Alex Ruben
How To Collect Payments Against Customer Balances to Fully Settle Accounts
So, you’re trying to get paid in TallyPrime, and want to make sure the customer’s balance is fully settled, right? Been there. It’s kinda nerve-wracking figuring out the right way, especially if you’re new or dealing with tricky adjustments. Here’s the lowdown based on the mess I’ve had to untangle.
Prerequisites
Make sure you’ve got this stuff lined up first:
- Windows 10 or Windows 11 — no fancy Linux or anything.
- TallyPrime installed and ready to roll.
- Basic familiarity with Tally’s interface — like, you know what the Vouchers menu is.
- Customer details and outstanding balances (you’ll need this info at hand).
Step 1: Hit up the TallyPrime Gateway
Launch TallyPrime. From the main screen—sometimes called the gateway—go straight to the Vouchers menu. This is where you’re gonna start recording that sweet payment.
Tip: Sometimes the menu can be a little pixelated or laggy, so if it doesn’t open instantly, close and reopen. Not sure why, but it’s a thing.Step 2: Select Receipts
Click on Receipts. It’s the place to record incoming money. Check your date — especially in the educational versions, it’s common for date restrictions to cause headaches. Keep it simple, like setting the date to the 1st, 2nd, or 31st of the month.
On some setups it failed the first time, then after a reboot or re-selecting the date, the error vanished.Step 3: Enter Customer’s Name & Outstanding Amount
Type in the customer’s name (“Mr. Victor,” for example). As you do, press Enter to auto-fill their outstanding balance. If it doesn’t auto-populate, double-check spelling or try pressing F12 for additional options. You’ll see their current due pop up; verify it matches what you expect.
Bonus tip: if the customer has a typo or their name isn’t in the list, you might have to create a new ledger or fix the master data first. Saves hassle later.
Step 4: Input Payment Amount
Once the customer is selected, it’ll prompt you for the amount. Type in the total amount—say, 65000 for Mr. Victor—and hit Enter. Sometimes, the amount doesn’t stick the first time if the date isn’t set correctly, or if your Tally session hasn’t refreshed.
Step 5: Pick the Adjustment Method
This part trips people up sometimes. Basically, you’re telling Tally how to link this receipt:
- On Account: when the payment covers general outstanding dues—common in most situations.
- Against Reference: if the customer pays against a specific invoice or bill.
- New Reference: for payments that aren’t tied to any previous bill, maybe a lump sum or unexpected deposit.
Usually, for full settlement, On Account works fine. Select it, then press Enter. Be careful — choosing the wrong method can make your records confusing later.
Step 6: Finalize & Narrate
Add a quick note about this transaction if needed. Maybe “Partial payment received” or “Full settlement.” Then save by pressing Ctrl + A. Sometimes, hitting Ctrl + A feels like the magic button for saving, so don’t forget it.
Step 7: Confirm the Payment
Double-check everything. First, hit Esc to go back to the main menu, then navigate to Display More Reports > Day Book. Search for Mr. Victor’s name or transaction date. The recent receipt should show up. If not, refresh or recheck the date. That’s happened to me more than once—sometimes Tally just needs a little kick.
Extra Tips & Common Issues
Some extra stuff to keep in mind:
- Always verify the payment amount and customer details before clicking save. It’s easy to accidentally select the wrong ledger or typo a number.
- If you’re running the educational version and hit date Restrictions, just switch the date to one of the allowed days—the 1st, 2nd, etc.—or upgrade if possible. Because, of course, Tally has to make it harder than necessary.
- Familiarize yourself with Adjustment Methods. Picking the right one is crucial for clean books later, especially if you’re reconciling against invoices.
Summary
- Check customer details before recording
- Make sure date restrictions don’t block your progress
- Pick the correct adjustment method—often “On Account” for full balances
- Double-check transaction records in Day Book
Hopefully this shaves off a few hours for someone. Because tracking down payments and fixing errors after the fact is the worst. Fingers crossed this helps.