Accounts overview
The books of Domato Book Co. and Dominions — who uses them, how to switch between the firms, and the rules every entry follows.
/accountsAccounts keeps the books of the company's two firms, Domato Book Co. and Dominions, in SalesYatra itself. It replaced Vyapar. Each firm has its own GSTIN, bank accounts, chart of accounts and numbering series. Both firms share one warehouse.
Everything the field does that touches money reaches these books on its own. A dispatch raises its invoices, a rep's collection waits here to be confirmed, and a return waits here for its credit note. The desk does the rest: counter sales, payments, cheques, expenses, staff claims and the reports.
Who uses it
| Role | What they can do |
|---|---|
| Accounts (Billing) | Lands on Accounts after signing in. Raises and cancels documents, records money in and out, confirms reps' collections, keeps Setup and brings balances across from Vyapar. |
| Accountant (read-only) | The CA. Lands on Accounts after signing in and can read every book, document and report. They can open, print and share any PDF on WhatsApp. Buttons that would change the books are hidden from them, and a form they open says it "is entered by the accounts desk". Import from Vyapar is not in their sidebar. |
| Administrator | Everything the billing desk can do. Only an administrator can reset a firm's books (Setup → Reset books). The app switcher at the top of their sidebar also opens the Admin App and the Field App. |
| Everyone else | Anyone else who opens Accounts is sent back to their own start page. Reps and managers see what their schools owe on Dues, never the books themselves. |
Quotations are the one kind of document that both the desk and the field write. Reps write their own under Quotations in the field portal. The Accountant can read quotations but cannot write one.
Choose which firm you are looking at
The Showing box at the top right of every Accounts screen chooses whose books you see: Both firms, Domato Book Co. or Dominions.
- With Both firms, lists show both firms' documents together. Each document number carries a small tag with its firm's short code, so you can tell them apart.
- With one firm, lists, totals and Home show that firm only.
- Screens that work on one firm at a time have their own firm box without Both firms. These include Setup → Numbering and Setup → Chart of accounts. If Both firms is chosen at the top, they start on the first firm.
SalesYatra remembers your choice in this browser only. Another computer, or a private window, starts on Both firms.
You never choose the firm when you bill. Every title in the catalogue belongs to one firm, and that firm bills it. A sale with both firms' titles becomes one document from each firm, and any freight goes on the larger one. Only the warehouse chooses a firm: a field order is invoiced by the firm it picks at dispatch. How the books work explains this in full.
The sidebar
Accounts is the Accounts App in the app switcher at the top of the sidebar. Its screens sit in groups, in the order the desk used Vyapar's sidebar, and each group's heading folds. These docs follow the same groups.
| Group | Screens | What they are for |
|---|---|---|
| (no heading) | Home, Parties | What each firm is owed and holds; every party's balance and statement. |
| Sales | Sale invoices, Quotations, Proforma invoices, Delivery challans | Bills and the documents that come before a bill. |
| Money in | Payment-In, Collections to confirm, Cheques | Payments received, reps' collections waiting to be confirmed, and cheques until they clear. |
| Returns | Returns to credit, Credit notes | Books the warehouse took back from a school or trade party, and reducing a bill. |
| Money out | Expenses, Staff claims | The firm's own spending, and paying employees' claims. |
| Books & reports | Cash & Bank, Daybook, Reports | Bank and cash books, every entry day by day, and the reports, GST returns among them. You start a journal entry from Cash & Bank → New journal entry. |
| Setup | Import from Vyapar, Setup | Bringing each firm's opening balances across; each firm's details, banks, numbering and chart of accounts. |
Rules every entry follows
These rules keep the books trustworthy for the CA and for GST. How the books work explains the reasons behind them.
- An issued document is never edited or deleted. If an invoice, payment, credit note or expense is wrong, you cancel it and give a reason. Its number stays taken and its entry in the books is reversed. A cancelled invoice, payment receipt or credit note prints headed "Cancelled".
- A cancellation is dated with care. The reversal goes on the document's own date while that period is still open. Once the books are closed for that date, it goes on today's date instead.
- Close the books after each GST filing. Under Setup → Period lock, you close a firm's books up to the last day the return covered. Nothing can then be dated on or before that day, so the filed return and the books cannot drift apart.
- Offers post nothing. Quotations and proforma invoices put nothing in the books. A delivery challan takes the books off the shelf, but nothing is billed until the dealer settles.
- Balances are never typed in. Every balance and report is added up from the entries themselves, so the party ledger, the cash book and the balance sheet always agree.
- What a document prints is fixed when it is issued. The firm's name, address, GSTIN and bank are copied onto each document as it is issued. Later changes in Setup reach only new documents.
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Settings
Set the cap on a single claim, the rate per kilometre, the most a book on an order may be discounted, the stock alert level, the working hours a manager sees the team in, and when an unended day closes.
Home
See what each firm is owed and holds, how this month's sales are going, and what is waiting on the desk.