📋 Complete Business Flow — Step by Step
Follow this exact order every time. Each step feeds into the next.
Step 1 — First Time Setup
✅ Add Parties (Suppliers, Customers, Dyeing)
✅ Add Quality names (Premium 40x40 etc)
✅ Add Godowns (Main Godown, Store 2 etc)
✅ Add Accessories (Bags, Stickers, Cartons)
✅ Set Opening Balances (running business only)
✅ Set Chart of Accounts opening balances
Step 2 — Buy Grey Fabric
✅ Go to Grey Purchase → + New Purchase
✅ Select Supplier party
✅ Enter Bilty No, Vehicle No
✅ Add detail rows: Lot No, Meters, Rate
✅ Save → Auto journal posted
💡 Each row = one lot number (L-0001, L-0002)
Step 3 — Send to Dyeing
✅ Go to Dyeing Issue → + New Issue
✅ Select Dyeing Party (Razzaq Dyeing etc)
✅ Add lots: Lot No, Quality, Meters, Shade
✅ Save → Status becomes Pending
💡 Can send multiple lots in one issue
Step 4 — Receive from Dyeing
✅ Go to Dyeing Receive → + New Receive
✅ Select Issue Reference (Pending issues)
✅ Lot rows auto-load from issue
✅ Enter Received Meters per lot
✅ Loss auto-calculated
✅ Save → Issue status becomes Received
Step 5 — Packing (Most Important)
✅ Go to Packing → + New Packing
✅ Enter Lot No, select Quality, Godown
✅ Add each Thaan: No, Bale No, Meters, Weight
✅ Save → Barcodes auto-generated per thaan
✅ Status = Ready (appears in stock)
💡 One lot can have multiple packings
Step 6 — Sell to Customer
✅ Go to Sales Invoice → + New Invoice
✅ Select Customer party
✅ Add items: Bale, Thaan, Quality, Meters, Rate
✅ Enter Discount if any
✅ Save → Gate Pass = Pending, journal posted
💡 Goods cannot exit until gate pass released
Step 7 — Gate Pass
✅ Go to Gate Pass screen
✅ Find the invoice → click Release
✅ OR gate staff scan invoice number
✅ Released = goods can exit godown
✅ Blocked = goods cannot exit
💡 Gate staff only need Gate Pass screen
Step 8 — Receive/Pay Money
✅ Go to Payment screen → + New Payment
✅ Select any party (Customer/Supplier/Dyeing)
✅ Enter Amount, Mode (Cash/Bank/Cheque)
✅ Save → Journal auto-posted
💡 Same screen for receiving AND paying
👤 Masters — Setup Guide
Party Master
• Supplier — who sells grey fabric to you
• Customer — who buys finished fabric from you
• Dyeing — dyeing factory/party
• Credit Limit — max amount customer can owe
• Opening Balance — existing balance before you started system
• One party can only be ONE type. If same person is supplier and customer, add them twice with different types.
Quality Master
• Add all your fabric qualities before entering purchases
• GSM — grams per square meter (weight)
• Width — fabric width in inches (58", 60" etc)
• Default Rate — selling price per meter
• Quality name is used in packing and sales — must be exact match
• Example names: Premium 40x40, Standard 30x30, Fine 60x60
Godown Master
• Add all your storage locations
• Example: Main Godown, Store 2, Annex Building
• Each packing entry assigns thaans to a godown
• Stock Inquiry can filter by godown
• Capacity field is for your reference only
Accessories
• Add items: Bags, Stickers, Poly Sheets, Cartons, Twine
• Click + Purchase when you buy new stock
• Click Issue to Lot when using for packing
• Balance auto-reduces when issued
• Low Alert triggers warning when balance is low
• Opening qty: enter existing stock via Purchase button
📦 Grey Purchase — Full Guide
Field by Field
• Purchase No — Auto (PUR-0001, PUR-0002...)
• Purchase Date — Date of receiving fabric
• Party — Select your Supplier
• Bilty No — Transport receipt number
• Vehicle No — Truck/van registration
• Lot No — Your internal lot number (L-0001)
• Bale/Thaan — Bale reference (B-01, B-02)
• Meters — Total meters in that bale
• Weight — Weight in KG
• Rate — Cost per meter in ₨
• Amount — Auto = Meters × Rate
Lot Number System
• Create your own lot numbering: L-0001, L-0002 or LOT-001
• One purchase can have MULTIPLE lots
• Example: one truck brings 3 different qualities = 3 lot numbers
• Same lot number travels through entire system:
Purchase → Dyeing Issue → Dyeing Receive → Packing
•
Lot Wise Detail report tracks full journey
•
Lot Cost & Profit shows profit per lot
After saving purchase, journal auto-posts:
Dr: Purchase-Grey Fabric
Cr: Accounts Payable
🎨 Dyeing Issue & Receive — Full Guide
Dyeing Issue
• Select the Dyeing party (Razzaq Dyeing etc)
• Add each lot being sent
• Shade — color instructions (Dark, Medium, Light)
• One issue can contain multiple lots
• After save → status = Pending
• No money entry here — only fabric movement
• Dyeing charges are entered separately in Lot Cost & Profit
Dyeing Receive
• Select Issue Reference from dropdown (Pending issues)
• Lot rows load automatically from that issue
• Enter
Received Meters for each lot
•
Loss = Sent − Received (auto-calculated)
• After save → issue status =
Received
• Normal dyeing loss = 1-3% (acceptable)
• High loss = check with dyeing party
⚠ Dyeing party PAYMENT goes through Payment screen.
Dyeing CHARGES go to Lot Cost & Profit → +Cost
📫 Packing — Full Guide
Packing Entry
• Most important screen — this creates your stock
• Lot No — same as in purchase/dyeing
• Quality — select from quality master
• Godown — where this stock is stored
• Thaan No — TH-001, TH-002 (auto-filled)
• Bale No — which bale this thaan belongs to
• Meters — meters in this thaan
• Weight — weight of this thaan
• Barcode — auto-generated (PK-0001-TH-001)
After Packing
• Thaans appear in
Stock Inquiry
• Each thaan has unique barcode for scanning
• Status = Ready = available for sale
• When sold, status changes to Sold
• One lot can be packed in multiple sessions
• Issue accessories per packing via Accessories → Issue to Lot
💡 Barcode format: PK-0001-TH-001
PK-0001 = Packing number
TH-001 = Thaan number
Scan this at Gate Pass to verify
💰 Sales Invoice — Full Guide
Creating Invoice
• Select Customer party only (not supplier)
• Transport — TCS, own vehicle etc
• Add items — one row per thaan being sold
• Bale No — which bale (B-01)
• Thaan No — which thaan (TH-001)
• Quality — fabric quality name
• Meters — meters being sold
• Rate — selling price per meter
• Discount — total discount on invoice
• After save → journal auto-posts
Gate Pass Flow
• After saving invoice: Gate Pass =
Pending
• Goods are NOT released yet
• Accounts office releases gate pass
• Gate staff scans invoice number
• System shows ✓ Authorized or ✗ Blocked
• Only Released invoices allow exit
💡 Gate Pass security flow:
1. Sales person makes invoice
2. Accounts releases gate pass
3. Gate staff scans → goods exit
This prevents unauthorized removal
💳 Payment — Complete Guide
One screen handles ALL money movements — receiving from customers AND paying to suppliers/dyeing parties.
Receive from Customer
Party → Customer name
Amount → what they paid
Mode → Cash / Bank / Cheque
Auto journal:
Dr: Cash/Bank
Cr: Accounts Receivable
Customer balance reduces ✓
Pay to Supplier
Party → Supplier name
Amount → what you paid
Mode → Cash / Bank / Cheque
Auto journal:
Dr: Accounts Payable
Cr: Cash/Bank
Supplier balance reduces ✓
Pay to Dyeing Party
Party → Dyeing party name
Amount → dyeing charges
Mode → Cash / Bank
Auto journal:
Dr: Accounts Payable
Cr: Cash/Bank
Dyeing balance reduces ✓
Party Ledger — Reading the Balance
Dr balance (Debit) = Customer owes YOU money → you need to collect
Cr balance (Credit) = You owe THEM money → you need to pay
Zero balance = All settled, nothing pending
📊 Financial Accounting — Complete Guide
What Posts Automatically
✅ Grey Purchase → Dr Purchase, Cr Payable
✅ Sales Invoice → Dr Receivable, Cr Sales
✅ Payment Cash → Dr Cash, Cr Receivable
✅ Payment Bank → Dr Bank, Cr Receivable
✅ Pay Supplier → Dr Payable, Cr Cash/Bank
✅ Opening Balances → Opening JV posted
What Needs Manual Journal
📝 Rent payment
📝 Salary payment
📝 Electricity / gas bill
📝 Transport charges
📝 Any other expense
📝 Bank charges or interest
📝 Correction / adjustment entries
Journal Voucher — Common Entries
Pay Rent ₨15,000
Dr: Rent Expense 15,000
Cr: Cash in Hand 15,000
Pay Salaries ₨50,000
Dr: Salaries Expense 50,000
Cr: Cash in Hand 50,000
Pay Electric ₨8,000
Dr: Utility Bills 8,000
Cr: Cash in Hand 8,000
Cash to Bank ₨100,000
Dr: Bank Account 100,000
Cr: Cash in Hand 100,000
Bank to Cash ₨50,000
Dr: Cash in Hand 50,000
Cr: Bank Account 50,000
Owner invests ₨200,000
Dr: Cash in Hand 200,000
Cr: Owner Capital 200,000
Chart of Accounts — Account Codes
1000s = Assets — Cash, Bank, Receivable, Stock (what you OWN)
2000s = Liabilities — Payable (what you OWE)
3000s = Equity — Owner Capital, Retained Earnings (owner's share)
4000s = Income — Sales Revenue, Other Income (money coming IN)
5000s = Expenses — Purchase, Dyeing, Rent, Salaries (money going OUT)
To add a new expense account: Chart of Accounts → + New Account → Code: 5010, Type: Expense
📈 Reports — How to Use Each One
Stock Inquiry
Filter by Quality, Lot No, or Godown
Shows all Ready thaans with meters
Use before taking a sale order
Total meters and thaans at bottom
When to use: Customer calls asking "do you have Premium 40x40?"
Party Ledger
Select party + date range → Search
Shows all sales, payments, balance
Dr balance = they owe you
Cr balance = you owe them
When to use: Customer asks "how much do I owe?" or before calling supplier
Quality Ledger
Select quality → Search
Shows all packings (in) and sales (out)
Running balance of meters
When to use: Check how much Premium 40x40 was packed vs sold
Lot Wise Detail
Shows complete journey of every lot
Purchased → Issued → Received → Packed → Status
Loss in dyeing visible per lot
When to use: Track where any lot currently is
Lot Cost & Profit
Shows cost vs revenue per lot
Add dyeing charges via +Cost button
Profit % calculated per lot
When to use: Monthly review — which lots made profit, which lost
Trial Balance
Set date range → Generate
All accounts with Dr and Cr totals
Shows BALANCED or DIFFERENCE at bottom
If balanced = books are correct
When to use: Monthly check that all entries are correct
Profit & Loss
Set date range → Generate
Income on left, Expenses on right
Net Profit or Loss at bottom
When to use: End of month/quarter to see overall business performance
Balance Sheet
Set date → Generate
Assets on left, Liabilities + Equity on right
Should always balance (equal both sides)
When to use: Year-end financial statement, bank loan applications
🏁 Opening Balances — For Running Business
If your business was already running before you started this system, enter all opening balances BEFORE recording new transactions.
Stock Opening Balance
Go to Utilities → Opening Balances
• Enter each lot that already exists in godown
• Add all thaans with meters and weight
• Assign to correct godown
• These appear in stock immediately
• Marked as Opening entries separately
What to enter: All packed thaans currently sitting in your godown that were packed before you started this system
Account Opening Balances
Go to Utilities → Opening Balances → Account Opening
• Cash in Hand → enter Debit amount
• Bank Account → enter Debit amount
• Accounts Receivable → enter Debit (total customers owe you)
• Accounts Payable → enter Credit (total you owe suppliers)
• Owner Capital → enter Credit
⚠ Total Debit must equal Total Credit.
If not equal, use Owner Capital to balance.
Party Opening Balance
For existing customer/supplier balances → Go to Party Master → Edit party → Opening Balance field.
Enter positive number for Dr balance (customer owes you) or Cr balance (you owe supplier).
💡 Pro Tips & Recommendations
Daily Routine
Morning:
✅ Check Dashboard for overnight changes
✅ Check pending Dyeing issues
✅ Check stock levels
During Day:
✅ Enter purchases same day
✅ Issue gate pass before goods exit
✅ Record all payments same day
Evening:
✅ Check party ledgers
✅ Take backup from Settings
Monthly Routine
End of Month:
✅ Enter all pending Journal entries (rent, salary, utility)
✅ Check Trial Balance — must be balanced
✅ Generate Profit & Loss report
✅ Check Lot Cost & Profit for each lot
✅ Review all party ledgers for outstanding dues
✅ Download backup from Settings
User Roles Recommendation
Owner/Admin — all permissions
Sales Person — Sales Entry, Stock View only
Store Keeper — Purchase, Packing, Stock View
Accountant — Reports, Accounts, Payments
Gate Staff — Stock View only (Gate Pass screen)
Go to Users → set permissions per person
Mobile Usage Tips
• Install as PWA: Chrome → 3-dot menu → Add to Home Screen
• Gate staff use mobile for Gate Pass scanning
• Sales team check stock from market via mobile
• Owner checks Dashboard from anywhere
• All data syncs real-time across all devices
• Works on slow internet — forms load fast
Common Mistakes to Avoid
❌ Don't skip Dyeing Receive — loss tracking depends on it
❌ Don't release Gate Pass before payment (credit customers only)
❌ Don't forget monthly Journal entries (rent, salary)
❌ Don't use same lot number twice
❌ Don't enter purchases without lot numbers
❌ Don't forget to backup monthly
White Label — Selling to Others
To sell this system to another textile business:
• Go to Settings → Company Branding
• Change company name, logo letter, color
• Each client needs their own Supabase project
• Change the SB_URL and SK in the HTML file
• Deploy to separate Netlify site
• Charge monthly subscription per client
• Your changes here stay in this chat for future updates