User Guide Form Wise - with narration

Start here every day

Use the email and password given when the shop was registered (or created under Users). Click Continue to open the dashboard.

• Dealers and staff log in here.
• New shop? Use Register shop.
• CA / consultant? Use Register consultant.

Create a new distributor shop

Enter shop name, GSTIN (if registered), phone, state, owner name, email and password. This creates the first Dealer (owner) login.

• GSTIN should be 15 characters when the shop is GST-registered.
• State decides CGST+SGST vs IGST on invoices.

For CA / external consultant

Consultants register separately, then request access to a shop. The shop owner accepts the request under Consultants.

Enter the login email to reset the password when staff cannot sign in.

Home screen after login

Shows shop name, GSTIN, FY, and shortcuts to transactions, masters, books and reports.

• Check FY (financial year) at the top before posting vouchers.
• Recommended setup order: Settings, Users, Parties, Items, Opening balances, Purchase, Sale.

Create parties before purchase or sale

Parties are your suppliers and customers. Create them here (or inline on a voucher) before you book a purchase or sale.

Three categories:

1. Supplier - from whom you buy stock (example: Supplier Test and Co).
2. Customer - to whom you sell.
3. Both - same party can be supplier and customer.

New supplier / customer

• Choose type: Supplier, Customer, or Both.
• Enter Name, Phone, Address, State.
• Enter GSTIN for registered parties (15 characters). Leave blank only for unregistered.
• Composition suppliers: mark composition so their bills store tax as 0.

Optional party-wise item rates / catalog. Use after Parties and Items exist.

Create items before purchase

Products you buy and sell. Create items here before adding lines on a purchase or sale (or use Add item on the voucher).

• Enter Name, HSN, GST %, purchase rate, sale rate, MRP where known.
• Stock quantity comes from posted purchases (and openings), not from this master alone.

Minimal fields: Name, HSN, GST %, rates. Colour/size variants appear only if enabled in Settings.

Catalogue view of items for browsing and printing. Masters still live under Items.

Ledger accounts (cash, bank, creditors, sales, purchase, expenses). Most shops use the defaults; add ledgers only when needed.

Groups that organise the chart of accounts. Rarely changed day to day.

Supplier bills list

All posted and held purchase bills. Open a row to edit, print, email, WhatsApp, pay, or cancel.

• Before you start: create the supplier under Parties and the product under Items.
• New bill: Create purchase.
• Orders (not stock yet): Purchase orders.

Enter a supplier invoice

Prerequisite: Party (supplier) and Item should already exist - see Parties and Items. You can also use Add supplier / Add item on this screen.

1. Select Supplier.
2. Enter supplier invoice no. and date (needed for GSTR-2B matching).
3. Select item, enter purchase rate, sale rate, MRP, qty, then Add item to bill.
4. Optional: discounts, additional charges (transport, loading).
5. Hold parks the bill (no stock yet). Save as credit posts stock and payable. Save and make payment posts and pays together.

A PO is a commitment to buy. It does not bring stock until you receive it as a purchase bill.

Customer invoices list

Before selling: customer party (Parties) and stock from Purchases (unless short sale is allowed).

Select customer, add items from stock, rates and qty, then save. GST follows customer GSTIN and state vs shop state.

• Customer must exist in Parties (Customer or Both).
• Items should have stock from purchase.

Sales waiting for pick / dispatch / confirmation. Clear pending so stock and books stay correct.

Quotations for customers. Not a tax invoice until converted to a sale.

Sales returns / credit to customer. Reduces receivable and usually returns stock.

Purchase returns / debit to supplier when you return goods. Related to Purchases.

After a sale on credit

Record customer receipts (cash / bank / UPI) against outstanding invoices.

After a purchase on credit

Pay suppliers against posted purchase bills. Choose cash/bank, amount and UTR/reference.

Shop expenses not on a supplier purchase bill (rent, salary, electricity).

Other income not from sales invoices (interest, scrap, etc.).

Move money between cash and bank (or bank to bank). No profit-and-loss impact.

Manual double-entry adjustments. Prefer standard vouchers for normal work.

When starting Acceon mid-year

Enter opening stock, cash/bank and party balances as on the go-live date. Do this after Parties and Items.

Correct stock for damage, loss or found goods. Prefer purchase/sale for normal movement.

All vouchers for a date - the daily activity register.

Register of vouchers by type and date range.

Cash receipts and payments. Should match physical cash if postings are correct.

Bank ledger movements. Reconcile with Bank reconciliation.

Statement for one supplier or customer: bills, payments/receipts, running balance.

Ledger for any account in the chart of accounts.

Match book entries to the bank statement until balances agree.

Quantity movement of items over a period.

Current stock hub - quantities, values, labels and adjustments.

Item-wise in/out history.

What moved in and out in the period.

Lot / barcode labels created from purchases. Print after posting a purchase.

Items below reorder level. Plan the next purchase.

Who owes you (customers) and whom you owe (suppliers). Then receive or pay.

All ledger debits and credits as on a date. Must tally.

Income versus expenses for the period.

Assets and liabilities as on a date.

How cash moved in the period.

Sources and application of funds between two dates.

Key business ratios from the books.

Top customers by sales value.

Top suppliers by purchase value.

Best-selling or highest-value items.

How old receivables and payables are (30 / 60 / 90 day buckets).

How long stock has been sitting.

Stock by lot / batch barcode created at purchase time.

Batches nearing expiry (when expiry is captured on purchase).

Items that sell quickly - keep purchase cover healthy.

Items that barely move - review purchase quantity.

Outward supplies data from your sales. Needs correct customer GSTIN on sales.

Summary GST return (liability / ITC). Composition shops follow composition rules.

Match supplier invoices with GSTR-2B. Enter supplier invoice no., date and GSTIN carefully on Create purchase.

Do this right after registering the shop

Shop profile, GST, print options, stock options, discount caps.

Numbering and names for Purchase, Sales, and other vouchers. Leave defaults unless CA asks to change.

Open or select FY. Always confirm FY on the top bar before posting.

Plan and trial / renewal status for the shop.

Staff logins (Store, Cashier, Accountant, Manager). Never share the owner password.

Name, email, phone, role and password. Role limits which menus the person can open.

Permission sets (Dealer, Store, Cashier, Accountant, Manager).

Accept or reject consultant access requests. See Register consultant.

Directory of all reports.

Shortcut into stock value, labels and adjust. Same family as Stock.