Customer account tracking for wholesalers
A wholesaler’s customers are other shops: balances are large, sales are on terms, and at month end the accounts are checked against a statement. In Baki Fast you keep each shop’s account with due dates, send statements in one tap and see what you owe your own suppliers beside it.
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How customer accounts work in wholesale
A wholesaler supplies corner shops, mini-markets, kiosks and restaurants, usually on 15, 30 or 60-day terms. A sales rep takes orders on the road, goods go out by van, and payment comes in cash or by transfer. Customers keep buying new stock while paying off old balances bit by bit.
On the other side, you buy on terms from manufacturers and distributors. When your customers pay late, your own payments get squeezed, so the key question is: “Who will pay me what this month, and whom do I have to pay?”
What usually goes wrong
- Reconciling: at month end the shop’s book and yours do not match, and finding the missing delivery note or payment takes hours.
- Overdue balances: with many customers, it is easy to miss which debt has been waiting for how long.
- Collections on the road: cash taken by the sales rep reaches the book late.
- Buying in another currency: if you buy some lines in dollars and sell in local currency, the picture splits in two.
Setting up wholesale accounts in Baki Fast
- Add each shop as a customer. Import old balances from Excel or bring each one forward with a single entry.
- Write sales with item lines: “10 × case of tea × 18.50”. Put the delivery note number in the entry note so you can match records one by one.
- Give each sale a due date: 30 days, 60 days or a date you pick. Late balances appear on the overdue list.
- At month end, send every customer an account statement so they can check it against their own book.
- Add manufacturers and distributors as suppliers. If you buy from one in dollars or another currency, set that currency on their account.
- If your sales rep should write entries too, Pro’s cloud sync opens the book on their phone.
A month-end reconciliation message
Hello Mr. Haddad, this is Al Noor Wholesale. As of 31 October your account shows a balance of 4,872, of which 2,140 is past due. The statement is attached. Could you compare it with your records and let us know if anything differs? Thank you.
If a shop that buys from you also uses Baki Fast, open a shared account: they see the same account on their phone under your name, both of you can write entries, and month-end reconciliation is no longer needed. The free version allows 2 shared accounts, Pro has no limit.
Questions
Can Baki Fast replace my accounting software?
No, it is not official accounting software and does not issue invoices. Use it for customer balances and collections, and export your records to Excel for your accountant.
Can I see who has not paid for how long?
Entries with a due date move to the overdue list when late. Pro adds debt age and average time to collect; see reports and Excel.
I buy in one currency and sell in another. Does that work?
Yes. Each customer or supplier can have its own currency and balances are kept per currency; Pro can also show one total at current rates.
I have more than one warehouse. Can I keep them apart?
With Pro you can open a separate book for each warehouse or shop, so customers and tills do not mix.