1. Overview

VyraERP is a Point-of-Sale and ERP system built for Pakistani businesses. It supports:

• Branch and warehouse-level stock management
• FIFO inventory tracking with batch-level sale prices
• FBR (Pakistan Tax Authority) integration for FBRDI and FBRPOS registered businesses
• PRA integration for Point of Sale registered businesses
• Promotional offers, gate passes, ledger, bank accounts, and vouchers

Every user belongs to exactly one organization.

2. Logging In

Three fields are required on the login screen:

After successful login you are redirected to the Dashboard.

3. Dashboard

The Dashboard is the home screen after login. It shows:

• Stat cards — Today's Revenue, Orders, total Products, and Low Stock count
• Quick Actions — shortcuts to New Sale, New Purchase, Products, Reports (shown based on your permissions)
• Today's Transactions — list of today's bills with amounts
• Low Stock panel — products below or at zero quantity

Sidebar Navigation

Sidebar links are hidden automatically for roles that do not have the required permissions.

Revenue Scope by Role

• Admin / Manager / Superuser — today's org-wide (or branch-wide for Managers) revenue
• Salesman — only their own today's sales
• Cashier / Storekeeper — no sales data shown

4. Sales (POS)

The Sales screen is a full-page POS interface for creating and posting bills.

4.1 Adding Products

By search (type-ahead):

1. Click the product search field at the top of the bill table.
2. Type a few letters of the product name — a dropdown appears with matching products, showing name, quantity in stock, and sale price.
3. Click a result to add it as a row in the bill.

Indicators in the dropdown:

• Green qty badge — stock available
• Red qty badge — stock at zero or negative
• ⚠ Unpriced batch warning — an active stock batch has no sale price set; the product can be added to the cart but the bill cannot be posted until an Admin sets the price.

4.2 Barcode Scanning

Connect a USB barcode scanner. Scan any product barcode while the sales page is open — the product is added automatically. If the barcode is not found or the sale price is not set, an alert is shown.

4.3 Discounts & Pricing

• Change the Qty field in any row to adjust quantity.
• Change the Sale Price field to apply a row-level price override (Admin only if the org restricts this).
• The Disc% column accepts a percentage discount per row.
• Totals update automatically.

4.4 Promotional Offers (Buy X Get Y Free)

If active offers are configured for a product (see Section 16), free rows are added automatically as you enter quantity:

• Free rows appear highlighted in green with a FREE badge.
• Free rows are locked — you cannot change their quantity or price manually.
• The system enforces: stock cap, offer quota cap, and same-product group formula.

4.5 Hold a Bill

Click Hold to save the current bill as a draft without posting it.

1. Click Retrieve to open the held bills list.
2. Search by bill number or client name.
3. Click the result to load it back into the sales screen.

4.6 Quotations

Click Quote to save the current bill as a quotation (no stock is deducted).

1. Click Retrieve Q to open the quotations list.
2. Search by quote number or quote name.
3. Click the result to load it into the sales screen for conversion to a sale.

4.7 Refunds / Return Bills

1. Enter a negative quantity for any product row (e.g. -2).
2. Enter the original bill number in the Ref Bill No field.
3. Post the bill normally.

The system restores stock via FIFO and creates a negative consumption record so that deleting the refund later does not leave stock drifted.

4.8 Posting a Bill

1. Select or search for a Client (optional — a walk-in client can be used).
2. Select the Sale Type (e.g. Cash, Credit).
3. Enter the amount received in the Cash field — the change due is calculated automatically.
4. Press Enter in the Cash field. A confirmation dialog appears: "Do you want to post this bill?"
5. Click OK to confirm and post the bill.

The bill is saved, stock is deducted via FIFO, ledger entries are created, gate passes are generated (one per warehouse), and the receipt is printed.

5. Purchases

5.1 Creating a Purchase

1. Go to Purchases → New Purchase.
2. Fill in the header: Supplier, Invoice No (unique per organization), Date.
3. Add item rows — for each: Product, Quantity, Cost Price, Sale Price (Admin-only if restricted), MRP, GST Rate %, Warehouse.
4. Click Save.

Each saved item creates an inventory batch. Product quantity is recomputed from the sum of all batch quantities — self-correcting on every purchase.

5.2 Editing a Purchase

Go to the purchase list and click Edit on any purchase. All items and header fields are editable. Saving reverses the old batch and creates a new one.

5.3 Deleting a Purchase

Click Delete on a purchase. The stock batch is removed and product quantity is decremented accordingly.

6. Products

6.1 Adding a Product

1. Go to Products → Add Product.
2. Fill in the general fields:
   • Name — product name
   • Barcode — unique barcode; used for scanning on the sales page
   • Description (optional)
   • Reorder Level — minimum stock quantity; appears on the Low Stock panel when stock falls to or below this value
   • Is Serialized — tick if this product tracks individual serial numbers
   • Apply latest sale price to all batches — when ticked, every new purchase propagates its sale price to all existing active batches
3. Fill in the FBR Digital Invoicing & FBR/PRA Point of Sale fields (required for tax integration):
   • UOM — Unit of Measure as recognized by FBR/PRA (e.g. Pcs, Kg, Ltr)
   • HS Code — Harmonized System code that classifies the product for FBR digital invoicing
   • Sale Type — tax category (e.g. Taxable, Exempt, Zero-Rated); required for FBR/PRA POS submissions
   • SRO Number — Statutory Regulatory Order number, if a special tax rate applies
   • SRO Item Number — specific item reference within the SRO
4. Click Save.

6.2 Editing a Product

Click Edit on the product list. You can update name, barcode, description, UOM, and the flags.

6.3 Stock Batches & FIFO

Every purchase creates an inventory batch. When a sale is made, stock is deducted using FIFO (oldest batch first). The sale price for each batch is stored at purchase time and used on receipts and reports.

• If a batch has no sale price set, the product shows a warning in the sales search and cannot be sold until an Admin sets the price.
• Admins can edit sale prices from the Purchase edit screen.

6.4 Serial Number Tracking

If a product is marked Is Serialized:

• Purchase: enter serial numbers (one per line or comma-separated) in the serial number field on the purchase form.
• Sale: the system records which serial number was sold with each unit.
• Reports and the serial lookup let you trace a serial number to its sale.

7. Clients

Clients are customers linked to your organization. Fields: Name, STRN (tax number), Address, Province, Phone, Status (Registered / Unregistered).

Use the search bar on the client list to filter by name or STRN. A client's full purchase history is visible in the Client Ledger.

8. Suppliers

Suppliers are your vendors. Fields: Name, STRN, Address, Province, Phone.

Suppliers are linked to purchases and their payment history is tracked in the Supplier Ledger.

9. Ledger

9.1 Client Ledger

Shows all debit/credit entries for a client — sales (auto-generated), payments received (manual), and manual adjustments. A running balance is shown per row.

9.2 Supplier Ledger

Shows all entries for a supplier — purchases (auto-generated) and payments made (manual).

9.3 Manual Ledger Entries

Add a manual debit or credit entry against any client or supplier. Useful for opening balances, adjustments, or payments made outside the system.

Fields: Client or Supplier, Type (Debit/Credit), Amount, Description, Date.

10. Bank Accounts & Transactions

Bank Accounts

Create and manage bank accounts. Each account has: Bank Name, Account Number, Account Title, Opening Balance.

Transactions

Under each bank account, record individual transactions: Type (Deposit/Withdrawal), Amount, Date, Description, Reference No. The bank ledger shows a running balance.

11. Payment & Receipt Vouchers

• Payment Vouchers — record money paid out (to suppliers, expenses, etc.)
• Receipt Vouchers — record money received (from clients, other income)

Fields: Account Head, Amount, Date, Description, Reference.

12. Reports

12.1 Sales Reports

Filters: Use the date range pickers to filter all panels simultaneously.

Manager scope: Managers see only their branch's data. Admins see org-wide data.

12.2 Stock Value Report

Shows per-product: Cost Value (qty × cost), GST Value (qty × cost × gst%), Total Value (cost + GST). Totals shown at the bottom.

12.3 Deleting a Sale

In the Invoice List, each row has a Delete button (Admin only). Deleting a sale:

• Restores all stock via batch consumption records
• Restores serial numbers to "in stock"
• Reverses all ledger entries for that bill
• Removes the sale summary, sales rows, and associated gate pass records
• The deletion is recorded in the Bill Activity Log

12.4 Editing a Sale

In the Invoice List, each row has an Edit button alongside Delete (Admin only). Editing allows you to correct quantities, prices, discounts, client details, or sale type on a previously posted bill.

1. Go to Reports and set a date range to locate the invoice.
2. Click Edit on the invoice row.
3. The sale edit page opens — modify item quantities, prices, Disc%, or header fields.
4. Click Save to apply changes.

When a sale is edited: stock is recalculated (old deduction reversed, new FIFO deduction applied), ledger entries are updated, and the edit is recorded in the Activity Log.

12.5 Bill Activity Log

VyraERP automatically records every edit and deletion performed on posted invoices, providing a full audit trail. Each log entry captures: Bill No, Action (Edited/Deleted), User, and Timestamp.

The activity log is visible to Admin users from the Invoice Detail view in the Reports section.

13. Gate Pass

A Gate Pass is created automatically for every sale — one per warehouse involved. It records which items need to be physically handed out from that warehouse.

Storekeeper Workflow

1. Open the Gate Pass Dashboard — shows all pending gate passes, auto-refreshes every 30 seconds.
2. Filter by warehouse using the dropdown.
3. Click a gate pass to open its detail page — shows warehouse, client info, and item list for that warehouse only.
4. Click Mark as Issued when goods have been handed to the client.
5. Click Print to print a paper gate pass with signature lines.

Status tabs: Pending (amber) | Issued | All

14. Barcode Generator

Access via Settings → Barcode Generator. Enter any barcode value and generate a printable barcode image. Useful for printing product labels.

15. Import & Export

Access via Settings → Import / Export.

15.1 Products

Export: Downloads an Excel file with all product fields including prices from the latest batch. The file is fully round-trippable.

Import:

1. Download the export file as a template or create one with the same column headers.
2. Fill in product data. If qty > 0, the warehouse column is required.
3. Upload the file.
4. Click Download Annotated File to get a copy with an import_status column: IMPORTED, SKIPPED, or ERROR: reason.
5. Fix ERROR rows and re-upload.

15.2 Clients & Suppliers

Export: Clean Excel with columns: name, strn, address, province, phone, status.

Import: Upload a file with the same columns. Duplicates detected by STRN (if present) or name. Existing records are not overwritten.

16. Promotional Offers

Offers define "Buy X of Product A, Get Y of Product B free."

Creating an Offer

1. Go to Offers → New Offer.
2. Fill in: Trigger Product, Trigger Qty, Free Product, Free Qty, optional Start/End Date, optional Total Free Stock cap.
3. Click Save then Toggle Active to activate.

How Offers Work on the Sales Screen

• Active offers load when the sales page opens.
• When you enter a quantity for a trigger product, free rows appear automatically.
• Same-product offer: the entered quantity is treated as total (paid + free). Paid quantity is adjusted automatically.
• Different-product offer: free product rows are added separately with a green FREE badge.

Offer Status Badges

17. User Management

Access via Settings → User Management.

Creating a User

1. Click Add User.
2. Enter: Username, Full Name, Password, Role (group), Branch.
3. Save.

Editing a User

Click Edit next to any user. You can change Full Name, Password (leave blank to keep current), Role, and Branch.

Deleting a User

Click Delete next to a user. You cannot delete yourself.

17.1 Roles & Permissions