Ask a distributor what they owe you and ask your accounts team what the distributor owes. The two numbers will often differ — sometimes by a little, sometimes by lakhs. Neither side is necessarily wrong. They have simply recorded the same relationship differently over months.
Why ledgers drift apart
| Cause | Example |
|---|---|
| Timing | A payment made on the 31st, received on the 2nd |
| Allocation | A payment applied to different invoices on each side |
| Credit notes | Issued for a scheme or return, not booked by the other side |
| Scheme payouts | Promised in the field, not yet approved or posted |
| Returns and damages | Taken back informally, never documented |
| Errors | Wrong amount, wrong party, duplicate entry |
A monthly reconciliation routine
- Send a ledger statement as of month end.
- Ask for the distributor's ledger or confirmation of balance.
- Match line by line — invoices, payments, credit notes, debit notes.
- List differences and classify them: timing, allocation, missing document, error.
- Resolve with documents, and post corrections on the side that is wrong.
- Confirm the agreed balance in writing.
Where scheme money makes it harder
Schemes are the most common source of disagreement: the distributor counts what they believe they earned, the company counts what has been approved. Tracking accruals as sales happen, and posting approved claims to the distributor's ledger, removes most of the argument — see trade schemes and dealer claims.
How Zaqnet helps
- A ledger per dealer or distributor in Zaqnet's dealer network, with entries for what moved between you.
- Approved claims credit the dealer's ledger, so scheme payouts are recorded where the balance is.
- Payments recorded with the bills they settle — see collections management.
- AutoSync forwards supported records to TallyPrime or BUSY, so your books and your operations start from the same records.
A ledger difference is a conversation you have not had yet. Have it monthly.