Settlements
Settlements reconciles, at the end of the day, what a salesman took out, sold, returned and collected, and shows any mismatch before the day is closed.
Why and when you use it
Van sales only work if every pack and every rupee is accounted for daily. The settlement compares the challan, the bills, the returns and the money handed over in cash, UPI and credit. The accountant or owner does it each evening with the salesman present.
Before you start
- Challan issued and returns recorded (Challans)
- Bills made through Challan POS
- Cash counted with the salesman
Step by step
- Open SettlementsIn the left sidebar, under Stockivio ERP, open Settlements. The list shows Date, Salesman, Cash, Credit, UPI and Qty Sold.
- Record the settlementPress Record Settlement and pick the salesman and date.
- Enter what was handed overEnter the Cash actually counted, the UPI received and the Credit given to shops. Qty Sold comes from the bills.
- Save itPress Save Settlement.
- Run the reconciliationPress Run Reconciliation. It compares stock out, stock sold, stock returned and money collected, and shows any mismatch.
- Fix any mismatchIf something does not match, find the cause with the salesman: a bill not made, a return not recorded, or cash short. Correct it and use Save Changes.
- Close the settlementWhen everything matches, or the difference is agreed and noted, press Close Settlement. The challan then shows Settled.
Worked example
Ravi returns at 6:30 pm on 13 Nov 2026. His challan had 310 units; 84 came back, so 226 were sold, billed at ₹46,900 including GST: ₹24,400 cash, ₹10,500 UPI and ₹12,000 credit to Gupta Kirana Store.
- Press Record Settlement, pick Ravi and 13 Nov 2026.
- Count the cash with Ravi: ₹24,300. Enter Cash ₹24,300, UPI ₹10,500, Credit ₹12,000. Press Save Settlement.
- Press Run Reconciliation: stock matches (310 out, 226 sold, 84 back), but cash is ₹100 short.
- Ravi finds a ₹100 note in his bag; the cash is corrected to ₹24,400 and saved with Save Changes.
- Run Reconciliation again; it matches. Press Close Settlement.
Result: The settlement shows Cash ₹24,400, Credit ₹12,000, UPI ₹10,500 and Qty Sold 226. Ravi's challan is Settled and the day can be closed on the Distribution Desk.
💡 Tips
- Settle the same evening; a mismatch is easy to find on the day and hard after a week.
- Count cash in front of the salesman and write the count on the challan copy.
- Watch for small regular shortages from the same salesman; they add up.
⚠️ Common mistakes
- Typing the expected cash instead of the counted cash. The reconciliation then hides a real shortage.
- Closing a settlement with an unexplained difference. Note the reason, or keep it open until it is found.
Questions
What if a shop paid by cheque?
Record it in the mode your settlement uses for it, or as credit until the cheque clears, as your accountant prefers. Be consistent every day.
🎬 Video walkthrough (script — recording coming soon)
- Scene 1: Open Settlements and explain the columns.
- Scene 2: Press Record Settlement for Ravi.
- Scene 3: Enter Cash, UPI and Credit and Save Settlement.
- Scene 4: Press Run Reconciliation and show the ₹100 short.
- Scene 5: Correct the cash with Save Changes and reconcile again.
- Scene 6: Press Close Settlement and show the challan as Settled.