Every pesticide and fertilizer dealer runs two credit books at the same time. Farmers owe the dealer — and the dealer owes the companies and distributors. Most dealers watch farmer udhaar closely but keep supplier payments in a diary. At settlement time, that diary rarely matches the distributor's statement. A proper supplier ledger fixes that.
How supplier credit usually works
- The distributor delivers stock with an invoice.
- The dealer pays in parts — some now, more as farmers pay.
- New invoices arrive before old ones are fully paid.
- At the end of the season, both sides settle accounts.
Without a running record, it becomes impossible to say which invoice a payment was for, or exactly how much is still owed.
Record every purchase as an invoice
In Zex Pesticide POS, each delivery is recorded as a purchase with the supplier, the invoice number and the items received. Stock increases automatically, and the invoice total is added to what you owe that supplier.
Add payments as you make them
When you pay a distributor — partly or in full — record the payment against the purchase. You can choose which account it comes from: cash, bank or a mobile wallet. The payable balance updates immediately, so you always know:
- How much each invoice still needs
- How much you owe each supplier in total
- How much has gone out of each of your accounts
Print the supplier ledger before settlement
Before meeting the company representative, print the supplier ledger for the period. It lists every invoice and every payment with dates. Compare it with the distributor's statement line by line:
- Tick invoices that appear on both.
- Tick payments that appear on both.
- Anything left over is the difference — usually a missing invoice, a payment not yet credited, or stock returned to the distributor that still needs to be agreed.
Most "disputes" are solved in minutes this way.
Plan payments around harvest
Your ability to pay suppliers depends on farmers paying you. Compare the two numbers regularly:
| Number | Where to see it |
|---|---|
| What farmers owe you | Customer khata balances |
| What you owe suppliers | Supplier ledger / payables |
| Cash you actually hold | Account balances (cash, bank, wallet) |
If supplier payables are growing faster than farmer recoveries, it is time to slow purchases or tighten credit. See our guide on farmer udhaar and harvest-season recovery.
Good habits
- Enter every invoice the day it arrives.
- Record every payment the day you make it, with the account used.
- Print and reconcile the ledger at least once a month.
- Use the activity log to see who entered or changed a record.
Want to see it working? Book a free demo on WhatsApp or explore the pesticide dealer software.
Waqas Ali
Waqas ALi
My name is Waqas ali im currently working as software developer in different Field
