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DAYBOOKS
From quotation to cash, with stock and books moving in the same instant.
Every business document — quotation, order, delivery, invoice, return, receipt, cheque, journal — lives in a daybook: a register for one kind of document, with its own numbering, its own rules and its own audit trail. Post an invoice and, in the same act, stock moves, the accounts balance to the paisa, the receivable opens, and the GST facts — rate, place of supply, document class, serial number — are frozen onto the document, so the return is a report over what already happened, not a month-end reconstruction. Payments settle bill by bill, cheques and bank statements reconcile, approvals and period locks keep control, and every correction is a new document, never an edit.
28kinds of business document, ready on day one
65behaviour switches per register
70business tables stamped by the database itself
Documents and registers
- 28 kinds of business document, each carrying a fixed behaviour contract — does it post to the ledger, move stock and which way, need a customer or supplier, create or settle a receivable — that no user or screen can alter.
- 65 behaviour switches per register: a wholesale invoice book blocks expired batches and checks credit; a tender book allows over-billing; a counter-sales book defaults to cash and the retail list. Every effective setting shows where it came from.
- Registers have a real lifecycle, and Retired is final at the database, so filed history can never be rewritten.
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- A Surat textile trader runs one invoice book for GST-registered wholesale and another for exempt job-work billing; a Chennai pharma distributor keeps a cash receipt book and a bank receipt book so the cashier and the accountant never share a number space.
- Numbers are drawn only when a document is posted, so abandoned drafts leave no gaps; a late-March invoice keyed in April still takes the right number from last year's sequence; cancellations post from a separate reversal series so the "documents issued" table of the return stays clean.
- Add your own fields to any book — eleven field types, required or optional, unique across documents (no two invoices can carry the same e-way bill number), or auto-numbered from their own never-reused counter — with ready-made statutory packs for Schedule H1 drugs, the narcotics register, e-way bill transporter details and the food licence.
- A field such as the vehicle number can be corrected after posting, with old and new value written to the document's timeline.
Document flow
- Quotation flows into order, order into delivery, delivery into invoice, invoice into return or credit note; purchase order into goods receipt into purchase invoice into return or debit note; job-work challan into job-work receipt.
- Links are line by line and many to many: a Delhi FMCG stockist bills three orders on one invoice, delivers one order in four lots, or invoices straight from the order and skips the delivery note.
- Delivery and billing are tracked as two separate axes, so an order is fulfilled only when it is both delivered and billed, and delivered-but-unbilled quantities always show separately.
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- Over-fulfilment is a per-book choice — block, warn, or allow with a tolerance (5% on tender orders); over-return is always a hard stop.
- Further gates per book: same customer on both documents, dates in order, a return window (say 30 days from invoice), and oldest-order-first picking with every skip recorded.
- Generate the next document from the previous one in a click; club many orders into one invoice, splitting automatically wherever tax treatment differs; run reverse pickers — return from invoice, credit note from invoice — that carry across the exact batches originally shipped.
- Recurring documents — monthly rent, annual maintenance billing — fire from a template on schedule, with missed periods caught up and never double-generated.
- Automated routes carry rules written in a safe, checkable formula language; a route earns the right to post without a human only after twenty clean runs, and every generated document explains which rule version produced it, years later.
Amounts, charges and tax on a document
- GST rates resolve from the product-classification code on effective-dated rate tables, so a rate change on a notified date needs no software update; a rate that cannot be found is flagged on the line rather than silently defaulted to 18%.
- Place of supply follows the statutory rules, including bill-to/ship-to sales, so each document lands on the right tax heads and the reason is recorded on the document.
- Freight, packing and insurance are charge lines apportioned across the goods and taxed at each item's own rate, exactly as the valuation rules require.
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- Scheme free goods are taxed as part of the supply with full input credit; gifts are flagged so the credit is reversed; discounts distinguish pre-supply from post-supply, and a credit note is classed as a GST or a commercial credit note by the rule in force on its date.
- Tax-inclusive pricing back-solves correctly even with cess; each tax head rounds to the rupee with a round-off line closing the total.
- Tax deducted at source sets itself on purchase invoices once a supplier crosses the year's threshold — a Nashik buyer's ₹52 lakh from one supplier triggers deduction on the excess — with lower-deduction certificates honoured and both the old section numbers and the new Income-tax Act 2025 references rendered by document date.
- Every amount is stored in the document currency and in rupees with the rate used; a composition-scheme company can issue only bills of supply; a reverse-charge self-invoice tracks the 30-day clock.
Posting to the books
- Posting a document writes its balanced journal in the same act — if the entries do not balance or an account cannot be determined, the post fails; there is no suspense account and no auto-balancing line.
- Each document kind has a posting template, and the accounts are picked by a determination engine you can steer — route one item's revenue, or a whole item type's, to a different account on one book.
- GST heads post to accounts scoped to each registration; reverse-charge liability posts to its own payable accounts; tax deducted at source reduces what you owe the supplier.
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- Goods receipts and delivery notes can post to a clearing account if you want accrual-style books, or stay non-posting if you do not — a switch per book, never a migration.
- A reversal posts a mirror journal that negates the original line for line; the original is never touched. Account balances are checked every night against the journal lines, and the trial balance foots to zero exactly.
- Every document shows its journal with, on each line, the rule that chose the account; opening balances, year-end close and currency revaluation are themselves documents.
Stock ledger and valuation
- Every movement writes one stock ledger entry in posting order, and value is never re-computed backwards — no "repost valuation" cascades; corrections are documents.
- Weighted average or batch-actual costing per item, and even per warehouse for the same item — the batch-actual model most Indian pharma distributors run.
- Value is pooled by item, warehouse and status (saleable, quarantine, blocked), so quarantined stock never contaminates the saleable cost, and a quality release moves value with the goods.
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- Batches allocate by an explicit pin, first-expiry-first-out, name or arrival order, filtered per book by status and expiry window — a destruction book can issue expired batches only; a wholesale book never can.
- Negative stock is a per-book choice with reconciliation when stock comes back positive; landed cost capitalises freight, customs duty and clearing charges onto the batches received.
- A physical count is a count sheet with frozen system quantities, variance lines and one post — a sale during the count does not corrupt the variance.
- Returns come back at their original cost through the link to the invoice, with a disposition per line — saleable, expired claim, or damaged-and-destroyed.
- Material sent for job work stays on your books and moves to the job-worker's custody warehouse; an Ahmedabad pump maker sends castings for machining without ever "selling" them.
Settlement — receivables, payables, cheques, bank
- Receipts and payments settle against specific bills — first-in-first-out, by the reference the customer quoted, or by hand — and any excess becomes an on-account advance, or is refused, per book. GST paid on an advance is captured at receipt and adjusted at the invoice.
- Small differences, discounts allowed, tax deducted by the customer and exchange differences are recorded as reason-coded components of the settlement, with a threshold below which a difference is written off automatically.
- Credit control warns or blocks at order or invoice and blocks any customer with a bill older than N days — a Kolkata distributor stops a new order when a ₹1.8 lakh invoice crosses 60 days, and a manager overrides with a recorded reason.
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- Post-dated cheques sit in a register on both sides, deposit automatically on the due date, and a bounce reverses the receipt, reopens the bills, suspends cheque-based credit relief and drafts the bank-charges entry.
- Bank statements import from preset layouts, auto-match on amount, date, cheque number or transfer reference, handle one-to-many matches, and leave the rest in a workbench; a posted document matched to the bank cannot be reversed until it is unmatched.
- Write-offs above a configurable limit are held for approval, with a rejection that actually undoes the settlement rather than merely logging a "no".
Approvals and controls
- Nothing reaches the books until it is submitted; drafts are free, posted documents are immutable except for narration and attachments, and every change is on the document's timeline.
- Lock any period for the company, one book, one branch, or one user or role, with every lock and release kept as a permanent record; a filed GST return can lock the sales books for that month automatically.
- Restrict what may appear on each book — item types, accounts, godowns, customers or customer categories — as allow-lists, deny-lists or "required": a Hyderabad counter book takes walk-in customers only, an institutional book only hospitals, and controlled drugs sell only to licensed pharmacies.
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- Approval rules route documents by amount and any other condition through multi-tier ladders — delegation, working-day escalation, bulk approval, a rework loop, and approve-from-WhatsApp links the server re-verifies before acting; nothing auto-approves, and an automated agent can never approve.
- A cash-limit gate warns on receipts of ₹2 lakh or more in cash and cash expenses over ₹10,000 per the income-tax rules.
- Two people editing one draft merge field by field instead of overwriting each other; drafts prepared by the intelligence layer arrive with low-confidence fields flagged for a human.
Schemes at billing
- Trade schemes apply at billing automatically or as suggestions — 10+2, 5% above ₹5,000, quantity slabs, coupons and combos — and a book can be set to "show but do not apply".
- The discount base is always explicit — 5% on the retailer price is never confused with 5% on MRP — because that confusion is the single most expensive mistake in pharma trade.
- Scheme budgets are debited the moment the bill posts; two counters cannot overspend the same budget; per-customer and per-day caps hold.
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- Monthly and quarterly target schemes settle into one consolidated credit note per customer, correctly classed under the post-sale-discount rules of the run date; the credits your suppliers owe you are tracked, claimed via debit note, matched when their credit note arrives, and aged until they do.
- Paste a scheme circular's text or upload its PDF and a draft promotion is created, with every ambiguous field flagged for a human before it can go live.
Point of sale
- A counter bill is an ordinary invoice — same series, same tax, same posting, same reports — the counter only adds cash accountability.
- Counters work offline for a day with their own receipt-book numbering; every offline bill is re-validated in full on sync, and anything the server rejects lands in an exception queue, never silently.
- Barcode-first entry with weight- and price-embedded barcodes, quick-item grids, hold and resume, and salesperson attribution per line.
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- Cash, card, UPI, credit and voucher tenders, split tenders on one bill, integrated card terminals and per-bill UPI QR codes, with a proper money path when a payment fails after the bill is printed.
- Sessions open with a float, record paid-ins and paid-outs, give an X report mid-shift and a Z close that posts the over/short automatically; returns and exchanges net at the till with the original cost carried back.
Compliance and returns
- Each GST registration is a record with its own effective-dated thresholds, filing frequency, e-invoice applicability and credentials, so a statutory change is a dated row, not a software release.
- The monthly sales return is a projection over posted documents — the documents-issued table comes straight from the numbering series with cancellations counted correctly, counter bills roll into the consumer summary, and amendments flow from reversals and re-entries.
- E-invoices are registered on the government portal after the invoice commits, the reference number and signed QR are stored and printed, and cancellation is enforced inside the 24-hour window; e-way bills are generated from the invoice and transporter fields and validated against each state's threshold.
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- The purchase-side statement is imported, input credit is matched to your purchase invoices in three tiers, a worksheet prepares your accept/reject actions, and unpaid-after-180-days reversals are drafted for you.
- Job work gets its quarterly return as a projection over the challan links, plus a monitor that warns at 90, 30 and 7 days before the one-year window and drafts the deemed-supply invoice on breach.
- Annual return workpapers drill down to source documents; the tax-deducted-at-source return exports in the validator-ready format; a "filed versus books" view explains every difference since you exported a return, and every exported draft is frozen and re-exports byte for byte.
Printing, PDFs and sending
- Document formats are built from bands and blocks; the GST-mandated fields for each document class come as locked blocks you can move but never delete, with the triplicate copy labels the rules require, and vertical packs add what your regulator asks for — the pharma despatch block will not print without batch and expiry.
- Output to A4, A5, Letter or Legal PDF, native thermal receipts, and dot-matrix text mode for pre-printed stationery.
- The first print of a posted document is stored; every reprint is byte-identical with a DUPLICATE watermark; a reversed document prints CANCELLED; a draft prints only as a watermarked proforma.
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- A print bucket lets the despatch desk queue the day's invoices and print them in one run on loaded stationery.
- Send by WhatsApp, email or SMS from approved templates, with consent classes, delivery tracking, retry ladders and quiet hours; dunning sequences over your ageing send reminders on your schedule; approval requests arrive as WhatsApp links.
Bringing in existing data
- Import masters, opening balances and open bills from CSV or spreadsheet with saved mapping templates, a full dry run before anything is written, and name-to-record aliases remembered forever after the first mapping.
- The Tally importer reads your backup: parties and ledgers split correctly, stock items arrive with batches and expiry, bill-wise outstandings keep their due dates and ageing, and the trial balance becomes your opening-balance document with a zero-residue gate.
- A staged go-live wizard — company, masters, opening trial balance, open bills, stock, series starting numbers, pending orders — is re-runnable until you post the opening balance, which is the flip; mid-year cutovers are supported.
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- Historical vouchers can be kept as a searchable, printable archive under their original numbers with a HISTORICAL watermark, never mistaken for live documents.
- Year-end close is a guided wizard: pending drafts, unreconciled items and exception queues surfaced, then one close.
A Day In The Life
A Hyderabad distributor's institutional book carries the hospital's own invoice series and a 5% over-billing tolerance against the tender order. The sales order comes in against the tender; the delivery note allocates batches first-expiry-first-out inside the hospital's six-month expiry window, refusing anything quarantined. The invoice is generated from the delivery, the credit gate checks the hospital's ₹40 lakh limit, the e-invoice is registered and its QR printed, and the PDF is emailed. Forty-five days later the cheque is deposited automatically, settles bill by bill, and the ageing report is clean.
Talk to us about daybooks.
Bring the hardest thing you have had to prove — the lot that failed, the return nobody could place, the audit that cost you a week. That is the demo.