🌟 Introduction & Main Concepts
Before starting, it is helpful to understand two simple concepts that power your entire system architecture:
These are the people you do business with. A contact can be a Customer (who buys from you) or a Supplier (who sells to you).
This is your digital cash drawer. Every time physical cash enters or leaves your hands, it must be recorded here to keep your daily cash balance accurate.
Step-by-Step Module Instructions
The Daily Start Dashboard
The Dashboard is your main control room. When you log in, this is the first screen you see. It gives you a quick snapshot of your entire business. Use it to check the health of your business first thing in the morning and right before closing.
Key Functions inside Dashboard:
- • Total Cash Hand: Shows exactly how much physical cash you have available right now.
- • Receivables (Khata): Total money that customers owe you.
- • Payables (Khata): Total money that you owe to your suppliers.
- • Sales & Purchases: Displays your total business volume for the current month.
- • Low Stock Alerts: A visual warning list showing items running out, so you know exactly what to re-order.
Step-by-Step Operational Instructions:
- 1 Log in and look at Total Cash Hand. Ensure this number matches the real, physical cash inside your shop's cash drawer.
- 2 Look at the Low Stock Alerts list. If any item appears here, it means you are running out of it and need to order more from your supplier.
- 3 Scan the Receivables number. This shows you the total sum of money currently stuck out in the market with your customers.
Setting Up & Adjusting Stock
Before you can make sales or purchases, you need to list your products. This page provides clear controls designed to keep your product list accurate and correct any physical inventory mistakes.
Key Functions inside Stock Status:
- • Inventory Monitoring: See a list of all products, remaining quantities, buying, and selling prices.
- • Quick Adjustment: Modify stock levels instantly if counts show real mismatches (damaged or lost stock).
Step-by-Step Operational Instructions (Manual Adjustment):
- 1 Walk through your shop and count the physical pieces of an item (e.g., if a bottle broke or an item was misplaced).
- 2 Open the Stock Status screen. Find your product on the list.
- 3 Click the Adjust button next to that product.
- 4 Type in the correct number of items currently sitting on your shelf and save. The app updates immediately without needing a purchase bill.
Buying Inventory from Suppliers ()
When you buy products to stock up your business, use this module. It ensures your core product costs and supplier liability balances are locked in and tracked cleanly.
Key Execution Settings:
- • Cash Settlement Mode: Select this if you paid the supplier immediately out of your physical cash drawer.
- • Credit Settlement Mode: Select this if you intend to pay later. This maps a payable balance inside their Khata ledger.
Step-by-Step Operational Instructions:
- 1 Open the Purchase Inventory screen.
- 2 Select your Supplier from the dropdown list.
- 3 Click on the product field, select the item you are buying, and type in the Quantity (how many) and the Buying Price.
- 4 Look at the Payment Mode option. Select Cash or Credit based on transaction reality.
- 5 Press Save Purchase. The system automatically adds these items to your stock and adjusts your financial accounts.
Making a Sale & Printing Invoices ()
When a customer comes to buy items from you, use the sales invoice screen to record a sale, deduct items from stock, and issue a clear printed receipt.
Key Functions:
- • Customer Selection: Map to a named client or leave as "Counter Cash Client" for fast walk-in buyers.
- • Printer Styles: Strips navigation elements out cleanly if printing hardcopies using automated page routines.
Step-by-Step Operational Instructions:
- 1 Open the Sales Invoice screen.
- 2 Select the Customer. If it is a casual, walk-in customer who is paying cash immediately, you can select Counter Cash Client.
- 3 Select the items they want to buy, type in the quantity, and confirm the selling price.
- 4 Select the Payment Mode: Cash if paid immediately, or Credit if they will pay later.
- 5 Click Save & Print. A clean invoice will open on your screen. You can print it out on paper or save it as a digital file.
Managing Customer & Supplier Ledgers ()
The Khata List is your digital diary for tracking who owes you money and who you owe money to. It aggregates credit sales, purchases, payments, and double-entry adjustments into one live account balance layout.
Key Core Functions:
- • Live Balances: View running account statuses. Green indicates money owed to you; Red shows money you owe out.
- • Quick WhatsApp Reminders: Launches WhatsApp immediately with formatted text copies listing customer ledger standings.
Step-by-Step Operational Instructions:
- 1 Open the Khata List screen. You will see a list of all your business contacts.
- 2 Check the Net Balance column. If the number is Positive/Green, that customer owes you money. If it is Negative/Red, you owe that supplier.
- 3 To collect money, look for the WhatsApp icon next to a customer's name.
- 4 Tap the WhatsApp button. The app will instantly scrub their phone number clean and open WhatsApp with a ready-to-send text message stating their current exact balance. Just click send!
Recording Cash Movements & Direct Expenses ()
Use the Cashbook to log any transaction that involves direct physical cash but does not involve stock items. This maintains an explicit ledger link across non-inventory accounts.
Three Basic Cash Workflows:
- 1. Receipt Use this when an old credit customer comes back to pay off part of their balance.
- 2. Payment Use this when you take cash out of your drawer to go pay off a supplier for past inventory.
- 3. Expense Use this to track day-to-day business spending that isn't inventory—such as shop rent, electricity, meals, or fuel.
Step-by-Step Operational Instructions:
- 1 Open the Cashbook screen.
- 2 Choose the Transaction Type based on what is happening right now: Receipt, Payment, or Expense.
- 3 Select the contact name (if applicable), type the exact Amount, and add a short note in the Remarks field (e.g., "Paid for shop electricity").
- 4 Save the entry. Your Total Cash Hand on the dashboard will immediately update to match your actual cash drawer.
💡 Top 3 Daily Rules for Accurate Records
Always ensure you select Cash vs Credit correctly on sales and purchases, otherwise your cash drawer balance and customer ledgers will become incorrect.
Look at your Dashboard every morning to instantly see which stock items are low and who needs a WhatsApp payment reminder sent straight to their phone.
Record your small expenses (like tea or fuel) in the Cashbook the moment they happen so your "Cash Hand" balance always matches the real money in your pocket.