Every Cheque Tracked to the End
In markets that run on cheques, a lost or forgotten cheque is lost money. E-Khata Cloud gives every cheque you receive or issue its own life: in hand, deposited, cleared, bounced, forwarded, or stopped, with the khata updating itself at every step.
E-Khata Cloud's cheque management is a full register for both sides of the drawer: cheques customers give you and cheques you write to suppliers. Each one moves through named states (In Hand, Deposited, Cleared, Bounced, Handed over, Presented, and more), every move posts the right accounting entry on its own voucher, and nothing is ever deleted, so your bank, your customer khata, and your cheque drawer always agree.
Updated July 2026
One register for every cheque in the business
The Cheque Management screen lists every cheque with its date, number, bank, party, amount, and live status, with totals for how much is in hand, at the bank, and bounced. Search by cheque number, party, or bank, filter by status, direction, amount, or date, and open any cheque to see its full story: who recorded it, when it was deposited, when it cleared, and every remark along the way.
- Received and issued cheques in one place, each shown signed: money coming in, money going out.
- A stats strip totals the filtered view: Total, In Hand, Deposited, and Bounced at a glance.
- Every cheque prints an A5 voucher with the amount in words, ready for the file.
- Post-dated cheques are first-class: the dashboard shows cheques maturing within 7 days.
What can I do with a cheque I receive?
A received cheque starts In Hand. From there you deposit it to a bank, encash it over the counter with Treat as cash, or endorse it onward to a supplier with Forward, which reduces what you owe them without the money ever touching your bank. When the bank confirms, one click marks it Cleared. Each action asks only what it needs: the bank, the date, and an optional remark.
- Deposit sends the cheque to any bank account, prefilled with your default bank.
- Treat as cash encashes over the counter: money goes to Cash and the cheque is marked cleared in one step.
- Forward endorses the cheque to another party, settling their balance directly.
- Clearing is a confirmation, not a second entry: the money already moved on deposit day.
What happens when a cheque bounces?
Mark it Bounced with the date and reason, and the books repair themselves: the bank entry comes back out, the customer owes you again, and the same invoices the cheque had paid are reopened oldest-first, so their khata reads exactly as if the cheque was never good. The cheque and its history stay on file for the follow-up conversation, and if the customer makes it right, Reactivate puts everything back.
- Works from the bank or over the counter: a cheque refused before deposit bounces too.
- The customer's ledger reopens the exact invoices the cheque had settled.
- Cheques you issued bounce as well: your supplier's balance reopens the same way.
- Every bounce keeps its reason, so you know who bounces and how often.
Cheques you issue are tracked too
When you pay a supplier by cheque it shows as Handed over until the bank tells you it was presented. Mark presented moves the money out of your bank on the date the bank saw it, so your bank balance in the software matches the statement, not the day you wrote the cheque. Wrote it in error? Stop payment voids it and the supplier's balance comes back. Marked presented too soon? Take back undoes just that step.
- A Needs bank badge flags issued cheques with no drawn-on bank recorded yet.
- Stop payment is blocked once a cheque is presented, matching how banks actually work.
- Outstanding issued cheques appear in bank reconciliation as uncleared withdrawals.
Decide when a cheque touches the khata
Some businesses credit the customer the moment a cheque lands in the drawer. Others say the customer still owes until the cheque is actually deposited and honoured. E-Khata supports both. A setting controls whether a received cheque posts to the khata when received (the default) or only when deposited, and each cheque keeps the rule it was created under, so changing the setting never rewrites history.
- Post on receipt: the customer is credited immediately and the value sits in Cheques in Hand.
- Post on deposit: the cheque stays register-only and invoices remain outstanding until deposit day.
- The party ledger shows an Uncleared Cheques figure, so you see real exposure, not paper comfort.
Mistakes are undoable, and nothing is ever deleted
Deposited the wrong cheque? Return to hand undoes only the bank step and the cheque is back in the drawer, with the customer's receipt untouched. Need to unwind a payment completely? Reverse mirrors every entry it made, with a required reason. Cancel voids a data-entry mistake. Every one of these writes its own numbered voucher and an amendment log entry, so an auditor can replay the whole history, and Reactivate can bring back anything closed in error.
- Return to hand is safe even when one receipt carried several cheques: it touches only that cheque's own bank entry.
- Amount and party lock once a cheque is at the bank, so figures cannot drift under a deposit.
- Each lifecycle step has its own voucher series: deposits, forwards, bounces, reversals, and returns are all separately numbered.
- Per-action permissions: you choose who may deposit, forward, bounce, clear, reverse, or cancel.
Reports that answer the cheque questions
The Cheques Register report breaks the period down by status with counts and amounts, filterable by direction, party, and bank, and exports to CSV or PDF. Bank Reconciliation lists uncleared deposits and uncleared withdrawals per bank and computes the reconciled balance, so the statement and the software meet in the middle. The party ledger flags pending cheques on each row, and the dashboard warns you of cheques maturing this week.
- Cheques Register: every cheque in the period, grouped by status, direction, party, or date.
- Bank Reconciliation: closing balance, minus uncleared deposits, plus uncleared withdrawals.
- Party ledger rows carry the cheque status, so a PENDING receipt is never mistaken for money in hand.
How a cheque moves through E-Khata
- Receive itRecord the payment with a Cheque leg on the receipt form: number, bank, cheque date. It appears in the register as In Hand.
- Bank it, cash it, or pass it onDeposit it to a bank account, encash it over the counter, or forward it to a supplier to settle what you owe them.
- Confirm what the bank saysMark it Cleared when the bank honours it. If it comes back, mark it Bounced and the customer's khata reopens automatically.
- Answer any question laterThe register, the Cheques Register report, and bank reconciliation always know where every cheque is and what it did to the books.
“Cheques in hand, cash in the drawer, and balances across banks, all in one clear view. In a trade that runs on credit and cheques, you can see exactly where your money is at any moment.”
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