Bepaar aap

Getting Started with Bepaar App

1
Click "Register"

Go to the top-right corner of the page and click on the Register button to begin your journey.

2
Fill Details

Enter your name, contact info, and other required details, then click Submit.

3
Log In

Use your newly created credentials to log in and access the ERP dashboard.

Create Company

1
Click "Company List"

Go to the top-right corner of the page and click on the Company List

2
Click "Create Company"
3
Fill Details

Enter your Business name, contact info, and other required details, then click Create.

4
Select Company

Select the Company you created from Company List by clicking on it.

For Medical Stores

1
Follow Company Creation Steps

Complete the standard company creation process first.

2
Enable Medical Settings

In Product Settings, check Manage Medical then click Submit.

This will enable medical-specific features like batch tracking, expiry dates, and pharmaceutical reporting.

For Manufacturing Business

1
Follow Company Creation Steps

Complete the standard company creation process first.

2
Enable Manufacturing Settings

In Product Settings, check required options and Bills of Materials then click Submit.

This will enable manufacturing features like production planning, WIP tracking, and material requirements.

Update/Change Company Details

1
Click "Company List"

Go to the top-right corner of the page and click on the Company List

2
Click "Edit Company"

Go to the right corner of the Company Name and click on the Edit button

3
Update Details

Change your Business name, contact info, and other required details, then click Update.

Delete Company

1
Click "Company List"

Go to the top-right corner of the page and click on the Company List

2
Click "Delete"

Go to the right corner of the Company Name and click on the Delete button

Warning: This action cannot be undone. All company data will be permanently deleted.

Manage Suppliers

Parties Module
Suppliers are essential for purchase transactions. You can add them manually or automatically during purchase entry.
1
Access Parties Section

Navigate to the Parties option in the main sidebar menu.

2
Select Suppliers

Click on the Suppliers tab to view existing suppliers or add new ones.

Ensure you have proper permissions to manage suppliers.
3
Add Single Supplier

In the Add Supplier Table fill in the following details:

  • Business/Company Name
  • Contact Person
  • Phone Number
  • Email Address
  • Complete Address
  • Tax Information (GSTIN, etc.)

Required Fields:

  • Supplier Name
  • Phone Number
  • State (for GST compliance)
4
Bulk Supplier Addition

For adding multiple suppliers at once:

  1. Click Multiple Add in top right corner
  2. Fill in supplier details in the table format
5
Quick Add During Purchase

While creating a Purchase Order or Purchase:

1 Click the icon next to supplier dropdown
2 Enter details (name, phone and required fields) and save

Manage Customers

Parties Module
Customers are essential for Sales transactions. You can add them manually or automatically during purchase entry.
1
Access Parties Section

Navigate to the Parties option in the main sidebar menu.

2
Select Customers

Click on the Customers tab to view existing customers or add new ones.

Ensure you have proper permissions to manage customers.
3
Add Single Customer

In the Add Customer Table fill in the following details:

  • Business/Company Name
  • Contact Person
  • Phone Number
  • Email Address
  • Complete Address
  • Tax Information (GSTIN, etc.)

Required Fields:

  • Customer Name
  • Phone Number
  • State (for GST compliance)
4
Bulk Customers Addition

For adding multiple customers at once:

  1. Click Multiple Add in top right corner
  2. Fill in customer details in the table format
5
Quick Add During Sales

While creating a Quotation, Sales Order, or Sales/Invoice:

1 Click the icon next to customer dropdown
2 Enter details (name, phone and required fields) and save

Manage Categories

Organize your inventory with hierarchical categories

Items Module
Categories are the foundation of your inventory. They help organize products and generate meaningful reports.
1
Access Items Section
Navigation

Go to the main sidebar and select Items to access inventory management features.

2
Select Categories Tab
Categories

Click on the Categories tab to manage your product classification system.

3
Add New Category
Creation

Click the Add Category button and complete the form:

  • Category Name
Best Practice: Establish a consistent naming convention before creating categories (e.g., "Electronics, Mobile, Smartphones")
4
Bulk Category Creation
Batch Processing

To add multiple categories simultaneously:

1

Initiate Bulk Add

Click +button top-right corner

2

Enter Categories

Add names in table format

3

Save Changes

Review and Click Save

Important Limitations
  • Maximum 100 categories per bulk operation
  • No special characters in category names

Manage Brands

Organize products by manufacturer or brand

Items Module
Brands help identify product manufacturers. They enable filtering and brand-specific reporting.
1
Access Items Section
Navigation

Go to the main sidebar and select Items to access inventory management features.

2
Select Brands Tab
Brands

Click on the Brands tab to manage your product brands.

3
Add New Brand
Creation

Click the Add Brand button and complete the form:

  • Brand Name
Best Practice: Use consistent naming (e.g., "Samsung" instead of "Samsung Electronics") for better reporting
4
Bulk Brand Creation
Batch Processing

To add multiple brands simultaneously:

1

Initiate Bulk Add

Click +button top-right corner

2

Enter Brands

Add names in table format

3

Save Changes

Review and Click Save

Important Limitations
  • Maximum 50 brands per bulk operation
  • Brand codes must be unique
  • No special characters in brand codes

Manage Units of Measurement

Define and organize measurement units for your products

Items Module
Units standardize product measurements. They ensure consistency across purchases, sales, and inventory reporting.
1
Access Items Section
Navigation

Go to the main sidebar and select Items to access inventory management features.

Quick Tip: Use Ctrl+I as a keyboard shortcut
2
Select Units Tab
Units

Click on the Units tab to manage your measurement standards.

System Impact
Unit changes affect existing products - edit with caution
3
Add New Unit
Creation

Click the Add Unit button and complete the form:

Unit Details
Full Name
e.g., "Kilogram"
Short Code
e.g., "kg" (max 5 characters)
UQC Code
GST-registered businesses only
Example Units
Full Name Short Code
Kilogram kg
Liter L
Meter m
Piece pc
Measurement Standards: Use SI units where possible (kg, L, m) for consistency. For counts, use "Piece" (pc) or "Unit" (u).
RULE Unit Shortname Formatting
  • Avoid plurals - Use Kg instead of Kgs
  • Standard formats - Follow SI unit conventions (m, L, kg)
  • Consistency matters - All product entries should use the same shortname format
4
Bulk Unit Creation
Batch Processing

To add multiple units simultaneously:

1

Initiate Bulk Add

Click Multiple Add

2

Enter Unit Details

Add in table format with name and code

3

Save Units

Review and confirm submission

Important Restrictions
  • Short codes must be unique across all units
  • Cannot delete units used in existing products
  • UQC codes cannot be modified after creation
  • Maximum 20 units per bulk operation

Manage Products

Organize products by manufacturer or brand

Items Module
Brands help identify product manufacturers. They enable filtering and brand-specific reporting.
1
Access Items Section
Navigation

Go to the main sidebar and select Items to access inventory management features.

3
Add New Product
Creation

Click the Add Brand button and complete the form:

  • Product Name
  • Barcodes Code
    • Unique product identifier Scan or enter barcode manually
  • HSN/SAC Code
    • 6-8 digit code for GST compliance. Find codes at gst.gov.in
  • GST Configuration
    Taxation
    GST Treatment
    Type Usage Rate
    Taxable Standard goods 5/12/18/28%
    Nil Rated Essential goods 0%
    Exempted Services N/A
    Non-GST Petroleum, alcohol N/A
    Cess Options
    Percentage Cess
    • Calculated on taxable value
    • Example: 1% on automobiles
    • Enter exact percentage
    Fixed Cess
    • Per unit calculation
    • Example: ₹1000/cigarette case
    • Enter exact amount
    GST Best Practices:
    • Verify HSN-GST rate combinations
    • Mark exports as "Zero Rated"
    • Update rates during tax law changes
  • Select Category
    • Quick Create if There is no Category in List then Create New by Clicking Add Category from Top Left Corner of Table
  • Select Brand
    • Quick Create if There is no Brand in List then Create New by Clicking Add Brand from Top Left Corner of Table
  • Unit Configuration
    Measurements
    Primary Unit
    • Base measurement

      e.g., KG, LTR, PCS

    • Permanent setting

      Cannot change after creation

    Secondary Unit
    • Conversion unit

      e.g., G, ML, CM

    • Optional

      Add anytime

    Conversion
    • 1 Primary = X Secondary
    • Examples:

      1KG=1000G, 1LTR=1000ML

    Important: Unit changes affect existing inventory counts. Verify conversions before saving.
  • Alert Quantity
    • Quick Create if There is no Brand in List then Create New by Clicking Add Brand from Top Left Corner of Table
  • Insert MRP
  • Click Save
4
Bulk Product Creation
Batch Processing

To add multiple Products simultaneously:

1

Initiate Bulk Add

Click +button top-right corner

2

Enter Products

Add names and other details in table format

3

Save Changes

Review and Click Save

Important Limitations
  • Maximum 50 Products per bulk operation
  • Product barcodes must be unique

Manage Godowns

Organize your storage locations and inventory distribution

Inventory Module
Godowns help manage physical storage locations. They enable efficient inventory tracking and location-based reporting.
1
Access Inventory Section
Navigation

Go to the main sidebar and select Inventory to access storage management features.

2
Select Godowns Tab
Godowns

Click on the Godowns tab to manage your storage locations.

3
Add New Godown
Creation

Click the Add Godown button and complete the form:

  • Godown Name
  • Select Main Warehouse
  • Address
  • City
  • State
Best Practice: Use clear naming conventions (e.g., "Main Warehouse - North Zone") for better identification
4
Bulk Godown Creation
Batch Processing

To add multiple godowns simultaneously:

1

Initiate Bulk Add

Click + button in top-right corner

2

Enter Godown Details

Add information in table format

3

Save Changes

Review and Click Save

Important Limitations
  • Maximum 20 godowns per bulk operation
  • Each godown must have a unique name
  • Location details are mandatory

Create Purchase Order

Purchasing Module
What is a Purchase Order? A Purchase Order (PO) is a formal document sent to suppliers to request goods or services. It serves as a legally binding contract between your business and the supplier, specifying what you want to buy, quantities, prices, and delivery terms.
Why Use Purchase Orders? POs help track procurement, manage budgets, ensure proper documentation, and provide a clear audit trail for all purchases.
1
Access Purchase Section

Navigate to the Purchase option in the main sidebar menu.

Navigation Path: Main Menu → Purchase → Purchase Order
Quick Tip

You can also access this from the dashboard by clicking on the "Create Purchase Order" quick action button.

2
Fill Basic Information

Start by entering the fundamental details of your purchase order:

Required Fields (Must Fill)
Transaction ID: Auto-generated PO number (PO001, PO002...)
Date: Purchase order creation date
Supplier: Select from existing suppliers or add new
Expected Delivery Date: When you expect to receive goods
Optional Fields (Can Skip)
Reference: Internal reference number
Notes: Additional comments or instructions
Terms & Conditions: Special terms for this order
Pro Tip: Always set realistic delivery dates and include clear terms to avoid misunderstandings with suppliers.
3
Configure Shipping Details

Define where goods will be shipped from and delivered to:

Ship From Options
  • Supplier Address: Use supplier's registered address (Most Common)
  • Custom Address: Specify different shipping address
Choose "Supplier Address" if goods are shipped from supplier's location.
Deliver To Options
  • Company Address: Use your company address (Most Common)
  • Custom Address: Specify different delivery address
Choose "Company Address" if goods are delivered to your business location.
Shipping Charges: You can add shipping charges separately, and they will be included in the total order value.
4
Add Products to Order

Select the products you want to order and specify quantities and prices:

Product Details Table
Field Name What to Enter Required? Example
Product Select from existing products or add new Yes Laptop, Printer, etc.
Quantity Number of units to order Yes 5, 10, 100
Unit Primary or secondary unit of measurement Yes Pieces, KG, Liters
Price Per unit price (excluding taxes) Yes ₹500, ₹1000
Discount Percentage or amount discount No 10%, ₹50
Amount Calculated total (Qty × Price - Discount) Auto ₹4500
Quick Actions
Tip: Use "Add Product Row" to add multiple products to your order.
Important: Double-check all quantities and prices before proceeding. These details will be sent to your supplier.
5
Configure GST Settings

Set up tax configuration for your purchase order:

GST Applicability
  • Yes: GST is applicable (Choose this for most business purchases)
  • No: GST is not applicable (Choose this for exempted goods/services)
Invoice Type
  • Regular Invoice: Standard purchase invoice
  • Debit Note: For adjustments to previous invoices
GST Note: GST rates are automatically applied based on product HSN codes. Ensure products have correct HSN codes for accurate tax calculation.
6
Review and Save Purchase Order

Before saving, carefully review all details:

Pre-Save Checklist
  • ✅ Supplier details are correct
  • ✅ All products and quantities are accurate
  • ✅ Prices and discounts are correct
  • ✅ Delivery dates are realistic
  • ✅ Terms and conditions are clear
Save Options
  • Save Purchase Order: Creates and saves the purchase order
  • Save & Print: Saves and prints the purchase order
  • Save as Draft: Saves as draft for later completion
Save as Draft: Use this if you want to complete the PO later.
Best Practices for Purchase Orders
Do's (Recommended)
  • ✅ Always include clear delivery terms and conditions
  • ✅ Specify payment terms and due dates
  • ✅ Use consistent product codes and descriptions
  • ✅ Include contact information for both parties
  • ✅ Set realistic delivery expectations
  • ✅ Review all details before sending
Don'ts (Avoid)
  • ❌ Don't leave pricing fields empty
  • ❌ Avoid vague product descriptions
  • ❌ Don't skip GST configuration
  • ❌ Avoid unrealistic delivery timelines
  • ❌ Don't forget to review before saving
  • ❌ Don't send without supplier approval
Important Notes & Limitations
  • Legal Document: Purchase Orders are legally binding documents - review carefully before sending
  • Auto-Generated Numbers: PO numbers are auto-generated and cannot be modified after creation
  • Conversion: You can convert Purchase Orders to actual Purchases when goods are received
  • GST Calculation: GST calculations are based on product HSN codes and current tax rates
  • Shipping Charges: Shipping charges are added separately and affect total order value
  • Supplier Communication: Always communicate with suppliers before sending POs

Add Purchases

Purchasing Module
Purchases record actual goods received from suppliers. This process updates inventory, creates accounting entries, and maintains purchase history for reporting and compliance.
1
Access Purchase Section

Navigate to the Purchase option in the main sidebar menu.

Location: Main Menu → Purchase → Purchases
2
Fill Basic Information
Required Fields
  • Transaction ID: Auto-generated purchase number (P001, P002...)
  • Date: Purchase/Invoice date
  • Supplier: Select from existing suppliers
  • Supplier Invoice No: Invoice number from supplier
  • Payment Mode: Cash, Bank, or Credit
Optional Fields
  • Purchase Order No: Reference to existing PO
  • Due Date: Payment due date (for credit purchases)
  • Notes: Additional comments
3
Add Products and Configure Inventory
Product Details
Field Description Impact
Product Select from existing products Inventory Update
Quantity Number of units received Stock Increase
Unit Primary or secondary unit Conversion
Price Per unit cost (excluding taxes) Cost Calculation
Discount Percentage or amount discount Price Reduction
Godown Storage location for inventory Location Tracking
Inventory Settings
Batch Tracking
Required for medical/pharmaceutical businesses
MFD/Expiry
Essential for perishable goods
4
Configure GST and Tax Settings
GST Settings
GST rates are automatically applied based on product HSN codes.
Cess Configuration
Types of Cess:
  • Percentage Cess: Calculated on taxable value
  • Fixed Cess: Per unit amount
5
Understand Inventory Method Impact
FIFO/LIFO Method
  • Creates new stock batches
  • Each purchase creates separate inventory record
  • Maintains cost history per batch
  • Ideal for tracking specific lots
Average Method
  • Updates existing stock records
  • Recalculates average cost
  • Simplifies inventory management
  • Better for bulk commodities
Inventory method is set at company level and affects all purchases. Choose carefully as it impacts cost calculations and reporting.
6
Review and Save Purchase
Pre-Save Checklist
Save Actions
Best Practices for Purchases
Do's
  • Always verify supplier invoice details
  • Check quantities against physical receipt
  • Ensure correct GST rates and HSN codes
  • Use appropriate godown/location
  • Set realistic payment terms
  • Enable batch tracking for regulated items
Don'ts
  • Don't skip invoice number verification
  • Avoid entering incorrect quantities
  • Don't ignore GST compliance requirements
  • Avoid using wrong inventory locations
  • Don't forget to check payment terms
  • Don't skip batch/expiry tracking for medical items
Important Notes
  • Purchases automatically update inventory levels and create accounting entries
  • GST input credit is automatically calculated and recorded
  • Inventory method (FIFO/LIFO/Average) affects cost calculations
  • Batch tracking is mandatory for pharmaceutical and medical businesses
  • Purchase returns can be created to adjust inventory and costs
  • All purchases are linked to suppliers for payment tracking

Create Purchase Returns (Debit Note)

Purchasing Module
Purchase Returns (Debit Notes) are used to return goods to suppliers, adjust purchase invoices, claim refunds, or correct billing errors. This process reverses inventory and creates accounting adjustments.
1
Access Purchase Section

Navigate to the Purchase option in the main sidebar menu.

Location: Main Menu → Purchase → Purchase Return
2
Select Original Purchase Invoice
Purchase Selection
Enter the voucher ID of the original purchase you want to return
The system will automatically load supplier details, products, and original quantities from the selected purchase.
Important Notes
  • Only completed purchases can be returned
  • Return quantity cannot exceed original quantity
  • Returns affect inventory levels
  • GST adjustments are automatic
3
Fill Return Information
Required Fields
  • Transaction ID: Auto-generated return number (PR001, PR002...)
  • Date: Return date
  • Original Purchase ID: Reference to original purchase
  • Payment Mode: How refund will be processed
  • Return Reason: Why items are being returned
Optional Fields
  • Debit Note No: Supplier's debit note reference
  • Notes: Additional comments
  • Return Authorization: Supplier approval reference
4
Configure Return Items
Return Details
Field Description Validation
Product Product from original purchase Auto-filled
Original Qty Quantity from original purchase Read-only
Return Qty Quantity being returned ≤ Original Qty
Price Original purchase price Read-only
Godown Location where items are stored Select
Return Settings
Virtual Mode
For price adjustments only
Stock Adjustment
Reduce stock quantities
5
Handle GST and Tax Adjustments
GST Reversal
GST input credit is automatically reversed based on return quantities.
  • Input credit is reduced proportionally
  • GST rates remain same as original purchase
  • HSN codes are preserved
  • Cess amounts are adjusted automatically
Financial Impact
Account Effect
Purchase Returns Credit
Supplier Account Debit
GST Input Credit Debit
Inventory Debit
6
Understand Inventory Impact
Stock Reduction
  • Return quantities reduce available stock
  • Cost calculations are adjusted
  • Batch tracking is maintained
  • Location-wise stock is updated
Cost Impact
  • Average cost is recalculated
  • FIFO/LIFO batches are adjusted
  • Total inventory value decreases
  • Cost of goods sold is affected
Virtual returns (price adjustments only) do not affect inventory levels but still create accounting entries.
7
Review and Save Purchase Return
Pre-Save Checklist
Save Actions
Best Practices for Purchase Returns
Do's
  • Always verify original purchase details
  • Check return quantities against physical returns
  • Ensure proper return authorization from supplier
  • Use appropriate return reasons
  • Verify GST adjustments are correct
  • Update inventory locations if needed
Don'ts
  • Don't return more than original quantity
  • Avoid returning without supplier approval
  • Don't skip GST compliance requirements
  • Avoid incorrect return reasons
  • Don't forget to update inventory locations
  • Don't ignore payment mode implications
Important Notes
  • Purchase returns automatically create accounting entries and reduce inventory
  • GST input credit is reversed proportionally to return quantities
  • Virtual returns are used for price adjustments without physical returns
  • Returns affect cost calculations based on inventory method (FIFO/LIFO/Average)
  • Batch tracking is maintained for returned items
  • Debit notes can be printed and sent to suppliers for refund processing
  • Returns are linked to original purchases for audit trail

Create Quotation

Sales Module
What is a Quotation? A Quotation is a formal price estimate document sent to potential customers. It outlines the products/services, quantities, prices, and terms before the customer commits to a purchase. Think of it as a "price proposal" that helps customers make informed decisions.
Why Use Quotations? Quotations help you present professional price estimates, set clear expectations, and increase the chances of converting prospects into customers. They also serve as a reference document for future negotiations.
1
Access Sales Section

Navigate to the Sales option in the main sidebar menu.

Navigation Path: Main Menu → Sales → Quotation
Quick Tip

You can also access this from the dashboard by clicking on the "Create Quotation" quick action button.

2
Fill Basic Information

Start by entering the fundamental details of your quotation:

Required Fields (Must Fill)
Transaction ID: Auto-generated quotation number (Q001, Q002...)
Date: Quotation creation date
Customer: Select from existing customers or add new
Validity Period: How long the quote is valid (e.g., 30 days)
Optional Fields (Can Skip)
Reference: Internal reference number
Subject: Brief description of the quote
Notes: Additional comments or special terms
Pro Tip: Always set a reasonable validity period and include clear terms to avoid misunderstandings with customers.
3
Add Products to Quotation

Select the products you want to quote and specify quantities and prices:

Product Details Table
Field Name What to Enter Required? Example
Product Select from existing products or add new Yes Laptop, Printer, etc.
Quantity Number of units to quote Yes 5, 10, 100
Unit Primary or secondary unit of measurement Yes Pieces, KG, Liters
Price Per unit price (excluding taxes) Yes ₹500, ₹1000
Discount Percentage or amount discount No 10%, ₹50
Amount Calculated total (Qty × Price - Discount) Auto ₹4500
Quick Actions
Tip: Use "Add Product Row" to add multiple products to your quotation.
Important: Double-check all quantities and prices before proceeding. These details will be sent to your customer.
4
Configure GST Settings

Set up tax configuration for your quotation:

GST Applicability
Invoice Type
GST Note: GST rates are automatically applied based on product HSN codes. Ensure products have correct HSN codes for accurate tax calculation.
5
Review and Save Quotation

Before saving, carefully review all details:

Pre-Save Checklist
Save Options
Save as Draft: Use this if you want to complete the quotation later.
Best Practices for Quotations
Do's (Recommended)
  • ✅ Always include clear delivery terms and conditions
  • ✅ Specify payment terms and due dates
  • ✅ Use competitive but profitable pricing
  • ✅ Include contact information for both parties
  • ✅ Set realistic validity periods
  • ✅ Review all details before sending
Don'ts (Avoid)
  • ❌ Don't leave pricing fields empty
  • ❌ Avoid vague product descriptions
  • ❌ Don't skip GST configuration
  • ❌ Avoid unrealistic validity periods
  • ❌ Don't forget to review before saving
  • ❌ Don't send without proper formatting
Important Notes & Limitations
  • Price Proposal: Quotations are price proposals and not legally binding until accepted by the customer
  • Auto-Generated Numbers: Quotation numbers are auto-generated and cannot be modified after creation
  • Conversion: You can convert Quotations to Sales Orders or Invoices when customer accepts
  • GST Calculation: GST calculations are based on product HSN codes and current tax rates
  • Validity Period: Always specify a reasonable validity period for your quotes
  • Customer Communication: Follow up with customers after sending quotations

Create Sales Order

Sales Module
What is a Sales Order? A Sales Order (SO) is a formal document that confirms a customer's commitment to purchase goods or services from your business. It serves as a legally binding contract between your business and the customer, specifying what they want to buy, quantities, prices, and delivery terms.
Why Use Sales Orders? Sales Orders help track customer commitments, plan inventory fulfillment, manage production schedules, and provide a clear audit trail for all sales transactions. They are typically created after a quotation is accepted by the customer.
1
Access Sales Section

Navigate to the Sales option in the main sidebar menu.

Navigation Path: Main Menu → Sales → Sales Order
Quick Tip

You can also convert an existing Quotation to a Sales Order by clicking the "Convert to Sales Order" button in the quotation details.

2
Fill Basic Information

Start by entering the fundamental details of your sales order:

Required Fields (Must Fill)
Transaction ID: Auto-generated SO number (SO001, SO002...)
Date: Sales order creation date
Customer: Select from existing customers or add new
Expected Delivery Date: When you expect to deliver goods
Optional Fields (Can Skip)
Reference: Internal reference number
Notes: Additional comments or instructions
Terms & Conditions: Special terms for this order
Pro Tip: Always set realistic delivery dates and include clear terms to avoid misunderstandings with customers.
3
Configure Shipping Details

Define where goods will be shipped from and delivered to:

Ship From Options
Deliver To Options
Shipping Charges: You can include shipping charges in the sales order or specify them separately.
4
Add Products to Order

Select the products the customer wants to order and specify quantities and prices:

Product Details Table
Field Name What to Enter Required? Example
Product Select from existing products or add new Yes Laptop, Printer, etc.
Quantity Number of units ordered Yes 5, 10, 100
Unit Primary or secondary unit of measurement Yes Pieces, KG, Liters
Price Per unit price (excluding taxes) Yes ₹500, ₹1000
Discount Percentage or amount discount No 10%, ₹50
Amount Calculated total (Qty × Price - Discount) Auto ₹4500
Quick Actions
Tip: Use "Add Product Row" to add multiple products to your order.
Important: Double-check all quantities and prices before proceeding. These details will be sent to your customer.
5
Configure GST Settings

Set up tax configuration for your sales order:

GST Applicability
Invoice Type
GST Note: GST rates are automatically applied based on product HSN codes. Ensure products have correct HSN codes for accurate tax calculation.
6
Review and Save Sales Order

Before saving, carefully review all details:

Pre-Save Checklist
Save Options
Save as Draft: Use this if you want to complete the sales order later.
Best Practices for Sales Orders
Do's (Recommended)
  • ✅ Always include clear delivery terms and conditions
  • ✅ Specify payment terms and due dates
  • ✅ Use consistent product codes and descriptions
  • ✅ Include contact information for both parties
  • ✅ Set realistic delivery expectations
  • ✅ Review all details before sending
Don'ts (Avoid)
  • ❌ Don't leave pricing fields empty
  • ❌ Avoid vague product descriptions
  • ❌ Don't skip GST configuration
  • ❌ Avoid unrealistic delivery timelines
  • ❌ Don't forget to review before saving
  • ❌ Don't send without customer approval
Important Notes & Limitations
  • Legal Document: Sales Orders are legally binding documents - review carefully before sending
  • Auto-Generated Numbers: SO numbers are auto-generated and cannot be modified after creation
  • Conversion: You can convert Sales Orders to actual Sales/Invoices when goods are delivered
  • GST Calculation: GST calculations are based on product HSN codes and current tax rates
  • Inventory Planning: Sales Orders help plan inventory and production requirements
  • Customer Communication: Always communicate with customers after creating sales orders

Create Invoice/Sales

Sales Module
What is a Sales Invoice? A Sales Invoice is a legal document that records the actual sale of goods or services to a customer. It serves as proof of the transaction, details what was sold, at what price, and when payment is due. Invoices also update your inventory levels and create accounting entries.
Composite & Unregistered Dealer Support: When creating invoices as a Composite Dealer or Unregistered Dealer, the system automatically generates a "Bill of Supply" instead of a "Tax Invoice" as per GST rules. No GST is charged separately on these invoices.
Why Use Sales Invoices? Invoices are essential for recording revenue, tracking sales, managing inventory, complying with tax regulations, and maintaining proper accounting records. They also serve as legal documents for customer transactions.
1
Access Sales Section

Navigate to the Sales option in the main sidebar menu.

Navigation Path: Main Menu → Sales → Sales
Quick Tip

You can also convert an existing Sales Order to an Invoice by clicking the "Convert to Invoice" button in the sales order details.

2
Fill Basic Information

Start by entering the fundamental details of your sales invoice:

Required Fields (Must Fill)
Transaction ID: Auto-generated invoice number (INV001, INV002...)
Date: Invoice creation date
Customer: Select from existing customers or add new
Due Date: When payment is expected
Optional Fields (Can Skip)
Reference: Internal reference number
Notes: Additional comments or instructions
Terms & Conditions: Payment and delivery terms
Pro Tip: Always set realistic due dates and include clear payment terms to ensure timely collections.
3
Configure Shipping Details

Define where goods will be shipped from and delivered to:

Ship From Options
Deliver To Options
Shipping Charges: You can include shipping charges in the invoice or specify them separately.
4
Add Products to Invoice

Select the products being sold and specify quantities and prices:

Product Details Table
Field Name What to Enter Required? Example
Product Select from existing products or add new Yes Laptop, Printer, etc.
Quantity Number of units sold Yes 5, 10, 100
Unit Primary or secondary unit of measurement Yes Pieces, KG, Liters
Price Per unit price (excluding taxes) Yes ₹500, ₹1000
Discount Percentage or amount discount No 10%, ₹50
Amount Calculated total (Qty × Price - Discount) Auto ₹4500
Quick Actions
Tip: Use "Add Product Row" to add multiple products to your invoice.
Important: Double-check all quantities and prices before proceeding. These details will affect your inventory and accounting records.
5
Configure GST Settings

Set up tax configuration for your sales invoice:

GST Applicability
Invoice Type
GST Note: GST rates are automatically applied based on product HSN codes. Ensure products have correct HSN codes for accurate tax calculation.
6
Review and Save Invoice

Before saving, carefully review all details:

Pre-Save Checklist
Save Options
Save as Draft: Use this if you want to complete the invoice later.
Best Practices for Sales Invoices
Do's (Recommended)
  • ✅ Always include clear payment terms and due dates
  • ✅ Specify delivery terms and conditions
  • ✅ Use consistent product codes and descriptions
  • ✅ Include contact information for both parties
  • ✅ Set realistic payment expectations
  • ✅ Review all details before saving
Don'ts (Avoid)
  • ❌ Don't leave pricing fields empty
  • ❌ Avoid vague product descriptions
  • ❌ Don't skip GST configuration
  • ❌ Avoid unrealistic payment timelines
  • ❌ Don't forget to review before saving
  • ❌ Don't send without proper formatting
Important Notes & Limitations
  • Legal Document: Sales Invoices are legally binding documents - review carefully before sending
  • Auto-Generated Numbers: Invoice numbers are auto-generated and cannot be modified after creation
  • Inventory Impact: Creating invoices automatically reduces inventory levels
  • GST Calculation: GST calculations are based on product HSN codes and current tax rates
  • Accounting Impact: Invoices create accounting entries for revenue and receivables
  • Customer Communication: Always send invoices to customers promptly

Create Credit Note

Sales Module
What is a Credit Note? A Credit Note is a document issued to adjust or correct a previously issued sales invoice. It's used for sales returns, discounts, price corrections, or any other adjustments that reduce the amount owed by the customer.
When to Use Credit Notes? Credit Notes are used when customers return goods, when you need to give discounts after invoicing, when there are pricing errors, or when you need to adjust invoice amounts for any other reason.
Why Use Credit Notes? Credit Notes help maintain accurate accounting records, provide proper documentation for adjustments, and ensure compliance with tax regulations. They also help track returns and adjustments separately from regular sales.
1
Access Sales Section

Navigate to the Sales option in the main sidebar menu.

Navigation Path: Main Menu → Sales → Sales Return
Quick Tip

You can also create credit notes directly from the original invoice by clicking the "Create Credit Note" button.

2
Select Original Sale

Choose the original sales invoice that needs adjustment:

Finding the Original Invoice
Invoice Number: Enter the original invoice number
Customer Name: Search by customer name
Date Range: Filter by invoice date
Amount: Search by invoice amount
Important Notes
  • Only unpaid or partially paid invoices can be adjusted
  • The original invoice details will be loaded automatically
  • You can modify quantities, prices, or add new items
  • Credit notes are linked to the original invoice
Pro Tip: Always verify you have selected the correct original invoice before proceeding.
3
Adjust Items and Quantities

Modify the items from the original invoice as needed:

Adjustment Options
Action What it Does When to Use Example
Return Items Reduce quantity or remove items Customer returns goods Return 2 out of 5 laptops
Price Adjustment Change unit prices Pricing errors or discounts Reduce price from ₹1000 to ₹900
Add Discount Apply additional discounts Post-invoice discounts Add 10% discount
Remove Items Completely remove items Items not delivered Remove damaged items
Quick Actions
Tip: You can adjust multiple items in the same credit note.
Important: Credit notes will automatically update inventory levels and accounting records.
4
Specify Reason for Credit Note

Provide a clear reason for the credit note adjustment:

Required Information
Credit Note Date: Date of credit note creation
Reason: Why the credit note is being issued
Reference: Link to original invoice
Amount: Total credit amount
Common Reasons
Sales Return: Customer returned goods
Price Correction: Incorrect pricing in original invoice
Quality Issues: Defective or damaged goods
Discount: Post-invoice discount
Pro Tip: Always provide a clear and specific reason for the credit note to maintain proper documentation.
5
Review and Save Credit Note

Before saving, carefully review all adjustments:

Pre-Save Checklist
Save Options
Save as Draft: Use this if you want to complete the credit note later.
Best Practices for Credit Notes
Do's (Recommended)
  • ✅ Always provide clear reasons for adjustments
  • ✅ Verify the original invoice before creating credit note
  • ✅ Communicate with customer before issuing
  • ✅ Keep proper documentation of returns
  • ✅ Review all adjustments carefully
  • ✅ Update inventory records promptly
Don'ts (Avoid)
  • ❌ Don't create credit notes without proper reason
  • ❌ Avoid vague or unclear explanations
  • ❌ Don't skip customer communication
  • ❌ Avoid creating credit notes for paid invoices
  • ❌ Don't forget to update inventory
  • ❌ Don't issue without proper authorization
Important Notes & Limitations
  • Original Invoice Link: Credit notes are always linked to the original invoice
  • Auto-Generated Numbers: Credit note numbers are auto-generated and cannot be modified
  • Inventory Impact: Credit notes automatically update inventory levels
  • GST Adjustment: GST amounts are automatically recalculated based on adjustments
  • Customer Communication: Always inform customers before issuing credit notes
  • Documentation: Keep proper records of all credit note reasons and approvals

Add Income

Accounting Module
Record all income sources including sales, interest, commissions, and other revenue.
1
Access Accounting Section

Navigate to the Accounting option in the main sidebar menu.

2
Select Income

Click on the Income tab to record new income entries.

3
Fill Income Details

Complete the income form with:

  • Income category
  • Amount and date
  • Payment method
  • Description or notes
4
Save Entry

Review the details and click Save to record the income.

Add Expense

Accounting Module
Track all business expenses including purchases, utilities, salaries, and other costs.
1
Access Accounting Section

Navigate to the Accounting option in the main sidebar menu.

2
Select Expense

Click on the Expense tab to record new expense entries.

3
Fill Expense Details

Complete the expense form with:

  • Expense category
  • Amount and date
  • Payment method
  • Description or notes
4
Save Entry

Review the details and click Save to record the expense.

Journal Entries

Accounting Module
Journal entries allow manual recording of complex accounting transactions.
1
Access Accounting Section

Navigate to the Accounting option in the main sidebar menu.

2
Select Journal

Click on the Journal tab to create new journal entries.

3
Create Entry

Add debit and credit entries ensuring they balance:

  • Select account heads
  • Enter amounts
  • Add narration
  • Ensure debits equal credits
4
Save Entry

Review the journal entry and click Save to record it.

Financial Reports

Reporting Module
Generate comprehensive financial reports to analyze business performance.
1
Access Reports Section

Navigate to the Reports option in the main sidebar menu.

2
Select Report Type

Choose from available reports:

  • Profit & Loss Statement
  • Balance Sheet
  • Trial Balance
  • Cash Flow Statement
3
Set Date Range

Select the period for which you want to generate the report.

4
Generate Report

Click Generate to create and view the financial report.

Stock Inventory

Inventory Module
Monitor current stock levels and track inventory movements across all locations.
1
Access Inventory Section

Navigate to the Inventory option in the main sidebar menu.

2
Select Stock

Click on the Stock tab to view current inventory levels.

3
View Inventory Details

Review stock information including:

  • Current quantities
  • Location-wise stock
  • Value calculations
  • Stock movements
4
Export or Print

Use export options to download inventory reports or print for physical records.

Inventory Methods

Inventory Module
Choose appropriate inventory valuation methods based on your business requirements.
1
Access Settings

Navigate to the Settings option in the main sidebar menu.

2
Select Inventory Settings

Click on Inventory Settings to configure valuation methods.

3
Choose Method

Select from available methods:

  • FIFO (First In, First Out)
  • LIFO (Last In, First Out)
  • Weighted Average
  • Specific Identification
4
Save Settings

Click Save to apply the selected inventory valuation method.

MFD/Expiry Tracking

Inventory Module
Track manufacturing and expiry dates for products with shelf life requirements.
1
Enable Date Tracking

In product settings, enable MFD/Expiry Tracking for relevant products.

2
Enter Dates During Purchase

When adding purchases, enter manufacturing and expiry dates for each batch.

3
Monitor Expiry Alerts

System will automatically alert you about products nearing expiry dates.

4
Generate Reports

Use expiry reports to plan inventory rotation and prevent losses.

Bills of Materials

Manufacturing Module
Define product recipes and material requirements for manufacturing processes.
1
Access Manufacturing Section

Navigate to the Manufacturing option in the main sidebar menu.

2
Select BOM

Click on the Bills of Materials tab to create new BOMs.

3
Define Recipe

Specify the finished product and required raw materials with quantities.

4
Save BOM

Review the bill of materials and click Save to create it.

Work in Progress

Manufacturing Module
Track manufacturing processes and monitor production progress.
1
Access Manufacturing Section

Navigate to the Manufacturing option in the main sidebar menu.

2
Select WIP

Click on the Work in Progress tab to track production.

3
Monitor Progress

Track production stages and material consumption.

4
Complete Production

Mark production as complete and update inventory.

Composite & Unregistered Dealer Support

GST Compliance
Special support for Composition Dealers and Unregistered Dealers as per GST regulations.
1
Automatic Bill of Supply

System automatically generates "Bill of Supply" instead of "Tax Invoice" for Composite and Unregistered Dealers.

2
No GST Charging

GST is not charged separately on invoices as per GST rules for these dealer types.

3
Compliance Notices

Automatic notices are added to invoices explaining GST treatment.

System Settings

Configuration
Configure system preferences and business-specific settings.
1
Access Settings

Navigate to the Settings option in the main sidebar menu.

2
Configure Preferences

Set up business-specific settings, tax rates, and system preferences.

3
Save Settings

Review and save your configuration settings.