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DesiERPby SCM Software Lab

Utilities & Subscription: a screen-by-screen guide

Every page of the Utilities & Subscription module in DesiERP, what it is for, how to use it, and what to enter in each field.

These menus hold the tools around your daily work: bringing data into DesiERP from a spreadsheet, downloading your data, finding help, raising support tickets, and paying for your logins and e-Invoice credits. Each login is recharged separately, and e-Invoice / e-way bill credits are bought on their own.

3 sections8 screens106 fields explained

Import and export

Move data in and out of DesiERP with CSV or Excel files. Import loads masters and opening stock from a template, checks every row before saving, and keeps a log of each run. Export downloads your own company's lists and documents.

Import

Menu path: /utilities/import

Load items, customers, suppliers, warehouses, locators and opening stock into DesiERP from a CSV or Excel file, instead of typing them one by one. Useful when you start on DesiERP or move data from another system.

How to use it

  1. In step 1 (Choose data), pick what you are importing: Products, Customers, Suppliers, Warehouses, Locators or Opening Stock. The Column guide on the right shows the columns for that type.
  2. Click Template (CSV) or Template (Excel) to download a file with the right column headings and one sample row. Fill in your data below the heading row.
  3. Choose Skip existing or Update existing to decide what happens to rows that match a record already in DesiERP, then click Next.
  4. In step 2 (Upload), drop your file on the box or click to choose it (CSV or .xlsx, up to 5 MB and 5,000 rows), then click Check file.
  5. In step 3 (Review), read the totals (Rows in file, Valid, With errors, New, Existing). Switch between First 50 rows and Rows with errors to see each row's result and problems.
  6. Click Import and confirm. Rows with errors are left out; the rest are saved.
  7. In step 4 (Result), see how many rows were Added, Updated, Skipped and Failed. If some failed, click Download error report, correct those rows and import that file again.

Fields on this screen (86)

FieldTypeWhat to enter
Import data
What to importRequireddropdownPick one tile: Products, Customers, Suppliers, Warehouses, Locators or Opening Stock. Each tile shows how existing records are matched (for example, Products are matched by SKU, or by item name when SKU is blank). The choice changes the template and the Column guide.
Existing recordstoggleSkip existing (default): rows that match a record already in DesiERP are left out. Update existing: matching records are updated, and blank cells keep the current value. You can change this again on the Review step before importing.
FileRequiredfileA CSV or Excel (.xlsx) file, up to 5 MB and 5,000 data rows. The first non-blank row must be the heading row. Headings are matched to the template columns by name, ignoring case and spaces, and common alternative names are accepted (for example 'GST No' for GSTIN, 'Pin Code' for Pincode). Columns that match nothing are ignored and listed on the Review step. Two columns that mean the same thing are refused.
Column guide: Products
Item NameRequiredtextName of the item, up to 255 characters. Used to match an existing item when SKU is blank.
SKUtextItem code, up to 100 characters. Used first to find an existing item. Blank gives the next PRD- number for a new item.
BarcodetextMust not be used by another item.
HSN Codetext4, 6 or 8 digits.
CategoryRequiredtextName or code of a category that already exists in DesiERP.
BrandtextName of a brand that already exists in DesiERP.
UOMRequiredtextUnit of measure: PCS, KG, GRAM, LITRE, ML, BOX, PACK or a unit you already use.
Item TypetextProduct, Service or Consumable. Default Product.
Cost PriceRequirednumberPurchase cost, a number above 0.
Selling PriceRequirednumberSale price, a number above 0.
Offer PricenumberA number, 0 or more.
Tax Rate %numberGST slab such as 0, 5, 12, 18 or 28. Blank uses the rate of the item's HSN code.
Tax TypetextExclusive or Inclusive (whether the price includes GST). Default Exclusive.
Opening StocknumberWhole number. Used for new items only; the stock of an existing item is changed through the Opening Stock import or a stock adjustment.
Re-order LevelnumberWhole number. Default 10.
StatustextActive or Inactive. Default Active.
DescriptiontextFree text about the item.
Column guide: Customers
CodetextOnly used to find existing customers. New customers get the next CUST- code automatically.
Customer NameRequiredtextAt least 3 characters.
MobileRequiredtext10 digits. Used to match an existing customer when Code and GSTIN do not match.
EmailtextA valid email address.
GSTINtext15 characters, for example 36ABCDE1234F1Z5. Used to match an existing customer after Code.
Address Line 1RequiredtextFirst line of the address.
Address Line 2textSecond line of the address.
StreettextStreet name.
CityRequiredtextCity name.
DistricttextDistrict name.
StateRequiredtextState name or code, for example Telangana or TG.
CountrytextDefault India.
PincodeRequiredtext6-digit PIN code.
Customer grouptextName or code of a customer group from Masters > Customer Groups. Blank puts the customer in the default group.
Payment TermstextA term from Masters > Payment Terms, by name or code, for example Net 30 or IMMEDIATE.
Credit LimitnumberA number, 0 or more.
Trust Scorenumber1 to 5. Default 5.
StatustextActive or Inactive. Default Active.
NotestextFree text.
Column guide: Suppliers
CodetextOnly used to find existing suppliers. New suppliers get the next SUP- code automatically.
Supplier NameRequiredtextName of the supplier.
Contact PersontextPerson to speak to at the supplier.
MobileRequiredtext10 digits starting with 6, 7, 8 or 9. Used to match an existing supplier when Code and GSTIN do not match.
EmailtextA valid email address.
GSTINtext15 characters, for example 36ABCDE1234F1Z5. Used to match an existing supplier after Code.
AddresstextSupplier address.
CitytextCity name.
StatetextState name or code, for example Telangana or TG.
Vendor grouptextName or code of a vendor group from Masters > Vendor Groups. Blank puts the supplier in the default group.
Payment TermstextA term from Masters > Payment Terms, by name or code, for example Net 30 or IMMEDIATE.
Credit LimitnumberA number, 0 or more.
Opening BalancenumberAmount you owe the supplier at the start. New suppliers only; it is saved as the supplier's outstanding amount.
Trust Scorenumber1 to 5. Default 3.
StatustextActive or Inactive. Default Active.
NotestextFree text.
Column guide: Warehouses
CodetextUp to 20 characters (A-Z, 0-9, - / _). Used to find an existing warehouse. Blank gives the next WH- code.
Warehouse NameRequiredtext2 to 150 characters.
TypetextMAIN, STORE, COLD, TRANSIT or SCRAP. Default MAIN.
BranchtextCode or name of an existing branch. Blank means company wide.
Contact PersontextPerson in charge of the warehouse.
Phonetext6 to 20 characters: digits, spaces, + ( ) or -.
EmailtextA valid email address.
Address Line 1textFirst line of the address.
Address Line 2textSecond line of the address.
CitytextCity name.
StatetextState name or code, for example Telangana or TG.
Pincodetext6-digit PIN code.
CountrytextDefault India.
CapacitynumberA number, 0 or more.
Capacity UnittextSQFT, SQM, CBM, PALLETS, TONNES or PCS. Needs a Capacity value.
Default WarehousetextYes or No. Only one row of the file may be Yes.
StatustextActive or Inactive. Default Active.
NotestextFree text.
Column guide: Locators
WarehouseRequiredtextCode or name of an existing warehouse that the locator belongs to. This column must be in the file.
CodetextUp to 30 characters (A-Z, 0-9, - / _). Used to find an existing locator in that warehouse. Blank gives the next LOC- code.
Locator NameRequiredtext2 to 150 characters, for example 'Aisle A, Rack 01, Bin 03'.
AisletextUp to 20 characters, for example A.
RacktextUp to 20 characters, for example 01.
BintextUp to 20 characters, for example 03.
NotestextUp to 500 characters.
DefaulttextYes or No. Marks the default locator of that warehouse.
StatustextActive or Inactive. Default Active.
Column guide: Opening Stock
SKURequiredtextSKU of an existing item that tracks stock. Items whose stock is not tracked are refused.
Item NametextFor reference only; it is not read.
QuantityRequirednumberWhole number, 0 or more. Sets the quantity on hand to this number; DesiERP posts the difference as a stock adjustment.
Unit CostnumberCost for one unit. Blank uses the item's cost price.

Columns in the list

Date & timeUserTypeModuleFileRows (ok / failed)StatusError report

Filters and search

Activity: All, Imports, Exports (shows the latest 50 runs)Review step: First 50 rows or Rows with errors

Buttons and actions

Template (CSV) / Template (Excel)Downloads a file for the chosen type with the column headings (required ones marked with *) and one sample row, using your own masters where possible.
Next / BackMoves between the steps of the import.
Check fileReads the file and checks every row without saving anything. Shows which rows are new, which match an existing record, and which have errors.
Choose another fileGoes back to the upload step to pick a different file.
ImportAfter you confirm, saves the valid rows: new records are added, and matching records are skipped or updated as you chose. Rows are checked again at this point. Opening Stock rows are posted as one stock adjustment with reason 'Opening Stock'.
Download error reportDownloads a CSV of the rows that failed, with the reason for each. Fix them and import the same file again; the Row and Error columns are ignored.
Import another fileStarts again from step 1.
Activity / RefreshJumps to the activity list, or reloads the counts and the activity list.

Good to know

The cards at the top show Imports this month, Rows imported this month and Failed or partial runs this month.

A checked upload waits for 30 minutes. After that, upload the file again before importing.

Opening stock is posted to the branch you are working in (shown on the screen before you import), so it appears in the stock ledger. An item whose quantity is already the same is counted as skipped.

Customers and suppliers are matched by Code, then GSTIN, then Mobile; warehouses by Code; locators by Code inside their warehouse; opening stock by SKU.

Export

Menu path: /utilities/export

Download your own company's data as an Excel or CSV file: master lists such as products, customers and suppliers, or a date range of sales invoices and purchase bills. Useful for backups, your CA, or working in a spreadsheet.

How to use it

  1. Choose the List you want to download. A short note under it says what the list contains.
  2. For sales invoices, purchase bills and their lines, set the From and To dates. For master lists, choose Active only or All records.
  3. Choose the Format: Excel or CSV.
  4. Click Download. The file is saved to your computer and the run is added to the Activity list.

Fields on this screen (5)

FieldTypeWhat to enter
Export data
ListRequireddropdownWhat to download. Products (Item Name, SKU, Barcode, HSN Code, Category, Brand, UOM, Item Type, Cost Price, Selling Price, Offer Price, Tax Rate %, Tax Type, Stock, Re-order Level, Status); Customers (Code, Customer Name, Mobile, Email, GSTIN, address, City, District, State, Country, Pincode, Category, Payment Terms, Credit Limit, Opening Balance, Trust Score, Status); Suppliers (Code, Supplier Name, Contact Person, Mobile, Email, GSTIN, Address, City, State, Category, Payment Terms, Credit Limit, Outstanding, Trust Score, Status); Warehouses (Code, Warehouse Name, Type, Branch, contact, address, Capacity, Capacity Unit, Default Warehouse, Status, Notes); Stock (SKU, Item Name, Category, UOM, Quantity, Re-order Level, Cost Price, Stock Value, Stock Status: OK, Low or Out of stock); Sales invoices, one row per invoice (Invoice No, Invoice Date, Due Date, Customer, Customer GSTIN, Branch, Taxable Amount, Tax, Total, Paid, Balance, Status); Sales invoice lines, one row per item sold (with HSN, Quantity, Rate, Taxable Amount, Tax Rate %, CGST, SGST, IGST, Tax, Line Total); Purchase bills, one row per bill (Bill No, Supplier Invoice No, Bill Date, Due Date, Supplier, Supplier GSTIN, Branch, Sub Total, Tax, Total, Paid, Balance, Status); Purchase bill lines, one row per item bought (with HSN, UOM, Quantity, Rate, Discount, taxes and Line Total); Users (Name, Mobile, Email, Role, Status, Last Login); Chart of accounts (Code, Account, Type, Current Balance, Status).
FromdateShown for sales invoices, purchase bills and their lines. Start of the date range; defaults to the first day of this month. Blank means from the beginning.
TodateShown for sales invoices, purchase bills and their lines. End of the date range; defaults to today. It cannot be before the From date.
RecordstoggleShown for master lists. Active only (default) leaves out inactive or blocked records; All includes them.
FormatRequiredtoggleExcel (default) or CSV. The file is named after the list and today's date.

Columns in the list

Date & timeUserTypeModuleFileRows (ok / failed)StatusError report

Filters and search

Activity: All, Imports, Exports (shows the latest 50 runs)

Buttons and actions

DownloadCreates the file for the chosen list and filters and saves it to your computer. Each export is recorded in the Activity list with its row count.
Activity / RefreshJumps to the activity list, or reloads the Exports this month count and the activity list.

Good to know

Only your company's data is included in an export.

Deleted items, customers, suppliers, invoices and bills are left out of the export.

Help and support

Find answers to common questions, reach the DesiERP team by phone or email, and raise support tickets with screenshots. Every ticket keeps its full conversation, so you can follow the answer inside the app.

Help & Support

Menu path: /utilities/help

A help centre inside the app: quick links to the screens people use most, a searchable list of questions and answers, and ways to contact the support team.

How to use it

  1. Use the link cards (Everyday work, Master data, Tax & books, Set-up & admin) to jump straight to a common screen.
  2. Type a word in the search box, such as stock, GSTR, branch or receipt, to find matching questions. Matching answers open by themselves.
  3. Click a category button to see only the questions of that area, or All to see everything.
  4. Click a question to open or close its answer. Use Open all or Close all for the whole list.
  5. If you still need help, use Call support or Email support, or Ask DesiERP AI.

Fields on this screen (1)

FieldTypeWhat to enter
Search
Search the helptextWords to look for in the questions and answers. The list filters as you type; the x button clears the search.

Filters and search

Search boxCategory buttons: All, then one button for each help area

Buttons and actions

Call supportOpens your phone app to call the support number. The phone card shows the support hours.
Email supportOpens your email app with the support address filled in.
Open all / Close allOpens or closes every answer that is shown.
Ask DesiERP AIOpens the in-app assistant, where you can ask about your own sales, stock or dues.

Good to know

This page is open to every user; it does not need a permission.

When you email support, attach a screenshot for a faster answer.

Tickets

Menu path: /support/tickets

Raise a support ticket when something needs the DesiERP team's help, attach screenshots, and follow the replies. The list shows every ticket of your business with its status.

How to use it

  1. Click Raise a Ticket. Enter a one-line Subject, choose a Category and Priority, and describe what happened.
  2. Add screenshots if you can, then click Raise Ticket. The ticket gets a number and opens on its own page.
  3. On the ticket page, read the conversation. Replies from the team are marked Support.
  4. To reply, type in Add a message, attach images if needed, and click Send.
  5. Use Assigned to on the ticket page to choose who in your business looks after the ticket.
  6. Back on the list, filter by Status or by the Raised dates, and click a column heading to sort.

Fields on this screen (8)

FieldTypeWhat to enter
Raise a Ticket
SubjectRequiredtextSay in one line what is wrong. 5 to 200 characters.
CategorydropdownQuestion, Problem, Billing, Feature request, Data issue or Other. Default Question. Each category shows in its own colour in the list.
PrioritydropdownLow, Medium, High or Urgent. Default Medium.
What happened?RequiredtextareaWhat you were doing, what you expected, and what happened instead. This becomes the first message of the ticket.
ScreenshotsfilePNG, JPG, GIF or WEBP images, up to 10. They are compressed for you. Files that are not images, or beyond the limit, are skipped.
Ticket page
Add a messageRequiredtextareaYour reply to the team, up to 20,000 characters. On a Resolved or Closed ticket the label says a new message will open it again.
ImagesfileUp to 10 images (PNG, JPG, GIF or WEBP) sent with the message.
Assigned todropdownAn active user of your business who looks after this ticket, or Nobody yet. Saved as soon as you choose.

Columns in the list

#TicketSubjectCategoryPriorityStatusRaised byRaised onReplies

Filters and search

Status: All statuses, Open, In Progress, Waiting on Customer, Resolved, ClosedRaised: from date to dateSort by clicking Ticket, Subject, Priority, Status or Raised onPages of 50 tickets

Buttons and actions

Raise a TicketOpens the new-ticket form. Raise Ticket saves it with status Open and the next TKT- number from your document numbering.
DownloadExcel (.xls) and CSV download every ticket that matches the current filters; PDF prints the page on screen.
Apply / ResetApplies the status and date filters, or clears them.
SendAdds your message and images to the ticket. A reply on a ticket that is Waiting on Customer, Resolved or Closed sets it back to Open.
All ticketsGoes back to the ticket list.
Delete ticketAfter you confirm, removes the ticket from the list. Its history is kept.

Good to know

The cards at the top count Open, In progress, Waiting on you and Resolved tickets.

The status of a ticket is set by the support team; you see it at the top of the ticket page.

Raising, replying and assigning need Write permission on Tickets; Delete ticket needs Delete permission.

A screenshot of the screen usually saves a lot of back and forth.

Subscription

DesiERP is paid for per login, by the day. Each login is recharged on its own, so one person's access running out never blocks anyone else. e-Invoice (IRN) and e-way bill credits are an add-on bought separately, and every payment has a tax invoice in Billing History.

Current Plan

Menu path: /subscription

Shows your own login's access: its status, days left and end date, how the rest of the business stands, and your last payment. Every user can see their own plan here.

How to use it

  1. Read the cards at the top: Your login, Days left on your login, Logins with access, Invoices raised and Last payment.
  2. Check the Your access card for the day rate, when this term started and when access ends.
  3. Read Usage this term to see how many logins have access and how many are expiring or expired.
  4. Click Recharge now to add days to your login, or Add credits to buy e-Invoice credits.
  5. Use All invoices or Download in the Last payment card to see or save your invoices.

Buttons and actions

Recharge nowOpens Renew / Upgrade to add days to your login.
Billing History / All invoicesOpens the list of every subscription payment with its invoice.
Add creditsOpens e-Invoice Credits to buy credits for IRNs and e-way bills.
DownloadDownloads the invoice of the last payment as a PDF.

Good to know

A warning shows when your login has not been paid for yet, has ended, or has 7 days or fewer left. Only your own login is blocked when it ends.

There is no seat limit: each login is recharged separately.

e-Invoice (IRN) and e-way bills are not part of the subscription. Each one you generate uses one credit; the card shows how many credits your business has.

Renew / Upgrade

Menu path: /subscription/recharge

Recharge one or more logins in a single payment. You choose who to recharge and for how long, from 1 day to 5 years, and pay online through Razorpay.

How to use it

  1. In step 1 (Who to recharge), tick the logins to pay for. Your own login is ticked to start with. A user who can manage users sees every login of the business; others see only their own.
  2. Use the search box or the Select all, Only expired, Only expiring in 7 days and Clear buttons to tick logins quickly.
  3. In step 2 (How long), pick a length: 30 Days, 180 Days, 1 Year, 2, 3, 4 or 5 Years, or Custom days and type the number of days. Each row shows the price for one login, the discount, the rate per day and the date your login would run till.
  4. In step 3 (Total and pay), check the lines for each login (current end date and new end date), the recharge value, GST and Amount payable.
  5. Click Pay and confirm. Pay through the Razorpay payment window that opens.
  6. When the payment is confirmed, the days are added and you return to Current Plan (or the Users page when you paid for others).

Fields on this screen (4)

FieldTypeWhat to enter
1 Who to recharge
Search name, email or mobiletextShown to users who can manage users. Narrows the list of logins as you type.
LoginRequiredcheckboxOne tick box per login, with its name, mobile or email and state: Active (days left), Expiring soon, Expired, or Awaiting recharge (never paid for). Tick at least one; one payment can cover up to 100 logins.
2 How long
LengthRequireddropdownPick one row: 30 Days, 180 Days, 1 Year (365 days), 2 Years, 3 Years, 4 Years or 5 Years. The price is the day rate times the days, less the discount for that length, and is the same for every login you ticked. Days are always added to what a login still has left.
Custom daysnumberAny whole number from 1 to 1,825 days (5 years). It gets the discount of the longest standard length it reaches, so a custom length never costs more per day than a shorter pack.

Buttons and actions

Select all / Only expired / Only expiring in 7 days / ClearTicks or clears logins in the list shown. Only expired also picks logins awaiting their first recharge.
PayAsks you to confirm, then opens the Razorpay payment window for the total. The amount is worked out again on the server; if the page showed an old amount, you are told the correct one and asked to pay again.
All UsersOpens Settings > Users (for users who can manage users).
Back to plan / Billing HistoryOpens Current Plan or the list of past payments.
Add creditsOpens e-Invoice Credits.

Good to know

Only someone with Write permission on the Users page can recharge other people's logins.

A login is switched on only after the payment is confirmed with the gateway. If money was taken but the payment could not be verified, note the payment ID shown and contact support.

After a successful payment, DesiERP is set to email the invoice for each login and a payment receipt to the payer; this depends on email sending being available.

The page also lists your four most recent recharges and what is included at every length.

e-Invoice Credits

Menu path: /subscription/credits

Buy and track credits for e-Invoices (IRN) and e-way bills. One credit is used for each IRN and each e-way bill generated; credits are shared by every login in the business and do not expire.

How to use it

  1. Check the cards at the top: Credits left, Credits bought so far, Credits used so far and the price for one credit.
  2. In step 1 (How many credits), pick 100, 500, 1,000 or 5,000 credits, or choose Another quantity and type a number.
  3. In step 2 (Total and pay), check the Value, GST, Amount payable and Credits you will have.
  4. Click Pay and complete the payment in the Razorpay window. The credits are added once the payment is confirmed.
  5. Use the history table below to see every purchase and every credit used, with the document number.

Fields on this screen (2)

FieldTypeWhat to enter
1 How many credits
CreditsRequireddropdownPick one pack: 100, 500, 1,000 or 5,000 credits. Each row shows the price before GST, the price per credit and the GST.
Another quantitynumberAny whole number of credits from 10 to 1,00,000.

Columns in the list

Date and timeWhat happenedDocumentNoteByCreditsBalanceAmount paid

Filters and search

Search document number, note or payment IDFrom date and To dateShow: All, Bought, Used, Given back, AdjustedResult per page: 25, 50, 100, 200

Buttons and actions

PayOpens the Razorpay payment window for the amount payable. The amount is worked out on the server and checked again when you pay.
Search / ClearFilters the history by the search text and dates, or clears the filters.
e-Invoices / e-Way BillsOpens the e-Invoice or e-Way Bill screen (if you have permission).
Recharge loginsOpens Renew / Upgrade.

Good to know

A credit is used only when the portal issues an IRN or an e-way bill number. Cancelling one, checking a draft, or an attempt the portal refuses uses nothing.

With no credits left, IRNs and e-way bills cannot be generated, but everything else in DesiERP keeps working.

The credit charge goes to the GSP (GST Suvidha Provider) whose service carries each IRN and e-way bill to the government portal.

Generating IRNs and e-way bills also needs the e-Invoice setup to be completed in Settings.

Billing History

Menu path: /subscription/invoices

Lists every subscription payment of your company, with the login it paid for, the amount with GST, the payment reference and a tax invoice for each paid one.

How to use it

  1. Read the cards at the top: Invoices, Paid, Failed, Total paid and Last payment. Click Failed to see only failed payments.
  2. Use the quick filters (All invoices, Paid, Failed, Pending) and the period buttons (This month, This quarter, This year, All time).
  3. Type in the search box to find an invoice, plan or method, or open Advanced Filters for more options.
  4. On a paid row, click the invoice icon to view the tax invoice, or the download icon to save it as a PDF.
  5. Use Download to export the list as Excel, CSV or PDF.

Columns in the list

Invoice #DatePlanCycleFor loginAmountMethodReferenceStatusInvoice

Filters and search

Search invoice, plan, methodQuick filters: All invoices, Paid, Failed, PendingPeriod: This month, This quarter, This year, All timeAdvanced Filters: Invoice #, Plan, Cycle, Status, Paid between (dates), Amount between (min and max)Sort by clicking a column heading

Buttons and actions

View tax invoiceOpens the A4 tax invoice of a paid recharge in a new tab.
Download as PDFDownloads the same tax invoice as a PDF file named after the invoice number.
DownloadExports the list as Excel (.xls), CSV or PDF.
Current Plan / Renew or UpgradeOpens your plan, or the recharge page.

Good to know

The Amount column shows the total with the split of recharge value and GST below it.

The Reference column shows the payment ID (and order ID) to quote when you contact support about a payment.

When one person paid for another login, the For login column also shows who paid.

Try it on your own business.

Sign up and follow this guide inside DesiERP. Questions? Write to sales@scmsoftwarelab.com.