ECE Inventory — User Guide

1. Getting started

Signing in

1. Open the app address given to you and you land on the Inventory Login screen.
2. Enter your Company Code (the short code for your business, e.g. TSI001), your Username and Password.
3. Press Login. You land on the Dashboard.

Your company code matters

Each business has its own separate data. The company code decides which business you sign in to, so the same username can exist in two businesses without clashing. Uploaded pictures, invoices and reports are all kept per business.

What you can see depends on your role

Your role decides which menus appear. An Admin sees everything. Other users see only the modules their role holds:

Admin only Settings and User Management are always Admin-only, whatever permissions a role holds. So are the two Mobile Services setup screens — Mobile Banking Accounts and SIM Cards — while the daily entry screens beside them are not.

Installing it like an app

ECE Inventory is a PWA. In Chrome or Edge, use the install icon in the address bar to keep it on your desktop or phone home screen; it then opens in its own window without browser tabs.

2. The screen layout

The Dashboard

The landing page shows today's and this month's trading figures, stock warnings (low stock and items nearing expiry, using the thresholds from Business Settings), dues owed to you and by you, and charts of sales over time. It is a read-only summary — use it to spot what needs attention, then click through to the page that fixes it.

Pick a From and To date at the top and everything below follows that range. Under the summary cards sit three charts:

3. Menu overview

The complete sidebar tree, with what each entry is for.

4. Product

Understanding products and items

A product is the thing you sell in general — “Cotton T-Shirt”. An item (variant) is the exact thing on the shelf — “Cotton T-Shirt / Red / Large”. Prices, barcodes, stock and serials all belong to the item. A product with no variations still has exactly one item behind it.

Finding a product in the list

Product → List has a Filter button beside the settings icon: filter by Category, by Type, or both, then Apply. Choosing a parent category includes everything filed beneath it, so “Electronics” also brings back the phones and laptops under it. A number on the button counts the filters in force and Clear removes them. Filters and the search box work together.

4.1 New / Edit product form

Product → New. The form has two parts: product details, then variants.

Details

Variants

Define the properties that vary (e.g. Color, Size) and their values (Red, Blue / S, M, L); the form offers the combinations. For each variant row you set:

• Item Code — this is the SKU: the code that identifies the thing you count, price and scan. Generated if you leave it empty. A product itself has no code; only its variants do.
• Purchase Price — your cost. Kept up to date automatically by purchases if that setting is on.
• Sale Price and Wholesale Price — what you charge; the sale screen picks the right one from the customer's price tier.
• Min / Max Price — the band a seller may negotiate within.
• Manage Images — pictures for that variant (used on prints and the storefront).

4.2 Category

Name-only records. Deleting a category that products still use is blocked — move the products first.

4.3 Type

A product type carries rules that apply to every product under it:

• Requires Serial — every unit of this type is tracked as an individual serial number, and a sale cannot be saved until each unit on the line has a serial picked. The Serials button on the sale line shows Serials* in red until it is complete.
• Requires Expiry — each serial needs an expiry date. Those units then appear on the Expired page and in expiry alerts, and any that are still missing a date show up on Missing Expiry.
• Tax Class — the default tax rate for the whole type. A product can override it, a sale line can override that.

4.4 Unit

Code (PCS, KG), name, unit type, decimal places to display, and an optional Base Unit with a conversion (1 BOX = 12 PCS) so you can buy in boxes and sell in pieces.

4.5 Warranty

• Definitions — a named warranty with a duration in days, conditions text, and an active flag.
• Items — which items carry which warranty definition.
• Claims — a customer brings a unit back: record the claim against its serial, then move it through Claimed → Sent for warranty → Refunded/Returned with dates. Filter by status and date to see what is still with the supplier.

5. Inventory

5.1 Branch

Fields: Name, Location, Is Default, plus any additional fields your business has configured. The default branch is pre-selected on every purchase and sale line, so make it the one you trade from most. Every stock figure in the system is per branch — a branch you delete must be empty.

5.2 Stock

The live picture: one row per item per branch. Filter by branch, category, type, product, and by quantity (less than / equal to / more than) to find shortages or overstock. Each row offers:

Recording expiry dates

Expiry dates live on the individual serial, not on the batch, so a single delivery can hold several different dates — which is what actually happens when a distributor ships mixed batches. Manage Serials gives you three ways to fill them in, from fastest to most precise:

1. Whole delivery, one date. Put the date in the Expiry Date field at the top, then press Auto Generate Serials. Every serial it creates carries that date, so a hundred packets take one click.
2. Mixed batches. Tick the rows belonging to one batch, press Set Expiry, choose the date and Apply. Repeat for the next batch. Only the ticked rows change.
3. One unit. Click the Expiry Date cell on that row and pick a date.

5.3 Transfer

New Transfer form: Item, Source Branch, Destination Branch, Quantity, Transfer Date, Note — and, for serial-tracked items, the exact serials to move (only unsold ones, and no more than the quantity). Saving deducts from the source, adds to the destination, moves the chosen serials, and writes two history rows. The list below shows recent transfers, filterable by source and destination; click one for its details.

5.4 Expired

A read-only view of serial-tracked units at or near expiry, filtered by branch, category, type, product and date range. “Near” is the Expiry Alert Threshold from Business Settings. Use it to pull stock off the shelf and then write it off through Wasted.

5.5 Missing Expiry

The to-do list for expiry dates: every serial whose product type requires an expiry date but has none recorded yet. It exists because goods arrive faster than paperwork — a purchase or an auto-generate can create serials before anyone has read the date off the carton, and those units would otherwise sit in stock unnoticed and never trigger an expiry alert.

Unlike the other inventory screens this one defaults to All Branches, since it is a shop-wide backlog rather than a stock view. Filter by branch, product, category or type, or search by serial or item name.

To clear entries: tick the rows for one batch, press Set Expiry, choose the date and Apply. They disappear from the list as soon as they have a date. Repeat per batch when a delivery held more than one.

5.6 Wasted

Add Wasted Entry form: Item, Branch, Quantity, Wasted Date, Note, and the serials to write off. Saving marks those serials Wasted, deducts the quantity from stock, and writes a history row.

6. Sales

6.1 New Sale

Sales → New is the main selling screen.

Header

• Customer — search an existing customer, create one on the spot, or leave empty for a walk-in. A named customer is required for credit and for loyalty points.
• Sale Date — defaults to today. Reports and the ledger file the sale under this date, so backdating puts it in that earlier period.
• Delivery Address and Delivery Cost — optional; the cost is added to the total.

Line items

For each line: Item (type to search by name or code), Branch, Quantity, Unit Price, Discount, VAT %, Basis and Serials.

• The unit price is filled from the item, adjusted for the customer's price tier; you can change it within the item's min/max band.
• VAT % is pre-filled from the resolved tax rate — you may override it on the line.
• Basis says whether that line's price includes tax. The line shows its Taxable Value and tax so you can see the split.
• For serial-tracked items, scan or type into Scan / enter serial, or pick from the list. The quantity follows the number of serials.
• Whether a line must carry serials is decided by its product type's Requires Serial flag — not by whether serials happen to exist in stock. Lines that need them show Serials* in red until every unit is assigned, and the sale will not save while any are short. Items whose type does not require serials are never asked for one, even if some serials exist against them.
• Selling more than you have is blocked unless Allow Negative Stock is on.

Totals and payment

• Overall Discount — a discount on the whole invoice; it is spread across the lines before tax, so the VAT figures stay correct.
• Total Tax / Total VAT — calculated per line, with a breakdown per rate. It is read-only when auto-calculation covers sales.
• Payment Methods — one or more payment lines (cash, bank, card, mobile banking…), each with an account and amount. Pay full amount fills the balance.
• Customer Advance Available / Advance Applied — money the customer paid earlier can be used here.
• Redeem Points / Points Redeemed / Points to Earn — apply the customer's loyalty balance as part payment (Redeem maximum usable points takes as much as the rules allow) and preview what this sale will earn.
• Paid Amount and Due Amount — anything left unpaid becomes a due and shows up on Due Sales. Whether a fully-unpaid sale is allowed is a Sale setting.

Saving deducts stock, marks the chosen serials sold, records which purchase batches were consumed (that is what makes purchase-wise profit possible), awards or redeems points, and posts the accounting entry.

6.2 Sales list

Search and filter by date, customer, branch and payment status. Row actions: View (full detail with payments and lines), Print (using your default invoice template), and Void. Voiding returns the stock, releases the serials, reverses the points, and posts a reversing accounting entry — the original entry is never edited. Voiding can be switched off in Sale settings.

6.3 Due Sales

Invoices with an outstanding amount, filterable by customer, branch and date. Open one and record a collection: amount, payment account, date, reference and note. The due drops, a receipt number is issued, and the ledger is updated. Partial collections are fine — repeat until it clears.

6.4 Sale Return

Sales → Return → New: pick the original sale (search by sale number or customer), then tick the lines coming back. Each line shows Sold Qty, Already Returned and Max Returnable — you cannot return more than was sold. Enter Return Qty, the branch the goods go back into, the return date and a note.

The return puts stock back, refunds the exact tax and discount originally charged on those lines (partial returns included), and posts the reversing entry.

7. Sales orders

Sales → Sales Orders. Use an order when the customer commits before you invoice — advance bookings, deliveries, storefront orders.

New Sales Order fields: Customer (or name/mobile/address for a non-registered buyer), Order Date, Expected Delivery, Delivery Area, Delivery Address, Delivery Cost, Note, and the item lines (Item, Quantity, Unit Price). Picking a delivery area fills the cost from your Delivery Settings.

Where VAT is switched on, each line also shows its VAT and the summary reads Taxable Value, then a row per rate, then Total Amount — the same figures, worked out the same way, as the invoice this order becomes. So the total you quote is the total you will bill. On goods priced at MRP the VAT is already inside the price and the total does not change; on net-priced goods it is added on top.

An order's status moves Draft → Confirmed → Partially Fulfilled → Fulfilled, or Cancelled. Fulfilment is tracked per line, so a partly delivered order stays visible. From the list you convert an order into an invoice, which pre-fills the sale form with the remaining quantities.

Reserved Items lists quantities held for confirmed orders so they are not sold twice, when reservation is enabled in Sale settings.

8. Purchase

8.1 New Purchase

Header: Supplier, Purchase Date, Note, VAT on this challan, and the Opening Stock switch. Lines: Item, Quantity, Unit Cost, Discount, VAT %, VAT, Amount, and a serials button. Footer: Overall Discount, Total Amount, payment method and account, Paid Amount, Due Amount, and any Supplier Advance to apply.

What the box starts at, most specific first: whatever you picked on the line yourself, else VAT on this challan if you set one for the whole document, else the supplier's VAT treatment, else the product's rate. Change the supplier after the lines are in and the untouched lines re-seed; a line whose rate you set by hand keeps it.

Saving adds stock, creates a cost batch per line (used later to work out profit), records serials as New, updates the item's purchase price according to your cost settings, and posts the accounting entry. Anything unpaid becomes a due on Due Purchases.

8.2 Purchase orders

Purchase → Purchase Orders. What you have asked a supplier to send, before any of it arrives. The purchase mirror of a sales order, and it behaves the same way: nothing is owed and no stock moves until the goods are received.

Fields: Supplier (required), Order Date, Expected Delivery, Receiving Branch, VAT on this order, Overall Discount, a Note, and the item lines (Item, Quantity, Unit Cost, VAT %, VAT, Amount). VAT is worked out exactly as it is on a purchase — the supplier's own treatment, a rate for the whole order, or a rate you set on a line — so the total you agree here is the total the goods receipt carries.

An order moves Draft → Confirmed → Partially received → Received, or Cancelled. Press Receive Goods and the purchase form opens pre-filled with the supplier, the agreed costs and rates, and the quantities still outstanding. Save it and the received quantities go up on the order; you can receive one order in as many deliveries as the supplier sends, and the button stays until it is complete.

8.3 Purchase list, Due Purchases, Purchase Return

These mirror the sales side: the list prints and voids (voiding reverses stock and posts a reversing entry, and can be disabled in Business Settings); Due Purchases records what you pay suppliers; Purchase Return picks a purchase, ticks the lines going back, and limits the quantity to what was received and not already returned.

9. Customers & suppliers

Customer form

The list shows each customer's outstanding balance and loyalty Points. Open a customer for their detail view, and their point history (every earn and redeem with the running balance).

Supplier form

The same shape without loyalty: Name, Phone, Email, Address, BIN, VAT treatment, Photo, Priority and additional fields. The list shows what you owe each supplier.

VAT treatment decides the VAT on a purchase line before the product's own rate gets a say, because whether VAT was charged at all is a fact about the supplier rather than about the goods — a turnover-tax trader issues no VAT challan on goods a registered wholesaler charges 15% on.

10. Accounting

Every money document you save writes a balanced double-entry posting automatically. You do not have to know accounting to sell — but the module lets your accountant see and correct everything.

10.1 Chart of Accounts

Form: Account Code, Name, Account Type (Asset, Liability, Equity, Revenue, Expense), Description, Opening Balance, and Available as Payment Method.

System accounts (Cash in Hand, Inventory, Accounts Receivable/Payable, Sales Revenue, COGS, Tax Payable and so on) are created for you and cannot be deleted.

Some accounts appear here on their own, created by the feature that needs them: a balance account for each agent wallet and SIM, and a settlement account the first time you switch on an online payment gateway. They are ordinary accounts you can rename, but not delete while the wallet, SIM or gateway still points at one — remove that first and the account frees up.

10.2 Inventory Adjustments

Records a stock correction with its value. Fields: Item, Branch, quantity before/after (the change), Unit Cost, adjustment date and note. Increases are posted as inventory surplus; decreases as an inventory-adjustment expense. Unit cost has to be typed — the system does not guess it. You reach this page directly, or via the prompt after adjusting stock on the Stock page.

10.3 Customer / Supplier Advances

Form: party, Amount, Date, Payment Account, Reference No, Note. The list shows how much of each advance is Used and Remaining; the remainder is offered on the sale or purchase screen for that party. Deleting an advance reverses its posting.

10.4 Payments

General money in or out: Payment Type (Received / Paid), Party Type (Customer / Supplier) and party, Amount, Payment Method (cash, bank transfer, card, mobile banking, other), Payment Account, Date, Reference No, Note. Use it for settlements that are not tied to one specific invoice; use Due Sales / Due Purchases when they are.

10.5 Vouchers

Voucher Type Income or Expense, the income/expense account, the payment account the money moved through, Amount, Date, Description, Reference No. This is how rent, salaries, utilities and miscellaneous income get into the books.

The two VAT accounts — VAT Input Rebate and Tax Payable — are refused here. They are maintained by the tax engine and by VAT Returns, and a voucher against either would move them with no document and no return behind it. Pay VAT on its return instead.

10.6 Cash In / Out

Money that moves for no commercial reason: cash brought from home, cash lent to someone, the owner taking money out. Two buttons on one screen — Cash In and Cash Out — asking only for the account, the amount, a free-text Reference and the date.

Post To is the one accounting question, and it is pre-answered: money in defaults to Owner's Contribution, money out to Owner's Drawings. Leave it alone for ordinary household money. Change it when the money is something else — lending cash to someone is not an expense, so point it at a receivable account you have created for that.

The accounts it refuses are deliberate. You cannot pick another payment account as the counter side — that is a Fund Transfer. And you cannot pick a control account such as Accounts Receivable or Inventory, because those are maintained by their own modules and a hand-written entry would leave the reports disagreeing with the ledger.

10.7 Fund Transfer

From Account → To Account, Amount, Date, Reference, Note. Both must be payment accounts. Use it for a cash deposit into the bank, or a transfer between bank accounts. It never changes your profit — only where the money sits.

10.8 Cheques

Register a cheque: Cheque Type (Receivable / Payable), Cheque No, the customer or supplier it is with, Bank Account, Amount, Issue Date, Note. Nothing hits your accounts yet — a cheque in hand is not money, and keeping it out of your cash figure until it clears is the point of the screen.

Then mark it:

• Cleared — the bank honoured it. This is where the money moves. If the cheque is linked to a customer or supplier, it settles their oldest unpaid invoices first, exactly as collecting on the Due Sales screen would, and their due comes down. You give it the date the bank cleared it, not the date on the cheque.
• Bounced — the bank returned it. From Pending nothing had happened, so this only records the fact. From Cleared, every receipt the cheque created is reversed and the amount goes back onto the invoices as due. The reversal is dated the day it bounced, so a cheque returned this month does not reopen last month.
• Cancelled — the cheque was voided before banking. Pending cheques only.

10.9 Journal Entries

Read-only. Every posting with its date, reference, description, source module, and the debit/credit lines with totals. Filter by date, module or account when you need to trace how a figure arose.

10.10 Opening Balances

Set the starting balance of each account as of a date, entered as debit or credit. The running Difference is offset to Owner's Capital so the books balance. Do this once, when you go live.

10.11 VAT Returns

A VAT return is filed per calendar month, so this screen works a month at a time. Pick the month and year, press Prepare Return, and the figures are worked out from your documents.

The one thing that makes this different from the Tax Summary report is what happens when input VAT exceeds output VAT — and in a month you stocked up, it usually will. Input VAT is claimable in the period you bought, not when the goods sell, so such a month owes nothing and the excess is a rebate carried forward to the next return. Not a refund; the authority does not pay it back. The next month starts with that credit already in it.

Below that, the four per-rate tables — sales, sale returns, purchases, purchase returns — which are what the rate-wise boxes on the official form want. Export PDF or Export Excel gives you the whole thing with your BIN, VAT circle, division and commissionerate on it, to fill the return from.

Filing, and why it matters

Save Draft keeps a working copy; reopening a draft recomputes it from the documents, so it always shows where you stand now. File Return freezes it. Put the acknowledgement number in Reference No when you have it.

Paying it

Once a return is filed and payable, Payments to the treasury appears at the bottom. Enter the date, amount, the account the money left, and the treasury challan number. Part payments are fine; the amount is capped at what is outstanding. Each one posts Tax Payable down and your cash or bank down.

Getting one wrong is undone with the bin icon, which posts an opposite entry and leaves the original on record — the same rule the rest of the ledger follows. This screen is the only way to pay VAT: a voucher aimed at the VAT accounts is refused, because it would move them with no return behind it.

How tax is calculated

Tax is worked out line by line on the server, so what you see is what is charged and reported.

1. Which rate? The line's own VAT % if you typed one, else the product's tax rate, else the product type's tax class, else your default rate, else none.
2. On a purchase, the supplier is asked first. Above the product sit two more steps: VAT on this challan if you set one for the whole document, and then the supplier's VAT treatment. A rate is a property of the goods and does not differ by direction — the same medicine is 5% at every stage — but whether that supplier charged VAT at all is a fact about the supplier, and no rate on the product can answer for it. Sales are unaffected.
3. Included or added on? The line's Basis if set, else the product's Price Basis, else the document's default, else the Tax Calculation Method in Business Settings.
4. Discounts first. An overall discount is spread across the lines before tax is worked out, so the tax matches the amount actually charged.
5. Mixed documents are allowed. One invoice can carry MRP goods (tax included) and net-priced goods (tax added). When it does, the form warns you that “this document mixes both bases” and drops any single “incl./+VAT” label that would be wrong for half the lines.

The rate that applied is stored on each line, so re-printing an old invoice or running an old report always shows what was actually charged, even if you later retire that tax rate.

11. Account adjustment

Sooner or later a balance in ECE will not match the real world. The bank says one thing and the Balance Sheet another; the agent app shows less than ECE does; you put your own money into the till and there is no invoice to hang it on. This section is how you fix that.

There is no single "adjust" button, and that is deliberate. Every adjustment has two sides — money arriving in an account came from somewhere, money that has vanished went to somewhere — and a screen that let you type a new balance would be a screen that quietly threw the other side away. So the question is never "how do I change this number". It is "what do I book the other side against". Decide that first and the screen follows.

11.1 Choosing the other side

Four accounts cover nearly every adjustment a shop actually makes:

11.2 Which screen does what

ECE has several screens that move money, and picking the wrong one is the usual reason a balance will not come right. Each exists for one shape of transaction:

11.3 Adjusting cash or a bank account

Anything that appears in a payment dropdown can be adjusted in a single entry from Accounting → Cash In / Out. Pick the direction, the account, and a counter account from 11.1.

That last one is not really an adjustment — a bank charge is an expense that genuinely happened, and entering it as a Voucher would be just as correct. Which points at the general rule: if you know what the money was for, record what it was. Reach for 4100 or 5200 only when you truly do not know.

11.4 Adjusting an agent wallet or a SIM balance

These take two entries rather than one, and it is worth knowing why. An agent wallet's balance account is deliberately not a payment account (see 12.1) — if it were, every agent transaction would count as both money in and money out on the Daily Summary. But that also means it can never sit on the cash side of an entry, so no single screen will move it against an income or expense account.

The way through is a pair of Cash In / Out entries that pass the amount through the till and straight back out again. The cash nets to zero; only the two ends actually move.

Someone gifted ৳5,000 of e-money into your bKash agent wallet:

The wallet holds ৳1,000 but ECE says ৳2,000 — a ৳1,000 shortage with no explanation:

Enter them in that order — the one that puts money into the till first — so the till is never briefly negative if it is running low. Write the reason in the Note on both entries; in six months this pair will otherwise look like somebody's mistake.

A SIM balance works exactly the same way, with the SIM's balance account in place of the wallet.

11.5 When to use Opening Balances instead

Accounting → Opening Balances looks like an adjustment screen — it lets you type a figure against any account — and it is the most tempting wrong answer in this section. Use it on the day you start with ECE, and never again.

What it is for: the balances you carried in from your old books on day one. Cash in hand, each bank account, what customers owed you in total, what you owed suppliers in total, the value of your opening stock.

Getting day one wrong is fine. The screen opens with whatever is already posted, and saving posts only the difference — so correcting ৳50,000 to ৳40,000 leaves you with ৳40,000, and saving the same figures twice does nothing at all. Clear a field to remove that account's opening balance. Come back and fix it as many times as you need.

What it is still not is a way to correct a balance that has drifted since. Two reasons:

• Everything offsets to 3000 Owner's Capital. That is right on day one — whatever the business started with is capital. Use it in month six to knock ৳1,000 off a wallet and you have told your books the owner took ৳1,000 out, which is not what happened. Your capital is then wrong, and it stays wrong.
• It is dated as of the date you give it. A correction belongs in the period you found it, not backdated into a period you have already reported on and filed.

So the screen warns you once the company has recorded real sales, purchases or payments: from that point on, changing an opening balance restates history your earlier reports were built on. Occasionally that is exactly right — you genuinely mistyped what you started with. Usually what you want is 11.3.

The rule in one line: Opening Balances answers "what did we start with". Everything else in this section answers "what changed".

11.6 What not to do

• Do not adjust before looking for the cause. A reversed duplicate leaves a record; a write-off leaves a mystery.
• Do not use Opening Balances to correct a live balance — see 11.5.
• Do not use an MFS Settlement for anything that is not operator commission. It credits MFS Commission Income, so a gift or a correction booked there inflates what your agent point appears to earn. A settlement is also always a positive amount — to undo one, reverse it rather than looking for a way to enter a negative.
• Do not use Payments to collect an invoice that exists in ECE. It moves the control account without touching the invoice, so the customer still shows the same due and your ageing report stops agreeing with your ledger.
• Do not try to post to a control account by hand — Accounts Receivable, Accounts Payable, Inventory, Tax Payable, Cost of Goods Sold. The app refuses it, because those balances are owned by their own modules and a manual entry would put the subledger and the ledger permanently out of step.
• Do not delete or edit to fix a mistake. Nothing that has posted can be edited, by design. Reverse it and enter the right one — that is what an auditor expects to see, and it is the only version that survives someone asking what happened six months later.

12. Mobile services

For shops that run a mobile-money agent point or sell airtime alongside their goods. Both are cash businesses with a second balance to watch — the e-money in the wallet, the airtime on the SIM — and both post to the ledger like everything else, so the day's takings come out right in one place.

12.1 Mobile Banking Accounts Admin only

Set up each agent wallet once: a Name, the Wallet Number, and an Opening Balance — whatever the wallet is holding today is the balance the system starts from.

That is the whole form. The Asset account that carries this wallet's e-money is created with it, named after the wallet, so there is nothing to set up in the Chart of Accounts first. Open an existing wallet and the form shows you which account it landed on; rename the wallet and the account follows.

Then the rates, which are what make the entry screen quick:

• Commission you receive — what the operator pays you, as four rates: cash in and cash out, each for a customer and for another agent. They really do differ — bKash pays roughly 0.375% and 0.4% on customer transactions but only about 0.29% when the other party is an agent, which is the whole reason the agent services are separate types. Filled in automatically on every transaction, so nobody has to work it out at the counter.
• Allowed deviation % — how far the person entering a transaction may correct that commission, as a percentage of the calculated figure. Zero by default, which locks the field: the entry screen shows the commission but will not let it be typed over. Raise it when the operator's app does not quite agree with the published rate — slabs, promotions, and rounding to two decimals on both sides all make it an approximation. It is a percentage rather than a fixed amount so that the same allowance works on a ৳500 transaction and a ৳50,000 one.
• Added instantly — on by default, because bKash and Nagad credit the commission to the wallet the moment the transaction completes. Turn it off for a provider that settles later: the commission is still recorded and still shows in the reports, but nothing is posted, so the wallet balance keeps matching the agent app. When the money actually arrives, record it on the Settlements tab of the Mobile Banking screen — see below.

12.2 Mobile Banking

One row per over-the-counter transaction. Pick the Type — Cash In, Cash Out, Agent Cash In, Agent Cash Out, Send Money or Bill Pay — the Wallet, the Cash Account, and the Wallet Amount. Optionally the customer's mobile and the provider's Transaction ID.

The Commission field below it fills itself in from the wallet's rate. Whether you can change it depends on that wallet's Allowed deviation: at the default of zero it is read-only, and above zero the field says what it may be — Calculated ৳4.00 · you may enter ৳3.96 – ৳4.04. Enter what your agent app actually paid, and the wallet balance in the system stays equal to the wallet balance on the phone, which is the whole point of tracking it. Anything outside the range is refused rather than quietly trimmed. A commission that was corrected is marked in the list, and hovering it shows what the rate would have given.

Which way the wallet moves is the thing people expect backwards, so it is worth stating plainly. Cash Out fills your wallet: the customer pushes e-money to you and walks away with notes. Cash In drains it: they hand you notes and you send e-money out. The agent variants work the same way — only the commission rate differs. It matches your agent app line for line: a cash-in shows there as a minus, a cash-out as a plus.

A worked example. A customer cashes out ৳1,000 — that is what reaches your wallet — and the operator's rate is 0.4%:

A transaction that would take the wallet below zero is refused — the real wallet would have refused it too. Like the cash entries, nothing is editable: use Reverse, which posts the opposite dated today.

Settlements

The second tab on this screen, and only relevant to a wallet with Added instantly switched off. When the operator finally pays the accumulated commission, record it here: the Wallet, the Amount, the date, and optionally the operator's statement reference. That is the whole form.

It does not ask for a cash or bank account, because none is involved — the money arrives in the wallet as e-money and never crosses the counter. That is also why nothing else in the app could record it: a Fund Transfer needs two payment accounts, and a Voucher or a Cash In/Out entry needs one on the cash side, and a wallet's balance account is deliberately barred from being a payment account. The wallet was the one place the money could land and the one place nothing could put it.

It posts the amount into the wallet and credits 4300 MFS Commission Income — the same account an instantly-credited commission goes to, so the reports do not care which way a wallet is paid. Like everything else here it cannot be edited: reverse it and enter another.

If your operator pays the commission into your bank account rather than your wallet, this is not the screen — that is an ordinary Income Voucher against 4300, with the bank as the cash account.

12.3 SIM Cards Admin only

Each SIM you recharge customers from: Name, Mobile Number, the Commission % your operator gives you when you buy balance, an Allowed deviation %, and an Opening Balance. As with a wallet, the Asset account holding that SIM's airtime is created along with it.

Allowed deviation % is how far the person recording a top-up may correct the cash the rate worked out — and it is a percentage of the margin, not of the payment. On ৳10,000 at 2.75% the margin is ৳275, so 2% allows ৳5.50 either way. That is the right size for what actually moves the figure: the operator's own rounding, a slab, a promotion. Measured against the payment instead, the same 2% would allow ৳200 — most of a real margin, and no protection at all. Zero by default, which locks the Cash Paid field.

There is no operator field — put the carrier in the name if you keep SIMs from more than one. The list shows every SIM's live balance with a warning icon when it runs low.

12.4 SIM Top-ups

Buying airtime from the operator. Enter the Balance Received and the Cash Paid fills itself in from the SIM's rate — ৳10,000 of balance at 2.75% costs you ৳9,725. The difference is your Margin, shown before you save.

Whether you can change that cash depends on the SIM's Allowed deviation: at the default of zero it is read-only, and above zero the field says what it may be — Calculated ৳9,725.00 · you may enter ৳9,719.50 – ৳9,730.50 at 2%. Enter what you actually paid, and the SIM's balance in the system stays equal to the balance the SIM reports. Anything outside the range is refused rather than quietly trimmed.

12.5 Customer Recharges

One entry per SIM per day, at closing: the SIM, the date, the Total Recharged from it that day, the account the cash went into, and optionally how many recharges that was. The form shows the SIM's balance after, and refuses an amount larger than the SIM holds.

There is deliberately no revenue on this entry — it simply swaps airtime for cash, because the margin was taken at top-up. The Daily Summary still shows an estimated recharge margin for the day so a normal trading day does not read as if recharge earned nothing.

13. Reports

Every report takes a date range (and usually branch, category or party filters), shows totals on screen, and exports to Excel and PDF. Amounts use the currency symbol and decimal places from General Settings; the header and colours come from Report Settings — every report uses them now, the accounting ones included, so a Trial Balance or Ledger PDF carries the same company name, logo and BIN as a Sales Register.

14. Settings Admin only

Settings apply to the whole business, not just to you. The tables below say where each one takes effect.

14.1 General Settings

14.2 Business Settings

Four tabs.

Numbering

Stock & Purchase

Tax

The tab also links to Settings → Tax Rates, where the actual rate list lives.

Invoice & Print

14.3 Membership & Points

14.4 Sale Settings

14.5 Tax Rates

Your rate master. Fields: Code, Name, Rate, Type (Standard, Reduced, Zero-rated, Exempt), Applies To, Default Rate, Active, Display Order, Effective From / To, Description. The Bangladesh set (15%, 10%, 7.5%, 5%, 2%, zero, exempt) is pre-loaded.

Where a rate applies is decided by the resolution order in How tax is calculated.

14.6 Quick Menu

Tick the pages you want as top-bar shortcuts and drag them into the order you like. It is a per-business list, so the shortcuts match how your shop works. Nothing else changes — it is purely navigation.

14.7 Report Settings

14.8 Delivery Settings

• Delivery Areas — a name (e.g. “Dhaka — Mirpur”) and a Cost. Choosing an area on a sales order fills the delivery charge automatically. The same list drives the storefront's delivery charge.
• Item Delivery Cost — a per-item delivery cost, for goods whose carriage does not follow the area rate (heavy or bulky lines). Narrow the list with the search box and the Product, Type and Category filters above the grid (Clear filters resets them), then type the cost straight into the row — it saves when you leave the box or press Enter. Numbered pages at the bottom let you jump through a long catalogue instead of clicking Next over and over.

15. Users & roles Admin only

Roles

A role is a name plus a set of ticked Permissions — Inventory & Accounting, Sales & Purchase, Reports, Contacts, E-commerce Storefront, Mobile Services. Those ticks decide which menus a holder sees and which API calls the server accepts, so a hidden menu is genuinely closed, not just invisible. The built-in Admin role holds everything and cannot be limited.

Users

Form: name, username, email, phone, password, Role and Is Active. Deactivating is the right way to remove a leaver — their name stays attached to the documents they created, which deleting would break. Open a user for their details, and reset a password from there.

16. Common questions

17. Moving from another system Admin only

Switching from another inventory or accounting system means bringing three things across: your catalogue, the goods on your shelves, and the money position — what you hold, what you owe, and what is owed to you. Do them in the order below and your first Trial Balance will agree with your old system on day one.

15.1 What you already have

A new company is not empty. Do not rebuild any of this:

What is not there, and is yours to create: units, categories, product types, products, customers, suppliers, and permissions for the non-admin roles. There is no "walk-in customer" record either — a sale with no customer chosen simply prints as Walk-in Customer.

15.2 The order to do it in

The order is not cosmetic. Each step depends on the one above it, and two of them are hard to undo.

1. Company identity — Settings → General. Company name (it ships as "My Company"), address, phone, logo, currency, and your BIN / VAT circle / division / commissionerate if you invoice for VAT. These print on every invoice and report, so fix them before you issue document one.
2. Document prefixes — Settings → Business. Invoices number as SAL-2026-00001, purchases PUR-…, and so on. Change the prefixes now if you want them to match your old numbering; changing them later leaves you with two different formats in one year.
3. Tax — Settings → Business → Tax. Auto-calculate tax is off by default, which means the VAT rates above do nothing until you turn it on. If you charge VAT, turn it on, pick your default rate, and set whether your prices include tax or have it added on. See How tax is calculated.
4. Catalogue — units, then categories and product types, then products. For anything more than a few dozen products use the Excel import on Product → List rather than typing them in.
5. Customers and suppliers — names and phone numbers only at this stage. Their dues come later, in step 7, and not on these screens.
6. Opening stock — see 15.3. Must be done before you record a single sale.
7. Opening balances — see 15.5. Do this last, and only once.

15.3 Opening stock — the goods on your shelves

Stock never appears because you created a product; it only arrives through a purchase. So the goods you already own come in as a purchase marked Opening Stock on Purchase → New Purchase.

An opening-stock purchase behaves differently from a normal one: no VAT is charged, no supplier due is created, and no cash is paid. It simply books the value into Inventory against Owner's Capital. It still asks for a supplier, so create one placeholder contact — call it Opening Stock — and use it for these entries.

15.4 Customer and supplier dues

This is the one place where you have to make a real choice, so read it before you start.

Opening balances in ECE are per account, not per customer. There is no screen where you list "Karim owes 30,000, Rahim owes 20,000" as opening figures. You enter one total — Accounts Receivable 50,000 — and the same for Accounts Payable on the supplier side.

What that means in practice:

• Your books, Trial Balance and Balance Sheet are correct — the totals are all accounting needs.
• Sales → Due Sales and Purchase → Due Purchases stay empty for old debts, because there are no ECE invoices behind them.
• When an old debt is paid, record it through Accounting → Payments. That is precisely what that screen is for.
• Keep your old ledger as the per-customer record until the legacy dues are cleared. Receivables Ageing in ECE only ages invoices raised in ECE.

15.5 Opening balances — the rest of the money

Accounting → Opening Balances. Pick an as-of date — normally the day before you go live — and enter the debit or credit balance of each account from your old system's balance sheet:

Whatever the two sides do not cover is offset to Owner's Capital automatically, so the entry always balances.

15.6 Check your work

1. Reports → Trial Balance — total debits equal total credits, and each account matches your old balance sheet.
2. Inventory → Stock — quantities and total value match your physical count and your opening-stock entries.
3. Accounting → Journal Entries — you should see one opening-balance entry, not two, plus one per opening-stock purchase.
4. Raise one test sale end to end, check the invoice print and the Trial Balance move, then void it before you go live.