User guide
Reports and the audit trail
The reports a manager reads, and the trail an auditor follows.
Reports
| Report | What it answers |
|---|---|
| Sales | What sold, where, when and how it was paid |
| Branch comparison | Branches side by side — for head office, which sees every branch |
| Stock ageing | How long stock has been held, in age bands — the starting point for markdowns |
| Outstanding | What each customer owes, and how overdue |
| Payables | What the cooperative owes each supplier and society |
| Rebates given | Rebate by scheme, branch and period |
Figures, and the shapes behind them
Every report opens on the figures somebody came for — what was sold in the period, what is owed, what is overdue, what the average bill is worth — and says how each compares with the period before it. Under them, a chart: which days carried the period, which outlet the money came from, how old what is owed has become. Pointing at a column tells you the day and the exact amount; the table below the chart is still the record, and still exports to Excel.
The home screen carries the same figures for today and for the month, a year of sales that switches between daily and monthly, and the last few bills taken at the counter. What it shows follows what the reader may see: an outlet manager sees their own outlet, head office sees every outlet consolidated.
Other registers live with their module: the markdown register and stock valuation under Markdowns, the label account under Handloom labels, section 143 and ITC-04 under Job work, and the GST TDS reconciliation under GST. Lists and reports export to Excel.
A branch-scoped user sees their own branches; head office sees all.
The audit trail
Audit → Audit trail records every change to a record: who made it, when, from which address, and the record before and after. Signing in and out, printing and exporting are recorded too. Nobody — not the administrator — can edit or remove an entry.
The audit pack
Audit → Audit pack is one download for a financial year with what a cooperative's statutory auditor asks for: the trial balance, every voucher with its entries, the invoice series with any gaps flagged, the history of period locks, and the full audit trail for the year. It keeps working even if the licence lapses. The auditor's own role can read and export everything and change nothing.
Controls worth knowing
- Bills, credit notes, challans and vouchers are numbered without gaps, per branch and financial year.
- These need a second person or a higher authority: a discount past the cap, credit past a limit, selling beyond stock, a stock-take variance, an expo variance, a markdown, excess yarn wastage.
- A closed period cannot be posted into, and reopening it is a separate authority.