User guide

Sales Sync Pro user guide

From installation to your first bill, the salesman app and backups. Press F1 inside the desktop app for the keyboard shortcuts.

Sales Sync Pro — User Guide

Sales Sync Pro is an offline-first ERP for distributors and wholesalers. It has two apps:

App	Runs on	Who uses it
Desktop	Windows 10 / 11 PC in the office	Owner, billing operator, accountant
Mobile (salesman app)	Android phone	Salesmen and in-house staff in the field

The desktop is the master: all master data, billing, purchases, accounts, reports, backups and the sync server live there. The phones are field devices: they work fully offline, queue their work, and sync with the desktop when they are on the same Wi-Fi (or the desktop's hotspot). Nothing a phone creates counts until the desktop approves it.

Press F1 inside the desktop app at any time for the keyboard shortcuts.

1. Install and activate

Desktop

Run the installer from the Download page and finish the wizard.
Open Sales Sync Pro. On the first start the app asks for a license:
- Enter license key — type the key you received (SSP-XXXX-XXXX-XXXX-XXXX) and press Activate. The PC needs internet for this step only.
- Start free trial — fill in the business name, your name and mobile, and press Start. A trial key is issued and activated on this PC.
Sign in with username admin and password admin. Change the password straight away: Employees → Administrator → Edit → Password.

The key is tied to this PC. To move to a new PC, restore your backup there (section 13) and ask support to release the key from the old PC.

Mobile

Install the APK on the salesman's phone (allow "install from this source" if Android asks).
Open the app, read the four welcome steps, tap Next and allow the camera.
On the desktop go to Devices → Pair new device (Ctrl+9). A QR code appears.
Scan the QR with the phone. The desktop shows the phone under Devices; tick Approve if the device was paired with approval required.
On the desktop, assign an employee to the device (Devices → Assign employee). The employee's sign-in is pushed to the phone.
On the phone, sign in with the employee's username and password (set under Employees on the desktop). Optionally set an app-lock PIN.

The phone must be on the same Wi-Fi as the desktop, or on the desktop's hotspot, to sync. Port 7766 must be open in the Windows firewall (the installer opens it; see Troubleshooting if a phone cannot connect).

2. Set up your business (first day)

Open Settings (Ctrl+0).

General → Business profile: business name, address, GSTIN, phone, email. These print on every invoice.

Invoice settings: which columns the billing screen shows (item-wise tax, item-wise discount), the default payment mode, whether the invoice date may be changed, delivery confirmation (stock goes out when the goods leave — see 6.5), the two signature lines, page footer, the invoice colour and the order of the blocks on the printed PDF. A live preview on the right shows the result.

Taxes (Ctrl+5): create the rates you charge — for example CGST 9%, SGST 9%, IGST 18%, GST 5%, Cess 1%. A tax that has been used on any bill can no longer be edited or deleted; create a new one instead.

Categories & Units: product categories (Beverages, Snacks …) and units (pcs, box, kg, ltr).

Terms & conditions: clauses that can be picked onto a bill ("Goods once sold…"). They are copied onto the invoice when it is saved, so later edits do not change old bills.

Accounts (Ctrl+6): your cash account and bank accounts (holder, account number, IFSC, UPI id). Mark one as the primary collection account — its UPI QR and bank details can be printed on invoices (switches under General settings).

Employees (Ctrl+7): see section 3.

3. Employees, roles and permissions

Every person who signs in — on the desktop or a phone — is an employee with a username, password, type and role.

Type	Use
In-house	Works in the office / counter. May also bill walk-in customers from a phone.
Salesman	Works in the field from the phone; sees only the parties assigned to him.

Roles: Administrator, Billing operator, Inventory manager, Accountant, Sales manager, Salesman (mobile only). A role seeds the permissions; you can then tick or untick individual permissions per employee (create / edit / delete / approve invoices and payments, manage products, parties, devices, users, backup, view sync logs). An administrator always has every permission.

The first account (admin) is the main administrator: it cannot be disabled or demoted. Change its name and password as you like.
Empty login: one employee (never the main administrator) may be allowed to sign in with both fields left blank — handy for a counter PC. Employees → Edit → Sign-in.
Assign a phone to an employee under Devices. One phone per employee.
Deactivating an employee signs them out of their phone at the next sync.

4. Parties (customers)

Parties (Ctrl+2) → Add party (Ins). Fields: name, shop name, mobile, GSTIN, PAN, address, area, route, city, state, PIN, credit limit, credit days, default discount %, opening balance, GST enabled, salesmen assigned.

A party assigned to a salesman appears on that salesman's phone. A party can be assigned to several salesmen.
Billing addresses: a party may have several delivery / billing addresses; pick one on the bill.
Import from Excel: Parties → Import → download the sample workbook, fill it, choose the file. Every row is checked and shown before anything is saved; names are matched ignoring case and spaces.
Names must be unique; the form tells you while you type.
A party cannot be deleted while it has documents — mark it inactive instead.

Party details (Enter on a row) shows the ledger: opening balance, every approved bill (debit), payment and sales return (credit), refunds, with a running balance, a date filter, and export to Excel / PDF.

Outstanding = opening balance + approved bills − approved payments − approved sales returns.

5. Products

Products (Ctrl+3) → Add product. Fields: name, SKU, barcode, category, brand, unit, sales rate, MRP, default discount %, default taxes, HSN code, current stock, minimum stock.

Stock goes up with approved purchases (quantity + free quantity) and sales returns, and down with approved sales (immediately, or when marked delivered — see 6.5) and purchase returns. Use Adjust stock on a product for corrections (damage, physical count); every adjustment is kept in the product ledger.
Billing warns when a line exceeds the stock but never refuses the sale; stock can go negative and you correct it later.
Low stock filter: products at or under their minimum stock.
Import from Excel works like parties. Export the list to Excel / PDF from the toolbar.

6. Billing (sales invoices)

Invoices (Ctrl+4) → New invoice (Ins), or New invoice on the dashboard.

6.1 The keyboard flow

The cursor starts on Party. Enter commits a field and moves on:

Party → (walk-in name → mobile, or billing address) → salesman → payment mode → item rows (item → qty → rate → discount → tax → next row) → bill discount → bill taxes → payment at billing → notes → terms → Save.

Type a few letters of the party / item and pick with ↑ ↓ Enter. Items can be searched by name, SKU or barcode (a barcode scanner that types works as is).
The last item row is always a blank row; Enter on an empty row moves on to the bill discount.
Discount per item or per bill: type the number and % or R to switch between percent and rupees.
Taxes and terms are chips: open the dropdown with ↓, Enter adds a chip, Delete removes the focused chip.
A line that is not a product (a service, a one-off item) — just type any name; it is saved as a non-stock line.
Walk-in customer: leave the party as "Walk-in", type the customer's name and mobile. A walk-in bill is settled in full when it is approved (a receipt is written automatically).

6.2 Shortcuts on the billing screen

Key	Action
F2	Jump to party
F3	New item row
F4	Bill discount
Ctrl+D	Remove the current row
F5 / Ctrl+S	Save & approve
F6	Save as draft
F8	Save & start a new bill
Esc	Back (asks if there are unsaved changes)
F1	Shortcut guide

6.3 Payment at billing

After the items: Collected now — Due (nothing collected), Partial (type the amount) or Paid (the full total). For partial / paid the screen asks the mode (cash, UPI, cheque, NEFT, RTGS, bank transfer), the account of that kind and, for anything but cash, the reference (UTR / cheque number). The invoice, the receipt and the allocation are saved together; the receipt is numbered RCT/… and shows under Payments.

6.4 Numbering, drafts, approval

Bills saved with Save & approve get the next number in the financial year of the bill's date: INV/2026-27/00001. Receipts: RCT/…, sales returns SRN/…, purchase returns PRN/…, refunds RFD/…. The year rolls on 1 April.
A draft has no number and does not count anywhere. Open it later and save & approve.
Bills from phones arrive under Approvals (Ctrl+8) and get their number when approved there.

6.5 Delivery confirmation (optional)

Switch it on under Invoice settings when goods leave later than the bill is made. Then an approved sale takes its stock out only when it is marked delivered (F6 / the van icon on the invoice list, or "Approve & deliver" under Approvals). Money counts at approval as before; only the stock waits. The phone shows "To deliver" / "Delivered".

6.6 After saving

Print / Save PDF (Ctrl+P) — A4 invoice with your letterhead, GSTIN, HSN per line, tax breakdown, amount in words, bank / UPI QR, terms and signatures.
Share on WhatsApp — the PDF is copied to the clipboard and the customer's chat opens with a message typed in; paste (Ctrl+V) and send. If the WhatsApp app does not start, WhatsApp Web opens instead.
Edit (only drafts; an approved bill can be edited by an employee with the edit permission — stock and totals are adjusted), Delete (Del; stock goes back; not allowed while a sales return stands against the bill).
Several bills at once: Space ticks a row, Ctrl+A the page, Delete removes the ticked bills after one confirmation.
The list filters by date (the toolbar date button: today, this month, this FY, custom), party, salesman, status (Paid / Partial / Due), and exports to Excel / PDF. Import invoices from Excel with the sample workbook.

7. Payments (collections)

Payments (Ctrl+5 on the sidebar list; see the key caps) → Collect payment. Enter walks party → amount → mode → account → reference (skipped for cash) → salesman → notes → Save. A card shows the party's outstanding and what is left after this payment. F4 fills the full due.

Allocate a payment to one or more bills (same party; never more than the bill's balance or the payment's remainder). The bill then shows Paid / Partial / Due.
Edit a draft payment (amount, mode, reference, notes); approve, reject, delete. A payment written automatically by a bill or a return is locked — delete the bill / return instead.
Receipt PDF and WhatsApp share as for invoices.
Export the list; Import from Excel with the sample workbook (modes, accounts, parties and salesmen are drop-downs in the sample).

8. Purchases, suppliers and supplier payments

Suppliers (Alt+1): name, GSTIN, contact, opening balance.
Purchases (Alt+2): supplier bill with the supplier's invoice number and date, items with quantity, free quantity, rate, discount and taxes. Approving a purchase adds the stock.
Supplier payments (Alt+3): money paid to a supplier, with mode, account and reference. Payable = opening + approved purchases − approved supplier payments − approved purchase returns.
Purchases report: Reports → Purchases.

9. Sales returns and purchase returns

Sales return (Alt+5, credit note): a party sends goods back. Pick the party (or walk-in), optionally the original bill — then no item can be returned beyond what that bill sold — the items and quantities. Tick Pay the amount back now to write a payment out (refund) from a cash / bank account; otherwise the party's balance is credited. Approving (F5) numbers it SRN/… and puts the stock back.
Purchase return (Alt+4, debit note): goods go back to a supplier. Amount received back now (ticked by default) records the money the supplier returned; untick to keep it as credit against the supplier. Approving takes the stock out.
Drafts can be deleted; an approved return can be deleted with a warning (everything is reversed). Returns cannot be edited — delete and make again.
A purchase return's total is added to revenue in the dashboard and the sales report (this is deliberate).

10. Approvals (what the phones send)

Approvals (Ctrl+8) lists invoices and payments created on phones. Open one to see every line, then Approve (F5), Approve & deliver (F6, with delivery confirmation on) or Reject with a reason. The salesman sees the result on the phone.

An employee with the approve permission can send a document from the phone with Save & approve; the desktop then approves it on arrival.

11. Reports

Reports (sidebar) → Sales (by day, party, product, salesman; total revenue), Collections (by salesman and account), Outstanding (party-wise dues and credit days), GST (tax summary and HSN-wise report for filing), Tax, Accounts (in / out per account), Purchases. Every report has the date filter and exports to Excel and PDF.

The Dashboard (Ctrl+1) shows today's and this month's revenue, collections, outstanding, approvals waiting, sync server status, paired devices, and quick actions.

12. The salesman app day to day

Home: today's bills and collections, sync status ("Live", "Waiting for approval", "Offline"), quick actions.
Parties: the salesman's parties with outstanding; tap one for the ledger and a new bill / payment.
Products: prices and current stock.
New bill: party (or walk-in for in-house staff) → items from the product picker (several at once with − / +), discounts and taxes exactly as the desktop would apply them → notes, billing address, terms → Draft, Send for approval or Save & approve (with permission). A rejected bill can be copied into a new draft ("Correct & bill again").
Collect payment: the party's due in one tap, mode, reference.
Share / print an approved invoice or receipt as the same PDF the desktop prints.
Sync: automatic every 30 seconds while on Wi-Fi, or Sync now under Profile. Everything the desktop changes (prices, parties, approvals, settings) arrives on the phone the same way.
Re-link: if the app was reinstalled or the desktop's address changed, Profile → Re-link with desktop and scan the new QR from Devices → Re-link (Ctrl+R) on the desktop.

Lost phone: Devices → Revoke. The phone wipes its data at the next contact.

13. Backups and restore

Backup (sidebar) → Backup now writes an encrypted file (sync-erp-backup-….enc) sealed with your backup passphrase. Set the passphrase on first use and write it down — nobody can open a backup without it. A backup also runs automatically every day, 30 seconds after the app starts if the last one is older than 20 hours.

Keep copies on a pen drive or another PC.
Online backup: paste the server address and the access key you received from us, test the connection, keep "Upload after every backup" on. Your backups are then listed under "Backups on server" and can be restored from there on any PC.
Restore: choose a file (or one from the server), enter the passphrase, Restart now. The old database is kept next to it as desktop.before-restore-<time>.sqlite. Paired phones keep working; if the PC's network address changed, re-link them.

14. Your license

Settings → License shows the plan, the end date, how many days are left, the phones allowed, and the support contact.

The desktop checks the license online in the background. It keeps working offline for the number of days shown; after that it asks to connect once.
Before the end date you receive reminder emails (15, 7, 3, 1 days before and on the day). After the end date there is a short grace period; then the app opens only the License screen until the license is renewed.
Renewing: pay by UPI / bank, send us the key and the receipt on WhatsApp; the end date is extended on the server and the app picks it up at its next check. Nothing to reinstall.
New PC: restore your backup there, then ask us to release the key from the old PC (or use Settings → License → Release this PC on the old one if it still works).
Trial: one per business and per PC. Your trial data stays when a paid key is activated on the same PC.

15. Keyboard shortcuts (desktop)

Where	Keys
Navigate	Ctrl+1 Dashboard · Ctrl+2 Parties · Ctrl+3 Products · Ctrl+4 Invoices · Ctrl+5 Payments · Ctrl+6 Accounts · Ctrl+7 Employees · Ctrl+8 Approvals · Ctrl+9 Devices · Ctrl+0 Settings · Alt+1 Suppliers · Alt+2 Purchases · Alt+3 Supplier payments · Alt+4 Purchase returns · Alt+5 Sales returns
Any list	Ctrl+F search · Ins new · Enter open · Del delete · Space tick · Ctrl+A tick page · Ctrl+D date filter · ← → page · F1 help
Billing	see section 6.2
Payment	F2 party · F4 full due · F5 / Ctrl+S save & approve · F6 draft · F8 save & new · Esc back
Forms	Enter next field · Esc close · Ctrl+S save

16. Troubleshooting

The phone says "Could not reach the desktop". Both must be on the same Wi-Fi (or the desktop's hotspot). On the desktop, Sync (sidebar) must show Running and the address the phone should use. Allow Sales Sync Pro through the Windows Firewall on private networks (port 7766). Some routers block device-to-device traffic ("AP isolation") — turn that off or use the hotspot.

"Waiting for approval" on the phone. Approve the device under Devices on the desktop.

"Device mismatch" / "unknown device". The QR was made for another phone, or the phone was reset. Devices → Re-link → "Allow a different phone".

WhatsApp does not open. The app falls back to WhatsApp Web in your browser; sign in there once with the phone's QR.

The invoice shows boxes instead of ₹ or Hindi letters. Reinstall the app — the fonts ship with it.

The app says the license expired but I renewed. Connect the PC to the internet and open Settings → License → Refresh.

I forgot the backup passphrase. Backups made with it cannot be opened. Set a new passphrase; from then on new backups use it. Keep the old files anyway.

Help: call or WhatsApp +91-7383065267, email anastiger098765@gmail.com.