Sales covers everything from the counter till to the money coming in: quick billing at the shop counter, quotations and agreements, sales orders and delivery, tax invoices and returns, and collecting what customers owe. Each document carries a branch, and one document can be raised from the one before it, for example a quotation becomes a sales order, the order is shipped, and the shipment is invoiced.
6 sections20 screens231 fields explained
Point of Sale
Billing screens for the shop counter. A cashier rings up a sale, takes payment in cash, card or UPI (or a mix), and prints the receipt. Every counter sale is saved as a sales invoice of the till's branch.
New Sale (POS)
Menu path: /sales/quick-posA touch-friendly counter till with a picture grid or compact list of your products. Cashiers use it to bill walk-in or known customers quickly and take payment on the spot.
How to use it
- Check the bill number shown at the top of the bill; it is the next number of your sales invoice series.
- Choose who the bill is for in Bill to. Leave it on Walk-in customer for a cash sale to an unknown buyer.
- Tap products in the grid, or type or scan a name, item code or barcode in the search box and press Enter.
- Tap a line on the bill to change its quantity, unit price or discount per unit, then press Done.
- Press Pay (F9), add one or more payments (Cash, Card or UPI) until the bill is covered, and press Complete sale.
- Print the receipt, or send it on WhatsApp, and start the next bill.
Fields on this screen (14)
| Field | Type | What to enter |
|---|
| Top bar |
| Document typeRequired | dropdown | The kind of sales document this till issues, from Masters > Document Types. The next bill number of the chosen type is shown on the bill. |
| Catalogue |
| Search or scan — name, code, barcode | text | Type to filter the product grid by name, item code or barcode. A barcode scanner can scan straight into this box: an exact barcode or code followed by Enter adds that item to the bill. |
| Bill |
| Bill to | dropdown | The customer the bill is raised to. Defaults to Walk-in customer. When a saved customer is chosen, the till checks the bill against their credit limit and shows whether this bill takes them past it (a warning only). |
| Line editor |
| QUANTITYRequired | number | How many units of this item. It cannot go above the stock shown for the item. |
| UNIT PRICERequired | number | Selling price per unit. Starts at the product's selling price; change it for this bill only. |
| DISCOUNT PER UNIT | number | Rupees off each unit. It cannot be more than the unit price. The bill shows the old price struck through and the discounted price. |
| LINE TOTAL | number | Worked out from quantity, price and discount. Not typed. |
| Bill totals |
| Subtotal (before tax) | number | Value of the items before GST, worked out by the till. |
| Discount | number | Total discount given on the bill. Shown only when there is a discount. |
| GST | number | GST on the bill, from each product's tax rate. For a product priced tax-inclusive, the GST is taken out of the price instead of added on top. |
| Total payable | number | What the customer pays. The same figure appears on the Pay button. |
| Take payment |
| Payment mode (Cash / Card / UPI)Required | toggle | The mode of the payment you are about to add. A bill can be split across several modes, for example part cash and part UPI. |
| AMOUNT IN CASH (or card / UPI)Required | number | The amount received in the chosen mode. It is pre-filled with what is still to collect. Quick cash buttons fill common note amounts. Only cash can be more than the amount owed; the extra is shown as Change due. A card or UPI amount is capped at what is still owed. |
| REFERENCE | text | Card approval number or UPI reference. Shown only for Card and UPI. |
Filters and search
Search or scan boxCategory buttons above the product gridPicture grid or Compact list view (remembered on this computer)
Buttons and actions
Pay (F9)Opens the Take payment window for the current bill.
AddAdds the typed amount as one payment line. A payment line can be removed before completing.
Complete sale (Enter)Saves the sale as a sales invoice dated today for the till's branch, with the next number of the series. Stock of each item goes down, cash is recorded in Cash in hand and card or UPI in the bank, and the sale is posted to the accounts. The sale cannot be completed while any amount is still to collect.
Hold (F3)Parks the current bill so you can serve the next customer.
Held (F4)Lists parked bills; pick one to bring it back on screen.
Receipt (F7)Shows the last receipt from this till again.
PrintPrints the receipt.
WhatsAppOpens WhatsApp with the receipt text ready; you choose the chat and press send.
ClearEmpties the current bill.
Remove lineRemoves the line being edited from the bill.
Counter POSSwitches to the scanner-driven till, POS (Scan).
Full screenShows the till using the whole screen.
Good to know
Only products marked to show on POS in the product master appear at the till. An item that is out of stock cannot be added.
A walk-in sale is billed to a customer called Walk-in Customer, which the system creates by itself the first time.
Held bills are kept in this computer's browser (up to 20). They are not saved as documents until the sale is completed.
Shortcut keys: F9 pay, F3 hold, F4 held bills, F7 last receipt, Esc closes a window.
POS (Scan)
Menu path: /sales/barcode-posA counter till built around a barcode scanner and an on-screen keypad. It suits shops where most items carry barcodes and the cashier works from the keyboard.
How to use it
- Scan an item's barcode into the scan box, or type a name or code and press Enter. Scanning the same item again adds one more.
- To bill a known customer, press Customer (F6) and pick them; otherwise the bill stays on Walk-in customer.
- Click a line, choose QTY, PRICE or DISC on the keypad, and type the new value with the keypad or keyboard.
- Press F2 to search the catalogue when an item has no barcode.
- Press PAY (F9), add the payments, and press Complete sale.
- Print the receipt or send it on WhatsApp.
Fields on this screen (14)
| Field | Type | What to enter |
|---|
| Top bar |
| Document typeRequired | dropdown | The kind of sales document this till issues, from Masters > Document Types. Its next bill number is shown on the bill. |
| Scanner |
| Scan barcode, or type a name / code | text | The scanner types into this box. A matching barcode or item code adds the item to the bill; READY shows the box is waiting for a scan. |
| Bill to |
| Search customer by name or mobile | lookup | Opened with the customer button or F6. Pick the customer to bill; the till then checks their credit limit and warns if this bill goes past it. |
| Lines |
| ItemRequired | text | The product scanned or picked. Shown with its picture when one is uploaded. |
| QtyRequired | number | Quantity of the selected line. Change it with the keypad in QTY mode (F1). It cannot go above the stock in hand. |
| Unit priceRequired | number | Price per unit, from the product's selling price. Change it in PRICE mode (Alt+P). |
| Discount | number | Discount per unit. Change it in DISC mode (Alt+D). It cannot be more than the unit price. |
| GST | number | The product's GST rate, from the product master. |
| Amount | number | Line value, worked out by the till. |
| Catalogue (F2) |
| Search by name, code or barcode… | text | Searches the product catalogue; category buttons narrow the list. Click a product to add it. |
| Bill totals |
| Subtotal (before tax) / Discount / GST / Total payable | number | Worked out by the till as lines change. Total payable is the amount on the PAY key. |
| Take payment |
| Payment mode (Cash / Card / UPI)Required | toggle | Mode of the next payment line. A bill can be split across modes. |
| AMOUNTRequired | number | Amount received in the chosen mode. Only cash may be more than the amount owed; the extra is shown as change. |
| REFERENCE | text | Card approval or UPI reference, for card and UPI payments. |
Columns in the list
#ItemQtyUnit priceDiscountGSTAmount
Filters and search
Catalogue search and category buttons (F2)
Buttons and actions
Search (F2)Opens the catalogue to pick an item without a barcode.
Hold bill (F3)Parks the bill to serve the next customer.
Held (F4)Brings back a parked bill.
Customer (F6)Chooses the customer to bill.
Last receipt (F7)Shows the last receipt from this till.
Clear bill (F8)Empties the bill.
Remove line (Delete)Removes the selected line.
PAY (F9)Opens Take payment.
Complete saleSaves the sale as a sales invoice of the till's branch with the next number, reduces stock, records cash in Cash in hand and card or UPI in the bank, and posts it to the accounts. All of the bill must be collected first.
Print / Print last receiptPrints the receipt.
WhatsAppOpens WhatsApp with the receipt text ready to send.
Good to know
Both tills share the same payment, held-bill and receipt windows, and both save the same kind of sales invoice.
Only products marked to show on POS appear, and an out-of-stock item cannot be billed.
Counter sales are listed under POS Orders.
POS Orders
Menu path: /sales/order/posThe list of every counter sale rung up at New Sale (POS) or POS (Scan). Owners and accountants use it to look up a bill, reprint a receipt, or see what is still unsettled.
How to use it
- Read the tiles at the top: number of counter sales, total taken, today's count and value, and what is unsettled.
- Search by bill number, customer or branch, or open Advanced Filters.
- Click the arrow on a row to see its items with taxable value and CGST, SGST or IGST.
- Use the row menu to view the sale, open the bill or print the receipt.
- To cancel a wrong sale, choose Cancel Sale from the row menu.
Columns in the list
BranchBill No.CustomerDoc TypeSale DateItemsGrand TotalPaidBalanceStatus
Filters and search
Search bill no., customer, branchAdvanced Filters: Bill No., Status (Paid, Partial, Pending, Cancelled), Branch, Customer, Sale Date between, Items between, Grand Total ₹ between, Balance ₹ between
Buttons and actions
View OrderOpens the counter sale read-only.
Open BillOpens the sales invoice behind the counter sale.
Print ReceiptPrints the bill.
Cancel SaleMarks the counter sale Cancelled so it stops counting towards your sales.
Cancel selectedCancels all ticked counter sales.
ExportDownloads the list as Excel, CSV or PDF.
New Sale (POS) / POS (Scan) / Sales OrdersOpens the tills or the sales order list.
Good to know
There is no entry form on this page: counter sales are made only at the tills. A counter sale is not edited afterwards; correct it with a sales return / credit note.
The Unsettled tile shows counter sales that still have a balance.
Quotes & Agreements
Price offers and contracts that come before an order. A quotation tells the customer your price; follow-ups remind you to chase it; a proforma asks for an advance; an agreement fixes prices for a period. None of these move stock or touch the accounts.
Quotation
Menu path: /sales/quotationLists all quotations given to customers and opens the New Quotation form. Sales staff use it to price an enquiry, record the customer's answer and turn an accepted quote into a sales order.
How to use it
- Press New Quotation. The header window opens first.
- Pick the customer, the quoting branch, the quote date and how many days the price is valid, then press Apply.
- Add item lines: search the item, set quantity, rate and tax %. Add more lines with Add line.
- Press Save Quotation. It gets the next number of its document type.
- Open the quotation to print or email it, and mark it Sent.
- When the customer answers, press Customer Accepted or Declined.
- On an accepted quotation, press Create Sales Order (or tick several in the list and use Convert to orders).
Fields on this screen (22)
| Field | Type | What to enter |
|---|
| Document |
| Document TypeRequired | dropdown | What this document is and which number series it uses, from Masters > Document Types. The default type is chosen first. Fixed once the quotation has its number. |
| Document No. | text | Read-only. The next free number of the chosen type, given when you save. |
| Customer & Validity |
| CustomerRequired | lookup | Search by name, code, mobile or GSTIN. Filled in already when the quotation is raised from a CRM lead or for an existing customer. If the customer has a price list, item rates are taken from it. |
| Quoting BranchRequired | dropdown | The branch giving the quote. Defaults to your active branch. |
| Quote Date | date | Date of the quotation. Defaults to today. |
| Validity (days) | number | How many days the price holds. Default 30. Quote Date plus these days gives Valid Till; after that the quote counts as expired. |
| Remarks | textarea | Any note for the quotation. |
| Currency |
| Currency | dropdown | Defaults to INR. Choose another currency to price the quote in it; currencies in use are listed first. A customer billed in a foreign currency brings it in. |
| Exchange rate (₹ per 1 unit) | number | Rupees for one unit of the chosen currency. Switched off for INR and required for any other currency. A rate saved under Currencies & Rates for the date is filled in. Price lists apply only to rupee quotes. |
| Salesperson |
| Credited to | dropdown | The salesperson the quote counts for. Automatic means the customer's salesperson, otherwise you. Shown in Reports > Sales by Salesperson. |
| Additional details |
| Custom fields | text | Extra fields your company has set up for quotations under Settings > Custom Fields. Shown only when such fields exist; ones marked required must be filled. |
| Lines |
| ItemRequired | lookup | Search the product list. Picking an item fills its rate and tax %. |
| QtyRequired | number | Quantity quoted. Default 1; use the + and − buttons or type. Lines without an item or with zero quantity are not saved. |
| RateRequired | number | Price per unit before tax. Comes from the product or the customer's price list; you can type over it. |
| Tax % | number | GST rate for the line, with 0, 5, 12, 18 and 28 offered. Filled from the product. |
| Tax Amt | number | Qty × Rate × Tax %, worked out. |
| Amount | number | Line total, worked out. |
| Totals |
| Items / Total Qty | number | Number of lines and total quantity. |
| Subtotal | number | Total before tax. |
| Total Tax | number | Total GST. |
| About, in rupees | number | Shown only for a foreign-currency quote: the grand total in rupees at the exchange rate. |
| Grand Total | number | Subtotal plus tax, in the quote's currency. |
Columns in the list
BranchQuotation No.CustomerDoc TypeDateValid TillItemsTaxableTaxGrand TotalStatus
Filters and search
Search quotation no., customer, branchAdvanced Filters: Quotation No., Status (Draft, Pending, Sent, Accepted, Converted, Rejected, Expired), Branch, Customer, Date between, Valid Till between, Items between, Grand Total ₹ between
Buttons and actions
New QuotationOpens the blank quotation form.
Edit DetailsOpens the header window (customer, branch, dates, currency, salesperson).
Save QuotationSaves the quotation with the next number of its document type and returns to the list (or to the CRM lead it came from).
View / Edit / Delete (row menu)Open, change or delete a quotation. Edit and Delete are not offered once the quote is locked. A quotation that became a sales order cannot be deleted until that order is deleted or voided.
PrintOn the quotation view: prints the quotation.
Convert to ordersRaises one sales order from each ticked quotation; any that cannot become an order are skipped and listed with the reason.
Delete selectedDeletes the ticked quotations.
EmailOn the quotation view: emails the quotation with a PDF attached.
Proforma InvoiceOn the quotation view: starts a proforma invoice from this quotation, to ask for an advance.
Mark SentMoves a Pending quotation to Sent.
Customer Accepted / DeclinedRecords the customer's answer. If an approval rule covers quotations, acceptance waits for approval. A quotation from a CRM lead moves the lead forward.
Create Sales OrderOn an accepted quotation: raises a draft sales order with its lines and opens it. The quotation becomes Converted.
Follow-upsOpens Quotation Follow-ups.
ExportDownloads the list as Excel, CSV or PDF.
Good to know
A quotation is only an estimate: it does not change stock or the accounts.
Accepted, Converted and Rejected quotations are read-only.
Every line needs a product from the product list before the quotation can become an order.
Email sending needs the email setup to be completed in Settings.
Quotation Follow-ups
Menu path: /sales/quotation/followupsShows open quotations the customer has not answered yet: who is due a reminder today, which quotes are about to lapse, and every message, call and visit so far. Sales staff use it as their daily chase list.
How to use it
- Set your follow-up ladder once with Follow-up Rules (for example 3, 7, 14 days after the quote).
- Pick a quick filter: Due now, Lapsing soon, Lapsed, Waiting or All open.
- On a row, press the WhatsApp or email button to send the follow-up message.
- After a call or visit, press Log, choose the type, write what was discussed and set the next follow-up date.
- When the customer answers, open the quotation and record Accepted or Declined.
Fields on this screen (10)
| Field | Type | What to enter |
|---|
| Follow-up rules |
| Follow up open quotations | checkbox | Switches follow-up reminders on. While off, no quotation falls due. |
| Days after the quoteRequired | text | Whole numbers from 1 to 180, separated by commas, for example 3, 7, 14. Each step falls due once. |
| Days before it lapses | number | A last reminder this many days before the validity ends, 0 to 90. 0 means none. |
| Tell the salesperson | checkbox | Sends the salesperson a bell notification each morning a step falls due. |
| Email the customer by itself | checkbox | The morning run emails the follow-up when the customer has an email address. |
| MessageRequired | textarea | The wording the customer gets, up to 1000 characters. Fills in {customer} {business} {quotation} {date} {amount} {valid} {days}. Use the standard wording restores the default text. |
| Log a follow-up |
| Quotation | text | Read-only: the quotation number and customer. |
| TypeRequired | dropdown | Call, Visit or Note. |
| Next follow-up on | date | Optional. The quote falls due again on that day. Cannot be in the past. |
| What was discussedRequired | textarea | A short note, up to 500 characters. |
Columns in the list
QuotationCustomerSalespersonAmountAgeValid untilStepLast follow-upNext
Filters and search
Search quotation, customer, salespersonQuick filters: Due now, Lapsing soon, Lapsed, Waiting, All openClicking a tile (Due a follow-up, Lapsing soon, Lapsed still open, Open quotes) filters the list
Buttons and actions
Follow-up RulesOpens the rules window and saves the ladder and message.
WhatsApp buttonRecords the follow-up and opens WhatsApp with the message ready; you press send there. Disabled when the customer has no mobile number.
Email buttonEmails the follow-up message. Disabled when the customer has no email address.
LogRecords a call, visit or note against the quotation.
Open quotationOpens the quotation to record the customer's answer.
Remove (in the follow-up log)Removes a note you logged by hand.
DownloadDownloads the list as Excel, CSV or PDF.
Good to know
Only quotations that are Pending or Sent appear here.
The follow-up log at the bottom shows the latest 100 messages, calls, visits and notes.
Email sending needs the email setup to be completed in Settings. WhatsApp always needs a person to press send.
Proforma Invoices
Menu path: /sales/proformaPriced bills sent before the sale, usually to collect an advance. Nothing moves in stock or the books until a proforma is billed as a tax invoice.
How to use it
- Press New Proforma, or press Proforma Invoice on a quotation to start from its lines.
- In Edit Details pick the customer, branch, proforma date, validity and payment terms.
- Enter the advance asked, as a percentage or an amount, and any notes or terms.
- Add the item lines and press Save.
- Print, download the PDF or email it to the customer.
- When the customer confirms, press Bill It to raise the tax invoice from it.
Fields on this screen (24)
| Field | Type | What to enter |
|---|
| Document |
| Document Type / Document No.Required | dropdown | The proforma's document type from Masters > Document Types; its number is given when you save. |
| Customer |
| CustomerRequired | lookup | Search or open the list and pick the customer. Must be picked from the list. |
| BranchRequired | dropdown | The branch issuing the proforma. Every line carries this branch. |
| Customer's Reference | text | Their purchase order or enquiry number, up to 60 characters. |
| Dates & Payment |
| Proforma DateRequired | date | Date of the proforma. |
| Valid Until | date | Last day the offer holds. Cannot be before the proforma date. |
| Payment Terms | dropdown | From Masters > Payment Terms, or Company default. |
| Advance % | number | 0 to 100. A percentage works the advance out from the grand total. Leave at 0 to type an amount instead. |
| Or advance amount | number | The advance in money. Cannot be more than the grand total. The advance is printed under the total. |
| Salesperson |
| Credited to | dropdown | The salesperson the proforma counts for; Automatic uses the customer's salesperson, else you. |
| Currency |
| Currency / Exchange rate (₹ per 1 unit) | dropdown | INR by default. For another currency, the exchange rate is required and amounts are typed in that currency. |
| Notes & Terms |
| Notes to the customer | textarea | Printed on the proforma. Up to 2000 characters. |
| Terms & Conditions | textarea | Leave empty to print your standard terms. Up to 4000 characters. |
| Lines |
| Product / DescriptionRequired | lookup | Pick the item from the product list. A short description (up to 300 characters) can be added under it. |
| BranchRequired | text | Taken from the header branch. |
| SKU | text | Filled from the product. Read-only. |
| HSN/SAC | text | Filled from the product; can be typed or picked from the HSN list. Up to 20 characters. |
| QtyRequired | number | Must be more than zero. |
| UoM | dropdown | Unit of measure from your units list. Default PCS. |
| RateRequired | number | Price per unit before tax. Cannot be negative. |
| Tax % | dropdown | GST rate, 0 to 100. |
| Tax Amt / Amount | number | Worked out from quantity, rate and tax. |
| Proforma Summary |
| Items / Qty / Advance asked | number | Line count, total quantity and the advance requested. |
| Subtotal / Tax / Grand total | number | Worked out from the lines. For a foreign-currency proforma the rupee value at the rate is shown too. |
Columns in the list
Proforma #DateValid untilCustomerBranchQuotationTotalAdvanceTax invoiceStatus
Filters and search
Period from and to dates, with Apply and This FY (back to the current financial year)Search proforma, customer, quotation, invoiceQuick filters: All, Open, Expired, Billed, CancelledTiles Open, Billed and Expired also filter
Buttons and actions
New ProformaOpens a blank proforma.
Save / Save ChangesSaves the proforma and opens it.
Print / PDF / EmailPrints, downloads or emails the proforma with a PDF attached.
EditChanges an open proforma. A billed or cancelled one cannot be changed.
CancelCancels the proforma. It can be reopened later while it has not been billed.
ReopenMakes a cancelled proforma open again.
Bill ItOpens a new sales invoice filled with the proforma's customer, branch, salesperson and lines. Saving that invoice marks the proforma Invoiced and links the two.
Open InvoiceOpens the tax invoice raised from a billed proforma.
DownloadDownloads the list as Excel, CSV or PDF.
Good to know
A proforma does not reduce stock or post to the accounts. Only the tax invoice raised from it does.
A proforma in another currency is billed in that currency.
Email sending needs the email setup to be completed in Settings.
Sales Agreements
Menu path: /sales/agreementsA contract with a customer to supply products over a period at agreed prices. Sales orders are raised from the agreement as the customer calls goods off, and the agreement shows how much has been ordered, shipped, invoiced and is left.
How to use it
- Press New Agreement and choose the customer and the kind of contract.
- Set the period (Holds from and Until), the supplying branch, payment and delivery terms.
- Add each product with the agreed quantity and price, and press Save as draft.
- When the customer has signed, press Activate. Its products and prices are then fixed.
- Each time the customer calls goods off, press Order (or Create Sales Order), enter how many of each, and create the order.
- Extend the agreement if it needs more time, or Close it when it is done.
Fields on this screen (24)
| Field | Type | What to enter |
|---|
| New Sales Agreement |
| CustomerRequired | dropdown | The customer the agreement is with. |
| Kind of contract | dropdown | Quantity contract: so many of each, no more; orders cannot go past the agreed quantity. Rate contract: prices hold, quantity is only an estimate. |
| Title | text | A name for the agreement, for example Supply of office furniture, FY 2026-27. |
| Agreement date | date | The date the agreement was made. |
| Customer's reference | text | Their contract or purchase order number. |
| Holds fromRequired | date | First day of the agreement. |
| UntilRequired | date | Last day of the agreement. Cannot be before Holds from; an agreement can run for at most ten years. |
| Supplying branchRequired | dropdown | The branch that will supply the goods. Defaults to your active branch. |
| Payment terms | dropdown | From Masters > Payment Terms, or Company default. |
| Delivery terms | text | For example, delivered to the customer's site within 15 days of each order. |
| What is agreed |
| ProductRequired | dropdown | Pick from the product list. A product goes on an agreement once. Products marked made here have a bill of materials, so an order for them can be sent to production. |
| Unit | text | The product's unit, shown for reference. |
| Agreed quantityRequired | number | Must be more than zero. |
| Agreed priceRequired | number | Price per unit; cannot be negative. Orders raised from the agreement use this price. |
| Tax % | number | GST rate, 0 to 100. |
| Amount | number | Quantity × price, worked out. |
| New Sales Agreement |
| Terms and conditions | textarea | Price validity, warranty, penalties, how the agreement can be ended. Up to 4000 characters. |
| Sales order from agreement |
| Order date | date | Defaults to today. Must fall inside the agreement period. |
| Deliver by | date | Delivery date. Cannot be before the order date. |
| Customer's order number | text | Their purchase order or call-off number. Starts with the agreement's reference. |
| Order nowRequired | number | How many of each product to order now, shown beside the price, what is left on the agreement and stock in hand. On a quantity contract it cannot exceed what is left. At least one line must have a quantity. |
| Remarks | text | Shown on the sales order. |
| Extend |
| New last dayRequired | date | The new end date. Cannot already have passed. |
| Close / Cancel |
| Why | text | The reason for closing or cancelling, up to 300 characters. |
Columns in the list
AgreementCustomerWhat is agreedRunsAgreed valueOrderedStatus
Filters and search
Status tabs: All, Draft, Active, Fulfilled, Expired, Closed, CancelledSearch agreement, customer, productTiles Agreements in force and Ending within 30 days open the matching tab
Buttons and actions
New Agreement / Save as draftSaves a new agreement as a draft that can still be changed.
ActivateMakes a draft active once the customer has signed. Its lines are fixed and sales orders can be raised. Not allowed if the last day has passed.
Order / Create Sales OrderRaises a draft sales order at the agreed prices for the quantities entered. Order everything that is left fills every line.
ExtendMoves the last day of an active agreement.
Back to draftLets an active agreement be changed again, only while no sales orders have been raised from it.
Close / Open againCloses an active agreement (its orders stay as they are) or reopens a closed one.
CancelCancels a draft or active agreement.
RemoveRemoves a draft or cancelled agreement that has no sales orders.
Print / DownloadPrints the agreement, or downloads the list as Excel, CSV or PDF.
Good to know
An agreement past its last day shows as Expired until it is extended or closed; one ordered in full shows as Fulfilled.
The agreement page shows, per product, how much is ordered, shipped, invoiced and left, and lists the sales orders raised from it.
Orders & Delivery
Confirmed customer orders and the goods going out against them. A sales order is completed, then shipped in one or more deliveries; each shipment reduces stock and can be invoiced.
Sales Orders
Menu path: /sales/order/listLists customer orders and opens the sales order form. Used to record what a customer has ordered, track delivery and invoicing against it, and arrange supply when stock is short.
How to use it
- Press New Sales Order. In Edit Details pick the customer, selling branch, order date and payment type, then Apply.
- Add item lines with quantity, rate and tax %.
- Press Save. The order is saved as a Draft with the next number of its document type.
- Open the order and choose Complete from Actions when it is confirmed.
- Press Create Shipment to dispatch the goods, fully or in parts.
- Watch the Delivery Status and Invoice Status columns in the list until the order is fully shipped and invoiced.
Fields on this screen (19)
| Field | Type | What to enter |
|---|
| Document |
| Document Type / Document No.Required | dropdown | The order's document type from Masters > Document Types. The number is given when you save and is fixed after that. |
| Customer |
| CustomerRequired | lookup | Search or open the list. The Deliver To box on the form shows the customer's address from the customer master. |
| Selling Branch (Ship From)Required | dropdown | The branch (warehouse) selling and shipping the goods. Every line carries this branch. |
| Customer Ref / PO No. | text | The customer's purchase order or reference number. |
| Dates & Terms |
| Order DateRequired | date | Date of the order. |
| Due Date | text | Read-only. Order date plus the customer's payment-term days (15 days when the customer has none). |
| Payment Type | dropdown | CREDIT or CASH. |
| Terms & Conditions / Remarks |
| Terms & Conditions / Remarks | textarea | Terms or remarks for the order. |
| Currency |
| Currency / Exchange rate (₹ per 1 unit) | dropdown | INR by default. For another currency the exchange rate is required. |
| Salesperson |
| Credited to | dropdown | Automatic uses the customer's salesperson, otherwise the person saving. |
| Additional details |
| Custom fields | text | Fields your company added for sales orders under Settings > Custom Fields, if any. |
| Lines |
| Product / DescriptionRequired | lookup | Search the product list. Fills SKU, rate and tax. If the customer has a price list, the rate comes from it. |
| BranchRequired | text | Taken from the header branch. |
| SKU | text | Read-only, from the product. |
| QtyRequired | number | Quantity ordered. |
| RateRequired | number | Price per unit before tax. |
| Tax % | dropdown | 0%, 5%, 12%, 18% or 28%. Default 18%. |
| Tax Amt / Amount | number | Worked out from quantity, rate and tax. |
| Totals |
| Subtotal / Total Tax / Grand Total | number | Worked out from the lines, with item count and total quantity. A foreign-currency order also shows the value in rupees. |
Columns in the list
BranchSO No.CustomerDoc TypeOrder DateDue DateItemsGrand TotalPaidBalanceDelivery StatusInvoice StatusDoc Status
Filters and search
Search SO no., customer, branchAdvanced Filters: SO No., Doc Status (Draft, Completed, Voided, Invoiced), Delivery Status (Pending, Partially Shipped, Fully Shipped, Cancelled), Invoice Status (Not Invoiced, Partially Invoiced, Fully Invoiced, Cancelled), Branch, Customer, Document Type, Items between, Order Date between, Due Date between, Grand Total ₹ between, Balance ₹ between
Buttons and actions
New Sales Order / Save / UpdateSaves the order as a Draft.
CompleteConfirms a draft order so goods can be shipped. If an approval rule covers sales orders, it waits for approval.
Re-ActivateTakes a completed order back to Draft so it can be edited.
VoidCancels a draft or completed order. Not allowed once any goods have been shipped; cancel the shipments first.
Create ShipmentOn a completed order with goods still pending: opens the New Shipment form.
Email / PrintEmails the order confirmation with a PDF attached, or prints it.
Create production order / Create purchase orderFrom the Supply panel on the order view: raises production orders for items made in-house, or a draft purchase order for items that are short.
View / Edit / Void (row menu)Edit is offered only for draft orders.
Void selectedVoids the ticked orders.
ExportDownloads the list as Excel, CSV or PDF.
Good to know
A completed, closed or voided order is read-only. Re-activate it first to change it.
The Supply panel on the order shows, per item, what is still to ship, in stock, kept for other orders, coming and short.
Expand a row to see per line how much is ordered, shipped and invoiced, with the HSN from the product master.
Email sending needs the email setup to be completed in Settings.
Pending Sales Orders
Menu path: /sales/shipments/pendingCompleted sales orders with goods still to go out. The dispatch team ticks orders and dispatches them in one go.
How to use it
- Look at the tiles: orders to dispatch, quantity pending, order value, part dispatched and past due date.
- Search or filter to the orders you can send today.
- Tick the orders to dispatch in full.
- Check the Dispatch date in the bar that appears, then press Generate shipment.
- For a part delivery, use Dispatch part of it from the row menu instead.
Fields on this screen (1)
| Field | Type | What to enter |
|---|
| Bulk dispatch |
| Dispatch date | date | Date of the shipments created. Defaults to today. |
Columns in the list
BranchSO No.CustomerOrder DateDue DateItemsOrderedShippedPendingOrder ValueDispatch Status
Filters and search
Search SO no., customer, branchAdvanced Filters: SO No., Dispatch Status (Not dispatched, Part dispatched), Branch, Customer, Order Date between, Due Date between, Pending Qty between, Order Value ₹ between
Buttons and actions
Generate shipmentCreates one shipment per ticked order, dispatching everything that order still owes, and updates stock. Orders that cannot go out are skipped with the reason.
View orderOpens the sales order.
Dispatch part of itOpens the New Shipment form for that order, where quantities can be lowered.
All ShipmentsOpens Shipments / Delivery.
ExportDownloads the list as Excel, CSV or PDF.
Good to know
Only completed orders appear here.
If stock control is strict, an order whose items are not in stock cannot be dispatched.
Shipments / Delivery
Menu path: /sales/shipmentsEvery outbound shipment dispatched to customers, with its delivery challan. Used to dispatch goods against a sales order and then raise the tax invoice from the shipment.
How to use it
- Press Generate Shipment and pick the sales order to ship (or start from the order or the Pending Sales Orders page).
- In Edit Header check the shipment date and the branch the goods go from, and add notes such as vehicle number.
- Enter Qty to Ship on each line. It starts at the pending quantity; lower it for a part delivery.
- For batch, serial or expiry-tracked items, press Pick lots and choose the lots.
- Press Dispatch Shipment. Stock goes down and the order's shipped quantity goes up.
- Open the shipment to print the Delivery Challan, then press Generate AR Invoice.
Fields on this screen (11)
| Field | Type | What to enter |
|---|
| Document |
| Document Type / Document No.Required | dropdown | The shipment's document type; its number is given when saved. |
| Reference & Origin |
| Sales Order (Read Only) | text | The order being shipped. |
| Shipment DateRequired | date | Date of dispatch. Defaults to today. |
| Dispatch From (Branch)Required | dropdown | The branch (warehouse) the goods leave from. |
| Customer (Read Only) | text | The order's customer. |
| Internal Notes |
| Internal Notes | textarea | Carrier, vehicle, tracking or packing notes. |
| Lines |
| Product Description | text | The ordered product. Tracked products show a Pick lots button to choose the lots or serials this line takes. |
| BranchRequired | text | Taken from the header branch. |
| Ordered / Already Shipped / Pending | number | Read-only quantities from the sales order. |
| Qty to ShipRequired | number | How many to send now. Defaults to the pending quantity and cannot be more than it. At least one line must have a quantity. |
| Select Sales Order to ship |
| Search SO number or customer… | text | Filters the list of orders with goods pending (SO No., Order Date, Customer, Pending Qty, Status). |
Columns in the list
BranchShipment No.CustomerOrder RefDoc TypeShip DateItemsQty ShippedValueInvoicedStatus
Filters and search
Search shipment no., customer, SOAdvanced Filters: Branch, Shipment No., Status (Draft, Delivered, Voided), Customer, Order Ref, Invoiced (Invoiced, Pending), Qty Shipped between, Ship Date between
Buttons and actions
Generate ShipmentOpens the list of sales orders to ship.
Dispatch Shipment / Confirm ShipmentSaves the shipment, reduces stock, updates the order's shipped quantities and posts the shipment to the accounts.
Delivery ChallanPrints the delivery challan for the shipment.
PostingsShows the accounting entries of a completed shipment.
Generate AR InvoiceRaises the tax invoice for the shipped lines. The invoice cannot be dated before the shipment.
Invoice selectedRaises one invoice per ticked shipment; ones not completed or already invoiced are skipped and listed.
VoidCancels the shipment and returns the shipped stock to inventory.
View / Print (row menu)Open or print a shipment.
ExportDownloads the list as Excel, CSV or PDF.
Good to know
The sales order must be Completed before goods can be shipped.
A cancelled or already invoiced shipment cannot be invoiced again.
If stock control is strict, a line cannot ship more than is in stock.
Billing
Tax invoices to customers and the documents that correct them. Invoices reduce stock and post to the accounts; recurring schedules raise repeat bills; sales returns bring goods back and act as credit notes.
Sales Bills / Invoices
Menu path: /sales/listLists all tax invoices raised to customers and opens the invoice form. Used for direct billing, for checking what is paid and overdue, and for printing, emailing and GST reporting of each invoice.
How to use it
- Press New Sales Invoice. The header window opens.
- Pick the customer. Their billing address, GSTIN and place of supply fill in, and the due date follows their payment terms.
- Check the invoice date, branch, payment mode, currency and TCS, then press Save header.
- Search products by name or SKU, or press Browse, and set quantity, rate and tax % on each line. Pick lots where a line asks for them.
- Check the totals and press Create invoice.
- Open the invoice to print it (one copy or all three), email it, generate the e-Invoice IRN and e-way bill, or record payment.
Fields on this screen (36)
| Field | Type | What to enter |
|---|
| Document |
| Document TypeRequired | dropdown | The invoice's document type from Masters > Document Types, which decides its number series. Fixed once the invoice has its number. |
| Document No. | text | Read-only. The next free number of the chosen type, given on saving. |
| Header |
| Invoice # | text | Read-only, auto-generated. |
| CustomerRequired | dropdown | The customer billed. Picking one fills the Bill to fields, the due date by their payment terms, their TCS setting, their usual currency and their price list rates. |
| Invoice dateRequired | date | Date of the invoice. Changing it recalculates the due date. |
| Due date | date | When payment is due. Defaults to the invoice date plus the customer's payment-term days (30 when none is set); you can change it. |
| BranchRequired | dropdown | The selling branch (a warehouse is a branch). Every line carries it. GST is split by comparing the branch's state with the customer's place of supply. |
| Payment mode | dropdown | CREDIT (default) leaves the invoice unpaid. CASH marks it Paid on saving and records the cash receipt. |
| Currency | dropdown | INR by default, or the customer's own currency. For another currency, rates are typed in it and the books get the rupee value. |
| Exchange rate (₹ per 1 unit) | number | Rupees per unit of the chosen currency. Switched off for INR, required otherwise. The Grand total then also shows its value in rupees. |
| TCS (tax collected at source) |
| TCS section | dropdown | None, or the TCS section that applies. Filled from the customer's own setting; change it here for this invoice only. |
| TCS rate % | number | 0 to 100. Filled from the section. TCS is worked out on the invoice value with GST and added to the total. A rate above 0 needs a section. |
| Bill to |
| Company / Name | text | Read-only, from the customer master. |
| GSTIN | text | Read-only, the customer's GSTIN from the customer master. |
| Address 1 / Street / Pincode / City / State / Country | text | Read-only billing address from the customer master. |
| Place of supply | text | Read-only: the customer's state. When it differs from the selling branch's state the invoice charges IGST; when it is the same, CGST + SGST. This applies to unregistered customers too, by their address state. |
| Phone | text | Read-only, the customer's mobile. |
| Salesperson |
| Credited to | dropdown | Automatic uses the customer's salesperson, else you. |
| Additional details |
| Custom fields | text | Fields your company added for invoices under Settings > Custom Fields, if any. |
| Lines |
| Search products by name or SKU… | lookup | Adds a product line. Browse opens the full list with name, SKU, HSN, rate, tax and stock. Add custom item adds an empty line. |
| SKU | text | Read-only, from the product. |
| Product / descriptionRequired | lookup | The product sold. Shows In stock under the name. Products tracked by batch, serial or expiry show Pick lots, and the lots must be chosen before saving. |
| BranchRequired | text | Taken from the header branch. |
| HSN | text | Read-only, the product's HSN code from the product master. |
| QtyRequired | number | Quantity sold. Lines need a catalogue item and a quantity to be saved. |
| RateRequired | number | Price per unit, in the invoice currency. From the product or the customer's price list. For a product priced tax-inclusive, the GST is taken out of the price instead of added. |
| Tax % | dropdown | 0%, 5%, 12%, 18% or 28%, filled from the product. |
| Total | number | Line total with tax, worked out. |
| Totals |
| Lines | number | Number of lines. |
| Subtotal | number | Taxable value of all lines. |
| Tax (GST) | number | Total GST, split on the saved invoice into CGST + SGST or IGST by place of supply. |
| TCS | number | Shown when a TCS rate applies, with the section and rate. |
| Grand total | number | Subtotal + GST + TCS. For a foreign currency the rupee value at the rate is shown underneath. |
| Invoice view |
| Status | text | Shown on the saved invoice: for example Unpaid, Partial, Paid, Overdue or Cancelled, with balance, due date and days overdue. |
| e-Invoice / IRN | text | Shows IRN issued and the IRN once the invoice has been reported for e-Invoice. A reported invoice is marked read-only. |
| Taxes | text | States Inter-state supply — IGST or Intra-state supply — CGST + SGST for the invoice. |
Columns in the list
BranchInvoice No.CustomerDoc TypeInvoice DateDue DateOrder / ShipmentGrand TotalPaidBalanceStatus
Filters and search
Search invoice no., customer, order, branchAdvanced Filters: Invoice No., Status (Unpaid, Partial, Paid, Overdue, Returned, Partially Returned, Cancelled), Branch, Customer, Order / Shipment, Invoice Date between, Due Date between, Grand Total ₹ between, Balance ₹ between
Buttons and actions
New Sales Invoice / Create invoiceSaves the invoice with the next number of its document type, reduces stock of each item, and posts it to the accounts (customer receivable, sales and output GST; for CASH also the cash receipt).
Save changesSaves an edited invoice. An invoice already reported for e-Invoice cannot be changed.
Edit headerOpens the header window.
Record paymentOpens AR Receipt to record money received against the balance.
Send reminderOpens WhatsApp with a payment reminder message for the customer (invoice number, date, amount, due date and balance), after you confirm. Needs a mobile number on the customer.
Print / PDFOpens the A4 tax invoice to print or save as PDF.
All 3 CopiesPrints Original for recipient, Duplicate for transporter and Triplicate for supplier.
EmailEmails the invoice with the PDF attached.
Credit noteOpens a new sales return / credit note.
e-Invoice / IRNOpens the e-Invoice check page, showing what would be reported before anything is sent.
e-Way billOpens the e-way bill page for the invoice.
GL PostingsShows the accounting entries of the invoice.
Add follow-up note / HistoryRecords a note about payment follow-up, or shows the edit history and reminders sent.
Cancel invoiceMarks the invoice Cancelled, returns its stock and lots. If an approval rule covers cancellation it waits for approval. Not allowed for an invoice already reported for e-Invoice: cancel the IRN on the portal first, or raise a credit note.
Cancel selected / Print selected / Download PDFBulk actions on ticked invoices.
ExportDownloads the list as Excel, CSV or PDF.
Good to know
If a bank account has a UPI ID, the printed invoice carries a UPI QR code for the amount still owed. It does not print on a paid or cancelled invoice.
e-Invoice and e-way bill need the e-Invoice setup to be completed in Settings. Email needs the email setup.
If stock control is strict, a new invoice cannot take an item below the stock in hand.
The invoice number comes only from the document type series when you save, so the series has no gaps.
Recurring Invoices
Menu path: /sales/recurringSchedules for bills that repeat, such as rent, AMCs, retainers, subscriptions and standing supplies. Set the bill up once and it is raised every cycle, numbered and posted like any other invoice.
How to use it
- Press New Schedule.
- Pick the customer and write what the bill is for.
- Choose how often (Every), the first bill date, an optional last bill date and the payment due days.
- Add the items with quantity, rate and GST %.
- Keep Raise the bill automatically ticked, or untick it to be notified and press Generate yourself.
- Press Save Schedule. Use Generate, Pause, Resume or End on the row as needed.
Fields on this screen (13)
| Field | Type | What to enter |
|---|
| Schedule |
| CustomerRequired | lookup | Start typing a name or number and pick the customer. |
| What the bill is forRequired | text | For example Shop rent, AMC 2026-27, Weekly milk supply. Up to 160 characters. |
| Every | dropdown | Weekly, Monthly, Quarterly, Half-yearly or Yearly. Default Monthly. |
| First bill onRequired | date | Date of the first bill. Later bills follow the chosen cycle. |
| Last bill on | date | Optional end date; no bills are raised after it. |
| Payment due in (days) | number | Days after each bill date that it falls due, 0 to 365. Default 30. |
| Raise the bill automatically on the day | checkbox | Ticked: the morning run raises the bill on its date. Unticked: you get a notification and press Generate when the bill should go out. |
| Lines |
| ProductRequired | lookup | Pick a product from the list. |
| QtyRequired | number | Quantity billed each cycle. |
| RateRequired | number | Price per unit. |
| GST % | number | GST rate for the line. |
| Total | number | Worked out. |
| Schedule |
| Notes | text | Anything to remember about this bill, up to 400 characters. |
Columns in the list
CustomerBillEveryNext billAmountRaised so farStatus
Filters and search
Tabs: All, Due, Running, Paused, EndedSearch customer, title, itemsTiles Due to raise and Running open the matching tab
Buttons and actions
New Schedule / Save ScheduleSaves the schedule.
GenerateRaises this cycle's invoice now; it is numbered and posted at once.
Raise all dueRaises every bill whose date has come on automatic schedules; by-hand schedules get a notification.
EditChanges the schedule.
Pause / ResumeHolds the schedule; resuming moves a missed date to today.
HistoryLists bills raised from the schedule: Cycle, Invoice, Date, Due, Amount, Paid, Status, By.
EndStops the schedule; bills already raised stay.
RemoveRemoves the schedule from the list; the bills it raised stay as they are.
Invoices / Renewals / DownloadOpens the invoice list or CRM renewals, or downloads the list.
Good to know
A raised bill is a normal sales invoice: it is on the invoice list, in the ledger, and payment reminders chase it.
The morning run raises at most one bill per schedule per day.
Sales Return / Credit Note
Menu path: /sales/return-creditRecords goods returned by customers against an invoice and issues the credit note. Stock comes back in and the customer's balance is reduced.
How to use it
- Press New Sales Return. The header window opens.
- Set the return date, customer, return branch and reason.
- Pick the reference invoice; you are offered to import its lines.
- Keep only the returned items and set Qty Returned on each line.
- Press Create Return. Stock is added back and the credit note is posted.
- Open the return and press Complete when the return is settled.
Fields on this screen (16)
| Field | Type | What to enter |
|---|
| Document |
| Document Type / Document No.Required | dropdown | The return's document type from Masters > Document Types. |
| Header |
| Return # | text | Read-only; the number is issued when you save. |
| Return DateRequired | date | Date the goods came back. |
| CustomerRequired | lookup | Search or open the list of customers (name, code, mobile, city, GSTIN). |
| Return BranchRequired | dropdown | The branch receiving the goods back. Every line carries it. |
| Reason | dropdown | SALES RETURN, DAMAGED, EXPIRED or WRONG ITEM SENT. |
| Reference Invoice / Sales Order | lookup | Search sales invoices of the last month. Picking one sets the customer and offers to replace the lines with that invoice's items. The credit settles what is still open on that invoice. |
| Notes | textarea | Internal remarks. |
| Lines |
| Product / SKURequired | lookup | Search the product returned. |
| SKU | text | Read-only, from the product. |
| BranchRequired | text | Taken from the header branch. |
| Qty ReturnedRequired | number | How many came back. |
| RateRequired | number | Price per unit credited. |
| Tax % | dropdown | 0%, 5%, 12%, 18% or 28%. |
| Tax Amt / Amount | number | Worked out. |
| Totals |
| Items / Total Qty / Total Tax / Credit Total | number | Worked out from the lines. The credit total is always the sum of the lines. |
Columns in the list
BranchReturn No.CustomerDoc TypeReturn DateAgainst InvoiceReasonItemsTaxableTaxGrand TotalStatus
Filters and search
Search return no., customer, invoice, branchAdvanced Filters: Return No., Status (Draft, In Progress, Completed, Closed, Cancelled), Branch, Customer, Against Invoice, Reason, Return Date between, Items between, Grand Total ₹ between
Buttons and actions
New Sales Return / Create ReturnSaves the return, adds the returned quantities back to stock, settles the open balance of the referenced invoice, and posts the credit note to the accounts (sales returns and GST reversal against the customer).
Save changesChanges a Draft or In Progress return; the old stock effect is reversed and the new one applied.
CompleteMarks the return Completed (may wait for approval if a rule covers it).
Re-activateBrings a completed return back to In Progress so it can be edited.
Cancel Return / DeleteCancels the return: the stock is taken back out, the invoice settlement is given back, and the credit note entry is reversed.
View / Edit / Delete (row menu)Open, change or delete a return. Edit is not offered once the return is locked.
GL PostingsOn a completed or closed return: shows its accounting entries.
PrintOn the return view: prints the return.
ExportDownloads the list as Excel, CSV or PDF.
Good to know
A completed, closed or cancelled return cannot be edited. Re-activate it first.
Every return also appears under Credit Memos.
Credit Memos
Menu path: /sales/credit-memosThe customer credit notes raised from sales returns, seen from the accounting side. Accountants use it to check each credit note and its ledger posting.
How to use it
- Search or filter the list by customer, invoice, reason or date.
- Click a row's arrow to see the returned items.
- Choose View Memo to see the credit note with its GL posting (accounts, debit and credit).
- To raise a new credit memo, press New Credit Memo, which opens a new sales return.
Columns in the list
BranchMemo No.CustomerDoc TypeDateAgainst InvoiceReasonItemsTaxableTaxGrand TotalStatus
Filters and search
Search memo no., customer, invoice, branchAdvanced Filters: Memo No., Status (Draft, In Progress, Completed, Closed, Cancelled), Branch, Customer, Against Invoice, Reason, Date between, Items between, Grand Total ₹ between
Buttons and actions
New Credit MemoOpens a new sales return; a credit memo is created by raising a sales return.
View MemoShows the credit note, the linked invoice and the journal it posted.
Open Sales ReturnOpens the sales return behind the memo.
PrintOn the memo view: prints the credit memo.
ExportDownloads the list as Excel, CSV or PDF.
Good to know
Changes and cancellations are made on the sales return, not here.
Receivables
Money customers owe you and money they pay. Record receipts against invoices, see what is overdue by age, send reminders, and read each customer's statement.
AR Receipt (Customer)
Menu path: /customers/receive-payment/listLists money received from customers (cash, cheque, bank transfer, UPI) and opens the receipt form. Accountants use it to record payments and apply them to invoices.
How to use it
- Press New Receipt. The header window opens.
- Pick the customer, the receipt date and the branch, and choose the bank account the money was deposited to.
- Under Bank / Cash add one line per payment method with its reference and amount; add more lines for a split payment.
- Press Save header. Open invoices fill oldest first; change any Applied amount, or press Keep as advance.
- Add a payment note if needed and press Record payment.
Fields on this screen (17)
| Field | Type | What to enter |
|---|
| Document |
| Document Type / Document No.Required | dropdown | The receipt's document type; its number comes from the Customer Receipt series. |
| Header |
| Receipt # | text | Read-only, auto-generated. |
| CustomerRequired | dropdown | The customer paying. Fills the Party details, the Outstanding amount and the list of open invoices. |
| DateRequired | date | Date the money was received. |
| BranchRequired | dropdown | The branch receiving the money. Defaults to your active branch. |
| Deposited to | dropdown | The bank account the UPI, card, cheque and transfer amounts went into. The primary account is chosen first. Cash always goes to Cash in hand. |
| Outstanding | number | Read-only, what the customer owes. |
| Currency | text | Read-only, INR. |
| Party |
| Company / Name / GSTIN / Phone / Address / City / State | text | Read-only details from the customer master. |
| Bank / Cash |
| ModeRequired | dropdown | Cash, PhonePe, Paytm, Google Pay, UPI, Card, Bank Transfer, Cheque, or TDS (deducted by customer). A TDS line is not money received: it settles the invoice against TDS receivable. |
| Reference | text | Transaction ID, UTR or cheque number. |
| Branch | text | The header branch. |
| AmountRequired | number | Amount of this payment line. At least one line must have an amount. |
| Applied to invoices |
| Search open invoices by number… | text | Filters the open invoice list. |
| Applied | number | How much of the receipt settles this invoice (shown with Invoice #, Date, Due, Branch, Total and Outstanding). Cannot be more than the invoice's outstanding, and the total applied cannot be more than what was received. Whatever is not applied stays as an advance on the customer's account. |
| Notes |
| Payment note | textarea | Remarks that apply to all payment lines. |
| Totals |
| Lines / Outstanding / Received / Kept as advance / Remaining due | number | Worked out as you enter amounts and apply them. |
Columns in the list
Receipt No.DateCustomerBranchModeReferenceAmountAppliedStatus
Filters and search
Search receipt no., customer, reference, modeAdvanced Filters: Receipt No., Customer, Branch, Mode, Reference, Status (Applied, Partial), Date between, Amount between, Applied betweenThis month tile shows only this month's receipts
Buttons and actions
New Receipt / Record paymentSaves the receipt with the next Customer Receipt number (split lines share one number), applies it to the chosen invoices, keeps the rest as an advance, and posts it to the accounts.
Oldest firstFills the open invoices oldest first with the amount received.
Keep as advanceApplies nothing now; the whole receipt stays on the customer's account.
RefreshReloads the open invoices.
Add payment methodAdds another payment line.
View receiptOpens the receipt; an unapplied advance can be applied to invoices there (Oldest first, Apply). Postings shows its accounting entries.
Customer ledgerOpens the customer's ledger.
DownloadDownloads the list as Excel, CSV or PDF.
Good to know
Choose the right Deposited to account so the bank book shows only the money that reached that account.
Customer Outstanding
Menu path: /customers/outstandingEvery unpaid or partly paid invoice with its age. Used to chase the oldest dues first, send WhatsApp reminders and record receipts.
How to use it
- Read the ageing tiles: 0–30, 31–60, 61–90 and 90+ days. Click a tile to see only those invoices.
- Search or use Advanced Filters to narrow the list.
- Tick invoices and press Send WhatsApp reminders, or use WhatsApp reminder on one row.
- In the reminder window press Send for each customer; WhatsApp opens with the message ready.
- When the customer pays, choose Receive payment from the row menu.
Columns in the list
Invoice No.DateCustomerCategoryMobileTotalPaidBalanceDue DateAge (days)StatusLast Reminder
Filters and search
Ageing tiles: 0–30, 31–60, 61–90, 90+ daysSearch invoice no., customer, mobile, cityAdvanced Filters: Invoice No., Customer, Category, Status (Overdue, Partial, Pending), Invoice date between, Due date between, Balance between, Age in days between
Buttons and actions
Send WhatsApp remindersFor the ticked invoices, prepares one reminder message per customer listing their pending invoices and total due. Send opens WhatsApp with it; the reminder is logged and Last Reminder is updated.
WhatsApp reminder (row)The same for one invoice.
View invoice / Print invoiceOpens or prints the invoice.
Receive paymentOpens the AR receipt form.
Mobile numberClicking the mobile opens a WhatsApp chat with the customer.
DownloadDownloads the list as Excel, CSV or PDF.
Good to know
WhatsApp messages are not sent by themselves: WhatsApp opens with the text and you press send.
A customer without a mobile number on file cannot be sent a WhatsApp reminder.
Payment Reminders
Menu path: /customers/remindersShows who should hear from you today about unpaid invoices, and what has already been sent. You set a reminder ladder once (before, on and after the due date) and the page lists who is due each step.
How to use it
- Press When & what to send and switch on Chase unpaid invoices.
- Set the ladder: days before the due date, on the due date, and days after (for example 3,7,15,30).
- Write the wording for each stage and save.
- Each day open the Due now tab and press WhatsApp or Email on each row.
- Check the Already sent tab for what went out.
Fields on this screen (10)
| Field | Type | What to enter |
|---|
| When & what to send |
| Chase unpaid invoices | checkbox | Switches reminders on. While off, nobody is listed as due. |
| The ladder |
| Days before the due date | number | An early nudge this many days before the due date, 0 to 60. 0 means no early nudge. |
| On the due date | checkbox | Sends a reminder on the due date itself. |
| Days after, as a ladder | text | Days after the due date, separated by commas, for example 3,7,15,30. Each rung fires once. Leave empty to stop after the due date. |
| Do not chase below (₹) | number | Balances smaller than this are not chased. |
| Sending by itself |
| Send the email automatically | checkbox | The daily run sends the email for each due step. |
| Only between | text | From and to times. Outside these hours the daily run holds off; you can still send by hand. |
| What to say |
| Before it is due | textarea | Message for the early nudge. Click a placeholder to insert it: {customer} {business} {invoice} {amount} {due} {days}. |
| On the due date | textarea | Message sent on the due date. |
| Once it is late | textarea | Message for the steps after the due date. |
Columns in the list
CustomerInvoiceOutstandingDueStepAlready sentSend
Filters and search
Tabs: Due now, Already sent (When, Customer, Invoice, Step, Channel, Result, Message)
Buttons and actions
WhatsAppRecords the reminder and opens WhatsApp with the message ready; you press send there.
EmailSends the reminder by email and records it.
When & what to send / SaveOpens and saves the reminder settings.
OutstandingOpens Customer Outstanding.
Good to know
WhatsApp stays by hand: a person must press send in WhatsApp.
A channel already used for a step is not offered again for that step.
Customer Ledger
Menu path: /customers/ledgerA party statement: every invoice (debit) and receipt (credit) per customer with a running balance. Used to check a customer's account or share their statement.
How to use it
- Type a customer name in the Customer box, or click the search icon, to see one customer's statement.
- Press All customers to go back to everyone.
- Search by reference or remarks, or use Advanced Filters for dates and amounts.
- Read the tiles: invoiced, received, net receivable and number of entries.
- Press Download to save the statement.
Columns in the list
CustomerDateReferenceTypeDebitCreditBalanceRemarks
Filters and search
Customer lookup (one customer's statement) and All customersSearch reference, remarksAdvanced Filters: Reference, Type (Invoice, Receipt), Date between, Debit between, Credit between, Remarks
Buttons and actions
DownloadDownloads the ledger as Excel, CSV or PDF.
OutstandingOpens Customer Outstanding.
Receive PaymentOpens the AR receipt form.
Good to know
Invoices show as debits and receipts as credits; Balance is the running total.
Customers
Reports about how your customers buy and pay. Trust scores rate customers and suppliers from your own books; Customer Performance shows who buys most and who pays on time.
Trust Scores
Menu path: /customers/trust-scoresScores out of 5 worked out from your books. Customers are scored by how they paid over the last twelve months; suppliers by GST trust (a valid GSTIN and their bills showing in your GSTR-2B). The score set by hand on each master stays as it is.
How to use it
- Read the tiles: how many are scored, the average score, scores of 2 or less, and invalid GSTINs.
- Use the quick filters to see Customers, Suppliers or Score 2 or less.
- Read the Why column to see how each score was reached.
- Press Save scores to masters to store the worked-out scores on the customer and supplier records now.
Columns in the list
NameTypeWorked outWhySet by handSaved to master
Filters and search
Search name, code, reasonQuick filters: All, Customers, Suppliers, Score 2 or lessTiles Score 2 or less and Invalid GSTIN also filter
Buttons and actions
Save scores to mastersSaves the worked-out scores on the customer and supplier masters now; the lists then show them.
GSTR-2BOpens the ITC reconciliation page.
DownloadDownloads the list as Excel, CSV or PDF.
Good to know
Customer score: the share of invoices cleared by their due date sets 1 to 5 stars; an invoice more than 60 or 90 days overdue takes one or two away. Fewer than two invoices gives no score.
Supplier score: an invalid GSTIN scores 1; a valid one scores by the share of its bills found in the GSTR-2B for months you have uploaded.
Scores are also saved to the masters every night.
Customer Performance
Menu path: /customers/performanceWho buys the most, who pays on time, and where your receivables sit, at a glance. Owners use it to spot top customers and slow payers.
How to use it
- Read the tiles: customers, total sales, outstanding, orders, on-time payments, repeat customers and new this month.
- Look at the charts: top 5 customers by sales, and sales by payment terms.
- Search the customer table or use Advanced Filters to find slow payers.
- From a row open the customer's ledger or customer details.
Columns in the list
CustomerOrdersTotal SalesOutstandingPaid %StatusSince
Filters and search
Search customerAdvanced Filters: Customer, Status (Active, Inactive), Orders between, Total sales between, Outstanding between, Paid % between
Buttons and actions
Ledger (row)Opens the customer's ledger.
Customer details (row)Opens the customer record.
Outstanding / Ledger / CustomersOpens those pages.
DownloadDownloads the table as Excel, CSV or PDF.
