System Documentation & Operational Manual
Welcome to the comprehensive operating manual for INVOIRY. This guide covers daily counter operations, serialized IMEI hardware management, automated GST billing calculations, thermal ESC/POS printing, and customer credit ledger (Khata) management.
Terminal Onboarding & Store Configuration
Essential steps before generating your first customer invoice
Before launching retail counter operations, ensure your Store Profile is configured under Store Admin → Store Profile & UPI:
Appears on the top of thermal slips, customer receipts, and browser tab headers.
Crucial for GST math. E.g., State Code `01` (J&K), `07` (Delhi), `27` (Maharashtra). Controls CGST/SGST vs IGST.
Enter your store UPI ID (e.g. `store@okaxis`). Generates instant dynamic QR codes with exact bill amounts.
Stock Inwarding & Hardware Serialization
Managing incoming inventory, IMEI 1 & 2 validation, and barcode scanning
Inward Device Step-by-Step
- Navigate to Inventory → Inward Purchase or click Inward Device.
- Barcode Camera Scan: Click Scan Box Barcode. Point your device camera at the retail box IMEI barcode. The system uses real-time canvas decoding to populate the IMEI automatically.
- Dual-SIM IMEI Validation: Enter IMEI 1 (Primary) and optional IMEI 2 (Secondary SIM). INVOIRY enforces cross-column uniqueness in active stock so duplicate devices cannot be entered into inventory.
- Condition Grades: Select
Brand New (Sealed),Pre-Owned (Used), orRefurbished. - Supplier Tracking: Choose an existing distributor or fill in walk-in seller details (Name, Phone, Aadhaar / ID proof) to record supplier history on the fly.
Point of Sale (POS) Billing Engine
Generating customer bills, cash vs credit sales, and real-time calculation
Fast-Paced Checkout Workflow
Choose an existing customer from the dropdown to auto-fill contact information, or type a new customer's name and mobile number. A customer ledger record is created automatically.
Select an in-stock phone from the quick picker, or scan the device IMEI. The selling price, storage, color, and warranty status automatically populate the row. You can add multiple rows for accessories or chargers.
Empty = Unpaid / Credit: If the customer paid nothing at checkout, leave the Amount Paid field empty. The system automatically records ₹0.00 paid and records the full bill as balance due on the customer's Khata.
Pay Full Button: Click the green Pay Full (₹...) button to populate the exact grand total with one click.
Partial Payment: Enter any token amount (e.g. ₹5,000). The remaining balance is tracked as unpaid debt.
Automated GST Math & Tax Logic
Intra-State (CGST + SGST) vs Inter-State (IGST) and MRP Inclusive Math
Tax Inclusive (MRP) Billing
Standard for retail electronics counters where sticker price includes GST:
Tax Amount = Selling Price − Subtotal
Example: ₹11,800 @ 18% GST → Subtotal: ₹10,000, GST: ₹1,800. Customer pays ₹11,800.
Tax Exclusive Billing
Standard for B2B transactions where tax is added on top of base quote:
Grand Total = Base Price + Tax Amount
Example: ₹10,000 @ 18% GST → GST: ₹1,800, Grand Total: ₹11,800.
If Customer State Code matches Store State Code (e.g. Both `01`), INVOIRY automatically splits tax into Central Tax (CGST 9%) + State Tax (SGST 9%). If Customer State Code differs (e.g. Customer is `07` Delhi, Store is `01`), the system automatically routes to Integrated Tax (IGST 18%).
Receipt Printing & Thermal Slip Configuration
A4 Tax Invoices, 80mm & 58mm POS thermal slips, and WhatsApp sharing
Complete full-page legal invoice with customer GSTIN, HSN codes, authorized signature line, and store terms.
Compact ESC/POS styling with dashed cut lines, bold totals, IMEI serial notes, and payment status stamps.
Click the green WhatsApp button on any invoice to dispatch a pre-composed bill summary directly to the customer's phone.
Customer Credit Ledger (Khata)
Managing credit balances, partial payments, and ledger settlement
Under Contacts & Ledger → Customer Credit (Khata), you can monitor the total outstanding balance owed to your store:
- Khata Formula:
Pending Due = Total Purchases − Total Payments Received. - Recording a Settle Payment: Open the customer's ledger page and click Record Settle Payment. Enter the amount received, payment method (Cash, UPI, Bank), and optional transaction reference. The system automatically reconciles oldest unpaid invoices first.
- Customer Statement: Complete chronological log of every purchase, invoice date, payment receipt, and running credit balance.
Staff Management & Role-Based Permissions
Restricting cashier access, configuring form visibility, and managing permissions
Full store master authority. Manages store profile, GSTIN, staff users, custom invoice prefix, and financial ledgers.
Can inward devices, edit pricing, manage stock, create bills, and record khata settlement payments.
Front-counter billing access. Can search inventory, create customer bills, print receipts, and record customer details.
Security, Counter Lock & Emergency Maintenance
Protecting counters, password toggles, and platform maintenance mode
Quick Counter Lock (`/lock`)
Click the lock icon in the sidebar or bottom bar when stepping away from the cash counter. The terminal locks instantly. Enter your staff password to unlock and resume your active workspace without losing input data.
Password Visibility Toggles
Every password field across the system (Login, Lock, Register, Reset, and Staff Management) includes a tactile show/hide eye toggle button to prevent typing mistakes on touchscreens.
When platform maintenance mode is enabled by the Super Admin, the public system renders an emergency status screen with pure white branding. Only authenticated Super Admins can log in to bypass maintenance mode, inspect store terminals, and revoke maintenance mode from the settings console.