Get started with FireAI ERP

FireAI ERP is your day-to-day business register in the browser: parties, stock, sales, purchases, money in, and money out. The ideas match traditional Indian ERP and Tally; the screens are browser-based.

This page is the full onboarding path. Follow the numbered stages in order. Each stage links to a deeper guide when you need field-by-field detail.

Who this is for

Map of the product (read once)

Left rail (always)          Top tabs (when inside Sales / Purchases)
─────────────────           ───────────────────────────────────────
Home                        Sales: Customers · Prices · Orders · Invoices · Receipts
Dashboard (Reports)         Purchases: Vendors · Prices · POs · Bills · Payments
Inventory
Sales
Purchases
Trips / Fleet (if enabled)
Collections (all tables)
Settings

Stage 0 — Before you open the app

Prepare this on paper or Excel so you are not guessing on screen:

1. Company — legal name, address, GSTIN, state, phone, email
2. Warehouses — at least one godown name (for example Main Store)
3. Top 20 products — name, HSN if known, GST %, sales rate
4. Top customers — name, GSTIN, billing state, phone
5. Top vendors — same as customers if you purchase
6. Who will use ERP — names + emails + whether they are accounts / store / admin

Stage 1 — Sign in and choose the company

Step 1.1 Open ERP

1. Open the ERP web address in the browser.
2. Sign in with email + password, or Google if your company enabled it.
3. If login fails, check Caps Lock and ask admin to reset your invite — do not create a second account.

Step 1.2 Select organisation

1. If you belong to more than one company, open the organisation switcher at the top.
2. Select the company you are onboarding.
3. Confirm the name in the header matches the legal company.

Step 1.3 Orient yourself on Home

1. You should land on Home.
2. Look at the left dark strip — these are modules.
3. Click Sales once, then Purchases, then Inventory, then return to Home. You are only looking, not creating data yet.

Tip: Prefer left-rail and top-tab clicks over the browser Back button after you save a form.

Full screen tour: Screens and navigation.

Stage 2 — Company settings (admin only)

Open Settings from the left rail (or settings entry your layout uses).

Step 2.1 General

Open Settings → General and fill:

Click Save. Wait for the success message before leaving.

Step 2.2 Tools (turn on only what you need)

Open Settings → Tools. Enable modules your business uses:

Save each toggle. You can change these later.

Step 2.3 Payment statuses

Open Settings → Payment Statuses.

1. Review the default statuses (for example overdue / pending / received groups).
2. Add or rename labels your accounts team already uses (Pending, Partial, Paid).
3. Save.

These labels appear on sales and purchase documents and on Home / reports.

Step 2.4 Collections (optional on day one)

Settings → Collections lets admins see every table (customers, invoices, stock, and so on) and fields. For first onboarding you usually do not need to redesign fields. Come back after the first week if you need extra columns.

Details: Company and settings.

Stage 3 — Users and roles (admin)

Do this before other staff log in.

Step 3.1 Roles

1. Open Settings → Roles.
2. For Accounts, grant View + Edit on sales/purchase collections and Receipts/Payments pages.
3. For Store, grant View + Edit on Inventory / warehouses / stocks.
4. Keep Settings edit limited to admins.
5. Save the role.

Step 3.2 Users

1. Open Settings → Users.
2. Invite each person with their email.
3. Assign the role you prepared.
4. Ask them to sign in once and confirm they see the correct menus.

Details: Users and roles.

Stage 4 — Masters (mandatory order)

Create data in this exact order. Do not jump to invoices yet.

Step 4.1 Warehouse (godown)

1. Open Inventory or Collections → Warehouses.
2. Click Create / New.
3. Enter at least: name, address line, city, state / state code, pincode, mark one as default if asked, status Active.
4. Save.
5. If you have branches, create one warehouse per location.

Step 4.2 Product categories (optional)

1. Open Product categories.
2. Create top-level groups (for example Dairy, Packaging).
3. Add child categories only if you need them (max depth is limited).

Step 4.3 Products (sellable items)

1. Open Products (often under Inventory / Collections).
2. For each item enter:
   • Name (and item code if you use codes)
   • HSN/SAC if known
   • Sales price
   • GST rate
   • Unit
   • Purchase / cost / MRP if your team tracks them
3. Save. Repeat or use bulk upload with a small test file first (10–20 rows), then the full list.

Step 4.4 Raw materials (if you purchase inputs)

Same idea as products, but under Raw materials. Use this for items you buy for stock / production that are not sold as finished goods.

Step 4.5 Opening stock

1. Open Inventory / Stocks.
2. For each product (or raw material) that already exists physically:
   • Select warehouse
   • Select product or raw material
   • Enter qty
   • Enter batch if batch tracking is on
3. Save. Confirm quantities match your physical count for at least the top items.

Step 4.6 Customers

1. Open Sales → Customers.
2. Create each buyer: name, GSTIN (if registered), billing state, phone, address (delivery address if you dispatch).
3. Opening balance only if your accountant has confirmed the figure.
4. Save.

Step 4.7 Vendors

1. Open Purchases → Vendors.
2. Same fields pattern as customers.
3. Save.

Step 4.8 Price lists (optional)

Only if rates differ by customer or volume:

1. Sales → Prices (or Purchases → Prices for purchase lists).
2. Create the list (name, sales/purchase type, validity dates).
3. Add price list items (product, rate, or qty_from–qty_to for slabs).
4. Link the list to the customer/vendor when maintaining that party.

Field-level detail for every master: Masters setup.

Stage 5 — First sales cycle (end-to-end)

Do one full cycle with a real or sample customer.

Step 5.1 (Optional) Sales order

If Customer ordering / Orders is enabled:

1. Open Sales → Orders.
2. Create order → customer → lines (product, billable qty, free qty if used, rate).
3. Save as draft → Confirm when accepted.
4. Later convert / generate invoice per your process.

Step 5.2 Sales invoice

1. Open Sales → Invoices.
2. Click Create.
3. Select Customer.
4. Select Warehouse (stock will come from here on confirm).
5. Set invoice date.
6. Add lines: product, quantity, rate (from price list or typed), discount if any.
7. Review taxable value, GST, and grand total.
8. Save as draft and have a second person review if that is your practice.
9. Click Confirm only when the bill is final.

Step 5.3 Receipt (money in)

1. Open Sales → Receipts (not Purchases → Payments).
2. Create receipt for the same customer.
3. Enter amount received.
4. Allocate / link against the open sales invoice.
5. Save.
6. Open the invoice again and confirm payment status moved (for example toward Paid).

Full sales guide: Sales workflow.

Stage 6 — First purchase cycle

Step 6.1 (Optional) Purchase order

1. Purchases → POs.
2. Create PO → vendor → raw material / item lines → qty → rate.
3. Draft → Confirm when order is placed with the supplier.

Step 6.2 Purchase bill (vendor invoice)

1. Purchases → Bills.
2. Create bill → vendor → warehouse → lines.
3. Draft → Confirm when the bill is accepted.
4. Confirming a purchase bill typically increases stock for the received items.

Step 6.3 Payment (money out)

1. Purchases → Payments.
2. Create payment → vendor → amount → allocate to the open bill.
3. Save.
4. Check the bill payment status.

Full purchase guide: Purchase workflow.

Stage 7 — Prove inventory is correct

1. Open Inventory.
2. Find the product you sold and the material you purchased.
3. Check warehouse qty matches: opening − sales confirm + purchase confirm (± transfers).
4. If wrong, do not invent a second invoice — correct with stock adjustment / transfer per your process, or ask admin.

Details: Inventory and stock.

Stage 8 — First-week acceptance checklist

Tick only when you have done it in the live company (not a demo guess).

Company

• Correct organisation selected
• General settings saved (name, address, GSTIN)
• Payment statuses reviewed
• Tools toggled for what you actually use
• At least one non-admin user invited with a role

Masters

• Default warehouse created with address + pincode
• At least 5 products with GST rate and sales price
• Opening stock entered for those products
• At least 3 customers
• At least 2 vendors (if you purchase)

Transactions

• One sales invoice confirmed
• One receipt linked to that invoice
• One purchase bill confirmed (if applicable)
• One payment linked to that bill (if applicable)
• Stock quantities verified after the above

Operations

• Accounts user can open Sales and create a draft invoice
• Store user can open Inventory
• Everyone knows: Draft = editable, Confirm = posts / locks

Common onboarding failures (and fixes)

After onboarding — daily rhythm

1. Morning: check Home and open invoices / orders.
2. Create drafts during the day; confirm when approved.
3. Record receipts and payments the same day money moves.
4. Weekly: stock count vs Inventory for fast-moving items.
5. Month-end: with accountant, review unpaid invoices and payment statuses.