Setup
Set each firm's details as they print, its bank accounts, numbering and chart of accounts, and close the books after a GST filing.
/accounts/setupSetup holds everything the books need before the first invoice. That means each firm's details as they print, its bank accounts, where its numbering carries on from Vyapar, its chart of accounts, and the period lock. The buttons along the top switch between Firms, Bank accounts, Numbering, Chart of accounts, Period lock and Reset books.
The Accountant can read every section except Reset books, but sees no Edit, New or Close buttons.
Edit a firm's details
Open the firm
Open Setup → Firms. Each firm has a card showing its details as they print. It also shows any warning about missing details. Select Edit on the firm's card.
Change the details
Fill in the fields described below. A GSTIN is checked as you save, and it must be a valid 15-character GSTIN.
Save
Select Save. Invoices, payment receipts and credit notes print the new details from now on.
| Field | What to enter | Required |
|---|---|---|
| Name | The name the firm goes by on screen, for example in the Showing box. | Yes |
| Legal name | The name printed as the seller on documents. | Yes |
| Registered address | The address printed on documents. | Yes |
| State | The firm's GST state. It decides how tax is split: CGST and SGST when the place of supply is in the same state, IGST when it is not. | Yes |
| GSTIN (optional) | The firm's GSTIN. Without one, its invoices print "Invoice" instead of "Tax Invoice". | No |
| Phone (optional) | Printed on documents. | No |
| Email (optional) | The firm's email address. | No |
| Vyapar item code | Two capital letters, such as DL. Vyapar's item names carried this code for the firm's books. The stock step of Import from Vyapar uses it to tell the firms' titles apart. | No |
| Email invoices, receipts and credit notes to the party when issued | When ticked, each invoice, payment receipt and credit note is emailed to the party as soon as it is issued. This needs the party's email on the register. Leave it off until you go live, so no school is mailed a test invoice. | No |
A firm with no registered address, GSTIN or phone gets a warning on its card and on Home, because every invoice prints these details.
Issued documents keep their details
The seller's name, address, GSTIN and phone, and the bank printed at the foot, are copied onto each document when it is issued. Changing them here never alters a document already issued, so what a school received stays what it received.
Add a bank account
Each bank account you add here opens a Bank account in its firm's books. The account number and IFSC come with it, so a party knows where to pay.
Start the account
Open Setup → Bank accounts and select New bank account.
Fill in the details
Choose the Firm, then fill in the fields described below. You cannot move an account to the other firm later.
Save
Select Add bank account. The account appears under its firm with its balance.
| Field | What to enter | Required |
|---|---|---|
| Firm | Which firm's books the account belongs to. | Yes |
| Name in the books | What the account is called on every screen, for example "HDFC current a/c". | Yes |
| Bank | The bank's name. | Yes |
| Account holder (optional) | Printed on invoices. If it is empty, the firm's legal name prints instead. | No |
| Account number | At least four characters. | Yes |
| IFSC (optional) | An 11-character IFSC. | No |
| UPI ID (optional) | Shown on the bank list. | No |
| Branch (optional) | Shown next to the bank's name. | No |
| Print on this firm's invoices | Puts this account's details at the foot of the firm's invoices. Only one account per firm prints, so ticking it replaces whichever account printed before. | No |
| Active | An active account is offered when money is received or paid. Untick it to stop offering it. | No |
To change an account, select the pencil beside it. Changes reach documents issued from now on. Documents already issued keep what they printed.
Set where numbering carries on from Vyapar
Every kind of numbered document has its own series in each firm. Setup → Numbering lists them with the number each will issue next.
Choose the firm
Pick the firm in the firm box at the top of Numbering. The firm's series are listed first. Below them, Both firms holds the quotation series, which both firms share because a quotation is priced before anyone decides which firm's invoice it becomes.
Edit a series
Select the pencil beside the series and set its fields:
- Template: the text in front of the number.
- Next number: the number the next document gets.
- Pad to digits: 0 to 8. With 4, the number 7 prints as 0007.
- Start again at 1 each April: tick it only if the series should restart every financial year. Vyapar's own series ran on across years.
Check the preview and save
The dialog shows "The next … will be numbered …" as you type. Select Save.
Set Next number to the number after the last one Vyapar issued. For example, if Vyapar's last sale invoice was 26-27/22049, keep the template {FY}/ and make the next number 22050. The next invoice is then 26-27/22050.
In a template, these codes are filled in for you:
| Code | Prints | Example |
|---|---|---|
{FY} | The financial year | 26-27 |
{FYCODE} | The financial year without the dash | 2627 |
{YYYY} | The year the financial year began | 2026 |
Anything else in the template prints as you typed it.
SalesYatra refuses a next number that would reissue a number already used, with the message "… has already been issued. Set the number after the last one used." The usual cutover mistake is to type Vyapar's last number instead of the one after it.
The series and their starting templates:
| Document | Starting template |
|---|---|
| Sale invoice | {FY}/ |
| Payment-In | none |
| Credit note | none |
| Expense | EXP/{FY}/ |
| Journal / contra | JV/{FY}/ |
| Staff claim payout | CLM/{FY}/ |
| Proforma invoice | PI/{FY}/ |
| Delivery challan | DC/{FY}/ |
| Estimate / quotation (both firms) | QT/{FY}/ |
Manage the chart of accounts
Setup → Chart of accounts lists one firm's accounts under their groups, such as Capital, Duties & Taxes, Bank Accounts, Sales and Indirect Expenses. Each group shows its total, and each account shows its code and its balance marked Dr or Cr.
- Add an account: select New account and give a Code, a Name and a Group. A code is suggested for the group you choose. Bank accounts are not added here: add them under Bank accounts, so the account number and IFSC come with them. Sundry Debtors and Inter-firm are kept by SalesYatra and cannot take accounts of your own.
- Rename an account: select the pencil. You can rename any account, including one marked System.
- Switch an account off: untick Active in its edit dialog. It is no longer offered on new entries, and it shows as Switched off.
- Delete an account: select the bin. You can delete an account only if nothing has ever been posted to it. An account with entries has to be switched off instead, so its history stays readable.
Accounts marked System are the ones SalesYatra posts to by name: Sales, Output CGST, Cash in Hand and the like. They can be renamed but not moved to another group, switched off or deleted. A Sales account filed under Loans would still receive every sale. An account behind a bank account stays in Bank Accounts for the same reason.
Close the books after a GST filing
Once a firm's GST return is filed, close that firm's books up to the last day the return covered.
Open the period lock
Open Setup → Period lock. Each firm's card says "Books closed up to …" or "Open: nothing is closed yet."
Choose the date
The date starts at the last day of last month, the period a monthly return has just covered. You cannot close the books beyond today.
Close the books
Select Close books up to this date.
After that, nothing can be dated on or before that day in that firm's books. That covers a new invoice, a payment or a cancellation, so the filed return and the books cannot drift apart. A document from the closed period can still be cancelled: its reversal is dated today instead of on its own date.
To undo a lock, select Reopen on the firm's card.
Reset a firm's books
Reset books was built for the end of the trial run, before the real opening balances are imported. It deletes every invoice, payment, credit note, expense and entry in one firm's books, and the stock movements they made. The firm's setup stays: its details, bank accounts, series and chart of accounts.
There is no undo
Only an administrator can reset a firm's books. Anyone else who tries is told "Only an administrator can reset the books." You must choose the firm and type its code before the reset button works, and then confirm once more. Afterwards, bring the opening balances in again from Import from Vyapar.
Opening balances
Opening balances are not typed in on Setup. Each firm's trial balance, party balances and stock are brought across from Vyapar's exports with Import from Vyapar. Do that after the firm's bank accounts exist, so the trial balance's bank lines have accounts to land on.
Related
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Import from Vyapar
Bring one firm's opening balances across from Vyapar's exports, meaning its trial balance, what each party owed, and the stock on the shelf.
How work flows
Follow a school's year through SalesYatra, from the travel plan to the money in the bank, and see which desk each step belongs to.