Collect pending outstanding payments

When a customer has not paid the full amount — for example on a membership or package sold with part payment — the balance stays as outstanding. Pending Outstanding lists everyone who owes you, and lets you record the money when they pay.

What this feature does

• Shows Customers with Outstanding and the Total Pending Balance for the outlet.
• Lists each customer with Phone, Last Payment Date and Pending Outstanding.
• Clear Outstanding records a full or part payment, in one or more payment modes, and keeps a history of every settlement.

Who can use it

The menu item is shown to the Owner/Admin, Co-owner and staff with Update outstanding-payments or Delete outstanding-payments. Recording a payment on a past date (Backdated Payment) is only for the Owner/Admin and Co-owner.

Where to find it

Customers & Loyalty → Pending Outstanding. Use Month Filter and Search Customer (name or phone) to find someone.

How to use it

1. Find the customer and click Clear Outstanding. The Settle Outstanding window opens with the Current Outstanding.
2. In Settle Amount (₹), type what the customer is paying now. It can be less than the full balance.
3. In Recovered By (Staff Credit), choose the staff member who should get the credit for collecting it (optional).
4. Under Payment Split, choose the mode and amount. Add another mode if they pay part cash, part UPI. The split must add up to the settle amount.
5. Owner/Admin only: tick 📅 Backdated Payment and choose the date if the money was received earlier.
6. Check Settling Now and Remaining Outstanding, then click Settle Outstanding.
7. Open Settlement History to see each payment with Date, Amount, Mode, Settled By, Recovered By and Balance.

Collect it on a bill

On Make A Bill, when the selected customer owes money, a banner Outstanding payment pending: ₹… appears. Click Add to bill to put the outstanding amount on the bill and collect it with today's payment.

Important rules and limits

• You cannot settle more than the customer owes: "You cannot settle more than ₹…".
• The amount must be greater than zero, and every payment row needs a mode.
• Settled By is the person who recorded the payment. Recovered By is the staff member credited with it — they can be different people.
• Each settlement appears in reports as an outstanding payment received, under the mode you chose.
• Backdated settlements are marked BACKDATED in the history.

Common problems

"Payment split must add up to ₹…"?

The amounts in Payment Split do not match the Settle Amount. Correct one of them.

Pending Outstanding is not in my menu?

Your role needs Update outstanding-payments or Delete outstanding-payments. Ask the Owner/Admin.

I recorded the settlement in the wrong mode?

The Owner/Admin can correct it. See Correct a payment mode.