Procurement starts here. An order is raised against a supplier with an expected delivery date and its line items, and takes its own number automatically. Every later step — what arrived, what is still outstanding, what is owed — traces back to this record.
Stock is received against an open purchase order, line by line, with batch numbers where they matter. A single transaction raises the GRN, adds the quantity to stock, updates how much of the order has now been received, and posts the value to the books — so the three can never drift apart.
Over a thousand products, each with its SKU, category, brand, cost and selling price. Receipts and sales move stock on their own — nobody keys a stock figure — and every movement is written to an audit trail carrying a running balance. Low and out-of-stock lines are flagged as they happen.
Salespeople raise orders from their phone, searching the customer and adding products to a cart that totals GST as they go. The order arrives at head office as pending and sits in their own order history until it is reviewed. Nothing touches stock or the books until someone approves it — and if it is rejected, the reason comes back to the salesperson.
An approved order becomes an invoice. SGST and CGST are worked out per line from each product's own rates, giving taxable amount, total tax and grand total. In the same transaction stock comes down and the accounting entries are posted — and if a line would take stock below zero, the sale is refused outright rather than quietly allowed.
The same phone app pulls a customer's outstanding invoices so a salesperson can collect on the spot — cash, cheque or bank transfer — against a specific invoice. The amount is capped at what is actually outstanding, and the collection is submitted for approval rather than posted directly.
An approved collection becomes a numbered receipt that updates how much the customer has paid, what remains due, and whether the invoice is now unpaid, part-paid or settled. Cash and bank are posted separately against receivables, and the receipt prints.
Underneath everything is a real double-entry ledger — assets, liabilities, income and expense — with the transaction count sitting against each account. Nobody posts to it by hand: goods received, sales invoiced and payments collected all write their own entries as they happen.
Debits and credits laid out account by account with the difference between them, so the books can be proved balanced at any moment rather than at month end. It is the check that the automatic posting behind every receipt and sale is actually holding.
The morning view: products on file, active suppliers, purchase orders in flight, how many lines have fallen to low stock, what is owed to suppliers — and a books indicator that reads Balanced or Out of Balance, so a posting problem is visible immediately instead of at the year end.