Masters setup

Masters are the foundation. Create them in the order below. Each section lists where to click, minimum fields, and how to know you are done.

Need the general pattern for any list (or how to add a custom field)? See Add data, fields, and collections.

1. Warehouses (godowns)

Where: Inventory area or Collections → Warehouses

Steps

1. Click Create / New.
2. Enter:

3. Save.
4. Open the list and confirm the warehouse appears.
5. Repeat for each branch godown.

Done when

• At least one Active warehouse exists
• Default warehouse is clear to the team

2. Product categories (optional)

Where: Product categories collection

Steps

1. Create a parent category (for example Finished goods).
2. Optionally create child categories under it (depth is limited — keep it shallow).
3. You will assign categories on products later.

Done when

• Team agrees on 3–10 category names (or you skip categories entirely)

3. Products (sellable items)

Where: Products (Inventory / Collections)

Steps for one product

1. Click Create.
2. Fill:

3. Save.
4. Open the product from the list and verify sales price + GST.

Bulk path

1. Export or prepare Excel with the same column names the upload template expects.
2. Upload small file → fix errors → upload full file.
3. Spot-check 5 random products.

Done when

• Every item you will invoice this week exists
• GST % looks right on a sample of 5

4. Raw materials (purchased inputs)

Where: Raw materials

Use for items you buy that are not (or not only) sold as finished products.

Steps

Same pattern as products: name, HSN, cost/rate, GST, unit → Save.

Done when

• Materials you will receive on the first purchase bill exist

5. Opening stock

Where: Inventory / Stocks

Do this after warehouses and products exist.

Steps

1. Open Products → Stock in, pick the warehouse, add qty in the cart, and confirm in (or create a stock row in collections if you prefer).
2. For each line:

3. Save.
4. Compare screen qty with physical count for top movers.

Done when

• Top products show non-zero qty where stock exists physically
• Store in-charge signed off the numbers

6. Customers

Where: Sales → Customers

Steps

1. Create customer.
2. Minimum useful fields:

3. Save.
4. Search the name in the list to confirm.

Done when

• Every customer you will bill in week one exists

7. Vendors

Where: Purchases → Vendors

Steps

Mirror customers: name, GSTIN, state, phone, address, payment terms, optional purchase price list.

Done when

• Vendors for week-one purchases exist

8. Price lists (optional)

Where: Sales → Prices or Purchases → Prices

For the full click-by-click guide (header fields, packet MRP rates, state auto-match, and invoice test), see Create a price list.

Quick create

1. New price list.
2. Set name, list type (Sales / Purchase), pricing scheme (Unit / Volume), base price, optional match state / customer allowlist, validity dates, and active flag.
3. Add lines: product + rate (use packet MRP if that is your company rule).
4. Save.

Assign or auto-match

1. Prefer auto-match (state equals / is not, or customer names) on the list header.
2. Or open the customer/vendor and attach Price list manually.
3. Create a test draft invoice and confirm the rate defaults as expected.

Done when

• At least one list tested on a draft invoice
• Team knows which customers use which list (or which state rule)

Master data quality rules

1. One party = one customer/vendor record (do not duplicate spellings).
2. Prefer item codes from the old system when migrating.
3. Never leave GST rate blank on taxable goods.
4. Inactive status for discontinued items — do not delete history.

What to do next