Administration
Setting up a cooperative
Taking a cooperative live: its branches, people, masters, and the balances and stock it brings from today's books. Done by the head office administrator and accountant.
Start with sign-up
A new organisation signs up on the sign-up page and starts a 30-day free trial straight away, signed in as its administrator with the starting roles, a standard chart of accounts and its first branch in place — see subscription and credits. The steps below complete the setup.
What to gather first
- Branches, with GSTIN and address for each
- Users and the role each will hold
- The current books, for opening balances, and a physical stock count on the go-live date
- Whether sarees are tracked piece by piece or by design lot — it decides tagging at goods receipt
- The last audit report, invoice letterhead and terms
Order of work
- Branches — Settings → Branches. Each has a two- or three-character code that starts all its document numbers (GST caps an invoice number at 16 characters), its state, GSTIN, type and address. A branch is deactivated, never deleted — and a deactivated one can be opened again. Everything but the code can be corrected later: name, state, GSTIN, type and address.
- Roles — review the six starting roles under Settings → Roles & permissions and reshape them if the cooperative divides work differently. See Roles and permissions.
- Users — Settings → Users: username, role, and the branches a branch-scoped user works at. They set their own password at first sign-in.
- Master data — the chart of accounts (with bank ledgers marked as bank accounts), product categories and their attributes.
- Parties and products — customers, suppliers and weaver societies; products and their prices. Both can be imported from Excel under Settings → Import from Excel, checked in full before anything is saved.
- Opening balances — Settings → Opening balances. Ledger balances are posted as one ordinary journal dated the day before go-live; opening stock is brought in with its cost, and tags for tagged pieces. This is refused once trading has started in that year, so opening figures can never slip in behind real transactions.
- Schemes and registrations — rebate schemes in force, Handloom Mark registrations and label rolls, the weaver roll, and government buyers.
- Licence — Settings → Licence shows the licence and rule-pack status; install the licence file APIE issues for your deployment.
Going live
We recommend one outlet running alongside your current system for one to two weeks, each day's close reconciled against it, before the other branches follow. Check the barcode scanners and printers at the outlet during the pilot.