The season sets the money, not the invoice date
Collections here follow the crop rather than the ledger. A dealer who bought in June is genuinely able to pay when the farmer pays, which is after the harvest reaches the mandi, and pretending otherwise on a thirty-day cycle simply produces uncomfortable calls that change nothing. What works is a schedule built around the season: light contact through the crop, firm contact as the harvest moves, and a settled position before the next placement begins. The account record has to carry that expectation, or every new field officer restarts the argument.
Part payments, cheques and the reconciliation that follows
Payments arrive in pieces and through several instruments, and the common failure is that a part payment is acknowledged in a call and never recorded, so the dealer and the company hold different numbers by the end of the season. Recording each receipt against the invoice as it lands, with the mode and date, keeps one version of the balance. It also makes the difficult conversation easier, because the officer is discussing a specific unpaid invoice rather than a general outstanding figure the dealer disputes on principle.
Placement should not begin until the position is known
The most expensive mistake in this trade is placing fresh stock with a dealer whose previous season is unsettled, because the new material simply funds the old gap. Making the outstanding position visible on the same screen as the placement plan is a small change that prevents a familiar and costly one.