Add data, fields, and collections

This guide is for doing the work, not theory. Follow the section you need:

1. First-time setup checklist — what to turn on before anyone creates bills
2. Add a new record (day-to-day data) — warehouses, products, customers, invoices
3. Add a new field (custom column) — Settings → Collections
4. Add a new collection (new list / table)
5. Link one list to another (foreign key)
6. Import many rows from Excel
7. Verify and common mistakes

1. First-time setup checklist

Do this before creating invoices. Tick each box in order.

A. Company profile

1. Open the left rail → Settings.
2. Open tab General.
3. Fill: organization name, email, phone, address, GSTIN (if registered).
4. Click Save.
5. Refresh once and confirm values are still there.

B. Tools (modules)

1. Open Settings → Tools.
2. Turn ON only what you need in week one (example: leave Customer ordering / GST e-invoice off until basics work).
3. Save / apply.
4. Ask one user to log out and in again so menus refresh.

C. Users and access

1. Open Settings → Users → invite your accounts and store users.
2. Open Settings → Roles → for each role grant View / Edit / Delete on the pages and collections they need.
3. Details: Users and roles.

D. Payment statuses (optional but useful)

1. Open Settings → Payment Statuses.
2. Keep or add short labels such as Pending, Partially paid, Paid, Overdue.
3. Save.

E. Confirm kit lists exist

1. Open Settings → Collections.
2. In the left list, confirm you can see at least: Warehouses, Products, Customers, Vendors, Sales invoices, Purchase invoices (names may vary slightly).
3. Do not delete system fields on day one.

F. Create foundation masters

Follow Masters setup in this order:

1. Warehouse
2. Products (and categories if you use them)
3. Customers
4. Vendors (if you buy)
5. Opening stock (if you already have stock)

Done when

• General settings saved
• At least one warehouse and five products exist
• At least one customer exists
• A test user can open Sales → Invoices and see + New Record

2. Add a new record (day-to-day data)

Use this whenever you need a new row in an existing list (product, customer, invoice, …).

Step 2.1 Open the correct list

Pick one path:

Step 2.2 Create the row

1. Click + New Record (or Create / New).
2. A form opens. Fill fields top to bottom.
3. For linked fields (Product, Customer, Warehouse), use the dropdown — do not type a UUID.
4. For invoices / bills: add line items (product, qty, rate) before you finish.
5. Click Save.
6. If the document has Confirm, use it only when the bill is final (draft stays editable).

Step 2.3 Confirm it worked

1. Close the dialog / return to the list.
2. Search by name or code.
3. Open the row again and check values.
4. If the row is missing, clear search and filters, then check you are on the correct organisation (top switcher).

3. Add a new field (custom column)

Use this when the form is missing a column your business needs (for example brand, rack_no, credit_days).

Before you start

• Prefer adding fields to an existing collection (Products, Customers, …).
• Do not remove Unique ID / system fields.
• Tell staff the new field will appear after you Save the collection (they may need a refresh).

Step 3.1 Open the collection designer

1. Left rail → Settings.
2. Tab Collections.
3. In the left sidebar, click the collection (for example Products).
4. Confirm the Name at the top is the list you want to change.

Step 3.2 Add the field

1. On the right, under Fields, click Add field.
2. A new row appears in the fields table.
3. Set:

4. Click Save (top right of the collection panel).
5. Wait for the success message. Do not leave the page until Save finishes.

Step 3.3 See the field on the form

1. Open the list (for example Products).
2. Click + New Record or edit an existing row.
3. Confirm the new field appears on the form.
4. Enter a value → Save → reopen and confirm it stuck.

Field type cheat sheet

4. Add a new collection (new list / table)

Use this when you need a brand-new register (for example service_contracts, showrooms) that is not in the kit.

Step 4.1 Create the collection shell

1. Settings → Collections.
2. Bottom of the left sidebar → Add collection.
3. A new collection is selected.
4. Set Name to a clear human title (example: Service Contracts).
5. The system creates a slug such as service_contracts — keep it readable.

Step 4.2 Add the first fields

1. Click Add field.
2. Keep the automatic id (Unique ID) field if present — do not delete the last Unique ID.
3. Add business fields one by one (name, dates, amounts, …).
4. Click Save.

Step 4.3 Put it on a menu people can find

1. Open Settings → Roles.
2. For each role that should use the list, grant View / Edit / Delete on that collection.
3. Open left More / Collections — the new list should appear (subject to role).
4. Optionally teach staff the path: Collections → your list name.

Step 4.4 Enter the first rows

1. Open the new list.
2. + New Record → fill → Save.
3. Or use bulk import after fields are stable.

5. Link one list to another (foreign key)

Example: a custom list needs a Customer dropdown, or Discount rules need Product vs Category.

Steps

1. Settings → Collections → select the collection that should hold the link.
2. Add field (or edit an existing UUID field).
3. Set Type to UUID / id storage as required by the designer.
4. Turn Link ON.
5. Choose the linked collection (for example Customers, Products, Product categories).
6. Save.
7. Open a form for that collection — you should see a dropdown of linked records, not a raw id box.

After linking

• Create masters in the linked list first (customers before invoices, products before stock).
• Bulk templates for lists with links become Excel with dropdown sheets — see Bulk import.

6. Import many rows from Excel

1. Open the target list.
2. Click Import from file (or bulk upload).
3. Click Template and download the file.
4. If the list has linked fields: fill the Data sheet using dropdowns; options live on extra sheets.
5. Upload the filled .xlsx (CSV only when there are no links).
6. Check the toast for created vs skipped rows.
7. Spot-check 5 rows in the list.

Full detail: Bulk import with linked fields.

7. Verify and common mistakes

Quick verification

Common mistakes

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