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How to Use Vyapar for Your Grocery Store In Simple Steps?

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Do you have a Grocery Store? Searching for the best Grocery store Billing Software? Then No worries you are at the right place.

Here you can keep your Grocery Business at your fingertips with the Best Grocery Billing Software. Download grocery store billing software on mobile & desktop for free.

As we all know, food is a basic requirement for human survival. That is why the consumption of those products which comes under the food category is high in numbers. These products are available at and sold by grocery stores. However any grocery store will have hundreds of different category products. Now inventory management of those products, making marketing for the business, and satisfying and attracting customers is very difficult for any grocery business owner. 

What if a single software like Vyapar can do all these things for you? As we are aware about the fact that everything is going digital, let’s start your business with India’s Best billing and Accounting software. Here your business will be on your Fingertips.

# How to Create your Company?

Go to the left menu > at the top left corner click on “My Company” and add your company details. Like 

  • Add your company LOGO

  • Company name 

  • Company Description

  • Contact Details

  • Email ID

Click on “More Information” option and add additional information like 

  • Business address

  • State 

  • GSTIN number

  • Business category

  • Business type

  • Company/Business Authorised Signature

# Why Need to Maintain the Parties?

If you want to share the invoice preview with the customer through SMS, WhatsApp, or Email. It builds the customer relationship and also you can share the catalog link through any social media channel. If you want to track the orders easily then you need party details.

 # How to maintain the Party and Party Balance?

Go to the left menu > Parties > Create new party 

Add the party details, there are three types of GST registered users,  select the GST type of Party.

You can also create a party group.  

Left menu > Settings > party > Enable party Group.

# How to Add Multiple Parties at Once?

There is one more alternate way to add Parties in bulk. 

Go to the left menu > Utilities > Import Parties 

Download the Excel Template > reopen the saved excel format & enter all party details and Save it

Now get back to utilities > Import Parties > Click on “Click here to browse” option > select the saved file from its location

Now check the details and if there is zero error then Click on Import parties button> Click on OK

Now all the parties have been “Updated Successfully”. 

The parties will be listed as given below. Also there is color-coding. That will help you to Identify the parties easily.

You can send the payment reminder to your parties by SMS, WhatsApp Message. Also, you have a total party balance in front of each party. 

Red – You need to pay that much amount

Green – You need to collect the amount

Payment reminders will help you to maintain the business relation better and save time. It also helps to recollect the money from the customers by informing them earlier.

# How to Add Items?

The main thing for any business is “Inventory or Stock” management and finding out what items are getting more sales and what items sold out less. How much stock you have and how much you have to purchase can be done properly by maintaining these things in Vyapar.

How to create the category and Why it is important?

Every business has a different category of products. In particular, the Grocery store has more categories. If we create the category in the application it will be very helpful to track what category items are giving better business and it helps for the business management. Like whether you have to purchase these category items more or not. 

Now let’s start with how to create the category

Go to the left menu > Settings > Item > Enable Item category

List out the item category you have. For example:

  1. Dry fruits and vegetables

  2. Chips and Namkeens

  3. Cold drinks

  4. Pickles

  5. Fruits

  6. Fair creams

  7. Soaps

  8. Masalas

  9. Vegetable oil

  10. Cooking items

  11. Honey

  12. Ice creams

  13. Biscuits and oats & Rusk

  14. Oral care

Are you using Barcode Scanner for billing?

Most Grocery Store contains a huge number of items and uses the barcode Scanner devices to give a better experience with their customers while billing.

So now most of the grocery stores contain items that have the following details.

  • Item code (Barcode)

  • MRP

  • Expiry date 

  • Manufacturing date

  • Size

How to maintain the Items with these batch details?

Let’s start with how to enable these features before adding the items 

Go to the left menu > Settings > Items > Enable MRP, Expiry date, Manufacturing date, and Size as per your requirement. 

To add the item details go to the left menu > Items > Add Item/Add your First product > Click on “Item tracking details” and enter the item batch details

Enter all the related details of the particular item as following

You can also add the item images here itself. It will be very helpful to create “My Online Store”. We will discuss this after creating items. 

As of now, we have added some demo types of materials as well as some groups. On the below page you can see all details of the items like their sale price, purchase price, and stock value, and stock quantity, and particular item transactions for quick access.

After entering all items with the categories. You will get the below look in the item category.

Here you can see, in a single particular category, how many items are left and what their stock value is. Whatever the category you will create here, will be reflected in the “My Online Store” automatically

Learn more about “My Online Store” 

# How to Import Items?

There is one more option to add the items in a group (which means you can update all the items in bulk but need to enter the Additional details).

To upload the items from excel, follow these step

Go to the left menu > Utilities > Import Items 

Download the excel template

Save excel template in the local folder 

Reopen the Excel > add all item details > Save excel file

Open Vyapar application > Utilities > Import Items > click on “click here to browse” option

Select excel file that you have updated and saved earlier with the all product details 

Check and if there is no products with error then click on “import__valid items” button > Click on Ok

Now the items have been Imported Successfully.

# How To Create My Online Store?

It helps to build your business marketing. It is a very easy way to Send the product catalogue so that the end-user can get the estimate in short and also he can place the order from the Catalog Link

Go to the left menu > My Online Store> Click on “Create Online Store” button 

Select the items you want to show on the “My Online Store” ,Share the link with your clients or customers through any social media channel like whatsapp, email, instagram etc.

Here is the Short View of how your catalog looks. The categories are also visible there that you have created. Even It helps the user interface to select the item by category. 

Here you can see how it will be displayed for the end-user who is going to place the order for you. 

# How to Make the Transaction?

Before making any sale invoice enable the option for barcode scan. 

For that go to the left menu > Settings > Items > Enable barcode  > enable Direct barcode scanning. It helps to make billing faster.

Go to the left menu > Sale  > Add your first Sale Invoice.

Enter the below details like

1. Select the sale type. cash sale or credit sale? at the top left corner

2. Enter/Select the party

3. Select the Items > Add tax details > enter all required details > click on “Save” button

If we have entered the Items with additional item details you will get the pop-up at the time when you select that particular item. Here you need to enter that particular Item which you are selling and Its quantity . If you have entered the item code for each item, then click on the Scanner option at the top left corner in the item table > Scan the item for the number of times.

You can also create purchase invoice, sale/purchase order, estimation/Quotation, delivery challan, sale/purchase return etc. with vyapar 

# How to Make “Payment-in and Payment -out” Entry?

For making receipts of payment enter all required details and save it.

Go to the left menu > Sales/Purchase > Payment-in/Payment-out > Party name > Received/Paid amount > Click on “Save” button.

You can also link your payments with your transactions in the case of advance received or pending. Enable it from Settings > Transactions > “Link payment to invoices”

# How to Get the Instant Reports?

Go to the left menu > Reports 

Most of the Grocery Shops need the following reports for managing their business

Transaction Report

  • Sale report (Here you can see the customized view on sales)

  • Purchase report (Here you can see the customized view on purchases)

  • Daybook (Here you will get everyday transaction)

  • All transaction report (Here you can see all transaction in customized view)

  • Profit and Loss (Here you can see business total Profit and loss)

  • Sale aging report (Here you can see unused payment types and open credit note)

  • Cash flow (Here you can see the total money transaction)

  • Balance sheet (Here you can see total assets and liabilities)

you can get these reports in the PDF formats and some of the reports in the Excel and Graphs.

Party related Report

  • Party Statement (You can see all transactions of the particular party)

  • All party report (Here you can see all party receivable and payable amounts, It will help recollect the money from your customers)

  • Sale purchase by Party group (Here you can see the sale and purchase done by the particular group created by area, It will be helpful to take other business plans like free delivery or to open other branches, etc)

 All types of GST reports

If you are registered under a regular scheme you will get these GSTR-1, GSTR-2, GSTR-3b & GSTR-9 reports in the menu. If you are registered under composition scheme you have to select that from Settings > Taxes & GST > Enable “Composition Scheme” then only you will get these GSTR-3B, GSTR-4, GSTR-9A reports in the menu.

Item/Stock Report

Here we have some reports that are likely needed for the All Hardware Shops.

  • Stock summary (Here you can see your current stock quantity and Stock value and Sale and purchase details)

  • Low stock Details (It helps to get the details of stock is about to finish and gives prior option to reorder the required products)

  • Stock detail report (Here you can see the beginning stock you have and how much you purchased with the amount and how much you sold with amount)

Stock Summary Report 

Low Stock Details 

Stock Detail Report

There are some other useful reports you can see for the other details in inventory management of your Grocery store


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