Navigation Path:
Order Module → Order

1.1 Top Left Dropdown (Order Views)

• Pending Order
• Completed Order
• Cancelled Order
• All Orders

This allows quick filtering by lifecycle stage.

1.2 Table Columns

Default visible columns:

• Order Number
• Customer Name
• Phone
• Item Count
• Source
• Order Amount
• Status (Unfulfilled, Fulfilled, Partially Fulfilled)
• Date of Order
• Payment Status (Paid, Unpaid, Partial)

Columns can be customized.

1.3 Search

Shortcut: Ctrl + K

The search bar supports:

• Order ID
• Customer Name
• Phone

1.4 Filter Panel

Available filters:

• Item
• Created Date
• Expected Delivery Date
• Source
• Status
• Country
• State
• City
• Currency Type
• Mode of Payment
• Payment Status

Buttons:

• Reset: Clears filters
• Submit: Applies filters

1.5 Customize Columns

Users can:

• Show or hide fields
• Reset to default
• Reorder columns

This improves reporting flexibility.

1.6 Bulk Selection and Export

Users can select multiple orders to export reports.

Export formats:

• XLSX
• CSV

Options:

• Export Fully
• Export Partially

Introduction to the Order Module

Navigation Path:
Order Module → Order

The Order Management module allows businesses to:

• Create and manage sales orders
• Track fulfillment status
• Manage payments
• Handle returns (RTO and Return)
• Monitor shipping and production
• Export order reports
• Track the order lifecycle end-to-end

This module bridges:
Sales → Inventory → Dispatch → Payment → Return.

1.1 Edit Button (Transfer Entry)

Used to update the transfer entry.

Common Use Cases

• Correct quantity
• Update warehouse selection
• Modify details

1.2 Delete Option (Transfer Entry)

Used to remove the transfer entry.

Important:
Deleting this entry will update stock levels.

Recommended Practice:
Allow deletion only to authorized users.

Add Transfer

The Transfer screen is used to record stock movements.

By Clicking the “Transfer” Button, the Following Functions Apply:

2.1 Transfer Details (Form)

Enter basic transfer information:

• Transfer Date: Date of stock movement
• Invoice No: Unique reference number

2.2 Transfer Item (Movement Direction)

Defines stock movement direction.

Transfer From

Select source details:

• Branch Name
• Warehouse Name

Transfer To

Select destination details:

• Branch Name
• Warehouse Name

Purpose:
Specifies where stock moves from and to.

2.3 Item Details (Form)

Add items being transferred.
To add multiple items, click + New Row.

2.4 Remark (Form)

Used for additional notes.

2.5 Submit / Cancel / Back

• Submit: Saves the transfer entry.
• Cancel: Exits without saving.
• Back: Returns to the previous screen.

Transfer Details View

This screen displays complete information for the selected transfer entry.

1.1 Viewing Details
Selecting a transfer entry displays all related details.

1.2 Transfer Details
Shows the basic transfer information.

Fields Available

• Invoice No: Unique reference number
• Transfer Date: Date of stock movement

1.3 Transfer From
Indicates where stock is moved from.

Fields Available

• Branch Name: Source branch
• Warehouse Name: Source warehouse

1.4 Transfer To
Indicates where stock is moved to.

Fields Available

• Branch Name: Destination branch
• Warehouse Name: Destination warehouse

Purpose:
Clearly defines stock movement direction.

1.5 Item Details
Displays items included in the transfer.

Columns Available

• Sr. No.: Item sequence
• Item Name: Name of product
• UOM: Unit of measurement
• Available Qty: Current stock before transfer
• Qty: Quantity transferred
• Rate: Item value per unit
• Amount: Total item value

Purpose:
Provides stock and value breakdown.

1.6 Remarks
Displays additional notes.

View Invoice

Used to preview the transfer invoice.

Purpose:
Allows review or printing of transfer details.

2.1 Invoice Preview

Shows the full transfer invoice including:

• Business details
• Transfer information
• Item details
• Totals

Purpose:
Allows you to verify the transaction before sharing or printing.

2.2 Edit Button (Invoice Preview)

Used to modify the invoice details.

Purpose:
Allows corrections without leaving the preview screen.

2.3 Download Button

Used to download the invoice.

Purpose:
Helps save the invoice for records or sharing.

2.4 Print Button

Used to print the invoice.

Purpose:
Allows quick physical copy generation.

2.5 Close Button

Closes the invoice preview.

Purpose:
Returns to the previous screen.

Introduction to Transfer Module

The Transfer module is used to move stock between warehouses or branches.

1.1 Common Use Cases

• Stock movement between branches
• Warehouse stock movement

Transfer – List View

Navigation Path:
Inventory Module → transfer

2.1 Purpose of Transfer List View

Displays all stock transfer entries. Each entry typically includes:

• Invoice Number
• Transfer Direction
• Amount
• Date

2.2 Transfer Direction

The Transfer Direction shows the movement of stock between locations.

Explanation
Stock moved from one location to another location.

Example
If the record displays HQ to Surat, then:

• Stock moved from HQ
• Stock moved to Surat

If the record displays Surat to HQ, then:

• Stock moved from Surat
• Stock moved to HQ

Purpose:
Provides instant visibility of stock movement without opening details.

2.3 Search Bar

Used to quickly find transfer records.
Shortcut: Ctrl + K

How to Use

• Enter Invoice No or Amount.

2.4 Sort Function

Used to arrange transfer records.

Available Options

• Invoice Date
• Transfer Date
• Updated Date
• Voucher Number
• Amount

Sort Order

• Ascending
• Descending

Apply: Confirms sorting
Reset: Clears selection

Purpose:
Helps organize transfer records easily.

2.5 Filter Panel

It helps you find exactly what you’re looking for by filtering out unnecessary results. 

Available Filters

• Item Name
• Amount
• Transfer Date

How to Use

• Open the Filter Panel.
• Enter filter details.
• Click Submit.
• Click Reset to clear filters.

Purpose:
Allows viewing only relevant transfers.

Workflow and System Logic (Overall Configuration Flow)

Admin configures:

• Field Settings
• Voucher Series
• Enable E-Invoice and E-Way Bill
• Add credentials
• Add transporters
• Add sales persons

After configuration:

• Invoice Creation
• IRN Generation
• E-Way Bill Generation
• Transport compliance
• Reporting

Real Business Example

A textile business needs:

• Financial year-based invoice numbering
• E-Invoice generation above threshold
• E-Way Bill for inter-state dispatch
• Assigned sales person for each invoice

Admin sets:

• Voucher Series: FY2025-26
• Enables E-Invoice and E-Way Bill
• Adds GSP credentials
• Adds transporter master
• Maps sales team

The system becomes GST-compliant and audit-ready.

Best Practices

• Always verify GSTIN before saving credentials
• Use financial year-based voucher series
• Enable services only after credential verification
• Maintain updated transporter master
• Restrict access to configuration settings

Common Mistakes

• Entering incorrect GSP credentials
• Forgetting to set a default voucher series
• Generating E-Invoice without enabling configuration
• Not updating transporter ID
• Deleting a series after invoices are created

INVOICE TRASH MANAGEMENT

(Settings: Invoice → Trash)

Header Notice

“Your Record Will Be Permanently Deleted in 60 Days.”
This informs users that deleted invoices have a retention window.

Data Table Structure

The Trash table includes the following columns:

• Invoice No.
• Client Name
• Parent
• Deleted By
• Deleted At
• Action

Each deleted invoice record appears here until restored or auto-deleted.

Search and Filter

Navigation Path:
Billing Module → Setting → Trash

8.1 Search Bar

Shortcut: Ctrl + K

Search deleted invoices by:

• Invoice number
• Client name

8.2 Filter Panel

Available filters:

• Deleted By
• Deleted Date

Filter Flow:

• Click Filter icon
• Select Deleted By (user)
• Select Deleted Date
• Click Submit

Reset clears all applied filters.

Workflow and System Logic

9.1 Invoice Deletion Flow

• User deletes invoice
• System moves invoice to Trash
• Invoice is marked as soft-deleted
• Retention timer starts (60 days)

9.2 During Trash Period

The invoice:

• Cannot be used for reporting
• Cannot generate E-Invoice or E-Way Bill
• Is not visible in the active invoice list
• Retains metadata (who deleted, when deleted)

9.3 After 60 Days

System automatically:

• Permanently deletes invoice
• Removes record from database
• Cannot be recovered

Restore Logic

If Restore option is available:

• User clicks Restore
• Invoice moves back to Invoice List
• Retention timer stops
• Invoice becomes active again

If no restore option exists, deletion is final after 60 days.

Real Business Example (Trash)

Scenario:

An accountant accidentally deletes invoice FY/25/26-101.

Instead of being permanently removed, the invoice:

• Moves to Trash
• Shows Deleted By: Accountant
• Shows Deleted Date: 15 Feb 2026

Within 60 days, Admin can:

• Review deletion
• Restore if needed

After 60 days, the invoice is permanently erased.

Best Practices (Trash)

• Restrict delete permissions to authorized users
• Regularly review Trash for accidental deletions
• Restore important invoices before the 60-day limit
• Maintain internal approval before deleting invoices

Common Mistakes (Trash)

• Assuming invoice is permanently deleted immediately
• Forgetting 60-day auto-deletion rule
• Not checking Trash after accidental deletion
• Deleting invoices before confirming E-Invoice cancellation

Compliance Consideration

For GST-compliant businesses:

• Do not delete invoices after IRN generation without cancellation
• Ensure E-Invoice or E-Way Bill is properly cancelled before deletion
• Keep audit trace for statutory review

1.1 Purpose

Maintain a master list of transporters for E-Way Bill usage.

1.2 Add Transporter

Steps:

• Click Add Transporter

Fields:

• Transporter Name
• Transporter ID
• Contact Number
• Email

System Logic:

• Transporter appears in the E-Way Bill dropdown.
• Reduces manual entry errors.

Sales Person

2.1 Purpose

Assign sales persons to invoices for tracking and reporting.

2.2 Add Sales Person

Fields:

• Sales Person Name
• User Mapping
• Email
• Contact Number

System Logic:

• Sales person is selectable during invoice creation.
• Helps performance reporting.
• Useful for commission tracking.

1.1 Purpose

Voucher Series controls invoice numbering logic.
Each series can define:

• Series Name
• Prefix
• Suffix
• Starting Number
• Default status

1.2 Add New Series

Steps:

• Click New Series

Fields:

• Series Name
• Invoice No. (starting number)
• Prefix
• Suffix
• Set as Default

Example:

Series Name: FY2025-26
Prefix: FY-
Suffix: -2025-26
Starting No.: 1

System Logic:

Invoice number format becomes:

FY-1-2025-26
FY-2-2025-26

Auto-increment occurs on each new invoice.
Only one series can be default at a time.

Configuration (E-Invoice and E-Way Bill Services)

References:

Create API Credentials
Attachment link provided in your content (Slack file)

2.1 Purpose

This tab enables or disables government integrations.

Services available:

• E-Invoice
• E-Way Bill

Each service has:

• ON or OFF toggle
• Credential configuration

2.2 Enabling E-Invoice or E-Way Bill

Steps:

• Toggle the service ON
• Click View Credential
• Enter required details
• Click Save

Credential Configuration

3.1 Required Fields

• GSTIN
• GSP Username
• GSP Password

These credentials are obtained from the GST E-Way Bill portal.

3.2 How to Create a GSP Account (Process Summary)

Log in to:
https://www.ewaybillgst.gov.in

Go to Registration → For GSP

• Click Add/New
• Select GST Provider: Quicko Infosoft Pvt. Ltd.
• Create Username and Password

Use these credentials inside the Wortal Billing Configuration.

3.3 System Logic

When an E-Invoice or E-Way Bill is generated:

• System validates credentials
• API call is made to the GSP provider
• Government portal validates request
• IRN or E-Way Bill number is returned
• Result is linked to the invoice

If credentials are invalid, the system returns an authentication error.

1.1 Purpose

Field Settings controls:

• Invoice header fields
• Custom input fields
• Item table columns
• Item adjustments

It allows system-level customization of the invoice format.

1.2 Invoice Details Section

Fields available:

• Date
• Invoice Series
• Invoice Number

You can also:

• Add up to 3 custom input fields
• Define label
• Define field type (Text, Number, Dropdown, Date)
• Mark field as mandatory

Custom Field Creation Flow 

• Click New Field
• Enter Label
• Select Field Type
• Mark as Mandatory (optional)
• Click Create

System Logic

• Custom fields appear on the Create Invoice screen.
• Mandatory fields must be filled before submission if you want to make that field mandatory.

1.3 Item Details Section

You can control visible columns in the item table.

Available fields:

• Sr. No.
• Item Name and Description
• HSN Code
• UOM
• Qty and Rate
• Amount
• Discount Rate
• GST Percent
• Net Amount

Rules:

• Maximum 9 columns allowed.
• Toggle ON or OFF to show or hide columns.
• The system recalculates automatically based on visible tax structure.

1.4 Item Adjustment Section

Allows configuration of adjustment types such as:

• Cash
• Discount
• Additional Charges

Each adjustment can be:

• Shown or hidden
• Edited
• Deleted

Adjustments appear in the invoice summary calculation area.

Navigation Path:
Billing Module → Setting → Invoice

The Invoice Settings module contains the following tabs:

• Field Settings
• Voucher Series
• Configuration
• Transporter Details
• Sales Person