Khata software for an LPG agency.
What is khata software?
Khata software keeps the running account a gas agency keeps for each customer, on a computer instead of in a register. Every sale, return, discount and payment posts to that customer's account as it happens, so the balance is always current, and the whole account for any two dates can be printed on your letterhead and handed over.
What a khata is
A khata is the running account a gas agency keeps for one customer: what he took, what he was billed, what he has paid, and what he still owes. On paper it is a page or a spread in a register. In MicroCylo it is a screen with an opening balance, every entry in date order, and a closing balance, for whatever two dates you ask for.
What does it do that a paper register cannot?
It adds up. A register holds the entries; somebody still has to total them, and the total is only as good as the arithmetic and the handwriting. A computerised khata carries the running balance forward on every entry, checks a credit limit before the sale rather than after it, and counts cylinders alongside rupees on the same account.
Can I print a customer statement?
Yes. Choose the customer and two dates and the statement prints with the opening balance, every entry with its reference, the cylinders out and in, and the closing balance, on your own letterhead with your name, address, logo and tax number. It exports to PDF and to Excel as well.
Do Urdu customer names print correctly?
Yes. Urdu names are typed in and printed properly shaped and in the right order, on bills and on statements, not as disconnected letters.
Customer ledger
Johar Town Gas Agency · C-0114 · 0300-4471902
Entries
1 August to 8 September| Date | Particulars | Debit | Credit | Balance |
|---|---|---|---|---|
| 01 Aug | Opening balance | - | - | 158,400 |
| 04 Aug | Invoice INV-2418 | 86,250 | - | 244,650 |
| 09 Aug | Payment, bank transfer | - | 150,000 | 94,650 |
| 17 Aug | Invoice INV-2496 | 119,600 | - | 214,250 |
| 28 Aug | Payment, cash | - | 96,850 | 117,400 |
| 03 Sep | Invoice INV-2571 | 206,900 | - | 324,300 |
| 06 Sep | Payment, cheque 447190 | - | 110,000 | 214,300 |
More questions on this
Can I see a customer's khata for a date range?
Yes. Any two dates you choose, with an opening balance at the start of the range and a closing balance at the end.
Does the khata show cylinders as well as money?
Yes. The same account carries the shells that customer is holding, counted out and in, alongside the rupee balance.
Can I stop a customer going further into debt?
Yes. Every account has a credit limit and it is checked at the till, so the sale is stopped before it becomes a bad debt rather than found at the end of the month.
Can I search for a customer without knowing his code?
Yes. The name, code and phone fields all narrow as you type, so a part of any of the three finds the account.
Half an hour, on your own figures.
Send us a page of your register or a month of your Excel and we'll load it before the call, so what you see is your depot and not a demo one.
+92 334 852 0320 · sales@microcylo.com · Sahiwal, Pakistan