Anaploxi Billing - User Manual

📑 Quick Navigation

Introduction
System Overview
Getting Started
User Roles & Permissions
Core Modules
GST Billing & Compliance
Inventory Management
Party Management
Invoicing
Payment Management
Reports & Analytics
Best Practices
Troubleshooting
FAQ

🎯 Introduction

Anaploxi Billing is a comprehensive POS and inventory management system designed with GST compliance at its core. Whether you're running a retail store, wholesale business, or service provider, Anaploxi simplifies billing, inventory, and compliance.

✅ Key Features:

Automated GST calculations (CGST/SGST/IGST)
E-invoice ready invoices with digital signatures
Real-time inventory tracking with batch management
Multi-company & multi-branch support
Comprehensive GST reports & analytics
Credit management with payment tracking
Zero GST penalties with compliance automation

🏗️ System Overview

Core Components

Entity	Purpose	Key Info
Companies	Business organization profiles	GSTIN, PAN, Address
Products	Inventory items	SKU, HSN, Tax Rate
Parties	Customers & Suppliers	GSTIN, Address, Credit Limit
Invoices	Sales/Purchase documents	Items, Taxes, Payment Status
Payments	Payment tracking	Method, Amount, Due Date

🚀 Getting Started

Initial Setup (First 5 Steps)

Step 1: Login to System

Navigate to your Anaploxi Billing URL. Enter email and password. Click "Log In".

Step 2: Configure Company

Go to Settings → Company Profile. Fill business details, GSTIN, and upload documents. This is crucial for GST compliance.

Step 3: Setup Tax Rates

Navigate to Settings → Tax Rates. Create rates (5%, 12%, 18%, 28%). Set CGST, SGST, IGST for each. Mark default if needed.

Step 4: Add Products

Go to Products → New Product. Fill SKU, name, HSN code, prices. Assign tax rate. Save.

Step 5: Add Customers

Go to Parties → New Party. Fill name, GSTIN, address, state. Mark as Customer. Save.

💡 Tip: State information is critical. It determines whether invoices are intra-state (CGST+SGST) or inter-state (IGST).

📋 GST Billing & Compliance

Understanding GST in Anaploxi

Scenario	Applicability	Tax Applied	Example
Intra-State	Company & Customer same state	CGST + SGST	MH to MH
Inter-State	Company & Customer different states	IGST	MH to KA
Reverse Charge	Eligible B2B services	Buyer pays (0% to seller)	Professional services

Creating a GST Compliant Invoice

Navigate → Invoices → New Invoice
Select Party → System auto-detects state
Add Items → Select products (HSN auto-loaded)
Apply Discounts → Percentage preferred (maintains tax compliance)
Review GST → Verify CGST/SGST/IGST amounts
Set Payment Terms → Due date auto-calculated for credit
Confirm → Lock invoice
Print/Email → Share with party

            ⚠️ Important: Invoices in draft status can be edited. Once confirmed, they're locked. Discounts are applied proportionally to taxes (GST-compliant).
        

💼 Invoicing

Invoice Lifecycle

Draft → Confirmed → Dispatched → Delivered → Paid/Pending

Status Meanings

Invoice Status	Payment Status	What It Means	What You Can Do
Draft	Unpaid	Being prepared, not finalized	Edit, Confirm, Delete
Confirmed	Pending	Ready for delivery, locked for changes	Dispatch, Print
Delivered	Pending/Partial/Paid	Goods received, waiting for payment	Record Payment, Send Reminder

💰 Payment Management

Recording a Payment (3 Easy Steps)

Step 1: Open invoice with pending balance → Click "Record Payment"

Step 2: Enter amount, method (Cash/Check/Bank), date → Save

Step 3: For checks: Mark as "Cleared" only after bank clearance

⚠️ Note: Checks are not counted as "paid" until marked "Cleared". Setting a future clearance date is common.

📦 Inventory Management

Stock Tracking Features

Real-time Stock Levels - Updated automatically when invoices confirmed
Low Stock Alerts - Notification when stock falls below minimum
Batch Tracking - For products with batch numbers (e.g., medicines)
Expiry Tracking - Alert for expiring/expired stock
Stock Audit - Physical count vs system reconciliation

Conducting Stock Audit

Go to Inventory → Stock Audit
Click "New Audit"
Select date of physical count
For each product: Enter physical count observed
System calculates variance (Physical - System)
Adjust variances and save
View variance report

📊 Reports & Analytics

Essential Reports for Your Business

🏛️ GST Reports (Compliance)

GST Summary - Total CGST/SGST/IGST by period
GSTR-1 - Sales register (ready to file)
GSTR-2 - Purchase register
HSN-wise - Tax breakdown by product

💹 Sales & Revenue

Daily Sales - Revenue trends
Customer Sales - Who bought what
Product Sales - Top products

📦 Inventory

Stock Status - Current levels valuation
Expiry Alert - Products expiring soon
Low Stock - Items below threshold

💵 Receivables

Outstanding Amount - Customer-wise payables
Overdue Invoices - Outstanding & overdue
Collection Report - Payment history

⭐ Best Practices

GST Compliance

✅ Verify party GSTIN during creation
✅ Assign HSN codes to all products
✅ Confirm invoices promptly (don't leave as draft)
✅ Use percentage discounts (maintains tax compliance)
✅ File monthly GST returns using provided reports

Payment Management

✅ Record payments on same day
✅ Use proper cheque clearance tracking
✅ Regular follow-up on overdue invoices
✅ Maintain customer credit limits

Data Integrity

✅ Regular monthly stock audits
✅ Backup data weekly
✅ Review audit trail monthly
✅ Reconcile bank statements with payments

🔧 Troubleshooting

Common Issues & Quick Fixes

Q: "Credit limit exceeded" error
A: Check customer credit limit in Parties. View outstanding amount in Receivables report. Increase limit or collect payment first.

Q: "Invalid GSTIN" message
A: GSTIN format: 15 chars [2 digits + 5 letters + 4 digits + letter + letter + Z + letter/number]. Example: 27AADPK5055K1Z5

Q: Wrong tax amount calculated
A: Check party state = company state? Verify HSN code. Ensure tax rate is assigned to product.

Q: Cannot record payment on invoice
A: Invoice must be confirmed first. Go to invoice, click Confirm, then record payment.

❓ Frequently Asked Questions

General

Q: Is this GST compliant?
A: Yes, 100% GST compliant. Auto-calculates CGST/SGST/IGST, handles reverse charge, generates e-invoice ready documents.

Q: Can I use for multiple companies?
A: Yes, create separate company profiles each with own GSTIN.

Q: Multiple users with different permissions?
A: Yes, create users with roles: Admin, Manager, Accountant, Cashier. Define permissions per role.

GST-Related

Q: How does system determine CGST/SGST vs IGST?
A: Compares company state with customer state. Same = CGST+SGST. Different = IGST.

Q: How do invoice discounts affect taxes?
A: Proportionally. 10% discount → taxes reduced by 10%. GST-compliant.

Q: Can I generate GST return files?
A: Yes. Reports → GST Reports provides GSTR-1 and GSTR-2 data. Ready to file.

Payment-Related

Q: Customer pays partially. What happens?
A: Invoice status becomes "Partial". Outstanding amount tracks due. Follow up through Receivables report.

Q: Apply one payment to multiple invoices?
A: Yes. Payments → New Payment → Select multiple invoices → Allocate amount.

Q: Customer paid by check that bounced?
A: Change payment status from "Cleared" back to "Pending". Adjust customer balance accordingly.

Inventory-Related

Q: Track expiry dates?
A: Yes. Enable in product settings. System alerts for expiring stock. Prevents use of expired items.

Q: How do sales affect inventory?
A: Automatically. Creating confirmed invoice reduces stock by quantity. Real-time updates.

📊 Anaploxi Billing System