Cash memo generator

What goes on a cash memo?

• Your shop’s name and phone number
• The customer’s name, the date and a memo number
• Each item: description, quantity, unit price and amount
• The total, the amount paid and the balance due
• Space for the customer’s signature and yours

The memo is an A4 PDF made in your browser: print it and hand it over, or send it on WhatsApp. Its last line says it is not a tax invoice. You can pick Indian or Pakistani rupees, naira, Kenyan shillings, Philippine pesos, US dollars, pounds or euros.

How the total and the balance are worked out

• Amount of each line = quantity × unit price. Quantities can have decimals (1.5 kg, 2.5 m); each amount is rounded to the smallest unit of the money, such as the paisa.
• Total = all the amounts added up.
• Balance due = total − amount paid. Paid in full, the balance is 0; the amount paid cannot be more than the total.

The balance goes into the credit book

The memo is the customer’s copy; the debt still has to be written in your book. Write the ₹135 on the customer’s account, for example in the Credit column of the credit book Excel template, with the memo number in the details so you can find it later. When the customer pays, give them a payment receipt that shows what is still owed.

In Baki Fast a credit sale can be written with its items (quantity × price) and the total works itself out; the amount paid goes in as a payment, so the customer’s balance only goes up by what is left. A receipt for each payment is ready in the app too. More in credit tracking.

Is a cash memo a GST invoice?

No. This memo records a sale between you and the customer; it is not a tax invoice. In India, if your business is registered under GST, issue the invoice the GST rules ask for; this memo does not replace it. Elsewhere too, keep issuing the receipts or invoices your tax rules ask for. Baki Fast does not issue tax invoices. See rules for selling on credit.