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How to Use Vyapar for Your Hardware Business In Simple Steps?

Do you have a Hardware Business & Searching for the best Hardware Billing Software? 

No worries!

Here you can keep your Hardware Business at your fingertips with the Best Hardware Billing Software. Also, Download it for free on mobile & desktop now.

In the hardware business you will get thousands of products with different categories.  Maintaining a huge number of items with different types and categories is a time taking task. In such a situation it is difficult to find the inventory on time, know about low stock, maintain the expenses, keep record of salary, be aware about Party balances, get business reports when required and GST calculations. If all these are at your fingertips then Business accounting becomes a simple task for a business owner. You can do all this in just a click for your Hardware Business by using the Vyapar. Learn How to Manage hardware business in Vyapar?

# How To Create your Company ?

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

  • Add your company LOGO

  • Company name 

  • Company description

  • Contact details

  • Email ID

Click on “More Information” and add additional information Like 

  • Business address

  • Business type

  • State 

  • GSTIN number (optional)

  • Business category

  • Company/business authorised Signature.

# How to maintain the Party and Party balance ?

Please go to the left menu > Click on “Parties” > Create new party > Add party details.

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

You can also create a party group.  

Left menu > Settings > party > Enable party Group.

# How to Import Parties ?

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

Please go to the left menu > Utilities > Import parties 

Please download the excel file in any local storage and re-open it & enter all party details and then click the “save” button. 

Now get back to utilities > Import parties > Click here to browse > Import parties with zero error > Click on OK

Now all the parties have been “Updated Successfully”. The parties will be listed as given below

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. 

  • There is color-coding. That will help you to Identify the parties easily.

Red – You need to pay that much amount

Green – You need to collect the amount

  • Payment reminders help to collect the overdue payments from the customers by informing them earlier with friendly reminders. It will also help you to maintain the business relations better and save time.

# How to Add Items ?

The main thing for any business is “Inventory or Stock”. Management of the inventory and finding out what items are getting more sales and what are the items in the low sale is a time taking task. How much stock you have and how much you have to purchase can be easier and proper by maintaining these things in Vyapar.

There are two types of stock management. 

  1. Items without batch details 

  2. Items with batch details

Also in every business, we have items with different categories. If you want to manage the items with the category. 

(please go to the left menu > Settings > Items > Enable item category )

Please list out the item category you have. Like here we are showing some examples-

  1. Threaded fasteners

  2. Paints and paintbrushes

  3. Locks 

  4. Hammers, drills, and drill bits

  5. Furniture locks

  6. Cement work tools

  7. Pipes and elbows 

  8. Scales, measurements, and threads

  9. Hardware miscellaneous tools

  10. Sink and bathroom taps      

To create the category please go to the left menu >Click on “Items” > Click on the category at the top > Add the item categories. 

Please create the Item with different item categories. We have created demo categories as shown below

  1. How to enter Items Without Batch Details?

To create the item, please go to the left menu > Items > Click on “add your first product” and please enter all item details as shown below > Click on “Save” button

Please add the item images at the starting itself. It will be very helpful to create your product catalogue. We will discuss this after creating items. 

As of now, we have added some demo types of materials as well as some groups as shown below. You will 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, you can see how many items are left and what their stock value is. And also whatever category you will create here all these categories will reflect in the “My Online Store”/ Product Catalogue.

# How to Import Items without Batch details?

There is one more option to add the items in bulk (which means you can update all the items at a single time ).

To upload the items from excel, follow these steps- 

Please 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”

Select excel file that has updated data 

Import all no error Items > .“Import __ valid items”. and then click on “OK”

Now the items have been Imported Successfully.

  1. How to Add Items With Batch Details?

Before adding the items we need to enable the additional field by following below steps-

Please go to the left menu > Settings > Items > on the right side you will get Additional Field. Please select the required fields. 

Here you can get the idea of which color items are selling more and which one is least and which items expire soon. This is very helpful to make sales efficiently and maintain the Inventory without struggle. 

In the Additional field, we have options for 

  • MRP              

  • Batch nO

  • Expiry date

  • Manufacturing date

  • IMEI/ Serial no

  • Size

You can also rename the above fields as per your requirement.

Now we will show some items having additional item fields, like different color sheets and paints, etc.

Please go to the left menu > Items > Add item/ Create your first product > Please add the details as shown below

Here click on “Item Tracking Details”, and add the required product details 

Please add the Item details as shown in the above figure. To add more rows click on the “Add Row” and add multiple types of item batches. After entering all the details please click on “Next” then click on “Save”. Like this, you can create the items with additional details like batch no., color, size, mrp etc.

# How To Create My Online Store ?

My online store helps to build your business marketing for free. It is a very easy way to send the catalog so that the end-user can get the estimate in short and also he can place the order from the Catalog link. Follow these steps below to create your own “Online Store”

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

Please select the items you want to show on the “My Online Store” > Click on the “Save items” button 

Here is the short View of how your product catalog will look. You can share the store link to your clients by clicking on “Share Store Link” button

Here you can see how it will be displayed for the end-user who is going to place the order for you. There are also visible categories that you have created. Even it helps the user interface to select the item by category.

Learn more about “MY ONLINE STORE”

# How to Make the Transaction ?

  1. Please go to the left menu > Click on “Sale”  > Add your first “Sale Invoice”.

  1. Please enter the below details 

– Select the sale type at the top left corner weather its cash or credit

– Enter/Select the party 

-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.

You can also do the invoicing with barcode scanning.

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

# How to make “payment entry” for a “credit sale”?

Please 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 > Click on Transactions > Enable “Link payment to invoices”

# How to check the Reports ?

Please go to the left menu > Reports 

Most of the Hardware 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 on daily, monthly, quarterly, yearly)

  • Sale aging report (Here you can see status of payments and open credit notes)

  • Cash flow (Here you can see the total cash transaction) Learn More about “CASHFLOW”

  • Balance sheet 

You can get these reports in the PDF formats and some of the reports in the excel and graphs to keep look of your Hardware Business activities.

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 collect the money from your customers)

  • Sale purchase by party group (Here you can see the sale and purchase done by the particular group, If you are making group to get area wise sales 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-1, 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

Item Stock Tracking Report

If you have created the Items with additional batch details then you must need to see “Item Stock Tracking Report”. Here you will get the item report for it,s batch details.

There are some other useful reports you can see for the other details in inventory management for your Hardware Business.


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