Decide who gets credit
- Give credit to known businesses and fleets, not to walk-in customers.
- Write a short agreement: vehicles allowed, payment days, and who may sign.
- Set a limit per party in writing. Review it every few months.
- One person at the pump should be responsible for approving new parties.
Record every credit sale properly
Each entry needs the party, the vehicle number, the fuel, the litres, the rate and the date. A slip signed by the driver helps in disputes. Enter it the same day, because credit sales that are written later are the ones that go missing.
| Date | Party | Vehicle | Fuel | Litres | Amount (Rs) |
|---|---|---|---|---|---|
| 02 Mar | Al-Safa Transport | LEA-1234 | HSD | 180 | 50,940 |
| 02 Mar | Al-Safa Transport | LEB-5678 | HSD | 120 | 33,960 |
| 03 Mar | City Builders | ICT-9012 | HSD | 90 | 25,470 |
A weekly Wasuli routine
- Every week, print or write each party's balance and what is due.
- Send or hand over a statement with the dates and vehicle numbers.
- Agree a payment date and write it down.
- Record each payment as soon as it arrives: cash, bank or transfer.
- Review the oldest balances first.
Check the age of your balances
| Age of balance | What to do |
|---|---|
| Up to 15 days | Normal. Send the weekly statement |
| 16 to 30 days | Call the party and agree a payment date |
| 31 to 60 days | Pause new credit until a payment is made |
| Over 60 days | Owner decides. Consider stopping credit and agreeing a payment plan |
These bands are a starting point. Choose ones that fit your customers.
Why credit shows up in your daily difference
At close, sales from meters should equal cash plus card plus Qarza. A credit sale that was not recorded appears as a shortfall in the cash count, and it is often mistaken for a cash error. Read the daily sales report format guide for the layout.
Keeping the khata in PumpOS
PumpOS records Qarza against a party and vehicle number, records Wasuli as cash, bank or transfer, and shows one running balance and a party ledger. It does not enforce credit limits or send reminders, so the limits and the follow-up above stay with you. See credit customer management.
Move your khata out of the register
We enter your parties and balances during setup.
Frequently asked questions
What is Qarza?
Qarza is credit given to a customer. At a petrol pump it means fuel sold now and paid for later.
What is Wasuli?
Wasuli is the recovery of money owed to you. It reduces the party's balance.
Should I record the vehicle number for credit sales?
Yes. It prevents disputes, and it tells you which vehicle used the fuel when a party has several.