Record the agreement when the sale happens
For each credit sale, select the correct customer and record the items or service, total amount, sale date, amount paid now, remaining balance, and agreed payment date. Make sure the customer understands the total and when payment is due. Do not leave the sale as a cash payment if money has not yet been received.
For example, for a KSh 6,000 sale with KSh 2,000 paid immediately, record KSh 6,000 as the sale, KSh 2,000 as received, and KSh 4,000 as outstanding. If the customer later pays KSh 1,500, enter that payment against the existing balance; the remaining amount is KSh 2,500.
Follow up and reconcile
- Review due and overdue balances on a regular schedule.
- Contact the customer using the agreed channel and refer to the sale date and outstanding amount.
- Record every part-payment on the same customer account; keep its date and payment reference.
- Compare POS entries with cash, bank, or mobile-money records and investigate differences.
Set a written credit limit and approval process based on the business's cash position and past payment records. Do not extend additional credit just because a customer has an open balance. Correct errors through the POS's adjustment or void process rather than deleting the original history.
KobStore's POS credit book keeps customer balances and later payments distinct from immediate payments. It supports record keeping; it does not replace a clear credit policy or a conversation about repayment terms.
