# Testing SOP

Step-by-step testing guide with real test data. Follow each section in order — later sections depend on data created earlier.

After each sub-section, verify the expected balances and stock before moving on.

***

## Test Data Reference

**Warehouses:** Haridwar, Kankhal **Vendors:** Hemkund Traders **Customers:** Arora Dairy, Mohan Puri, Mohan Sweet, Bikaner New **Items:** Amul Butter 500 GM, Amul Cream 1 LTR, Mix Veg 1 KG

***

## SECTION 1 — Master Data Setup

### 1.1 Warehouses

Navigate to **Master > Warehouses > New**

| # | Name     | Notes               |
| - | -------- | ------------------- |
| 1 | Haridwar | Primary warehouse   |
| 2 | Kankhal  | Secondary warehouse |

**Verify:** Both warehouses appear in the list.

**Combination — Duplicate name:**

* Try creating a third warehouse also named **Haridwar**
* Expected: system shows an error and does not save

***

### 1.2 Taxes

Navigate to **Master > Taxes > New**

| # | Name    | Rate | Type      |
| - | ------- | ---- | --------- |
| 1 | GST 0%  | 0%   | Inclusive |
| 2 | GST 5%  | 5%   | Inclusive |
| 3 | GST 12% | 12%  | Exclusive |
| 4 | GST 18% | 18%  | Exclusive |

**Verify:** All 4 taxes appear and are active.

**Combination — Toggle inactive:**

* Click **Toggle Active** on GST 18%
* Navigate to **Master > Items > New** and open the tax dropdown
* Expected: GST 18% does not appear
* Re-activate GST 18% before continuing

***

### 1.3 Units

Navigate to **Master > Units > New**

| # | Name   | Short Code |
| - | ------ | ---------- |
| 1 | Box    | BOX        |
| 2 | Pieces | PCS        |
| 3 | Bag    | BAG        |
| 4 | Karate | KRT        |
| 5 | Litre  | LTR        |

**Combination — Duplicate name:**

* Try creating another unit named **Box**
* Expected: system shows error, does not save

***

### 1.4 Item Companies (Brands)

Navigate to **Master > Item Companies > New**

| # | Name  |
| - | ----- |
| 1 | Amul  |
| 2 | Paras |
| 3 | Barar |

***

### 1.5 Item Categories

Navigate to **Master > Item Categories > New**

| # | Name   |
| - | ------ |
| 1 | Dairy  |
| 2 | Frozen |

***

### 1.6 Zones

Navigate to **Master > Zones > New**

| # | Name       |
| - | ---------- |
| 1 | Bhupatwala |
| 2 | Ranipur    |

> Note: System may auto-create North/South/East/West/Central. Add Bhupatwala and Ranipur on top.

***

### 1.7 Price Categories

Navigate to **Master > Price Categories > New**

| # | Name      | Default? |
| - | --------- | -------- |
| 1 | End User  | Yes      |
| 2 | Bulk User | No       |

**Verify:** End User is marked as default.

**Combination — Change default:**

* Click **Set Default** on Bulk User
* Expected: Bulk User becomes default, End User loses the default flag
* Switch back: click **Set Default** on End User before continuing

***

### 1.8 Bank Accounts

Navigate to **Master > Bank Accounts > New**

| # | Name         | Type | Default for Sales | Default for POS |
| - | ------------ | ---- | ----------------- | --------------- |
| 1 | HDFC Current | Bank | Yes               | No              |
| 2 | PhonePe UPI  | UPI  | No                | Yes             |

**Combination — Two accounts same default:**

* Try setting PhonePe UPI as default for Sales as well
* Expected: HDFC Current loses the sales default flag; only one account is default per purpose at a time

***

### 1.9 Customers (Parties)

Navigate to **Master > Parties > New** — Type: Customer

**Customer 1: Arora Dairy**

* Price Category: End User
* Opening Balance: 10,000/- (To Receive)
* Zone: Bhupatwala
* Credit Limit: Unlimited

**Customer 2: Mohan Puri**

* Price Category: Bulk User
* Opening Balance: Nil
* Zone: Bhupatwala
* Credit Limit: 10,000/-

**Customer 3: Mohan Sweet**

* Price Category: End User
* Opening Balance: Nil
* Zone: Ranipur
* Credit Limit: Unlimited

**Customer 4: Bikaner New**

* Price Category: End User
* Opening Balance: Nil
* Zone: Ranipur
* Credit Limit: Unlimited

**Verify:**

| Party       | Expected Balance    |
| ----------- | ------------------- |
| Arora Dairy | 10,000/- Receivable |
| Mohan Puri  | 0/-                 |
| Mohan Sweet | 0/-                 |
| Bikaner New | 0/-                 |

Dashboard: Total Receivable = **10,000/-**, Total Payable = **0/-**

**Combination — Toggle inactive party:**

* Click **Toggle Active** on Bikaner New
* Go to **Sales > Invoices > New Invoice** and open the party dropdown
* Expected: Bikaner New does not appear in the list
* Re-activate Bikaner New before continuing

**Combination — Duplicate phone number:**

* Try creating a 5th party with the same phone number as Arora Dairy
* Expected: system shows error or warning about duplicate phone

***

### 1.10 Vendor (Party)

Navigate to **Master > Parties > New** — Type: Vendor

**Vendor 1: Hemkund Traders**

* Opening Balance: 20,000/- (To Pay)

**Verify:**

| Party           | Expected Balance |
| --------------- | ---------------- |
| Hemkund Traders | 20,000/- Payable |

Dashboard: Total Receivable = **10,000/-**, Total Payable = **20,000/-**

***

### 1.11 Items

Navigate to **Master > Items > New**

**Item 1: Amul Butter 500 GM**

| Field           | Value                      |
| --------------- | -------------------------- |
| Name            | Amul Butter 500 GM         |
| Category        | Dairy                      |
| Brand           | Amul                       |
| Primary Unit    | Box                        |
| Secondary Unit  | Piece                      |
| Conversion      | 1 Box = 30 Pieces          |
| Purchase Price  | 9,000/-                    |
| MRP             | 10,500/-                   |
| Tax             | GST 5% (Inclusive)         |
| End User Price  | 10,500/-                   |
| Bulk User Price | 9,750/-                    |
| Warehouse       | Haridwar, Opening Stock: 0 |

**Item 2: Amul Cream 1 LTR**

| Field           | Value                      |
| --------------- | -------------------------- |
| Name            | Amul Cream 1 LTR           |
| Category        | Dairy                      |
| Brand           | Amul                       |
| Primary Unit    | Box                        |
| Secondary Unit  | Piece                      |
| Conversion      | 1 Box = 12 Pieces          |
| Purchase Price  | 2,400/-                    |
| MRP             | 3,000/-                    |
| Tax             | GST 12% (Exclusive)        |
| End User Price  | 3,000/- + tax              |
| Bulk User Price | 2,880/- + tax              |
| Warehouse       | Haridwar, Opening Stock: 0 |

**Item 3: Mix Veg 1 KG**

| Field           | Value                      |
| --------------- | -------------------------- |
| Name            | Mix Veg 1 KG               |
| Category        | Frozen                     |
| Brand           | Barar                      |
| Primary Unit    | Bag                        |
| Secondary Unit  | Piece                      |
| Conversion      | 1 Bag = 30 Pieces          |
| Purchase Price  | 3,000/-                    |
| MRP             | 4,500/-                    |
| Tax             | GST 0% (Inclusive)         |
| End User Price  | 4,500/-                    |
| Bulk User Price | 3,750/-                    |
| Warehouse       | Haridwar, Opening Stock: 0 |

**Verify:** All 3 items appear in the items list.

**Combination — Tax calculation check on item:**

* Open Amul Butter 500 GM → verify End User price 10,500/- inclusive of 5% GST means base = 10,000/-, tax = 500/-
* Open Amul Cream 1 LTR → verify End User price 3,000/- exclusive of 12% means tax = 360/-, total = 3,360/-
* Open Mix Veg 1 KG → verify 0% tax means tax = 0/- on any quantity

**Combination — Item with both warehouses:**

* Edit Amul Butter 500 GM → add Kankhal warehouse with Opening Stock: 0
* Verify item now has stock entries for both Haridwar and Kankhal

***

## SECTION 2 — Purchase Flow

### 2.1 Purchase Orders

Navigate to **Purchase > Orders > New Order**

**PO 1 — Single item:**

| Field           | Value                      |
| --------------- | -------------------------- |
| Vendor          | Hemkund Traders            |
| Item            | Amul Butter 500 GM         |
| Quantity        | 10 Box                     |
| Rate            | 9,000/- (Inclusive GST 5%) |
| Expected Amount | 9,000/-                    |

Click Save.

**PO 2 — Single item, exclusive tax:**

| Field               | Value            |
| ------------------- | ---------------- |
| Vendor              | Hemkund Traders  |
| Item                | Amul Cream 1 LTR |
| Quantity            | 5 Box            |
| Amount              | 12,000/-         |
| Tax (12% Exclusive) | 1,440/-          |
| Total Bill Amount   | 13,440/-         |

Click Save.

**PO 3 — Multi-item in one order:**

| Field  | Value                     |
| ------ | ------------------------- |
| Vendor | Hemkund Traders           |
| Item 1 | Amul Butter 500 GM, 2 Box |
| Item 2 | Mix Veg 1 KG, 3 Bag       |

Click Save. This PO stays as **Pending** — do not convert it yet (used to test cancel below).

**Verify:** All 3 POs appear with status: Pending

**Combination — Cancel a PO:**

* Select PO 3 → click **Cancel**
* Expected: PO status changes to Cancelled, no stock or ledger entries are made
* Verify Hemkund Traders balance is still 20,000/- (unchanged)

***

### 2.2 Convert Purchase Orders to Invoices

**Single convert:**

* Open PO 1 → click **Convert to Invoice**
* Verify: Amul Butter 500 GM = 10 Box in inventory

**Bulk convert:**

* Go to **Purchase > Orders** list
* Select PO 2 (only)
* Click **Bulk Convert to Invoice**

**Verify:**

* Amul Cream 1 LTR = 5 Box in inventory
* Hemkund Traders: 20,000 + 9,000 + 13,440 = **42,440/- Payable**
* Purchase > Invoices: 2 invoices listed

***

### 2.3 Purchase Invoice (Direct, zero tax)

Navigate to **Purchase > Invoices > New Invoice**

| Field       | Value           |
| ----------- | --------------- |
| Vendor      | Hemkund Traders |
| Item        | Mix Veg 1 KG    |
| Quantity    | 5 Bag           |
| Bill Amount | 15,000/-        |
| Tax         | 0/-             |
| Total       | 15,000/-        |

Click Save.

**Verify:**

* Inventory: Mix Veg 1 KG = 5 Bag
* Hemkund Traders: 42,440 + 15,000 = **57,440/- Payable**
* Purchase > Invoices: 3 invoices listed

**Combination — Multi-item invoice:**

Navigate to **Purchase > Invoices > New Invoice**

| Field  | Value                                                  |
| ------ | ------------------------------------------------------ |
| Vendor | Hemkund Traders                                        |
| Item 1 | Amul Butter 500 GM, 2 Box, 9,000/- inclusive           |
| Item 2 | Amul Cream 1 LTR, 1 Box, 2,400/- + 288/- tax = 2,688/- |
| Total  | 11,688/-                                               |

Click Save.

**Verify:**

* Amul Butter = 12 Box, Amul Cream = 6 Box
* Hemkund Traders: 57,440 + 11,688 = **69,128/- Payable**

**Combination — Copy invoice:**

* Open the multi-item invoice just created → click **Copy**
* System opens a new invoice pre-filled with same vendor and items, date reset to today
* Change Amul Butter quantity to 1 Box (remove Amul Cream line) → Save

**Verify:**

* Amul Butter = 13 Box
* Hemkund Traders: 69,128 + 9,000 = **78,128/- Payable**

***

### 2.4 Purchase Return

Navigate to **Purchase > Returns > New Return**

**Return 1 — Partial return of Amul Butter (inclusive tax):**

| Field              | Value                                        |
| ------------------ | -------------------------------------------- |
| Vendor             | Hemkund Traders                              |
| Select Invoice     | (select the original Amul Butter PO invoice) |
| Item               | Amul Butter 500 GM                           |
| Quantity           | 1 Box                                        |
| Amount (Inclusive) | 9,000/-                                      |
| Tax                | 428.57/-                                     |
| Total              | 9,000/-                                      |

Click Save.

**Verify:**

* Amul Butter = 12 Box
* Hemkund Traders: 78,128 - 9,000 = **69,128/- Payable**

**Return 2 — Partial return of Amul Cream (exclusive tax):**

| Field          | Value                              |
| -------------- | ---------------------------------- |
| Vendor         | Hemkund Traders                    |
| Select Invoice | (select the Amul Cream PO invoice) |
| Item           | Amul Cream 1 LTR                   |
| Quantity       | 1 Box                              |
| Amount         | 2,400/-                            |
| Tax (12%)      | 288/-                              |
| Total          | 2,688/-                            |

Click Save.

**Verify:**

* Amul Cream = 5 Box
* Hemkund Traders: 69,128 - 2,688 = **66,440/- Payable**

**Combination — Return more than invoiced quantity:**

* Try returning 15 Box of Amul Butter from the original 10-Box invoice
* Expected: system blocks with a validation error (max returnable is 10 Box, minus 1 already returned = 9 Box max)

**Combination — Return from already fully returned invoice:**

* Return all remaining 9 Box from the Amul Butter invoice
* Then try creating another return against the same invoice
* Expected: system shows no returnable items or blocks the return

***

### 2.5 Bill Payments

Navigate to **Purchase > Bill Payments > New Payment**

**Payment 1: Cash**

| Field          | Value           |
| -------------- | --------------- |
| Vendor         | Hemkund Traders |
| Payment Method | Cash            |
| Amount         | 1,000/-         |

Click Save.

**Verify:**

* Hemkund Traders: 66,440 - 1,000 = **65,440/- Payable**
* Dashboard: Cash Balance = -1,000/-

**Payment 2: UPI/Bank**

| Field          | Value           |
| -------------- | --------------- |
| Vendor         | Hemkund Traders |
| Payment Method | UPI/Bank        |
| Amount         | 1,000/-         |

Click Save.

**Verify:**

* Hemkund Traders: 65,440 - 1,000 = **64,440/- Payable**
* Dashboard: UPI/Bank Balance = -1,000/-

**Payment 3: Cheque → Clear**

| Field          | Value           |
| -------------- | --------------- |
| Vendor         | Hemkund Traders |
| Payment Method | Cheque          |
| Amount         | 5,000/-         |
| Cheque No      | 500001          |

Click Save → Go to **Purchase > Cheque Register** → locate cheque → click **Clear**

**Verify:**

* Hemkund Traders: 64,440 - 5,000 = **59,440/- Payable**

**Payment 4: Cheque → Bounce with charges**

| Field          | Value           |
| -------------- | --------------- |
| Vendor         | Hemkund Traders |
| Payment Method | Cheque          |
| Amount         | 2,000/-         |

Click Save → Go to **Purchase > Cheque Register** → click **Bounce**

| Field            | Value              |
| ---------------- | ------------------ |
| Reason           | Insufficient Funds |
| Bouncing Charges | 150/-              |

Click Save.

**Verify:**

* 2,000/- is reversed (cheque bounced) + 150/- charges added
* Hemkund Traders: 59,440 + 150 = **59,590/- Payable**

**Combination — Edit purchase invoice after payment:**

* Open the original Amul Butter invoice (which has at least one return and is partially paid)
* Try to edit items or amount
* Expected: system blocks editing because receipt amount > 0

***

### 2.6 Debit Note

Navigate to **Purchase > Debit Notes > New Debit Note**

**Debit Note 1:**

| Field  | Value                             |
| ------ | --------------------------------- |
| Vendor | Hemkund Traders                   |
| Amount | 1,000/-                           |
| Reason | Price difference on last shipment |

Click Save.

**Verify:** Hemkund Traders: 59,590 - 1,000 = **58,590/- Payable**

**Debit Note 2 — Higher amount:**

| Field  | Value                      |
| ------ | -------------------------- |
| Vendor | Hemkund Traders            |
| Amount | 2,500/-                    |
| Reason | Damaged goods not returned |

Click Save.

**Verify:** Hemkund Traders: 58,590 - 2,500 = **56,090/- Payable**

***

## SECTION 3 — Sales Flow

**Stock before sales section:**

* Amul Butter 500 GM: 3 Box (after all returns)
* Amul Cream 1 LTR: 5 Box
* Mix Veg 1 KG: 5 Bag

> Note: Actual numbers depend on your purchase section results. Recheck inventory before starting.

***

### 3.1 Sales Order → Convert to Invoice

Navigate to **Sales > Orders > New Order**

**Order 1 — Single item, End User pricing:**

| Field               | Value                  |
| ------------------- | ---------------------- |
| Customer            | Arora Dairy (End User) |
| Item                | Amul Cream 1 LTR       |
| Quantity            | 1 Box                  |
| Amount              | 3,000/-                |
| GST (12% Exclusive) | 360/-                  |
| Total               | 3,360/-                |

Click Save → Go to **Sales > Orders** → Convert to Invoice.

**Verify:**

* Amul Cream = 4 Box
* Arora Dairy: 10,000 (opening) + 3,360 = **13,360/- Receivable**

**Order 2 — Bulk User pricing auto-fill:**

Navigate to **Sales > Orders > New Order**

| Field    | Value                  |
| -------- | ---------------------- |
| Customer | Mohan Puri (Bulk User) |
| Item     | Amul Butter 500 GM     |
| Quantity | 1 Box                  |

**Verify that rate auto-fills as 9,750/- and NOT 10,500/-**

Click Save → Convert to Invoice.

**Verify:**

* Amul Butter = 2 Box
* Mohan Puri: **9,750/- Receivable**
* Dashboard: Total Receivable = 13,360 + 9,750 = **23,110/-**

**Order 3 — Multi-item order:**

Navigate to **Sales > Orders > New Order**

| Field    | Value                   |
| -------- | ----------------------- |
| Customer | Mohan Sweet             |
| Item 1   | Amul Cream 1 LTR, 1 Box |
| Item 2   | Mix Veg 1 KG, 1 Bag     |

Verify totals auto-calculate for each item. Click Save → Convert to Invoice.

**Verify:**

* Amul Cream = 3 Box, Mix Veg = 4 Bag
* Mohan Sweet: (3,000 + 360) + 4,500 = **7,860/- Receivable**

**Combination — Bulk convert multiple orders to invoices:**

Create 2 more orders:

* Order A: Arora Dairy — Mix Veg 1 KG, 1 Bag
* Order B: Bikaner New — Amul Cream 1 LTR, 1 Box

Go to **Sales > Orders** → select both → **Bulk Convert to Invoice**

**Verify:**

* Both invoices created simultaneously
* Mix Veg = 3 Bag, Amul Cream = 2 Box
* Arora Dairy: 13,360 + 4,500 = **17,860/-**
* Bikaner New: 3,000 + 360 = **3,360/-**

***

### 3.2 Sales Invoice (Direct)

Navigate to **Sales > Invoices > New Invoice**

**Invoice 1 — Secondary unit (Pieces):**

| Field       | Value        |
| ----------- | ------------ |
| Customer    | Arora Dairy  |
| Item        | Mix Veg 1 KG |
| Quantity    | 5 Pieces     |
| Bill Amount | 750/-        |

Click Save.

**Verify:**

* Mix Veg = 2 Bag 25 Pieces (3 Bag minus 5 Pieces = 2 Bag 25 Pieces)
* Arora Dairy: 17,860 + 750 = **18,610/-**

**Invoice 2 — With partial payment at time of invoice:**

| Field                 | Value              |
| --------------------- | ------------------ |
| Customer              | Mohan Sweet        |
| Item                  | Amul Butter 500 GM |
| Quantity              | 1 Box              |
| Bill Amount           | 10,500/-           |
| Amount Paid (Receipt) | 5,000/-            |

Click Save.

**Verify:**

* Amul Butter = 1 Box
* Mohan Sweet: 7,860 + 10,500 - 5,000 = **13,360/-**
* Cash balance increases by 5,000/-

**Combination — Copy invoice:**

* Open Invoice 2 (Mohan Sweet — Amul Butter) → click **Copy**
* System opens new invoice pre-filled: Mohan Sweet, Amul Butter 1 Box, date = today, paid amount = 0
* Change quantity to 1 Box → Save (if stock allows — if out of stock, see negative stock combo below)

**Combination — Negative stock OFF, sell beyond available:**

* Go to **Admin > Settings > Inventory** → confirm Negative Stock = OFF
* Create a sales invoice for Amul Butter 500 GM — quantity 100 Box (far beyond available stock)
* Expected: system blocks with a stock insufficient error

**Combination — Negative stock ON, sell beyond available:**

* Go to **Admin > Settings > Inventory** → set Negative Stock = ON
* Create the same invoice for 100 Box
* Expected: system allows it, stock goes negative
* Delete this invoice after verifying, then turn Negative Stock back OFF

***

### 3.3 Credit Limit Enforcement

Mohan Puri has a credit limit of 10,000/-. Current balance after Section 3.1: 9,750/-.

**Invoice within limit:**

| Field    | Value        |
| -------- | ------------ |
| Customer | Mohan Puri   |
| Item     | Mix Veg 1 KG |
| Quantity | 5 Pieces     |
| Amount   | 625/-        |

Click Save. (9,750 + 625 = 10,375 — over limit) Expected: system warns or blocks because the new invoice pushes the balance beyond 10,000/-.

**Invoice that stays under limit:**

| Field    | Value        |
| -------- | ------------ |
| Customer | Mohan Puri   |
| Item     | Mix Veg 1 KG |
| Quantity | 1 Piece      |
| Amount   | 150/-        |

Click Save. (9,750 + 150 = 9,900 — within limit) Expected: system allows this one.

**Verify:** Mohan Puri: **9,900/- Receivable**

***

### 3.4 Quotation Flow

Navigate to **Sales > Quotations > New Quotation**

**Quotation 1 — Draft to Invoice:**

| Field    | Value              |
| -------- | ------------------ |
| Customer | Bikaner New        |
| Item     | Mix Veg 1 KG       |
| Quantity | 1 Bag              |
| Rate     | 4,500/- (End User) |
| Total    | 4,500/-            |

Click Save — status: Draft Update status → **Sent** Update status → **Accepted** Click **Convert to Invoice**

**Verify:**

* Mix Veg = 1 Bag 25 Pieces (2 Bag 25 Pieces minus 1 Bag)
* Bikaner New: 3,360 + 4,500 = **7,860/-**

**Quotation 2 — Rejected quotation (no invoice):**

| Field    | Value            |
| -------- | ---------------- |
| Customer | Mohan Sweet      |
| Item     | Amul Cream 1 LTR |
| Quantity | 2 Box            |
| Total    | 7,920/-          |

Click Save → Update status → **Rejected**

**Verify:**

* Mohan Sweet balance is unchanged (no invoice created)
* Stock unchanged
* Quotation shows status: Rejected and Convert button is disabled

***

### 3.5 Sales Return

Navigate to **Sales > Returns > New Return**

**Return 1 — Full return of Bikaner New invoice:**

| Field          | Value                                     |
| -------------- | ----------------------------------------- |
| Customer       | Bikaner New                               |
| Select Invoice | (the Mix Veg quotation-converted invoice) |
| Item           | Mix Veg 1 KG                              |
| Quantity       | 1 Bag                                     |
| Amount         | 4,500/-                                   |

Click Save.

**Verify:**

* Mix Veg = 2 Bag 25 Pieces (stock restored)
* Bikaner New: 7,860 - 4,500 = **3,360/-**

**Return 2 — Partial return:**

| Field          | Value                         |
| -------------- | ----------------------------- |
| Customer       | Arora Dairy                   |
| Select Invoice | (the Mix Veg 5-piece invoice) |
| Item           | Mix Veg 1 KG                  |
| Quantity       | 2 Pieces                      |
| Amount         | 300/-                         |

Click Save.

**Verify:**

* Mix Veg increases by 2 Pieces
* Arora Dairy: 18,610 - 300 = **18,310/-**

**Combination — Return more than invoiced quantity:**

* Open the same Arora Dairy Mix Veg invoice (originally 5 Pieces, 2 already returned = 3 returnable left)
* Try creating a return for 10 Pieces
* Expected: system blocks — max returnable is 3 Pieces

**Combination — Return against already fully returned invoice:**

* Complete Return 1 above (full return of Bikaner New Mix Veg)
* Try creating another return on the same invoice
* Expected: system shows no items available to return or blocks entirely

***

### 3.6 Payment Receipts

Navigate to **Sales > Payment Receipts > New Receipt**

**Receipt 1 — Cash:**

| Field          | Value       |
| -------------- | ----------- |
| Customer       | Arora Dairy |
| Payment Method | Cash        |
| Amount         | 10,000/-    |

Click Save.

**Verify:**

* Arora Dairy: 18,310 - 10,000 = **8,310/-**
* Cash balance increases by 10,000/-

**Receipt 2 — UPI/Bank:**

| Field          | Value       |
| -------------- | ----------- |
| Customer       | Arora Dairy |
| Payment Method | UPI/Bank    |
| Amount         | 5,000/-     |

Click Save.

**Verify:**

* Arora Dairy: 8,310 - 5,000 = **3,310/-**
* Bank balance increases by 5,000/-

**Receipt 3 — Cheque → Clear:**

| Field          | Value       |
| -------------- | ----------- |
| Customer       | Arora Dairy |
| Payment Method | Cheque      |
| Amount         | 3,310/-     |
| Cheque No      | 001234      |

Click Save → Go to **Sales > Cheque Register** → locate → click **Clear**

**Verify:**

* Arora Dairy: 3,310 - 3,310 = **0/- (Nil)**

**Receipt 4 — Cheque → Bounce with charges:**

| Field          | Value      |
| -------------- | ---------- |
| Customer       | Mohan Puri |
| Payment Method | Cheque     |
| Amount         | 2,000/-    |
| Cheque No      | 001235     |

Click Save → Go to **Sales > Cheque Register** → click **Bounce**

| Field            | Value                |
| ---------------- | -------------------- |
| Reason           | Insufficient Balance |
| Bouncing Charges | 200/-                |

Click Save.

**Verify:**

* Mohan Puri: 9,900 + 200 (charges) = **10,100/- Receivable** (cheque reversed + charges added)

**Combination — View outstanding invoices while making receipt:**

* Start a new receipt for Arora Dairy
* Click **View Outstanding Invoices** (if available on receipt form)
* Expected: list shows all unpaid/partially paid invoices for Arora Dairy

***

### 3.7 Credit Note

Navigate to **Sales > Credit Notes > New Credit Note**

**Credit Note 1:**

| Field    | Value              |
| -------- | ------------------ |
| Customer | Mohan Puri         |
| Amount   | 100/-              |
| Reason   | Pricing adjustment |

Click Save.

**Verify:** Mohan Puri: 10,100 - 100 = **10,000/-**

**Credit Note 2 — Wipe remaining balance:**

| Field    | Value               |
| -------- | ------------------- |
| Customer | Bikaner New         |
| Amount   | 3,360/-             |
| Reason   | Goodwill adjustment |

Click Save.

**Verify:** Bikaner New: 3,360 - 3,360 = **0/- (Nil)**

***

## SECTION 4 — POS (Point of Sale)

**Stock before POS:**

* Mix Veg 1 KG: \~2 Bag 27 Pieces
* Amul Cream 1 LTR: 3 Box
* Amul Butter 500 GM: 1 Box

Navigate to **Sales > POS**

**POS Sale 1 — Walk-in, single item, cash:**

| Field    | Value         |
| -------- | ------------- |
| Customer | Walk-in (new) |
| Item     | Mix Veg 1 KG  |
| Quantity | 5 Pieces      |
| Amount   | 750/-         |
| Payment  | Cash          |

Click Complete. **Verify:** Cash increases by 750/-, stock reduces by 5 Pieces.

**POS Sale 2 — Walk-in, UPI, WhatsApp share:**

| Field    | Value            |
| -------- | ---------------- |
| Customer | Walk-in          |
| Item     | Amul Cream 1 LTR |
| Quantity | 2 Pieces         |
| Payment  | UPI/Bank         |

Click Complete → click **Share via WhatsApp** → verify WhatsApp link is generated and opens correctly.

**POS Sale 3 — Existing party, multiple items:**

| Field    | Value                         |
| -------- | ----------------------------- |
| Customer | Mohan Sweet (select existing) |
| Item 1   | Mix Veg 1 KG, 3 Pieces        |
| Item 2   | Amul Cream 1 LTR, 1 Piece     |
| Payment  | Cash                          |

Click Complete.

**Verify:**

* Mohan Sweet balance is updated with this POS amount
* Both items reduce in stock
* POS invoice appears in the POS list

**POS Sale 4 — Print receipt:**

| Field    | Value        |
| -------- | ------------ |
| Customer | Walk-in      |
| Item     | Mix Veg 1 KG |
| Quantity | 2 Pieces     |
| Payment  | Cash         |

Click Complete → click **Print** → verify receipt prints with item, quantity, total, and business name.

**Combination — POS out of stock:**

* Attempt a POS sale for Amul Butter 500 GM — quantity 50 Box (beyond available)
* With Negative Stock OFF: expected system blocks
* With Negative Stock ON: expected system allows

***

## SECTION 5 — Inventory Operations

### 5.1 Stock Adjustment

Navigate to **Inventory > Adjustments > New Adjustment**

**Adjustment 1 — Add stock (physical count):**

| Field     | Value                    |
| --------- | ------------------------ |
| Warehouse | Haridwar                 |
| Item      | Amul Butter 500 GM       |
| Type      | Add                      |
| Quantity  | 10 Box                   |
| Reason    | Opening stock correction |

Click Save. **Verify:** Amul Butter increases by 10 Box in Haridwar.

**Adjustment 2 — Remove stock (damaged goods):**

| Field     | Value            |
| --------- | ---------------- |
| Warehouse | Haridwar         |
| Item      | Amul Cream 1 LTR |
| Type      | Remove           |
| Quantity  | 1 Box            |
| Reason    | Damaged          |

Click Save. **Verify:** Amul Cream reduces by 1 Box.

**Combination — Remove more than available (Negative Stock OFF):**

* Go to **Admin > Settings > Inventory** → confirm Negative Stock = OFF
* Try removing 100 Box of Mix Veg (way more than available)
* Expected: system blocks with stock insufficient error

**Combination — Adjustment history:**

* Navigate to **Inventory > Adjustments** list
* Filter by Haridwar warehouse
* Verify both adjustments above appear with reason and timestamp

***

### 5.2 Warehouse Transfer

Navigate to **Inventory > Transfers > New Transfer**

**Transfer 1 — Normal transfer:**

| Field    | Value        |
| -------- | ------------ |
| From     | Haridwar     |
| To       | Kankhal      |
| Item     | Mix Veg 1 KG |
| Quantity | 1 Bag        |

Click Save.

**Verify:**

* Haridwar: Mix Veg reduces by 1 Bag
* Kankhal: Mix Veg increases by 1 Bag
* Transfer appears in history with both warehouse names

**Transfer 2 — Multiple items:**

| Field  | Value                     |
| ------ | ------------------------- |
| From   | Haridwar                  |
| To     | Kankhal                   |
| Item 1 | Amul Butter 500 GM, 2 Box |
| Item 2 | Amul Cream 1 LTR, 1 Box   |

Click Save. **Verify:** Both items reduce in Haridwar and increase in Kankhal.

**Combination — Transfer more than available:**

* Try transferring 500 Box of Amul Butter from Haridwar to Kankhal
* Expected: system blocks — cannot transfer more than current warehouse stock

**Combination — Same warehouse source and destination:**

* Try creating a transfer from Haridwar to Haridwar
* Expected: system shows validation error

***

### 5.3 Item Batches

Navigate to **Inventory > Batches > New Batch**

**Batch 1 — Expiring soon (within 30 days):**

| Field       | Value              |
| ----------- | ------------------ |
| Item        | Amul Cream 1 LTR   |
| Batch No    | BCH-001            |
| Expiry Date | 20 days from today |
| Quantity    | 2 Box              |
| Warehouse   | Haridwar           |

Click Save. Navigate to **Inventory > Batches > Expiring Soon** — BCH-001 should appear.

**Batch 2 — Already expired:**

| Field       | Value            |
| ----------- | ---------------- |
| Item        | Amul Cream 1 LTR |
| Batch No    | BCH-002          |
| Expiry Date | Yesterday        |
| Quantity    | 1 Box            |
| Warehouse   | Haridwar         |

Click Save. Navigate to **Inventory > Batches > Expired** — BCH-002 should appear.

**Write-off Batch 2:**

* Select BCH-002 → click **Write Off**
* Confirm: Amul Cream stock reduces by 1 Box in Haridwar

**Combination — Batch with far future expiry:**

| Field       | Value              |
| ----------- | ------------------ |
| Item        | Mix Veg 1 KG       |
| Batch No    | BCH-003            |
| Expiry Date | 2 years from today |
| Quantity    | 1 Bag              |
| Warehouse   | Kankhal            |

Click Save. Navigate to **Expiring Soon** — BCH-003 should NOT appear. Navigate to **Expired** — BCH-003 should NOT appear. Navigate to **All Batches** — BCH-003 should appear.

***

## SECTION 6 — Expenses

### 6.1 Expense Categories

Navigate to **Expenses > Categories > New**

| # | Name        |
| - | ----------- |
| 1 | Rent        |
| 2 | Electricity |
| 3 | Salaries    |
| 4 | Transport   |

**Combination — Duplicate category:**

* Try creating a 5th category also named **Rent**
* Expected: system shows error

***

### 6.2 Expense Entries

Navigate to **Expenses > New Expense**

**Expense 1 — Rent, Cash:**

| Field          | Value   |
| -------------- | ------- |
| Category       | Rent    |
| Amount         | 5,000/- |
| Payment Method | Cash    |
| Date           | Today   |

Click Save. **Verify:** Cash balance reduces by 5,000/-.

**Expense 2 — Electricity, UPI/Bank:**

| Field          | Value       |
| -------------- | ----------- |
| Category       | Electricity |
| Amount         | 2,500/-     |
| Payment Method | UPI/Bank    |
| Date           | Today       |

Click Save. **Verify:** Bank balance reduces by 2,500/-.

**Expense 3 — Salaries, large amount, UPI/Bank:**

| Field          | Value    |
| -------------- | -------- |
| Category       | Salaries |
| Amount         | 25,000/- |
| Payment Method | UPI/Bank |
| Date           | Today    |

Click Save. **Verify:** Bank balance reduces by 25,000/-.

**Expense 4 — Cheque → Clear:**

| Field          | Value     |
| -------------- | --------- |
| Category       | Transport |
| Amount         | 3,000/-   |
| Payment Method | Cheque    |

Click Save → Go to Cheque Register → **Clear** the cheque. **Verify:** Bank/Cheque balance reflects -3,000/-.

**Expense 5 — Cheque → Bounce:**

| Field          | Value     |
| -------------- | --------- |
| Category       | Transport |
| Amount         | 1,000/-   |
| Payment Method | Cheque    |

Click Save → Go to Cheque Register → **Bounce** **Verify:** Amount is reversed. Net effect = 0/-.

**Combination — Same category, different dates:**

* Create another Rent expense for 5,000/- but set date to **last month**
* Navigate to **Expenses** → filter by current month → last month's rent should NOT appear
* Remove filter → both Rent entries should appear

**Combination — View total expenses:**

* Navigate to **Expenses > Total**
* Set date range to today
* Verify total matches sum of today's expenses (5,000 + 2,500 + 25,000 + 3,000 = 35,500/-)

***

## SECTION 7 — Agents

### 7.1 Create Agents

Navigate to **Agents > New Agent**

| # | Name         | Phone      | Territory  |
| - | ------------ | ---------- | ---------- |
| 1 | Ramesh Kumar | 9800000001 | Bhupatwala |
| 2 | Suresh Singh | 9800000002 | Ranipur    |

**Combination — Toggle inactive:**

* Toggle Suresh Singh to inactive
* Verify he does not appear when selecting agent on a new order
* Re-activate before continuing

***

### 7.2 Agent Orders

Navigate to **Agents > Orders > New Order**

**Order 1 — Accept and convert:**

| Field    | Value              |
| -------- | ------------------ |
| Agent    | Ramesh Kumar       |
| Customer | Mohan Sweet        |
| Item     | Amul Butter 500 GM |
| Quantity | 2 Box              |

Click Save → **Accept** → Convert to Invoice

**Verify:**

* Invoice created for Mohan Sweet: 2 × 10,500 = 21,000/-
* Amul Butter stock reduces by 2 Box

**Order 2 — Partial accept:**

| Field    | Value            |
| -------- | ---------------- |
| Agent    | Ramesh Kumar     |
| Customer | Arora Dairy      |
| Item     | Amul Cream 1 LTR |
| Quantity | 3 Box            |

Click Save → **Partial Accept** → change quantity to 2 Box → Confirm

Convert to Invoice.

**Verify:**

* Invoice created for 2 Box only (not 3)
* Amul Cream reduces by 2 Box

**Order 3 — Reject:**

| Field    | Value        |
| -------- | ------------ |
| Agent    | Suresh Singh |
| Customer | Bikaner New  |
| Item     | Mix Veg 1 KG |
| Quantity | 2 Bag        |

Click Save → **Reject**

**Verify:**

* No invoice created
* Bikaner New balance unchanged
* Mix Veg stock unchanged

**Order 4 — Multi-item order:**

| Field    | Value                   |
| -------- | ----------------------- |
| Agent    | Ramesh Kumar            |
| Customer | Mohan Puri              |
| Item 1   | Mix Veg 1 KG, 1 Bag     |
| Item 2   | Amul Cream 1 LTR, 1 Box |

Click Save → **Accept** → Convert to Invoice

**Verify:**

* Invoice created with both items
* Mohan Puri balance increases accordingly

***

### 7.3 Agent Collections

Navigate to **Agents > Collections > New Collection**

**Collection 1 — Single, Cash:**

| Field          | Value        |
| -------------- | ------------ |
| Agent          | Ramesh Kumar |
| Customer       | Mohan Sweet  |
| Amount         | 5,000/-      |
| Payment Method | Cash         |

Click Save.

**Collection 2 — Single, UPI/Bank:**

| Field          | Value        |
| -------------- | ------------ |
| Agent          | Suresh Singh |
| Customer       | Mohan Puri   |
| Amount         | 3,000/-      |
| Payment Method | UPI/Bank     |

Click Save.

**Convert individually:**

* Open Collection 1 → **Convert to Receipt**
* Verify: Mohan Sweet balance reduces by 5,000/-, cash balance increases

**Bulk convert:**

* Go to **Agents > Collections** list
* Select Collection 2 (and any other pending collections)
* Click **Convert to Receipts (Bulk)**
* Verify: all selected collections become payment receipts

***

## SECTION 8 — Reports

### 8.1 Party Ledger

Navigate to **Reports > Party Ledger**

**Check Arora Dairy:**

* All invoices, receipts, returns, credit notes should be listed
* Running balance after each transaction should be correct
* Final balance should match the number shown on the party card in **Master > Parties**

**Check Hemkund Traders:**

* All purchase invoices, returns, bill payments, debit notes listed
* Running balance correct throughout
* Final balance matches party card

**Combination — Date range filter:**

* Set date to yesterday only
* Today's transactions should not appear
* Remove filter — all transactions visible again

***

### 8.2 Sales Register

Navigate to **Reports > Sales Register**

* Set date range: current month
* All sales invoices in this period should appear
* Tax columns: verify GST 0%, GST 5%, GST 12% are broken out separately
* Grand total should match the sum of all sales invoice amounts

**Combination — Filter by party:**

* Filter by **Arora Dairy** only
* Only Arora Dairy invoices should appear

**Combination — Filter by item:**

* Filter by **Amul Butter 500 GM**
* Only invoices containing that item should appear

***

### 8.3 Purchase Register

Navigate to **Reports > Purchase Register**

* Set date range: current month
* All purchase invoices should appear with tax breakdown
* Verify inclusive and exclusive tax amounts are accurate for each invoice

**Combination — Vendor filter:**

* Filter by **Hemkund Traders** only
* Only Hemkund Traders invoices appear

***

### 8.4 Day Book

Navigate to **Reports > Day Book**

* Select **today**
* All of today's transactions (sales, purchase, payments, expenses) should appear
* Verify: every entry is either a debit or credit, nothing is missing

**Combination — Past date:**

* Select a past date where data exists
* Verify only that day's transactions appear — not today's

***

### 8.5 Transaction Ledger

Navigate to **Reports > Transaction Ledger**

* Select **Cash Account** — all cash inflows (receipts) and outflows (payments, expenses) listed
* Select **HDFC Current (Bank)** — all bank transactions listed
* Running balance on each should match Dashboard figures

***

### 8.6 Profit & Loss

Navigate to **Reports > Profit & Loss**

* Set date range: current month
* Revenue = all sales (minus returns)
* Expenses = all expense entries
* Gross Profit and Net Profit shown
* Verify figures are consistent with all entries made in Sections 2–6

**Combination — Narrow date range:**

* Set date range to only the first week of testing
* P\&L should reflect only that period's transactions

***

### 8.7 Balance Sheet

Navigate to **Reports > Balance Sheet**

* Assets: Cash balance, Bank balance, Total Receivables (all customers)
* Liabilities: Total Payables (all vendors)
* Verify totals match dashboard figures exactly

***

### 8.8 Low Stock Report

Navigate to **Reports > Low Stock**

* Edit an item and set minimum stock level higher than current stock (e.g. set Amul Butter min stock = 50 Box)
* Navigate to **Reports > Low Stock** — Amul Butter should now appear in the list
* Verify quantity shown matches current warehouse stock

***

## SECTION 9 — Admin

### 9.1 Users

Navigate to **Admin > Users > New User**

**User 1: Sales Staff**

| Field            | Value            |
| ---------------- | ---------------- |
| Name             | Priya Sharma     |
| Email            | <priya@test.com> |
| Warehouse Access | Haridwar only    |

Click Save.

**User 2: Warehouse Staff**

| Field            | Value           |
| ---------------- | --------------- |
| Name             | Ravi Kumar      |
| Email            | <ravi@test.com> |
| Warehouse Access | Kankhal only    |

Click Save.

**Combination — Duplicate email:**

* Try creating a 3rd user with the same email as Priya Sharma
* Expected: system shows error

***

### 9.2 Roles and Permissions

Navigate to **Admin > Roles > New Role**

**Role 1: Sales Staff**

* Assign: View Invoice, Create Invoice, Create Receipt, View Orders
* Deny: Delete Invoice, Admin Settings, Purchase module

**Role 2: Purchase Staff**

* Assign: View Purchase Invoice, Create Purchase Invoice, Create Bill Payment
* Deny: Sales module, Admin Settings

Assign Priya Sharma → Sales Staff role Assign Ravi Kumar → Purchase Staff role

**Verify — Sales Staff login (Priya):**

* Sales menu visible: Yes
* Purchase menu visible: No
* Admin menu visible: No
* Delete button on invoices: Not visible

**Verify — Purchase Staff login (Ravi):**

* Purchase menu visible: Yes
* Sales menu visible: No
* Admin menu visible: No

**Combination — Multiple roles on one user:**

* Assign Priya both Sales Staff and Purchase Staff roles
* Verify she can now see both Sales and Purchase menus
* Remove Purchase Staff role → Purchase menu disappears again

**Combination — Warehouse access restriction:**

* Log in as Ravi Kumar (Kankhal only)
* Navigate to Inventory → Ravi should only see Kankhal stock, not Haridwar

***

### 9.3 Settings

Navigate to **Admin > Settings**

**Invoice prefix and numbering:**

* Set prefix: INV, starting number: 1001
* Create a new sales invoice → verify number shows as INV-1001
* Create another → INV-1002

**Tax defaults:**

* Set default tax to GST 5%
* Create a new item → verify GST 5% is pre-selected in tax field

**Negative stock toggle (both states):**

State 1 — OFF:

* Go to Settings > Inventory → Negative Stock = OFF
* Try to sell 1,000 Box of Amul Butter (far beyond stock)
* Expected: system blocks with stock error

State 2 — ON:

* Set Negative Stock = ON
* Try the same sale
* Expected: system allows, stock goes negative
* Discard or delete that invoice, set Negative Stock back to OFF

***

## SECTION 10 — Print and Documents

### 10.1 Print Sales Invoice

Navigate to **Sales > Invoices** → open any invoice → click **Print**

* Paper size A4: verify party name, items, quantities, GST breakdown, total, company header
* Paper size A5: verify layout adjusts, nothing is cut off
* Paper size Letter: verify layout works

### 10.2 Print Purchase Invoice

Navigate to **Purchase > Invoices** → open any invoice → click **Print**

* Verify vendor name, items, tax (inclusive vs exclusive shown correctly), total

### 10.3 Print Payment Receipt

Navigate to **Sales > Payment Receipts** → open any receipt → click **Print**

* Verify: customer name, amount, payment method, date, receipt number

### 10.4 Bulk Print Delivery Challans

Navigate to **Sales > Orders** → select 3 or more orders → **Bulk Print Challans**

* Verify: each order prints on a separate page
* Verify: party name, items, quantities on each challan

### 10.5 Document Share Link

Navigate to **Sales > Invoices** → open any invoice → click **Share**

* A unique URL is generated
* Open the URL in an incognito browser (not logged in)
* Invoice should be visible without login
* Verify: amounts, party name, items all show correctly

### 10.6 Print Settings — Branding

Navigate to **Admin > Print Settings**

* Upload a company logo image
* Set custom header text (e.g. company tagline)
* Set footer text (e.g. "Thank you for your business")
* Print any invoice → verify logo and custom text appear

**Combination — Logo size edge case:**

* Upload a very large image file (5MB+) as logo
* Expected: system either compresses it or shows an error with max file size
* Upload a small valid logo and verify it displays correctly

### 10.7 WhatsApp Share (POS)

Navigate to **Sales > POS** → open any POS invoice → click **Share via WhatsApp**

* WhatsApp share link opens (on mobile) or shows the link (on desktop)
* Verify the link contains correct invoice info

***

## Final State Verification

After completing all sections, verify the following:

| Check                | Expected                                                        |
| -------------------- | --------------------------------------------------------------- |
| Arora Dairy          | 0/- or small balance depending on Section 7 invoices            |
| Mohan Puri           | 10,000/- approx (credit limit reached)                          |
| Mohan Sweet          | Positive balance (invoiced via agent + direct)                  |
| Bikaner New          | 0/- (credit note wiped balance)                                 |
| Hemkund Traders      | Large payable balance minus all payments and debit notes        |
| Amul Butter stock    | Haridwar + Kankhal (after adjustments and transfers)            |
| Amul Cream stock     | Reduced from returns, batch write-offs, sales                   |
| Mix Veg stock        | Split across Haridwar and Kankhal                               |
| Cash balance         | Net of all cash sales receipts minus cash payments and expenses |
| Bank/UPI balance     | Net of all bank receipts minus bank payments and expenses       |
| Dashboard Receivable | Sum of all customer balances                                    |
| Dashboard Payable    | Sum of all vendor balances                                      |
| P\&L                 | Shows net profit after all sales revenue minus all expenses     |
| Balance Sheet        | Assets = Liabilities + Equity (balanced)                        |


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