In this guide
- Click the Settings icon → General Settings
- Pick a section on the left, or press Ctrl+F and type a word
- Change the setting; an amber bar marks the row
- Press Alt+S and wait for "Settings Saved"
- Open a new bill and check the effect
General Settings is the screen the software calls Options. It holds the rules of your company: how many boxes the cursor visits on each item line, how a bill total is rounded, what prints after you save, when the counter gets a warning, and which old entries nobody may touch. A grocery counter, a wholesaler, a chemist and a restaurant each need different answers. This chapter walks through every section in the order the screen shows them, says what each important setting does, lists its choices, and suggests which shop should pick which.
38.1The Options screen and how it works New in 2026
The screen opens inside the main window. The dark band at the top reads Options and "How this company bills, prints, warns and works". On the right of that band sit the search box, Classic view and Close.
- The list on the left shows the sections. Each name has a small letter badge and, at the far right, the number of settings inside. Click a name to open it.
- The right side shows that section's settings in cards, two columns wide. Each card has a heading in capitals (for example SALE BILL) and one row per setting: the name on the left, the control on the right.
- Controls. An on/off setting is a switch: teal means on, grey means off. A choice is a drop-down. A number or text is a box. A few rows also have an Edit button that opens a related screen, such as Sale Type or Discount Setting.
- Mouse wheel. Rolling the wheel over a closed drop-down scrolls the page. It does not change the setting by accident.
The 14 sections. Most used comes first and holds the settings people change most. Those settings are not repeated in their own sections, but search finds every one.
| Section | Rows | What you set there |
|---|---|---|
| Most used | 10 | Item entry speed, party's last price, same-item, negative-stock and credit-limit warnings, printing after sale, bill number handling, bill total round off |
| Billing | 12 | Which ledger gets the sale, tax before discount, round off of each item, item entry helpers |
| Party and e-way bill | 13 | Customer and shipping details, e-way bill and e-invoice, agents, EMI, prices from bills |
| Printing and bill numbers | 6 | Invoice prefix, bill number format, schemes and challans |
| Warnings and locks | 13 | Bill limit, negative cash, expired batches, zero quantity or price, HSN, locks on challans and paid bills |
| POS | 17 | Counter bill defaults, fast entry, cost code on barcode labels |
| POS print and barcode | 13 | POS printing and WhatsApp, copies, barcode entry, Touch POS, GST by price range, cash discount |
| Devices | 4 | Weighing scale, fiscal printer, pole display |
| Stock | 7 | Stock valuation, hiding zero or negative stock, search by any part of a name |
| Regional | 9 | Default date, date format, on-screen keyboard, branch reporting, currency and decimals |
| Payments and messages | 6 | UPI on bills, WhatsApp mode, loyalty start date, Telegram owner alerts |
| Mandi and accounts | 9 | Mandi (farmer and purchaser) rows, GST voucher and quick entry helpers |
| Hotel and restaurant | 15 | Room rent tax, check-out time, dirty rooms, dashboard style, food bill and KOT rows |
| Freeze data | 4 | Stop old entries and opening balances from being changed |
Search. Click the box that reads Search 138 settings, or press Ctrl+F, and type part of a word. The screen shows every matching row from every section, each under its section name. Search looks at the setting names, the card headings and the section names. If nothing matches you see "No setting matches" with a hint to try a shorter word, such as round, print, barcode, negative or whatsapp. Esc clears the search.
Changed rows. The moment you change a setting, an amber bar appears at the left edge of its row, an amber dot appears beside its section in the list, and the footer changes from "No unsaved changes" to, for example, "2 unsaved changes". Change a row back to what it was and its mark goes away.
Save, Discard and Close.
- Press Save changes or Alt+S. The message "Settings Saved" confirms it and the amber marks clear.
- Discard puts every row back to what is saved. It is greyed out while there is nothing to discard.
- Close leaves the screen without saving. Esc does the same once the search box is empty.
Classic view. The Classic view button opens the older screen with tabs, for staff who learnt it that way. If you have unsaved changes it first asks "Save before switching?" with Yes, No and Cancel. In the classic screen, New look brings you back. Both views save the same settings.
Keyboard. Tab goes from the search box through the settings from top to bottom, then Discard, Save changes, Classic view and Close. Use the mouse for the switches; Tab walks through the drop-downs and boxes.
38.2Most used
Ten settings in three cards: Sale bill, Printing and Round off.
Item Entry Speed (with an In Sale and an In Purchase drop-down). It decides which boxes the cursor visits on each item line of the Sale and Purchase screens. Fewer stops mean a faster bill. The POS screen has its own Item Entry Speed in the POS section (38.7). If you never chose, the screen uses Input All Required Columns.
| Choice | What the cursor does | Good for |
|---|---|---|
| Quickly Add Item To List | The item goes into the bill as soon as you pick it, with the default quantity. | Counters that sell one piece at a time |
| Ask for Qty Only | Stops at quantity, then adds the line. | Retail counters with fixed rates |
| Let Me Change Rate | Stops at quantity and rate. | Purchase entry, wholesale |
| Change Rate : Skip Free | As above, but passes over the Free box. | Wholesale without free goods |
| Let Me Change Basic Amt | Stops at the Basic Amt box so you can change the line amount. | Bills written by amount |
| I Need Discount Also | Stops at the discount box as well. | Shops that give line discounts |
| Input All Required Columns | Visits every box. | New users, complex bills |
| Qty, Rate, Discount | Stops at those three boxes. | Distributors |
Show Party's Last Details (Snapshot) shows the chosen party's recent details while you bill. Party's Last Price has two switches, Last Price and Last Discount, that bring forward the rate and discount you gave this party for the item last time. Wholesalers who keep party-wise rates turn both on. See also F8 last rates in 5.6.
Same Item Warning in Sale Entry. What happens when the same item and batch is entered a second time in one Sale bill (also Stock Issue). The POS screen does not use this setting.
| Choice | What happens |
|---|---|
| Allow Same Item | No check. Two lines of the same item are fine. |
| Warn me | The message "Same Item already in list" appears, then the line is added. |
| Warn and ask me | Asks "Are you sure to input same item once again..?" No sends you back to the item box. |
| Dont Allow Same Item | Shows "Same Item already in list" and does not add the line. |
| Increase Existing Qty of this item | Adds the new quantity to the line already in the bill instead of making a second line. |
Items Going negative in sales at Entry Time. What happens when a sale would take an item's stock below zero. It is checked on the Sale screen, POS, Touch POS, the restaurant food bill and the Stock Journal. More on stock control in 6.8.
| Choice | What happens | Who picks it |
|---|---|---|
| Allow Negative Stock Entry | No check. | Shops that enter purchases late |
| Warn me | "Stock is Going Negative", then the line is added. | Most retail shops |
| Warn and ask me | Asks "Do you wish to allow ...?" under the title "Allow Negative Stock...?". | Shops where the owner bills |
| Dont Allow Negative Stock | "Negative Stock Not Allowed" with Stock Available, Item Sold and Excess Qty. On the Sale screen every line is checked again when you save. | Pharmacy, shops with exact stock |
Credit Limit Warning. Works on credit bills for parties that have a Credit Limit filled in their account (4.6). It compares the party's balance including this bill with the limit, on the Sale screen, POS, Touch POS and the food bill.
| Choice | What happens |
|---|---|
| Never Chack Credit Limit | No check (the word is spelt this way on the screen). |
| Warn me if Credit Limit is exceeding | "Your Credit Limit is expiring" with the limit and the balance, then you carry on. |
| Ask me to continue | The same message with "Do you wish to continue". No stops the bill. |
| Dont Allow Bills if Credit Limit Is exceeding | The message says billing is not allowed beyond the limit and the bill cannot be saved. |
Printing card.
- Ask to Print after Sale on: after you save a sale the question "Do you want to Print Bill" appears. Off: no question.
- Print What picks the copies and the route. The 12 choices combine three routes with the copies to print.
| Choices that start with | Route | Examples |
|---|---|---|
| Preview | The bill opens on screen first. | Preview original Copy |
| Goes through the print window. | Print original Copy, Print original + Transporter Copy, Print original + Transporter + Duplicate Copy, Print original + Duplicate, Print Transporter + Duplicate Copy, Print Duplicate | |
| Direct Print | Goes straight to the printer without a preview. | Direct Print original Copy, Direct Print original + Transporter Copy, Direct Print original + Transporter + Duplicate Copy, Direct Print original + Duplicate, Direct Print Transporter + Duplicate Copy |
With Ask to Print after Sale off, a Direct Print choice prints by itself after every save, and the other choices print nothing until you press Print. Saving and printing keys are in 5.9.
Invoice No. Setting (Single PC / LAN) decides how the bill number box behaves on the Sale screen, POS and food bill.
| Choice | What happens | Who picks it |
|---|---|---|
| Keep Bill No. Open | The next number shows when the bill opens and can be changed. | One PC, owner bills |
| Lock Bill No. | The number shows but staff cannot change it. | One PC, staff bill |
| Generate Bill No. at the time of Printing | A new sale bill gets its number when it is saved, not when it is opened, so two counters on a network never take the same number. | Two or more counters on a LAN |
Round off: Total Bill Amt. (Sale and Purchase). Rounds the bill total to whole rupees and shows the difference as Round Off.
| Choice | Rs 1,234.60 becomes | Rs 1,234.50 becomes |
|---|---|---|
| Yes (0.50 --> 0) | 1,235.00 (round off +0.40) | 1,234.00 (round off -0.50) |
| Yes (0.50 --> 1) | 1,235.00 (round off +0.40) | 1,235.00 (round off +0.50) |
| No | 1,234.60 | 1,234.50 |
38.3Billing
Three cards: Accounts and tax, Round off and Item entry. The first card changes how your bills post to the books. Decide it with your CA and test it on a copy of the company first (38.17).
Get Sale / Purchase Accounts From decides which sales or purchase ledger receives the amount of each bill. Each choice has Edit buttons that open its own setting screen.
| Choice | Where the bill amount goes | Edit opens |
|---|---|---|
| As per Sale / Purchase Type | One ledger per sale type and purchase type. The usual choice. | Sale Type and Purchase Type screens |
| Tax % Wise Settings | Split into ledgers by tax rate, for example Sales 5 %, Sales 12 %, Sales 18 %. | Tax account setting |
| Tax Slab Wise Settings | Split by tax slab. | Sale / purchase account settings |
| Item Group Wise Settings | Split by item group and slab, for example Sales Garments and Sales Footwear. | Item group wise settings |
Decrease Cost of Goods With Additional Discounts changes how extra bill discounts set in Discount Setting (its Edit button) are posted. Leave it as your CA set it.
Calculate Tax on Basic Amt. (Before Discount) has three switches: B2C Sale, B2B Sale and Purchase. When a switch is on, the Sale screen works out GST on the line amount before the item discount. B2B means a sale type with Input Tax Credit set to Yes (a bill to a GST-registered buyer); B2C means Input Tax Credit No (5.3).
The taxable value is the amount GST is worked out on. Normally it is the price after discount. The sales ledger is the account in your books that adds up your sales; splitting it by tax rate or item group only changes how the total is shown in your Profit and Loss, not the bill the customer pays.
Round off: Each Item (Sale and Purchase) rounds the amount of every item line. The choices are Yes (0.50-->>0), Yes (0.50-->>1), No and Middle. Middle keeps the paise and only rounds the line to two decimal places (three if you chose 0.000 in Regional). Most shops leave this at No and round only the bill total.
Item entry card.
| Setting | What it does |
|---|---|
| By Default Enter This Qty in Sale | The quantity that fills in by itself, for example 1. Blank means no default. |
| Show Company Name in Item list | Adds the brand or company beside each item in the pick list. |
| Show Selected Item's Details at Entry Time | Shows the picked item's details while you enter the line. |
| Always Prompt to input new Batch in Purchase | Purchase asks for a new batch on each line. Chemists use it for batch and expiry. |
| Dont Clear Itemname After Add to List in Sale/Purchase | The item name stays in the box after the line is added, handy when the next line is a size of the same item. |
| Show Item's Last Transaction Window | Opens a small window with the item's last entries. |
| Map Item Group (In Sale Type, In Purchase Type) | Links item groups to sale and purchase types. |
| Hide Profit in Bill | Hides the profit figure on the bill screen. |
38.4Party and e-way bill
Party and shipping card.
| Setting | What it does |
|---|---|
| Show Only Customers in sale & suppliers in Purchase | Shortens the party list: customers in Sale, suppliers in Purchase. |
| Show Cash First as Terms in new Sale Bill | A new sale bill starts on Cash terms. |
| Shipping / Customer Details in Credit Sales also | Asks for shipping and customer details on credit bills. |
| Shipping / Customer Details in Cash Sales also | The same on cash bills, so a walk-in customer's name and mobile go on the bill. |
| Pick Last Transport automatically in Sale | Fills the transport the party used last time. |
| Cash Tendered = Net Bill Amt Automatically | The cash received box fills with the bill amount. |
E-way bill and e-invoice card. Turn on Enable E-Way Bill Feature and type an amount in Ask for Eway Details if Bill Crosses Threshhold Limit. When a sale, sale challan, sale return or purchase bill is above that amount, the E-Way Bill details box opens before the bill saves. Input Dispatch Details for e-Invoice asks for the dispatch-from address on e-invoices (5.14).
Agents and installments card. Require Agent has an In Sale and an In Purchase drop-down: Not Required, One Agent For Total Bill (one agent box for the bill) or Item Wise Agent Change (an agent per item line). Use it when salesmen or brokers earn commission. Enable E.M.I. Calculation [Installments] turns on instalment sales (Chapter 18).
Prices from bills card. Update Purchase Price In Item Master from Purchase Bill and Update Sale Price In Item Master from Sale Bill carry the rates of a saved bill back to the item (35.12).
38.5Printing and bill numbers
Invoice Prefix (Optional) has two boxes: B2B Invoices and B2C Invoices. B2B and B2C bills are numbered as separate series, and each prefix goes in front of its series' number. Bill No. Format pads the number with zeros: 0, 00, 000, 0000, 00000 or 000000. Both work when the bill numbering for that type is automatic (Help → Voucher Numbering).
Schemes and challans card: Intelligently Decide Between Personal and Regular Items in Challan, Show Committment Price in Sales and Keep Record of Company Schemes in Purchase. Distributors who track company schemes and committed prices use these; most shops leave them off.
38.6Warnings and locks
Bill Limit Warning works with the Bill Limit box in the party's account, on credit sale bills.
| Choice | What happens |
|---|---|
| Allow Billing without any limits | No check. |
| Warn me if Bill is more than limit | "Your Bill Limit is expiring" when this one bill is above the limit. |
| Ask me to continue | The same, with "Do you wish to continue". |
| Dont Allow Bills if Bill Limit Is exceeding | "Billing is not allowed beyond this limit"; the bill cannot be saved. |
| Set it as Monthly Limit | Adds up the party's sales this month plus this bill. Above the limit: "Your Monthly Buying Limit is reached". |
Negative Cash Warning: in Quick Payment, when a payment from a cash account is more than the cash balance, the message "Cash is going negative" appears.
Stock and items card.
| Setting | Choices and effect |
|---|---|
| Expired Batches in Sale | Allow Expired Items to Sale, Warn me if any batch is expired, Ask me to continue with Expired Batch, Dont Allow Expired Batch Sale. Checked on the Sale screen and POS. Messages start "Batch Expired On" and the date; the last choice adds "Expired Batch Sales are Not allowed". |
| Zero Qty in Sale / Purchase and Zero Price in Sale / Purchase | Allow, Warn me, Warn and ask me, Dont Allow, Dont Move Further. Dont Allow shows a message such as "Zero Qty not allowed" and sends you back; Dont Move Further keeps the cursor in the box without a message. Used on the Sale and Purchase screens. |
| Raw Material Not avaialble for Production | Allow, Warn me, Warn and ask me, Dont Allow, for production entries (Chapter 15). |
| Hide Batches Going Negative in Sales / in Purchase | Batches with no stock left drop out of the batch list. |
| Make HSN Code Compulsory in Item Entry | Item Master will not save without a valid HSN code: "HSN Code is not valid / Please Enter a Valid HSN Code". |
| Free Qty Applies to Alternate Unit | Free quantity is counted in the item's second unit (for example pieces instead of boxes). |
Locks card. Lock Challans After Posting to Bills stops a challan being edited once it is turned into a bill. Lock Bills Against which Payment is made stops a bill being changed after money has been received against it. Clear Sale / Purchase Orders After Full Qty Only keeps an order open until all its quantity is billed.
38.7POS
Bill defaults card. The sale type, customer, price and date every new POS bill starts with, and the boxes the cursor skips. It is described in full in 13.5. Sale Type (By Default) lists your sale types and Account Name (By Default) lists your accounts. Apply Price (By Default) is MRP, SalePrice or BasicPrice.
| Pick Date choice | Date a new POS bill opens with |
|---|---|
| Show Max Date and Show Last Voucher Date | The date set in Date to Pick By Default (Regional, 38.11). |
| Pick Current System Date | Today, if today falls in the open financial year; otherwise the latest entry date. |
Skip has five chips: Date, Bill No., Account Name, Sale Type and Mobile. A ticked chip makes the cursor pass over that box.
Fast entry card.
| Setting | What it does |
|---|---|
| Item Entry Speed | The same eight choices as 38.2, for the POS screen only. |
| Pressing double Space at item name goto | Two spaces in the empty item box jump to Remarks, CD %, CD Amount, Cash Tendered, or Save Directly. |
| Agent Selection In POS | No Agent Required, Press <F2> On Qty to Select Agent, Ask for Agent after Item Entry, Ask For Agent on Bill No. |
| Clear Discount % After Each Item Entry | The discount box empties after each line. |
| Calculate discount on MRP Value | Line discount is worked out on MRP. |
| Disable Auto dropdown Item Box | The item list does not drop open by itself while you type. |
| Always highlight last entered item | The last line stays highlighted in the grid. |
| Prompt to Input Customer Details like Name, City, Remarks etc. | Asks for the customer's details on each bill. |
| Cash Tendered Amount = Net Bill Amt (Automatically) | The cash received box fills with the bill amount. |
| Press C at cash Tendered, then all amount will goto card | Typing C in Cash Tendered moves the whole amount to card. |
Cost code on barcode labels. Cost Code keyword (barcode labels) prints the purchase price on a barcode sticker in letters only you can read. The keyword must be exactly 10 different characters. The 1st stands for 1, the 2nd for 2 and so on to the 9th for 9; the 10th stands for 0. The price is rounded to whole rupees. Blank means off. The label design needs the cost code field (Chapter 12).
38.8POS print and barcode
Printing card. Print Bill on means the POS prints after saving. Ask Before Print Bill adds the question "Do you want to Print Bill". Print / Preview or Whatsapp picks the route, and No. of Copies to Print the copies (1 to 4). More in 13.9.
| Print / Preview or Whatsapp | What happens after the save |
|---|---|
| Preview Bill | The bill opens on screen. |
| Print Directly | Prints without a preview. Each copy goes as its own print job, so a thermal printer set to cut after each job cuts the copies apart. |
| Whatsapp On Customer Mobile | Sends the bill to the mobile on the bill, or the party's mobile (Chapter 19). |
| Whatsapp + Print | Listed, but in version 261030 Options stores this choice as Preview Bill. Pick one of the other three. |
Barcode card. Barcode Shortcut to Save is a code that, when typed or scanned in the item box, saves the bill. Print it as a barcode, stick it on the counter, and the cashier finishes a bill with the scanner. After Each Barcode Entry: Quickly Add item to List, Ask For Discount %, Ask For Qty, Only Ask For Qty and skip Rest or Let me Change Rate.
Touch POS and pricing card.
| Setting | What it does |
|---|---|
| Show Item Short Name in Touch POS | Buttons show the item's short name from Item Master. |
| Save POS Bill After Full Payment Only | A POS bill cannot be saved until it is fully paid: "Please Complete payment first, then save", and the payment box opens. |
| Dont Show Item Pictures in Food Bill and Touch POS Entry, Show Item Names only | Text buttons instead of pictures; faster on old PCs. |
| Apply GST as per Price Range | Picks the GST slab from the selling price, using the Price Range Applicable boxes on each tax slab (Settings icon → Manage Tax Slabs). Used on the Sale screen, POS, Touch POS and food bills. |
| Ask For Strip and Tabs | The POS shows Strips and Tabs boxes in place of one quantity box (once an item is picked they show its own unit names), so a chemist can sell 1 strip and 4 tablets. |
| CD (Cash Disount) % Fixed and CD Apply On | A cash discount % that fills in on every new POS bill, worked out on Total Amount, Tax Amount, Taxable Amount or Basic Amount. The label on the POS shows the base, for example CD% (On Taxable). |
38.9Devices
Weighing scale. Barcode Weighing Scale Integration reads the labels a label-printing scale makes. The POS takes the item code and the weight out of the scanned code.
| Choice | Label layout |
|---|---|
| Not Integrated | Barcodes are read as normal item barcodes. |
| @ ItemCode $ Weight | The item code sits between @ and $, the weight after $. |
| 6 Digit ItemCode 6 Digit Weight | A 12-digit code: first 6 digits item code, last 6 weight. |
| 7 Digit ItemCode 5 Digit Weight | A 12-digit code: first 7 digits item code, last 5 weight. |
A 12-digit code that matches an item's own barcode is still read as that item. Direct Weighing Scale Integration picks the COM port (com1 to com12) of a scale wired to the PC; Check opens a small test window that shows the reading. Set the scale's label format with the scale company before you test.
Fiscal printer. Print on Fiscal Printer, Com Port (COM1 to COM12) and Baud Rate (9600 or 19200) are for countries that need a fiscal printer. They are kept on each PC and work only where your dealer has installed the fiscal printer files.
Pole display. Activate Pole Display, Com Port and Baud Rate are on the screen, but in version 261030 the POS does not send figures to a pole display. Ask your dealer before you buy one.
38.10Stock
Valuation card. These settings change the stock figure in your Trading Account and Balance Sheet, and so your profit. Decide them with your CA and test on a copy first. The choices are explained in 6.9.
| Setting | Choices |
|---|---|
| Opening Stock Valuation | Manual (the opening balance of your stock account), Automatic (each item's opening quantity × its price), Items Opening Value (the opening values typed on the items), Balance x Rate |
| Closing Stock Valuation | Manual (you give the figure), Automatic (worked out from the stock records), GP Ratio Wise (estimated from the gross profit ratio), Balance x Rate, Op. Val. + Prch Amt - Sale Amt |
| Item Valuation Price | 19 choices, among them SelfVal, SalePrice, PurchasePrice, MRP, Average, Average Purchase Price, Net Rate (Purchase), Final Rate (Purchase), Avg. of Op. Value & Prch Rate, FIFO, LIFO |
Gross profit = sales + closing stock − opening stock − purchases. If closing stock is valued Rs 20,000 higher, the profit shown is Rs 20,000 higher too, although no extra money came in. That is why the method should stay the same year after year.
Display card. Hide Stock for items going negative or zero (Hide Zero, Hide Negative, Hide Both, Dont Hide) filters the Daily Stock report. Search Account and item by any part of name finds "Basmati" when you type "mati". Activate Suggestions in Sale / Purchase on the basis of previous records entered suggests from what you entered before.
38.11Regional
Date to Pick By Default is the date a new entry opens with.
| Choice | Date used | Good for |
|---|---|---|
| Show Max Date | The latest date that has any entry in the books. | Accountants catching up |
| Show Last Voucher Date | The date of the last entry you saved, whatever its date. | Entering old bills in a row |
| Show Current Date | Today, if today falls in the open financial year; otherwise the latest entry date. | Shops billing live |
Date Format: dd-mm-yyyy, dd/mm/yyyy, dd.mm.yyyy, mm-dd-yyyy, mm/dd/yyyy, mm.dd.yyyy, and for Nepal Nepali Miti, Nepali | English, English | Nepali.
On Screen Keyboard Exe path (card This PC) is the keyboard program a touch counter opens; it starts filled with the Windows touch keyboard. Enable Headoffice / Branch Reporting using Farata App sends branch figures to the owner's phone (Chapter 31).
Money and decimals card. Currency and Sub Currency are the words used for amounts in words (Rupees and Paise; a shop abroad may type its own). Decimal Places is 0.00 or 0.000 for amounts. No. of Decimal Places has three drop-downs, Qty, Alt. Qty and Price, each from 1 to 1.123456.
38.12Payments and messages
UPI payment card. Fill both UPI Payment Account ID (your UPI ID) and UPI Payment Receiver Name. Bill formats that carry the UPI QR field then print a QR with the bill's own amount in it, so the customer scans and pays without typing. With either box blank, no QR prints. Invoice Studio formats show it through the UPI QR field.
WhatsApp card. Send Whatapp using: Free Whatsapp (Scan QR Code on Each Message), Whatsapp Blaster (License Required) or Online Whatsapp Blaster (Direct Message). Its Edit button opens the message templates. See Chapter 19 for each route.
Loyalty card. Loyalty Points Start From is a date. Only bills dated after it earn points (Chapter 21).
Telegram owner alerts card. Paste the Telegram Bot Token you get from @botfather, send "/start" to your new bot from the owner's mobile, then click Check For Chat ID. It fills the Chat ID and shows "ChatID Found". Save. The Daily Digest and other owner alerts use this bot (35.9).
38.13Mandi and accounts
Mandi card, for commission agents who buy from farmers and sell to purchasers: Calculate Labour on Weight, Purchaser & Farmer Rates are Different (the J-Form keeps a separate rate for the farmer and the purchaser), Select Last Brokerage Rate In Bargain and J-Form / I-form Title as (J-Form / I-Form or Vikray Parchi / Auction Sale). Other shops leave this card alone.
Vouchers card, for the accountant:
| Setting | What it does |
|---|---|
| Automatic Round Off GST Voucher (Total Bill) | Rounds the total of a GST voucher. |
| HSN Code In GST Entry | Adds the HSN code to GST voucher lines. |
| Require Agent in Quick Receipt | Asks for the agent on a quick receipt, for collection commission. |
| Allow restricted entries in Financial Accounts | Despite the name, it narrows the lists: when on, the Payment Mode of Quick Receipt and Quick Payment offers only cash, bank and loan accounts, and Contra only cash and bank. Off, every account is offered (10.2). |
| Set Focus on date after each quick and bank entry | The cursor goes back to the date after each quick or bank entry, for typing many vouchers. |
38.14Hotel and restaurant
Rooms card. These rows are in version 261030 and work with the hotel screens of Chapter 34 (see the table in 34.12).
| Setting | What it does |
|---|---|
| Room Rent HSN / SAC Code | The HSN / SAC code used for room rent. |
| Room Rent Rates are Inclusive of Tax in Check Out Bill | Room rates contain GST; the bill works the tax backwards. |
| Variable GST % as per Room Rent Rates | The GST slab follows the actual rate per night. Confirm the bands with your CA. |
| Check Out Time and 24 Hour check Out Time | The fixed check-out hour, or 24 hours from arrival. |
| Dirty Rooms Management | Every check-out asks why the room is dirty, and the room stays dirty until you clean it in the Dirty Rooms List. In version 261030 the Check-In screen does not warn about a dirty room (34.8). |
| Generate Bill No. At the time of Save | The check-out bill takes its number at save. |
| Dashboard Style | Classical (Blue and Gray), Farata Style, Tablio Style or Modern UI: the dashboard every user sees. Click the Dashboard icon, or log in again, to see the new one. Saving Options without touching this row keeps the dashboard you have. |
Restaurant card. Details of the food bill are in Chapter 33.
| Setting | What it does |
|---|---|
| Service Charges (%) in Food Bill | The usual service charge on dine-in bills; it can be changed on a bill. |
| Food Bill Discount % Applicable on Basic Amt (Value) | On: the discount % is worked out on the amount before tax. |
| Automatic food bill discount New in 2026 | Three boxes: Bill up to Rs., Discount % and Above it, %. The food bill gets the % by itself. All three blank = off. |
| Club all KOT items in Bill | One line per item on the bill, even if it was ordered in several rounds. |
| Print Waiter App KOT | For an older waiter app; it does not print Tablio KOTs (Chapter 32). |
| In Item Group Enable Different KOTs for Multiple Kitchen on different printers | Each item group prints its KOT on its own kitchen printer. |
| Rename (Dine In, Room, Delivery, Pick-Up) | New names for the Touch KOT order-type buttons, for example "Parcel" for Pick-Up. Open Touch KOT again to see them. |
| Tablio App Configuration | Opens the Tablio waiter app settings (Chapter 32). |
How the automatic discount works. The % is worked out on the discountable food amount only: item groups ticked No Discount in Touch POS (in Item Group) are left out. If that amount is up to the first figure, the bill gets the first %. Above it, the whole discountable amount gets the second %. It is one % for the whole amount, not a step per slab. If the cashier types a different discount, the software keeps the cashier's figure; a saved bill opened again keeps its discount.
38.15Freeze data
Once your CA has finished a period, freeze it so nobody changes those entries by mistake. Freeze has its own button: Save changes does not apply it.
- Open Freeze data. Tick Freeze All Entries Upto and pick the last date of the closed period.
- Tick Freeze All Account Opening Balances if the party and ledger opening balances are final.
- Click Apply beside Apply the freeze to this company and answer Yes to "Are you sure to apply freeze data setting to this company".
- The message "Data Freeze Settings applied" confirms it. The row then shows who froze the data and when.
An entry dated on or before the freeze date still opens, but as read-only: it can be read and printed, not changed. With the account freeze on, the opening balance boxes in the account screen are greyed out. To unfreeze, untick and click Apply again.
38.16Recommended starting settings
A starting point for five common shops. Every row below was checked in version 261030. Start here, run for a week, then adjust.
| Setting (section) | Retail counter | Wholesaler | Pharmacy | Garment | Restaurant |
|---|---|---|---|---|---|
| Item Entry Speed In Sale (Most used) | Ask for Qty Only | Qty, Rate, Discount | Ask for Qty Only | Ask for Qty Only | Leave as it is |
| Item Entry Speed (POS) | Quickly Add Item To List | Let Me Change Rate | Ask for Qty Only | Quickly Add Item To List | Leave as it is |
| Party's Last Price (Most used) | Off | Last Price and Last Discount on | Off | Off | Off |
| Items Going negative in sales at Entry Time | Warn me | Warn and ask me | Dont Allow Negative Stock | Warn me | Allow Negative Stock Entry |
| Credit Limit Warning | Warn me | Ask me to continue | Warn me | Warn me | Warn me |
| Total Bill Amt. round off, Sale | Yes (0.50 --> 0) | Yes (0.50 --> 0) | Yes (0.50 --> 0) | Yes (0.50 --> 0) | Yes (0.50 --> 0) |
| Print What (Most used) | Direct Print original Copy | Print original + Transporter + Duplicate Copy | Direct Print original Copy | Direct Print original Copy | Leave as it is |
| Expired Batches in Sale | Warn me if any batch is expired | Warn me if any batch is expired | Dont Allow Expired Batch Sale | Allow Expired Items to Sale | Allow Expired Items to Sale |
| Enable E-Way Bill Feature + threshold | Off | On, amount from your CA | Off | Off | Off |
| Make HSN Code Compulsory in Item Entry | On if GST-registered | On | On | On | Off |
| Print / Preview or Whatsapp (POS) | Print Directly | Preview Bill | Print Directly | Print Directly | Leave as it is |
| After Each Barcode Entry | Quickly Add item to List | Ask For Qty | Ask For Qty | Quickly Add item to List | Leave as it is |
| Ask For Strip and Tabs | Off | Off | On | Off | Off |
| Apply GST as per Price Range | Off | Off | Off | On, slabs set with your CA | Off |
| Cost Code keyword | Optional | Optional | Off | A 10-letter word | Off |
| Pick Date (POS) | Pick Current System Date | Pick Current System Date | Pick Current System Date | Pick Current System Date | Pick Current System Date |
| Automatic food bill discount | Blank | Blank | Blank | Blank | If you run an offer |
| Dashboard Style | Modern UI | Modern UI | Modern UI | Modern UI | Tablio Style |
For every kind of shop, set Invoice No. Setting (Single PC / LAN) to Lock Bill No. on a single PC, and to Generate Bill No. at the time of Printing when two or more counters bill on a network.
38.17Change settings safely
Settings that change your accounts. Decide these with your CA and test on a copy of the company before you change the live one:
- Get Sale / Purchase Accounts From and Decrease Cost of Goods With Additional Discounts (38.3).
- Calculate Tax on Basic Amt. (Before Discount) for B2C, B2B and Purchase (38.3).
- Opening Stock Valuation, Closing Stock Valuation and Item Valuation Price (38.10).
- Invoice Prefix and Bill No. Format in the middle of a year (38.5).
- Take a backup of the company.
- Make a test copy and open it (your dealer can help).
- Change the setting there, save, and make three or four test bills like your real ones.
- Compare the bill, the ledger and the GST report with your CA.
- Only then change the live company, best at the start of a month or year.
Rows kept for older companies. These rows are on the screen, but in version 261030 they do not change your bills. Leave them as they are: Protect Entries on High Speed Network (LAN), Refresh Discount if we change Account Name, Show Stock Difference in Trial Balance, Currency Format, Calculate Labour on Weight, Select Last Brokerage Rate In Bargain, J-Form / I-form Title as, Activate Pole Display and Freeze All Items Opening Balances.
Questions and answers
Where is General Settings?
Click the Settings icon on the top bar, then General Settings. The screen that opens is called Options.
I pressed Ctrl+S to save and the Sale screen opened. Why?
Ctrl+S is the main window's Sale shortcut. In Options press Alt+S or click Save changes.
I changed some settings and closed the screen. Are they saved?
No. Close does not save and does not ask. Open Options again, make the change, check the footer says "1 unsaved change", and press Alt+S.
How do I undo changes I have not saved yet?
Click Discard in the footer. Every row goes back to what is saved.
I cannot find a setting a video talked about.
Press Ctrl+F and type one word of it, such as "expired" or "round". Search covers all 138 rows in every section.
Do I have to set Options on every PC?
No. Options belongs to the company, so every PC that opens it follows the same settings. Only the fiscal printer rows are kept per PC.
I saved a setting but the open Sale screen still works the old way.
Close the Sale or POS screen and open it again. Screens read the settings when they open.
I pressed Alt+S but "Settings Saved" never came; a Cost Code message came instead.
The Cost Code keyword must be exactly 10 different characters. Fix it or clear the box (POS section) and save again; until then the save does not finish.
I typed MYKITCHEN as the cost code keyword and it is refused.
MYKITCHEN has 9 letters. The example in the hint is MYKITCHEN1, with a tenth character. Use any word of 10 different characters, such as BLACKHORSE.
My POS bill shows paise although Round off is Yes.
The POS rounds only with Yes (0.50 --> 0). Change Most used → Round off → Total Bill Amt. → Sale to that choice and save.
I set Purchase round off to No, but after saving it shows Yes again.
In version 261030 the Purchase box follows the Sale box when Sale is Yes (0.50 --> 0). Ask your dealer if you need different rounding for purchases.
Same Item Warning works on the Sale screen but not on POS.
That is how it is built: the setting is checked on the Sale (and Stock Issue) screen only.
The credit limit warning never appears.
Check three things: the party has a Credit Limit in its account (4.6), the bill is a credit bill, and Credit Limit Warning is not Never Chack Credit Limit.
What is the difference between Credit Limit and Bill Limit?
Credit Limit compares the party's whole balance including this bill. Bill Limit compares this one bill, or with Set it as Monthly Limit this month's sales to the party.
I chose Whatsapp + Print for the POS, but it comes back as Preview Bill.
In version 261030 Options cannot keep that choice. Use Whatsapp On Customer Mobile or Print Directly.
The E-Way Bill box opens on every big bill. Can I stop it?
It opens when the bill is above the amount in Ask for Eway Details if Bill Crosses Threshhold Limit. Check that amount with your CA, or turn off Enable E-Way Bill Feature if you never need e-way bills.
How do I get bill numbers like GST/0007?
Type GST/ in Invoice Prefix → B2B Invoices and choose 0000 in Bill No. Format (Printing and bill numbers). Numbering must be automatic in Help → Voucher Numbering.
Two counters got the same bill number.
Set Invoice No. Setting (Single PC / LAN) to Generate Bill No. at the time of Printing. Each new sale bill then takes its number at save.
How do I stop the counter selling expired medicine?
Set Warnings and locks → Expired Batches in Sale to Dont Allow Expired Batch Sale. The Sale screen and POS both refuse the batch.
Where do I type the price ranges for Apply GST as per Price Range?
On each tax slab: Settings icon → Manage Tax Slabs, boxes under Price Range Applicable. Then turn the switch on in POS print and barcode.
The pole display shows nothing.
In version 261030 the POS does not send figures to a pole display, whatever the Devices rows say. Ask your dealer.
Can staff still see bills in a frozen period?
Yes. They open as read-only and can be printed, but not changed.
How do I unfreeze data?
Open Freeze data, untick Freeze All Entries Upto (and the other ticks), click Apply and answer Yes.
I froze items' opening balances but opening stock can still be changed.
In version 261030 that tick is saved but not checked by the item screen. Control who may edit items through user rights instead.
I changed Dashboard Style but nothing changed.
Click the Dashboard icon on the top bar, or log out and in again. The dashboard opens in the new style.
The automatic food bill discount is not taken off the drinks.
That is correct when the drinks' item group has No Discount in Touch POS ticked. The % works on the food amount only.
The cashier typed 5 % on a food bill. Will the automatic discount overwrite it?
No. A discount the cashier types is kept.
What does Show Max Date mean?
The latest date that has any entry in your books. Show Last Voucher Date is the date of the last entry saved, and Show Current Date is today if it falls in the open year.
Check For Chat ID says "No messages found. Send a message to your bot first."
Open Telegram on the owner's mobile, send "/start" to the new bot, wait a few seconds and click Check For Chat ID again.
The UPI QR does not print on my bill.
Fill both UPI Payment Account ID and UPI Payment Receiver Name, save, and use a bill format that has the UPI QR field.
Where did the old Options tabs go?
Click Classic view at the top right. New look brings you back. Both save the same settings.
Which settings should I never change without my CA?
Get Sale / Purchase Accounts From, Calculate Tax on Basic Amt., Decrease Cost of Goods With Additional Discounts and the three stock valuation rows (38.17).