed bill and statement |
| Total owed to the shop | Unknown | One report |
| If the book is lost | Everything is lost | Restore the backup |
Common questions
What about loose items like sugar and daal?
They go on the same bill. Good kiryana software sells loose items by weight or by a rupee amount, so "Rs 200 of sugar" is one entry.
Will my staff manage it?
If they can use a calculator and a scanner, yes. The sale screen is the only one a cashier needs.
Pakrox Universal ERP handles named customers, credit limits, ledgers, statements and aging, and sells loose goods by kilo or by rupees. See the kiryana store POS software page, or how it compares on price.
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