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

Introduction

Do you have a Restaurant Business? Are you using Free Billing Software? Searching for a best restaurant billing software? Confused with the accounting of your restaurant business?
No worries!
Here you can keep your restaurant business on your fingertips with the Best Restaurant Billing Software. Also Download Free Restaurant billing software in mobile now.

Download Vyapar Software

Click here &  “Download Now” the best billing & accounting software for your Restaurant Business. 
After the completion of download Install it and login with your Business details > Select Your Country > Click on “Select” Button

Welcome to Vyapar. 

Now, get 15 days free trial and start using Vyapar for your Restaurant Business Management.

Add Your Business Details

To enter your company all details you need to follow this –

1. In the Top Left Menu Click on “My Company” or “Company name” 

2. In ‘Edit Firm’ window. Mention all required details here like; your Business name/ contact details/ GSTIN/ Email id/ Business address/ State/ Bank details.

3. Click on “More Information” option

4. Enter All the Business details & Bank details > Add Business logo and signature > Click on “Save” Button

To add additional Business details such as Licence number/ Pan number/FSSAI etc.

Other than existing company details, you can also add some additional details those were required for your business it may defer from company-to-company. To enable this follow below steps-

1. Click on Settings in left menu

2. Click on “Transaction” > Click on “additional field” (it enables you to to add extra fields and give their names. These fields will be shown on invoice print out)

3. There you will get firm wise and transaction wise additional field. In firm wise you will get 2 extra fields and for transactions you will get 4 extra additional fields individually.  

4. Enable the field and name it > Fill the value > Enable ‘show in print’ if you want the details must be printed on the invoice.

5. Select the transaction you want to enable the additional field for > Click on the “Done” button. Now the details will come on invoice preview and print.

Add/ Import parties

While managing Restaurant business you need to add all the tables as a party (For ex. Table no. 1, Table no. 2, Table no. 3. To create a new party,

1. In the left menu section click on the “PARTIES” option.

2. Now click on “add your first party” button 

3. Following are the parties related information you can store in Vyapar:

Party Field	Significance
Party Name	It is the compulsory field to maintain your creditors and debtors. And it must and should be unique, But for Your restaurant business, you will also save the “Counters or table number” as parties.
Party Group	You can maintain parties in group and name them by area wise or beat wise. you can enabled/disabled this from “Party settings” to categorize various parties. Not applicable for restaurant business.
Party Type	You can add party GST registration type like reguler, unregistered or composite. before this, make sure that you have enabled “GST” option from “Taxes and GST settings”
Party GSTIN	Unique GST number of your party. If “GSTIN” from “Taxes and GST settings” is disabled you will get the option to update the party “TIN” instead of the party “GST.” If “GST” is enabled, make sure to keep “GSTIN” enabled from “General settings”(Use for your Debtors & Creditors)
State	Enter party state. which will be very helpful to show place of supply on Invoices.
Phone Number	Add party contact number to send “transactional SMS’ and “payment reminders”
Email	Add party Email to show email address on invoices or you can directly mail invoice in PDF format with them
Address	You can use this field to store the registered/current address of your party.
Shipping Address	You can use this for shipping addresses for delivering the products. you can enable this from the “party settings”
Current Balance	You can update party outstanding’s . Make sure to select the “respective receivable/payable button” as well after updating the current balance of the party.
As on Date	Date of record of the current balance of the party.

4. Click on the “Save” button > Click on “Save & New” if you want to add more parties.

5. You can check all the counters or tables are coming in parties list

Import Party

You can also import the parties altogether in excel format. Before you add or import parties, kindly make sure to enable/disable required options from the “Party Settings”

1. Click on “Utilities” in left menu > Click on “Import Parties” 

2. Click on “Download sample”

3. Select the location to save the sample format. The standard sample format is downloaded in your device.

4. Open the downloaded excel format and fill it with the required details

5. Once the file is completed > Open Vyapar > Click on Utilities > import parties

6. Click on “Click here to browse” button 

7. Select the file from the location

8. Check the list if any Party with the error or not > If it’s Clear Click on “Import”

9. Click on “OK”

10. All parties have been imported successfully. You can check the party list

Add additional details of the Party

Additional fields can be used to store additional information about your party like party Aadhar number, TAN no, Drug license number for pharma industries, PAN no, Additional email/phone/address of a party, etc. There are totally four additional fields, out of in that 3 can be used for alpha numeric additional details with maximum 30 characters limit. Whereas fourth fields can be used to store as any date. You can use the forth field to store Date-of-Birth of a party, registration/joining date, etc.

1. Click on the “Settings” option in left menu 

2. Click on Party 

3. Enable the fields as many as you required

Enter the “field name” such as PAN no. > Enable “Show in the print” option to get this detail printed on the invoice 

4. Now you will be able to enter the parties additional details at a time of adding party OR edit the existing one

Few More Points: 

-In vyapar you can seperate the parties in groups
-You can also delete the parties if required

Add/ Import Items or products

Managing product and services will be the ultimate goal for any business owner and managers  Inventory management is about specifying the Name, count, texture, expiry, and other information of stocked goods. Add all the Menu of dishes and Raw stock as Products in vyapar.
Tracking inventory will be a very difficult task and it is a asset of any business with the lot of cash.  Automated and good inventory management not just saves you money and time but also makes invoicing faster. 

Inventory page can be accessed by clicking on the “Items” option, located inside Left-menu

Here are Some Important features of Vyapar inventory are as follows:

1. Vyapar App allows you to easily maintain various attributes like Serial/IMEI Number, Batch Number, Colour, Expiry-Date, Manufacturing-Date, Size and many more things very easily. 2. Assign units of items like gram/ Kilogram/ piece/ liter/ box / etc. 3. Can easily track stocks- In and Out.  4.  You can easily track how much money worth stock you have. 5. Manage your inventory by category wise like company wise, weight wise etc, by grouping them in a single category.

Before adding your items in Vyapar app!! Have a look into the settings customization those are needed for your business

In home screen, at the top right corner you will get settings icon, click on it

Now, click on “Items”

• Enable Item – Which will help you to add your inventory and maintain their stock. It as well helps you to add other item details from “item settings”.
  
• What do you sell –  Normally in any business it depends may be you are selling products or services or both. So as per your requirement you can select what you want to manage, by clicking on dropdown. 
  In the restaurant business, you need to select Product/ service both. You need to add all the menu dishes as services because you don’t need to maintain the stock of it and all the raw material or items as products.
  
• Barcode Scan – Which will help you to make your billing faster.
  You can scan item code, serial number, model number and do billing in fraction of minutes. 
  
• Stock Maintenance – Want to check current stock quantity? You can check stock and stock value each products in the Vyapar by enabling this feature. Further you can check them in the reports. 
  
• Show Low Stock Dialogue – Want to get the low stock alert while billing? You will get low stock alert and confirmation window while creating sales transaction.
  
• Item Unit – Want to manage inventory with item unit like kg, grams? It allows you to assign the unit for items and helps you to maintaining your inventory more properly. You can also maintain them in unit conversation like 1kg = 1000gramms. And can sell items in both kg or grams. 
  
• Item Category – Want to maintain item category? It allows you to make a group of item like company wise, brand wise, size wise etc. 
  
• Party wise item rate – Want to fix a separate sale price for particular party? You can Enable “party wise Item rate” from item settings. While making any sale invoice, if you change sale price for party and that particular item price will be fixed for that party. Whenever you are selling that same product to that particular party, then the fixed price will be taken automatically.
  
• Description – Want to add some other details/ specification of item? You can add item additional details like item specification, use case or any other details. It will be appear in the invoices. You can also change the name for description to any other by clicking on “change text”
  
• Item wise Tax – Want to add tax on each item? It allows you to add tax on each item with different tax rate in sales and purchases.
   
• Item wise Discount – Want to provide individual discount on each item?  It allows you to provide item wise discount on sale and purchase transactions
  Example: if there are any offers and discounts going on at your restaurant during occasions or special days, you can mention it at a time of invoicing.
  
• Quantity (Decimal places) – Want to convert value after decimal for product quantity? You can specify the number of digits after the decimal for the product quantity.
  
• Additional Item column (Item Tracking) – Want to manage stocks with different characteristics? Once the field is enabled, the relevant fields will be available when adding products, importing products, as well as manually adjusting any items. You can enter the required details in the column & easily maintain the stock. You can also change/edit the column names as per your requirements after enabling them from the same place. Enable the field from here.

Some other product related settings you can enable from Settings > Taxes & GST

• HSN/ SAC code – Add HSN code to each product? Enables you to enter an inventory item’s HSN/SAC code while manufacturing/ importing or adding products.
  HSN – code for products.
  SAC – code for service products.It is compulsory for every business registered under GST guidelines to enter HSN code or SAC code for invoicing of products. 

• Additional cess –
  Add additional cess on items? Enables you to add an additional cess on an item while creating/adding/or importing a product.
  
  Enable other GST settings as per your GST registration requirement.

Add product

1. In order to add a product click on “Items” in the left menu > Click on “Add Item”

Select “Product” if you are adding raw inventory > Select “Service” to Add all dishes as the product (as the dishes does not contain any stock you need to add them as service along with the price and tax)

Fill in the Item field?

Item fields are item-related fields that you update when you add/import items (products & services) into the Vyapar.

To add Menu dishes Select “Service” & To add other raw material or items select “Product”

• Item name:
  It is a unique name for each individual product/service in your inventory. At any given time, two or more products cannot have the same name. Item name is the only mandatory field to add a product/service primarily to a Vyapar.
  
• Item Code:
  The Item Code field stores the item barcode. Simply plug-in barcode readers and use them on the go. For Android apps, you can download the “Vyapar Barcode Extension” from the Google Play store. With the barcode feature, you can easily bill items from your app. The app will automatically detect and scan the item. This results in less time and mistakes when billing.
  
  You can enable/disable “Barcode Scan” option from “Item Settings”
  
• Category:
  Item Category allows you to categorize items and then view various reports by category so that you can understand the performance of your category.
  
  “Item Category” can be enabled/disabled from “Item Settings”.
  
  You can also create a new category in the item with Add Category

• Select unit:
  Select Unit allows you to assign a unit to the item. That item will be printed on the invoice next to the quantity.
  
  “Item Unit” can be enabled or disabled from “Item Settings”.
  
  You can also create a new unit from the Add Unit to Item page

• Sale Price: The selling price of an item is the price you will receive after selling each base-unit of an item.
  
• Sale-tax Type: Select one of these two sales-tax types based on the sales price you set for an item:
  Inclusive: If the amount of tax is included in the selling price of an item.
  Exclusive: If the tax amount is deducted from the selling price of an item.
  Note: To access the GST slabs while creating the item, please ensure that you have enabled option “GST” from “Tax & GST Settings”.
  
• Purchase Price: The purchase price of an item is the price you will pay to your supplier after purchasing each base-unit of an item.
  
• Purchase-tax Type: Select one of these two purchase-tax types based on the purchase price entered for an item:
  Inclusive: If the amount of tax is included in the purchase price of an item.
  Exclusive: If the amount of tax is removed from the purchase price of an item.
  
• Tax Rate: The rate of tax is the percentage of GST (tax) applicable on the commodity.
  For Restaurant business you have to select the composition scheme as restaurant from – Settings > taxes & GST > Composition scheme > select Restaurant from drop-down menu
  (Enables composition business mode of vyapar. You will not be allowed to add taxes on business transactions if you are under the composition business scheme of GST)

Also create a new tax rate or group from the GST settings if the required rate is not available.

• Opening Quantity: The opening quantity of an item is the quantity of the item available for sale at the beginning of an accounting period. Or we can say that the quantity of the item is available at the time when you are starting to maintain your business in Vyapar.
  
• At price: The price of each base unit of a commodity at which the initial quantity of the commodity was purchased.
  
• Date: The date of the beginning of the accounting period of a product.
  
• Description: Write the value proposition of a product in the description. You can also write/modify the item details while transacting an item and the same will be printed in the challan/invoice.The “Description” field can be enabled or disabled from “Item Settings”. If the field is enabled, you can also rename it.
  
• Minimum Stock:This is the minimum stock quantity of an item you set, below which if the stock quantity decreased. The same item will appear in “Low Stock Items Report”. You can then track them and save the stock with an “out of stock” status.
  
• Batch details/ Item tracking detail: If you have enabled any additional item column from item settings then you will be able to enter item details here with special columns like Serial Number/Size/MRP/IMEI Number/Batch Number/expiry date / manufacturing date etc.
  Click the “Item Tracking Details” button to update item attributes and associated quantities.

3. Now the product/service is saved and the item is available in the list. You can get a separate list of products & services.

Import Products

If you already have a product list you can also import products in bulk.
1. Click on the “Utilities” option located inside the” main-menu” > Next click on “import item”

2. Next, Click on “Download” > Download the sample file 

3. Open it and Update your item-list in a defined format in that downloaded excel sheet.

4. Get back to the Utilities > Import Item > Click on “Click here to Browse” 

5. Select the updated excel file containing the Product-list.

6. On the next screen, see the list of valid item-line without error and click on “import item”

7. Next, accept the “Import Successful” popup message. The app will restart and you will be able to locate the imported products in the item list.. 

8. Now the products are saved and available on the item list.

NOTE: Once you import the products (Dishes) it will show as products, but you need to convert them into service. For this Go in Settings > item settings > what do you sell – select Service > In popup window Click on ‘Confirm’ > Again select Product/ service > Now import the products in the same format.

Create Transactions

Now start invoicing. In Vyapar you can create Sales, Purchase, Sales Order, Purchase Order, Sales Return, Purchase Return, Proforma Invoice, Delivery Invoice, Estimate/Quote, Pay-in, Pay-out. 

While managing Restaurant business you need to create table/ customer wise Sale orders and once the Customer is done with the meal you have to convert that order into an invoice by following these simple steps-

Before Creating an order enable few settings for Invoicing:

1. Settings > Transaction settings > Billing name of parties 

(It can be used when customer names are very similar and proper names to be printed on invoices for every customer)

Before Creating an order enable few settings for Invoicing:

1. Settings > Transaction settings > Billing name of parties 

(It can be used when customer names are very similar and proper names to be printed on invoices for every customer)

2. If there is any discount or offer you want to give to your clients on a particular dish, you can enable the discount option from Item settings > Item wise discount.

3. If there is any discount or offer you want to give to your clients on a whole invoice, you can enable the discount option from Transaction settings > Transaction wise discount.

4. You can also share the invoice details in SMS by using the Free transaction SMS service. If you saved the customer details as a party.

Settings > Transaction SMS > Enable “Send SMS to party”

5. You can also change the print settings from settings > Print Settings

Create Order

1. To create a sale order click on Sale Order. You can also shortcut key for opening sale order form ALT+F

2. Select table number from list in the party name > Enter customer name in billing name and address if required

3. Select Product (Dish) name from the list

4. In case of selling any product, if you have already added tracking details then it will show you the list of products with details (Select the product which you want to stock first) > Click on “Done”

You can also add products by simply scanning the barcode or serial number by clicking the Scan icon on the left side of the item line 

Here you can scan the barcode/ item code and make billing faster

5. Enter Item quantity, price, discount, tax etc. > Click on “Save” button

6. You can add on the items by editing the order from order list till the customer is giving order

7. Once the customer is done with the meal you have to go in orders > Click on “Convert to sale”

8. Check all the details  invoice number > Select the payment type > fill the received amount > Save

9. Check the preview and share the invoice with client on whatsapp, email or print out

10. With this status column you can also track the open orders in orders window 

You can also check the transactions item wise. 

Stock Adjustment

While managing Restaurant business stock management is more important. To track how much stock we purchased, consumed and prepared. For this you have to do stock adjustment entries to manage your Raw material and finished goods.
The stock you purchased as raw material, you have to reduce that stock after using it for the preparation of finished goods (Dishes)

For stock adjustment you have to follow this procedure –

1. Click on “Items” in left menu  > in item list go on the particular item > Click on “Adjust item” 

2. On item adjustment screen select “Reduce stock” in adjustment type > fill all the required fields > “Save”

Manage Expenses

Managing expenses and keeping track is not an easy task. In vyapar you can easily manage all your restaurant business expenses in simple steps by clicking on “Expenses” in the left menu.

GST Reports

Get Ready GST reports and make GSt filing easier
Reports > GST reports

Business Reports

You can also check all your transaction reports and stock reports in the reports section.

* Check Transaction Reports

* Check Day book

* Check Cash Flow

* Check Balance Sheet

* Check Profit & loss account

* Get party statements and share with them (helps to track party transactions)

* Check Bank statement

* Check Stock/ inventory reports

* Track Expenses

* Keep track on loan account

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