SENBA help

1. Run the SENBA installer for your OS and launch the app.
2. On first launch the database is created automatically; if the browser does not open, go to http://127.0.0.1:5000/ yourself.
3. Sign in as admin / admin123 — you will be asked to change the password immediately.
4. Rename “My Business” under Settings, then activate your license.

💡 Keep the black server window open while you work — closing it stops the app.

1. Settings → Company: enter business name, address, GSTIN (if registered), state, and invoice prefixes.
2. Settings → Users: create one login per staff member; give counter staff only the permissions they need.
3. Settings → Backup: confirm automatic backups are on before entering live data.

💡 No GSTIN yet? Leave it blank — the app files you as unregistered and skips GST billing until you add it.

1. Sales → New sale bill: pick the customer (or type a 10-digit mobile to create a walk-in customer).
2. Add items by typing in Item / Description (3+ letters trigger search) or by scanning a barcode in the scan box.
3. Check totals, record counter payment if money changed hands, then Save & Finalize.
4. Print or share the bill from the saved-bill panel.

💡 Draft bills affect nothing until finalized — stock, ledger and GST all wait for Finalize.

1. Sales: pick customer, series, and date; add one or more lines.
2. Each line needs a description, quantity and rate; HSN, discount and tax default from the item master.
3. Counter payment (optional): enter amounts per method — Cash/UPI/Card/Cheque or Credit. Split rows auto-balance.
4. Save & Finalize posts stock, ledger and GST in one step.

💡 Counter payment shows only when enabled in Settings and only for new final invoices — record payments on old bills from Money.

1. Purchases → New bill: pick the supplier and enter their bill number and date.
2. Add lines with quantity, rate and tax exactly as the supplier charged.
3. Finalize to update stock cost (moving average) and input tax credit.

💡 The MRP column on purchase lines updates the item master — useful when the supplier changes printed prices.

1. Parties: one master for customers and suppliers — name, phone, GSTIN and state decide B2B vs B2C automatically.
2. Items: name, HSN/SAC, unit, tax rate and prices. Set gst_type to services for SAC-based lines.
3. Use Item Lists for quick repeat assortments (e.g. monthly kit).

💡 A wrong HSN or goods/services flag follows the item everywhere — fix it in the master, not per bill.

1. Money → Receipt records money received against a bill; Payment records money paid out.
2. Apply Credit links advances and credit notes to open bills, oldest first.
3. The Docs list shows Paid / Partial / Unpaid per bill from these links.

💡 Editing a bill never auto-pays it — record money separately in Money.

1. Press Ctrl+K (Cmd+K on Mac) anywhere to open the command palette; type a page or action name, Enter to jump.
2. On any bill: Alt+S (Cmd+S on Mac) or Ctrl+Enter saves and finalizes; Alt+N starts a new bill.
3. On the Dashboard: Alt+N new sale, Alt+P new purchase, Alt+I new item, Alt+L new party.

💡 The palette only lists pages your login can open — counter staff see billing, not settings.

1. Stock page: on-hand quantity and value per item, searchable by name, SKU or barcode.
2. Open an item for batch-wise and godown-wise breakup (when tracked).
3. Negative stock is blocked unless explicitly allowed in Settings.

💡 A sale that fails on stock tells you which item and how short — adjust quantity or purchase first.

1. Enable batch tracking per item to auto-assign oldest-first (FEFO) on sales.
2. Expiry page lists soon-to-expire batches for clearance action.
3. Enable godowns in Settings to track the same item across warehouses.

💡 Purchase lines capture batch and expiry — enter them at goods-inward, not later.

1. Do a physical count, then post a stock adjustment for differences with a reason.
2. Adjustments revalue inventory and post to the stock-adjustment head.
3. Every adjustment is audit-logged with who and when.

💡 Count high-value items monthly, everything else quarterly — small frequent counts beat annual surprises.

1. Returns → GSTR-1: pick month, review B2B / B2C / export tables from your final bills.
2. Fix party GSTIN and place-of-supply errors flagged in the tables first.
3. Export the JSON/CSV for the portal when totals agree with your books.

💡 Cancelled bills stay visible in returns (as cancellations) — they are not deleted, by GST design.

1. Returns → GSTR-3B: outward and inward supplies summarize from the same finalized data.
2. Compare input credit with GSTR-2B before filing; reverse ineligible credit via ITC Reversal.
3. Lock the period in Settings after filing to prevent backdated edits.

💡 Paise-level differences between GSTR-1 and 3B are usually per-line rounding — the tables tie by design.

1. E-Way Bills: generate for goods movement above the threshold from an eligible bill.
2. E-Invoices (IRN): available when enabled and turnover rules apply to the company.
3. Both need portal credentials configured in Settings first.

💡 Services never trigger e-way bills by themselves — only goods consignment value counts.

1. Reports: trial balance, P&L, balance sheet, stock and GST summaries read live from the ledger.
2. Backup & Restore: download compressed backups regularly; test a restore on a second machine yearly.
3. Invoices are never deleted — cancel or credit-note them so the number series stays intact.

💡 Before filing, take a backup — a filed period plus a backup is the only safe combination.

1. The dashboard lists upcoming GSTR-1 / GSTR-3B due dates with days left — red means 3 days or less.
2. Quarterly (QRMP) businesses see quarter-end dates; composition dealers see CMP-08 plus the annual GSTR-4.
3. Dates come from Settings (registration type + filing frequency); unregistered businesses see nothing.

💡 Use the Open GST Returns link under the countdowns to jump straight to filing.

1. Accounting → Chart of Accounts: income, expense, asset, liability and equity heads come pre-seeded; add shop-specific heads as needed.
2. Bills, payments and stock movements post journal entries automatically — you rarely type one by hand.
3. For corrections, post a manual journal (debit one head, credit another) with a clear narration.

💡 Every rupee in reports traces back to journal lines — if a report looks wrong, the journal tells you which bill caused it.

1. Reports → Trial Balance: every head with debit/credit totals — debits must equal credits, always.
2. Profit & Loss shows income minus expenses for the period; Balance Sheet shows what the business owns vs owes.
3. Filter by date range and company; export for your accountant when needed.

💡 Run the trial balance monthly — an out-of-balance book means a half-posted entry that needs fixing before filing.

1. TDS / TCS page: track tax deducted on payments and receipts; Income Tax TDS lives under its own section.
2. ITC Reversal: reverse ineligible input credit (personal use, exempt supplies) before filing GSTR-3B.
3. Bank Reconciliation: match bank statement lines to book entries so the bank balance is real, not assumed.

💡 Reconcile the bank every month — unmatched lines are usually unrecorded charges or double-entered receipts.

1. Restaurant POS: open a table or start a counter sale, add items from the menu with quantities.
2. Send the order to the kitchen (KOT) — the Kitchen screen picks it up instantly.
3. Settle to a bill when the customer pays; counter payment methods work the same as retail sales.

💡 KOTs fire per order round, not per item — batch a table’s additions before sending.

1. Kitchen screen: incoming KOTs appear in order; mark items preparing, ready and served.
2. Customer display (if configured) shows order status to waiting guests.
3. At day close, settle all open tables first — unsettled tables carry into the next day’s list.

💡 An unsettled table still holds its stock reserved — close it before running the day’s stock count.

1. Settings → Company: business name, address, phone, GSTIN, state and logos used on every bill.
2. Manage Users: one login per staff member with role and permissions — counter staff get billing only, managers get reports and settings.
3. Each user changes their own password; admins can reset a forgotten one.

💡 Never share the admin login at the counter — an action under the wrong user poisons the audit trail.

1. Settings → Documents & Numbering: invoice/purchase prefixes, yearly restart, and per-series counters.
2. Tax settings: state of supply defaults, composition flag, and TDS mode — set once, reviewed yearly.
3. After filing, set the books-lock date so backdated edits are blocked for the filed period.

💡 Changing a prefix mid-year splits the number series — do it only at a financial-year boundary.

1. Printers: choose A4/thermal paper size, printer target and spooler options; test with one bill before a rush.
2. Customer display, barcode scanner and POS billing mode live under their own Settings sections — enable only where the hardware exists.
3. Backup & Restore: confirm automatic backups run daily and know where the files land; WhatsApp and email need their credentials configured before first send.

💡 After any settings change, print one test bill — paper, taxes and numbering are cheapest to verify before customers queue.

1. My Preferences → Screen after login: Dashboard, New Sale Bill, or Restaurant POS. Restaurant/hotel trade defaults to Restaurant POS.
2. Theme (this device): System follows your OS dark/light mode; override with Light or Dark. Printouts always stay black-on-white.
3. Density (this device): Compact fits more table rows per screen; Comfortable is the default.

💡 Theme and density are per device, not per user — the counter PC and your phone keep their own.