Administration
Features: keeping it simple
Start with the basics and add what your business needs. A small shop runs on billing, stock and its customers, with two roles; a federation switches on everything. Settings → Features
Basics — every shop has these
| Basic | What it covers |
|---|---|
| Billing at the counter | Bills, payments, printing, returns and exchanges, and closing the day. |
| Stock | Products and prices, goods received, stock on hand and stock take. |
| Customers | Customers and suppliers, with their GSTIN and credit. |
| Reports | Sales, stock ageing and what customers owe. |
| Users and settings | Staff sign-ins, roles, branches, master data and importing from Excel. |
Every bill still posts to the books in the background, so switching on full accounting later shows every rupee from the first day.
Add-ons
| Add-on | What it adds | Needs |
|---|---|---|
| Running the shop | ||
| Purchase bills and suppliers | Suppliers' bills with input tax, debit notes, payables. | — |
| Purchase orders | Orders to societies and suppliers, deliveries against them. | Purchase bills |
| Several branches | Transfers between branches on a delivery challan; branch comparison. | — |
| Markdowns and clearance sales | Price reductions by stock age and clearance campaigns. | — |
| Audit trail | Who did what and when; the audit pack. | — |
| Accounts and tax | ||
| Full accounting | Vouchers, receipts and payments, day book, ledgers, trial balance, profit and loss, balance sheet, period close. | — |
| GST returns | GSTR-1, GSTR-3B, HSN summary and the portal file. | — |
| Cooperatives and government | ||
| Job work and yarn | Yarn to weavers, woven pieces back, wages, section 143, ITC-04. | Purchase bills |
| Handloom Mark labels | Label rolls, labels on pieces, the label account. | — |
| Festival rebates | Rebate schemes at the till and the claim register. | Full accounting |
| Marketing Incentive and weaver roll | NHDP Marketing Incentive, weaver roll, sales channels. | Full accounting |
| Expos and exhibitions | Exhibition sale points, stock, costs and close-out. | Several branches, Full accounting |
| GeM orders and GST TDS | GeM contracts, receipts net of TDS, GSTR-7A. | Full accounting |
Starting points
- Small shop — the basics only.
- Growing shop — adds purchase bills, purchase orders, several branches, full accounting, GST returns and the audit trail.
- Cooperative or federation — everything.
Pick one, then tick or untick anything on top. Ticking an add-on ticks what it needs; unticking one unticks what depends on it.
Screens: guided or expert
The same books can be kept two ways, and Settings → Features → Screens decides which the organisation sees.
- Guided — for a shop counter and a phone. Home is a page of large buttons for what a shop does all day; a sale is one screen — find the item by name, set how many, take the money, save; the menu is seven places, not seventy. The words are the ones used in a shop: a sale, a party, payment in and payment out, items, money to collect.
- Expert — for an accountant. Every column on screen, keyboard shortcuts at the counter, split tenders and exchanges, and the vocabulary of the books: bills, vouchers, credit notes, receipts, outstanding.
Only the screens and the words change. The books behind them, the numbers, the GST and every rule are identical, so a shop that starts guided and outgrows it switches to expert and finds its own data waiting under the names its accountant uses. Switching back loses nothing either way. A new organisation that signs up as a shop starts guided; one that signs up as a cooperative starts expert.
Roles
- Simple roles — Owner, who can do everything that is switched on, and Counter staff, who bill, take returns, receive goods and count stock at their branch.
- Detailed roles — six roles for head office and outlets: billing operator, stock keeper, outlet manager, head office accountant, head office administrator, and a read-only auditor.
Switching adds the roles if they are not there yet. Nobody's role changes on its own: give staff their new role under Settings → Users.
Saving a change
- Only an administrator sees Settings → Features. Press Save; the page reloads with the new menu, and everyone else sees it from their next action.
- An add-on that is off is hidden for everyone, whatever their role, and the server refuses its screens. Nothing is deleted — tick it again and everything recorded under it is there as it was.
- With festival rebates off, no rebate is applied at the till. With markdowns off, the till sells at the list price.
- Each change is recorded: who changed it, when, and what was on before.
Signing up online asks whether you are a shop or a cooperative. A shop starts with the basics and simple roles; a cooperative with everything and the detailed roles.