1. Introduction
This manual explains how to use Aveon GST Invoicing Software — a complete billing and business management platform designed for Indian businesses. It covers creating GST-compliant invoices (including zero-rated export supplies), managing customers, items, vendors, payments, bank reconciliation, and generating GST reports.
1.1 What you can do
- Create and send GST tax invoices with PDF and WhatsApp / email sharing
- Automatically apply 0% GST for overseas & SEZ customers (Export under LUT — IGST Act §16)
- Manage customers (billing/shipping, GSTIN, GST treatment including Overseas/SEZ)
- Manage items (products/services, HSN/SAC, tax rates)
- Create quotations, proformas, and delivery challans — convert to invoice when ready
- Record payments and allocate to invoices (partial payments supported)
- Manage vendors, purchase orders, goods receipts, and purchase bills (3-way matching)
- Record vendor payments with allocation to purchase bills
- Manage bank accounts and reconcile bank statements
- Create credit notes and debit notes
- View sales reports, outstanding receivables, and GST reports (GSTR-1, GSTR-3B)
- Configure organisation profile, invoice layout, fiscal year, and document numbering
- Run a Point of Sale (POS) billing terminal with barcode scanning, hold/resume carts, split payments, returns, day book, and credit/khata accounts
- Manage inventory — stock overview, low stock alerts, adjustments, movements, branch-to-branch transfers, valuation, and opening stock
- Create and manage branches with user and terminal assignments; filter reports by branch
- Switch the interface language — English, Tamil, Malayalam, Kannada, Telugu, or Hindi
- Manage your team — add staff users, assign roles (Tenant Admin / Accountant / Billing Executive / Viewer), deactivate or reactivate accounts
- Super Admin: Manage all tenants, plans, trials, site settings, and permanently delete tenant data
1.2 Contents of this manual
- Introduction
- Getting Started
- Dashboard
- Customers
- Items
- Invoices
- Payments
- Quotations, Proformas & Delivery Challans
- Credit Notes & Debit Notes
- Vendors & Procurement
- Finance & Bank Reconciliation
- Reports
- Settings
- Super Admin Panel
- POS (Point of Sale)
- Branch Management
- Inventory Management
- Language Settings
- Quick Reference & Troubleshooting
2. Getting Started
2.1 Signing up
- Open the application in your browser and click Sign up.
- Enter your email address and choose a strong password.
- After signup you will be asked to create or join an organisation. Each organisation is a separate tenant with its own customers, items, invoices, and settings.
2.2 Logging in
- Go to the Login page and enter your email and password.
- If you belong to more than one organisation, select the one you want to work in.
- You are taken to the Dashboard.
2.3 Changing your password
Any signed-in user can rotate their own password from the sidebar profile dropdown. This works for every role — Tenant Admin, Accountant, Billing Executive, Viewer, Super User.
1. In the sidebar, click your name / avatar at the bottom-left.
2. In the dropdown that appears, click Change password.
3. Enter your Current password, then a New password (minimum 8 characters), then re-type it to confirm.
4. Click Change password. The new hash is stored on the server and other devices you were signed in on are signed out the next time their session refreshes. Your current browser keeps working until its access token expires (about 15 minutes).
Forgot your password? The "Forgot password?" link on the login screen opens a panel pointing you at your tenant admin — they can reset it for you from
Settings → Team → Reset password (see §13.6.3). Tenant admins who have locked themselves out should contact
support@aveongstflow.com.
2.4 Switching organisation
Use the organisation switcher in the top header or profile menu to change the active organisation. All data (invoices, customers, etc.) is always scoped to the selected organisation.
3. Dashboard
The Dashboard gives you a real-time overview of your business.
3.1 Summary cards
- Total Revenue — Sum of paid & finalized invoice amounts.
- Outstanding Amount — Total unpaid balance across invoices.
- Total Invoices — Count of invoices created.
- Total Customers — Number of customers on record.
3.2 Revenue chart
Shows month-by-month revenue over the last 6 months. Useful for spotting trends.
3.3 Recent invoices
Lists your latest invoices with status badges: Draft, Unpaid, Partially paid, or Paid. Click Refresh status to sync paid/unpaid status after recording a payment. View all opens the full invoice list.
3.4 Reminders
Shows overdue invoices, draft document counts (invoices, proformas, quotations, challans), and upcoming GST due dates. Configure reminder emails under Settings → Reminders.
4. Customers
Customers are the parties you invoice. You need at least one customer before creating an invoice.
4.1 Adding a customer
1. Go to Customers from the main menu.
2. Click Add customer.
3. Enter Display name (required) and Company name (used on PDF documents). Fill in email and phone.
4. Pick
GST Treatment — the form now defaults to
Unregistered Business, which is the correct choice for most small-business buyers and walk-in individuals. The GSTIN field below only appears when you pick a
Registered option:
- Unregistered Business (below GST threshold) — small Indian business under the registration threshold. No GSTIN needed. This is the default.
- Consumer (B2C walk-in / individual) — individual buyer with no business entity. No GSTIN needed.
- GST Registered – Regular — registered B2B business. GSTIN required (field appears when selected).
- GST Registered – Composite — composite scheme dealer. GSTIN required.
- Overseas (Export / LUT) — foreign customer; 0% GST applied on all documents.
- SEZ – Special Economic Zone — SEZ customer; 0% GST applied.
5. If GSTIN is required (Regular/Composite), type the 15-character GSTIN. The system auto-verifies against the government API and fills the company name, PAN, state code and address for you.
6. Enter the Billing address. If the billing country is set to any country other than India, GST Treatment is automatically switched to Overseas.
7. Save. The customer is now available for invoices.
"When is GSTIN needed?" help — click the small blue
ⓘ When is GSTIN needed? link next to the GST Treatment dropdown to see the Indian GST registration thresholds:
- ₹20 lakh / year — Services (₹10 lakh in special-category states like Assam, Meghalaya, Manipur, Nagaland, Mizoram, Tripura, Arunachal Pradesh, Sikkim, Himachal Pradesh, Uttarakhand).
- ₹40 lakh / year — Goods (₹10 lakh in the same special-category states).
- GST is mandatory regardless of turnover for interstate sales, e-commerce sellers (Amazon / Flipkart), SaaS & digital services, reverse-charge suppliers, and casual / non-resident taxable persons.
Auto-detection: If you set Billing Country to a non-India country (e.g. USA, UAE), the system automatically sets GST Treatment to Overseas (Export / LUT) — no manual selection needed.
If you later see "Customer <name> is marked GST Registered but has no GSTIN" on an Invoice, Proforma or POS sale: open the customer, either (a) fill in the GSTIN or (b) change the Tax Type to Unregistered Business or Consumer. Save. The sale will go through on the next attempt.
4.2 Editing a customer
Open the customer from the list to view or edit. Changes take effect on new invoices (existing finalized invoices are unchanged).
5. Items
Items are the products or services you sell. Each item holds HSN/SAC code, tax rates, and selling price.
5.1 Adding an item
1. Go to Items from the main menu.
2. Click Add item.
3. Enter Name, Type (Goods or Service), and Unit (e.g. Nos, Kg, Hrs).
4. Enter HSN/SAC code and tax rates (intra-state and inter-state).
5. Set Selling price (optional; can be overridden per invoice line).
6. Save. The item is now available when adding line items to an invoice.
5.2 Editing an item
Open the item and edit. Changing rates or price does not affect already-created invoices — only new invoices use the updated values.
6. Invoices
Tax invoices are the main documents you send to customers. They flow through: Draft → Final → Paid / Partially paid.
6.1 Creating a new invoice
1. Go to Invoices or click New Invoice from the Dashboard.
2. Select the Customer. If the customer is overseas or SEZ, supply type is auto-set to Export / SEZ and 0% GST is applied automatically.
3. Set Invoice date and optionally due date, order number, and place of supply.
4. Add
Line items: choose an Item, enter Quantity and Unit price. Tax is calculated automatically:
- Same state → CGST + SGST
- Different state → IGST
- Overseas / SEZ / Export → 0% (LUT — IGST Act §16)
5. Add discount, advance received, or TDS/TCS if needed. Round-off is automatic.
6. Click Save as Draft. You can edit drafts freely until you finalize.
Export under LUT: When an overseas customer is selected, a green notice "Zero-rated Export Supply (LUT): No GST is charged on this invoice per Indian GST law (IGST Act §16)" is shown automatically.
6.2 Finalizing an invoice
1. Open a Draft invoice from the list.
2. Review all details.
3. Click Finalize. Status becomes Final (Unpaid). The invoice is locked for editing.
Material outward (stock): When you finalize an invoice, the platform automatically deducts the sold quantity from each line item's stock and posts a Sale entry to the inventory movements ledger (visible at Inventory → Stock Movements). Service items and items with inventory tracking turned off are skipped. If you cancel a finalized invoice, the stock is restored automatically with a matching Return entry. Items marked taxable but with no GST rate set are rejected up-front with the item name in the error — edit the item's tax rate in Items and try again.
6.3 Downloading PDF and sharing
Open any finalized invoice and use Download PDF to save it as a PDF file. The PDF displays your Company Name for the customer (falling back to Display Name if company name is not set).
Use Share on WhatsApp to open your existing WhatsApp Web session directly (no new login prompt). The PDF is downloaded to your device first — use the 📎 attach button in WhatsApp to send it along with the pre-filled message.
6.4 Cancelling an invoice
Open a finalized invoice and click Cancel invoice. Cancelled invoices are not counted in revenue or reports.
6.5 Invoice statuses
| Status | Meaning |
|---|
| Draft | Editable; not yet sent. Can be finalized or deleted. |
| Final (Unpaid) | Locked; PDF available; no payment recorded yet. |
| Partially paid | Some payment recorded; balance still due. |
| Paid | Fully paid (total paid ≥ invoice amount). |
| Cancelled | Voided; excluded from all reports. |
7. Payments
Record payments received from customers and allocate them to invoices. Invoice status updates automatically once payment is recorded.
7.1 Recording a payment
1. Go to Payments from the main menu.
2. Select the Customer who made the payment.
3. Enter Payment date, Amount received (the actual cash that hit your bank), payment mode, reference number, and optionally bank account.
4. In the Allocate to Invoices table you will see the customer's unpaid / partially-paid invoices. Click the radio next to an invoice to select it; the row's Allocate Amount column auto-fills with the amount due — adjust if you only want to allocate part of it.
5. If the customer deducted TDS at source, enter it in the TDS Deducted column on the same row (see §7.3). The invoice is fully settled when (Allocate Amount + TDS Deducted) equals the invoice total.
6. Save. Each invoice's status updates automatically (Paid / Partially paid / Final).
Tip: You can record partial payments — allocate only part of the amount. The remaining balance can be allocated with a later payment.
7.2 TDS deducted by the customer
When a customer deducts TDS (e.g. under §194C / 194J / 194H / 194I / 194Q of the Income Tax Act 1961) before paying you, both the cash and the TDS together settle the invoice. The amount the customer remitted to the government on your behalf is recorded against the receivable here so the invoice is correctly marked Paid.
7.2.1 Adding TDS per invoice
1. After selecting the invoice in the allocation table, type the TDS amount in the TDS Deducted column on that row. This is the actual rupee amount that appears on the customer's TDS challan or Form 16A.
2. Reduce the Allocate Amount on the same row to the cash you actually received (so cash + TDS = invoice total).
7.2.2 Bulk-applying a TDS rate
If the customer used the same TDS rate across all the invoices in this receipt:
1. Above the allocation table, type the rate (e.g. 10) into the Apply TDS rate __ % field.
2. Click Apply to all rows. For every selected invoice, the TDS column is filled with taxable value × rate / 100, and the Allocate Amount is reduced so cash + TDS still settles the same total.
3. You can still tweak any individual row by hand afterward — useful when invoices fall under different sections (e.g. 194C 2% on one, 194J 10% on another).
TDS is computed on the taxable (pre-GST) value — never on the GST portion when GST is shown separately on the invoice, and never on the cash you received. Example: invoice taxable ₹2,49,312 + GST ₹44,876 = total ₹2,94,188; TDS @10% = 2,49,312 × 10% = ₹24,931.20; cash you receive = 2,94,188 − 24,931.20 = ₹2,69,256.80.
7.2.3 TDS Tax Account
When at least one row has a TDS amount > 0, a TDS Tax Account dropdown appears below the allocation table — pick the TDS Receivable ledger to which the deducted amount should be posted. Configure ledgers under Settings → Lookup Values → TDS Tax Account.
7.3 Editing or cancelling a payment
From the Payments list click Edit on a row to re-open the receipt voucher with all its allocations and TDS values pre-loaded. Adjust amounts and save again — invoice statuses recompute automatically. Use Delete to remove a payment entirely; the related invoices revert to their previous outstanding state.
8. Quotations, Proformas & Delivery Challans
8.1 Quotations
Create a Quotation to send a price quote to a customer. Add customer, line items, and any discount. For overseas or SEZ customers, 0% GST is applied automatically.
- Download PDF to share by email or print.
- Click Share on WhatsApp to open your existing WhatsApp Web session. PDF is downloaded first for attachment via the 📎 button.
- Convert to a Proforma or Tax Invoice when the customer confirms the order.
8.2 Proformas
A Proforma Invoice is a preliminary invoice / quotation. Create it with a customer and line items. GST is calculated the same way as a tax invoice (including zero-rating for overseas / SEZ).
- Download PDF and share via WhatsApp or email.
- Click Convert to Invoice to create a Tax Invoice from the proforma when the order is confirmed.
- Free-text line items — in the item dropdown you can either pick a saved Item or just type a one-off name (for example "Onetime implementation fee"). Typed-only lines appear on the proforma and PDF without creating a master Item, so your Items master stays clean. If you later convert the proforma to a Tax Invoice, any typed lines are automatically promoted to master Items at that moment (tax invoices require a master item).
- Gap-fill numbering — proforma numbers reuse deleted slots. If you delete
PRO/2026-27/001 and 002, the next proforma you create takes 001, then 002, then 005. You don't need to do anything — it's automatic.
8.3 Delivery Challans
Delivery Challans are used when goods are dispatched before billing. Create a challan with customer and items. When you are ready to invoice, click Convert to Invoice.
9. Credit Notes & Debit Notes
9.1 Credit notes
Create a Credit note to record a reduction in what the customer owes — for returns, discounts, or pricing corrections. Add customer, reference invoice (if applicable), and line items. Finalize when ready.
9.2 Debit notes
Create a Debit note when you need to charge the customer an additional amount. Add customer and line items, then finalize. Both notes appear in GST reports.
10. Vendors & Procurement
10.1 Vendors
Add your suppliers under Vendors. Each vendor can have GSTIN, PAN, bank details, and contact information.
10.2 Purchase Orders
1. Go to Purchase Orders and click New Purchase Order.
2. Select the vendor, add items (with quantity and rate).
3. Save and share with the vendor. The PO status tracks open vs received items.
10.3 Goods Receipts (GRN)
1. When goods arrive, go to Goods Receipts and create a new GRN.
2. Link it to the relevant Purchase Order.
3. Enter the quantities actually received.
10.4 Purchase Bills
1. When you receive the vendor's invoice, go to Purchase Bills and create a new bill.
2. Link to the Purchase Order and/or GRN for 3-way matching (PO qty, GRN qty, bill qty).
3. Enter the bill amount, GST details, and due date.
10.5 Vendor Payments
1. Go to Vendor Payments and click New Vendor Payment.
2. Select the vendor, enter amount and payment date.
3. Allocate the payment to one or more purchase bills.
4. Save. Bill status updates automatically.
11. Finance & Bank Reconciliation
11.1 Bank Accounts
Go to Finance → Bank Accounts and add your business bank accounts. These are used for payment recording and reconciliation.
11.2 Uploading a Bank Statement
1. Go to Finance → Bank Statement Upload.
2. Select the bank account and pick a CSV or Excel statement file.
3. Click Upload & Parse. The platform parses the rows and checks each one against the existing bank transactions for that account.
11.2.1 Duplicate review
If any rows match what's already in the system, you're taken to a review screen instead of a silent reject. The review shows:
- A header count: how many rows are new and how many are duplicates (and how many of those duplicates are already linked to an invoice / expense / transfer).
- Each duplicate row side-by-side with its existing match, so you can see the date, amount, narration and reference at a glance.
- A compact preview of the new (non-duplicate) rows that will be imported.
Pick one of three actions:
- Skip duplicates — import only the new rows. The simplest choice when you've re-uploaded an overlapping statement to capture a few new days.
- Overwrite duplicates — replace the existing rows with the new ones. Rows that are already reconciled (linked to an invoice / expense / transfer) are preserved automatically so the link isn't orphaned; a notice shows how many were kept.
- Import all (allow duplicates) — insert everything regardless. You'll see two near-identical rows on the reconciliation page for each duplicate; clean up manually with the Ignore action if needed.
Use Cancel upload in the corner to discard the staged rows entirely if you decide not to import this statement.
Duplicate detection key: bank account + date + debit + credit + narration, plus the reference / UTR number when both rows have one. Two payments on the same day with the same amount but different UTRs are treated as distinct.
11.3 Reconciling Transactions
1. Open Finance → Bank Reconciliation.
2. Click
Match on any unmatched row to open the match modal. Depending on whether the row is a credit or a debit, the modal offers:
- Match with Invoice (credit only) — pick a customer invoice and link the payment.
- Create Income (credit only) — map to an Income account when the credit isn't an invoice payment.
- Match with Vendor Payment (debit only) — pick an existing vendor payment.
- Match with Expense (debit only) — pick an Expense account (Salary, Rent, etc.) and post an expense entry.
- Transfer between own bank accounts (debit OR credit) — pick another of your own bank accounts; the platform records a
BankAccountTransfer with the right direction (debit = money out, credit = money in).
- Ignore — mark as a manual entry that needs no link (e.g. bank charges, opening balance corrections).
3. Reconciled transactions are stamped MATCHED with a link back to the invoice / expense / transfer they're tied to.
Bank account dropdowns show the last 4 digits of the account number in parentheses, so accounts with similar names (e.g. "… ICICI Bank" vs "… ICIC BANK") are distinguishable at a glance.
11.4 Expenses (cash + bank-matched)
Open Finance → Expenses for a single page that lists every expense entry — both the ones matched from bank statements (source: Bank) and cash-paid entries created directly here (source: Cash). Two tabs:
- Transactions — filter by date / account / source. Click + New Cash Expense to record an expense that didn't go through the bank (date / account / amount / description). Use the ＋ Add new account… option at the bottom of the Account dropdown to create a new expense category inline without leaving the form — type the name, hit Enter, and the new account is auto-selected for the row you're filling in.
- Accounts — full chart-of-accounts management (add / rename / delete). Default accounts seeded for new tenants: Salary, Staff Allowance, Office Expense, Credit Card Payment.
11.5 Income Accounts
Income accounts (used by the "Create Income" flow on the reconciliation page) are managed inline from the match modal — the dropdown lets you create a new income account on the fly when none of the existing ones fits.
12. Reports
All reports are under Reports in the main menu. Use the date and customer filters to narrow results.
12.1 Sales Report
Total revenue, tax breakdown (CGST, SGST, IGST), and a list of finalized invoices in the selected period.
12.2 Outstanding Receivables
Lists invoices that are not fully paid — shows invoice amount, paid amount, and balance due. Use it to follow up on collections.
12.3 GSTR-1 & GSTR-3B
GSTR-1 (outward supplies) and GSTR-3B (summary return). Filter by period and export or use the data for filing with the GST portal.
12.4 HSN/SAC Summary
Aggregates sales by HSN/SAC code — required for GSTR-1 filing for businesses with turnover above the threshold.
12.5 Other Reports
Customer Ledger — all transactions per customer. Item-wise Sales — quantity and revenue per item. Apply date and customer filters as needed.
13. Settings
Settings are under Settings in the main menu and apply to the current organisation.
13.1 Organisation Profile
Set your company name, address, GSTIN, PAN, state code, phone, and website. These appear on all invoices and PDF documents.
13.2 Invoice Template
Choose the invoice layout: Classic, Modern Minimal, Detailed GST, or Professional. You can upload your logo and set default terms & conditions and notes that appear on all invoices.
13.3 Fiscal Year & Numbering
Configure your Fiscal Year so invoice numbers and reports align with your financial year. Under Numbering, set the prefix and format for invoices, quotations, proformas, challans, and other document types.
13.4 GST Rates & TDS/TCS Rates
Manage GST rates assigned to items and TDS/TCS rates applied on invoices. Create or edit rates as required by your business and current tax regulations.
13.5 Reminders
Enable automated email reminders for overdue invoices, draft documents, and upcoming GST due dates. Enter the recipient email address and save.
13.6 Team
Manage the staff users in your organisation under Settings → Team. Visible only to Tenant Admin and Super User roles.
13.6.1 Adding a staff user
1. Click + Add User.
2. Enter Name and Email. The email must be unique across the platform.
3. Pick a
Role:
- Tenant Admin — full access; can manage other staff users.
- Accountant — finance, payments, reports.
- Billing Executive — create invoices and POS bills, no settings access.
- Viewer — read-only access.
4. The Initial Password field is auto-filled with a strong 14-character password. Click Regenerate for a new one or Copy to copy it to your clipboard.
5. Click Create User. Share the password with the user securely (chat, SMS, in person) — ask them to change it on first login.
13.6.2 Editing, deactivating & reactivating
Click Edit to change a user's name, role, or status. Email is read-only after creation.
Click Deactivate on the row to revoke access immediately. The user remains in the list with status Inactive; click Reactivate at any time to restore access. No data is deleted.
13.6.3 Resetting a user's password
If a staff user forgets their password, the tenant admin can issue a new one without going through email:
1. Click Reset password on the user's row.
2. A modal opens with a generated 14-character password pre-filled. Click Regenerate for a different one or type your own (minimum 8 characters).
3. Click Reset password in the modal. The new bcrypt hash is stored on the server and the plaintext is shown one final time with a Copy button.
4. Share it with the user via a secure channel and ask them to change it after their next login.
"Forgot password?" on the login screen opens a panel that points users to their tenant admin (this flow). If you are the tenant admin and locked out yourself, email
support@aveongstflow.com.
Safety guards:
- You cannot deactivate, demote, or reset the password of yourself from this surface — use the regular change-password flow on your profile.
- You cannot deactivate or demote the last active Tenant Admin — at least one must remain.
- Super User accounts are not editable and their passwords cannot be reset from this page.
Branches & GSTINs: The Settings menu also exposes a direct Branches & GSTINs shortcut. Use it when you need to register an additional GSTIN for a branch before assigning users to that branch.
13.7 AI Integration (OpenAI)
Under Settings → Integrations → AI (OpenAI) you can connect your own OpenAI API key to enable two optional AI-assisted features:
- Smart bill reading — when you upload a purchase bill (PDF/image), the text is sent to OpenAI to extract the supplier, GSTIN, invoice number, dates, line items and totals more accurately than the built-in scanner.
- Reconciliation suggestions — in Bank Reconciliation, an AI-ranked list of likely matching invoices / vendor payments is offered for each unmatched transaction.
13.7.1 Setting it up
1. Create an API key in your OpenAI account at platform.openai.com/api-keys.
2. Paste the key into the OpenAI API Key field, choose a Model (GPT-4o mini is the recommended low-cost default), and tick Enable AI features.
3. Click Test connection to confirm the key is valid, then Save.
Your key is private: it is encrypted before being stored and is never shown again after saving (only the last 4 characters are displayed). You can remove it any time with Remove key.
Graceful fallback: if no key is configured, AI is disabled, or the OpenAI service is unavailable, bill reading and reconciliation automatically fall back to the built-in scanner and rule-based matching — nothing breaks. AI usage is billed to your own OpenAI account.
14. Super Admin Panel
The Super Admin panel is visible only to users with the Super User role. It is used to manage all tenants (organisations) on the platform.
14.1 Tenant List
Shows all registered organisations with their plan, status, trial end date, user count, and creation date. Use the search bar to find by name or GSTIN, and the plan filter to narrow results.
14.2 Block / Unblock a Tenant
Click Block on any active tenant to suspend their access immediately. Click Unblock to restore access. Blocked tenants cannot log in or use the platform.
14.3 Extend Trial
Click Extend trial on any Trial / Free plan tenant, enter the number of days to add, and save. The trial end date is extended from the current end date (or from today if already expired).
14.4 Change Plan
Click View details on any tenant, then use the Change subscription plan dropdown to move the tenant between Trial, Starter, Business, and Professional plans. Click Save plan to apply. Changing to a paid plan removes the trial end date.
14.5 Permanently Delete a Tenant
Warning: This action is irreversible. Deleting a tenant permanently removes all their data from the database — invoices, customers, items, payments, users, and every other record belonging to that organisation. There is no undo.
1. Click Delete (red button) in the Actions column of the tenant you wish to delete.
2. A confirmation modal opens showing what will be deleted.
3. Type the exact tenant name in the input field. The "Delete permanently" button stays disabled until the name matches exactly.
4. Click Delete permanently. All data for that tenant is removed from the database in a single transaction.
Use case: Delete test/demo tenants, tenants who have requested account closure, or orphaned tenant records with no users.
14.6 Site Settings
Under the Site Settings tab, upload a custom logo for the public landing page. The uploaded logo replaces the default "AVEON GST" text in the landing page header.
15. POS (Point of Sale)
The POS module provides a fast retail billing terminal for walk-in customers. It supports barcode scanning, keyboard shortcuts, hold/resume carts, split payments, returns, and daily summaries.
15.1 Opening POS
Go to POS → Billing from the sidebar to open the POS terminal.
15.2 Searching items
Type the item name, SKU, or scan a barcode in the search field. Matching items appear instantly.
15.3 Adding items to the cart
Click an item from the search results or press Enter to add it to the current cart.
15.4 Editing quantity
Click the quantity field next to the item in the cart and type the new quantity, or press F4 to focus the quantity field.
15.5 Applying a discount
Press F6 to open the discount dialog. Enter a percentage or flat amount discount for the current item or the entire bill.
15.6 Hold and resume cart
Press F3 to park (hold) the current bill — useful when a customer steps away.
Press F5 to view held carts and resume one.
Tip: You can hold multiple carts at the same time. Each held cart retains its items and customer.
15.7 Quick Add Customer
1. Press F7 to open the Quick Add Customer dialog.
2. Pick the
Tax Type using the 3-button segmented control at the top of the form:
- Consumer — walk-in individual buyer. No GSTIN needed. Pick this for most retail walk-ins.
- Unregistered — small business below the GST threshold. No GSTIN needed. This is the default.
- Registered — B2B buyer with a valid GSTIN. The GSTIN field appears below and is required.
3. Enter Mobile Number (required, 10 digits) and Customer Name (required). City / State / Pin are optional.
4. If you selected Registered, enter the 15-character GSTIN.
5. Save. The new customer is immediately selected in the POS cart.
15.8 Payment
1. Press F9 to open the payment dialog.
2. Select payment method: Cash, UPI, or Card.
3. Enter the amount received and confirm.
15.9 Split payment
In the payment dialog, add multiple payment methods (e.g. part cash, part UPI). The total across all methods must equal or exceed the bill amount.
15.10 Receipt
After payment is completed, the receipt prints automatically. Ensure a receipt printer is configured in your browser or POS settings.
15.11 POS Returns
Go to POS → Returns to process a return against a previous POS sale. Select the original transaction, choose items to return, and confirm.
15.12 Day Book
Go to POS → Day Book for a daily sales summary. Use the branch and salesperson filters to narrow results. Download as CSV for offline analysis.
15.13 Credit / Khata
Go to POS → Credit to manage customer credit accounts (Khata). View outstanding balances, record credit sales, and collect payments against credit.
15.14 POS keyboard shortcuts
| Shortcut | Action |
|---|
| F3 | Hold (park) current cart |
| F4 | Edit quantity of selected item |
| F5 | Resume a held cart |
| F6 | Apply discount |
| F7 | Quick Add Customer |
| F9 | Open payment dialog |
16. Branch Management
If your business operates from multiple locations, use the Branch Management module to create branches and control which users and terminals belong to each branch.
16.1 Creating branches
Go to POS → Branches and click Add Branch. Enter the branch name, address, and contact details. Save to create the branch.
16.2 Assigning users and terminals to branches
Open a branch and assign users (staff members) and terminals (POS registers) to it. Each terminal can be linked to a specific branch so that sales are recorded against the correct location.
Tip: A user can be assigned to multiple branches. When they log in to the POS, they select which branch they are operating from.
16.3 Filtering reports by branch
In the POS Day Book, Sales Report, and other POS reports, use the Branch filter dropdown to view data for a specific branch or all branches combined.
17. Inventory Management
The Inventory module tracks stock levels across your organisation. Stock automatically decrements when a POS sale is completed and increments when a purchase bill is finalized.
17.1 Stock Overview
Go to Inventory → Stock Overview to see current stock quantities for all items. Search or filter by item name, category, or branch.
17.2 Low Stock Alerts
Go to Inventory → Low Stock Alerts to view items whose stock has fallen below the configured minimum level. Set minimum stock levels on each item to enable alerts.
Important: Items without a minimum stock level configured will not appear in low stock alerts. Set minimum levels under each item's settings.
17.3 Stock Adjustments
Go to Inventory → Adjustments to manually add, remove, or set stock quantities. Use this for corrections, breakage, or audit adjustments.
Select the item, choose the adjustment type (Add, Remove, or Set), enter the quantity and a reason, then save.
17.4 Stock Movements
Go to Inventory → Stock Movements for a complete audit trail of every stock change — sales, purchases, adjustments, and transfers — with timestamps and user details.
17.5 Stock Transfers
Go to Inventory → Transfers to move stock from one branch to another. Select the source branch, destination branch, items, and quantities. Confirm the transfer to update stock at both locations.
Tip: Stock transfers are recorded in the Stock Movements audit trail for both the source and destination branches.
17.6 Stock Valuation
Go to Inventory → Valuation to see the total value of your current stock, calculated based on item cost prices and current quantities.
17.7 Opening Stock
Go to Inventory → Opening Stock to enter starting stock quantities in bulk when you first set up the system or at the beginning of a new period. Enter quantities for multiple items at once and save.
17.8 Automatic stock updates
Auto-sync: Stock automatically decrements when a POS sale is completed and increments when a purchase bill is finalized. No manual adjustment is needed for regular sales and purchases.
18. Language Settings
The application interface supports multiple Indian languages. You can switch languages at any time without losing data.
18.1 Changing the language
Click the language dropdown in the sidebar footer. Select your preferred language from the list. The interface updates immediately.
18.2 Available languages
| Language | Code |
|---|
| English | en |
| Tamil | ta |
| Malayalam | ml |
| Kannada | kn |
| Telugu | te |
| Hindi | hi |
18.3 Language persistence
Your selected language persists on refresh and across sessions. You do not need to re-select it each time you log in.
18.4 Changing language before login
The language dropdown is also available on the Login and Sign up pages, so you can switch the interface language before logging in.
Tip: Changing the language affects only the interface labels and menus. Your data (customer names, item names, invoice content) remains in the language you entered it in.
19. Quick Reference & Troubleshooting
19.1 Common tasks
| Task | Where to go |
|---|
| Create invoice | Invoices → New Invoice |
| Invoice for overseas customer (0% GST) | Invoices → New Invoice → select overseas customer → GST auto-set to 0% |
| Record payment | Payments → New payment |
| See paid/unpaid status | Dashboard → Recent invoices → Refresh status |
| Add customer | Customers → Add customer |
| Add item | Items → Add item |
| Download invoice PDF | Open invoice → Download PDF |
| Share invoice on WhatsApp | Open invoice → Share on WhatsApp (PDF auto-downloaded first) |
| Create quotation | Quotations → New Quotation |
| Convert quotation to invoice | Open quotation → Convert to Invoice |
| Create purchase order | Purchase Orders → New Purchase Order |
| Record goods received | Goods Receipts → New GRN |
| Record vendor bill | Purchase Bills → New Purchase Bill |
| Pay a vendor | Vendor Payments → New Vendor Payment |
| Reconcile bank statement | Finance → Bank Reconciliation → Upload statement |
| View outstanding | Reports → Outstanding receivables |
| Generate GSTR-1 | Reports → GSTR-1 |
| Change invoice layout | Settings → Invoice template |
| Open POS | POS → Billing |
| POS Day Book | POS → Day Book |
| Stock Adjustment | Inventory → Adjustments |
| Opening Stock | Inventory → Opening Stock |
| Change Language | Sidebar → Language dropdown |
| Create Branch | POS → Branches |
19.2 Invoice status not updating after payment
After recording or editing a payment, open the Dashboard and click Refresh status in the Recent Invoices section. This syncs paid/partially paid/unpaid status. If it still doesn't update, ensure the payment was allocated to the correct invoice and saved successfully.
19.3 GST is showing 0% unexpectedly
Check the customer's GST Treatment field. If it is set to Overseas or SEZ, 0% GST is applied per Indian GST law. Also check the customer's billing country — if it is non-India, Overseas is auto-applied. To charge GST, change the customer's billing country to India and set the appropriate GST treatment.
19.4 Cannot see data / wrong organisation
Check that you have selected the correct organisation using the switcher in the header. All data is scoped per organisation.
19.5 Login or session issues
If you are logged out unexpectedly, log in again. If issues persist, clear browser cookies and cache, or try a different browser.
19.6 WhatsApp opens a new session instead of existing one
This was a known issue with the old share method. The updated share button uses web.whatsapp.com/send which connects to your already logged-in WhatsApp Web session directly. Make sure you are logged in at web.whatsapp.com before clicking the share button.
19.7 Glossary
| Term | Meaning |
|---|
| Draft | Invoice not yet finalized; can be edited freely. |
| Finalize | Lock the invoice so it can be sent and paid; no further editing. |
| Place of supply | State used for GST (decides CGST+SGST vs IGST). |
| Supply type | Domestic, Export (zero-rated), or SEZ (zero-rated). |
| LUT | Letter of Undertaking — permits export without paying GST (IGST Act §16). |
| Zero-rated | 0% GST on exports under LUT and SEZ supplies. |
| Allocation | Linking a payment (or part of it) to a specific invoice. |
| Tenant / Organisation | Your company in the system — one set of customers, items, invoices. |
| 3-way matching | PO qty + GRN qty + Purchase Bill qty must align before vendor payment. |
| GRN | Goods Receipt Note — confirms goods received against a Purchase Order. |
| TDS | Tax Deducted at Source — reduces the payable amount on an invoice. |
| TCS | Tax Collected at Source — added to the invoice total. |
Aveon GST Invoicing Software — User Manual v3.0 — Updated April 2026