If using email: verify your account via the link sent to your email
If using mobile OTP: enter the 6-digit OTP to create your account instantly
Tip: OTP is sent via SMS and Email both. If SMS doesn't arrive, check your registered email.
2. First Login
Login with your username/email + password, or use the new OTP Login feature to sign in via Mobile or Email OTP without a password.
3. Dashboard Overview
Your dashboard is the home screen showing key metrics: today's sales, total invoices, top customers, AI suggestions, and live gold/silver prices. The navigation menu on the left provides access to all modules.
4. Initial Setup
Go to Admin Settings → Global Settings
Update your shop name, GST number, address, and banking details
Add Categories (e.g., Rings, Necklaces, Bangles)
Add Materials (e.g., Gold, Silver, Platinum)
Set up Purities (e.g., 22K, 18K, 916)
Configure Pricing per gram for each material
Invoicing
Invoice Creation Flow
Creating an Invoice
Click Create Invoice from the menu
Select or add a customer
Add items with material, purity, weight, making charges
GST (CGST/SGST/IGST) is auto-calculated based on your settings
Add discounts if applicable
Set payment mode and amount
Save and print or share via WhatsApp
Use Voice Invoice — just speak to add items: "Add 22 karat gold ring, 5.5 grams, making charge 500"
Editing an Invoice
Click on any invoice in the Invoice List to view or edit. You can add/remove items, update payments, or reprint.
Partial Payments
Record partial payments on the Advanced tab. Enter invoice number and amount paid. The system automatically tracks remaining balance.
Customer Management
Adding Customers
Add customers via the Add Customer button. You can capture photos via camera, add multiple phone numbers, and upload ID proof.
Customer History
The Customer Management tab shows all customers with their purchase history, total spent, and last visit date.
Customer Search
Search by name, phone, or email. Filter by recent, frequent, or high-value customers.
Gold Loan Management
Creating a Gold Loan
Go to Gold Loan tab
Click New Loan
Select customer, enter loan amount, interest rate, and item details
Set duration and start date
Print loan receipt
Interest & Payments
Interest is auto-calculated (monthly or yearly as configured). Record payments against loans, and the system tracks remaining balance.
Loan Notifications
Overdue loans and interest dues automatically generate notifications.
Stock Management
Managing Inventory
Track raw material stock (gold, silver, etc.) and finished item inventory. Set stock thresholds to get low-stock alerts.
Stock Entries
Record stock in/out with the Stock Entry modal. Specify material, weight, type (purchase/sale/adjustment), and notes.
Plans & Subscriptions
Available Plans
Plan
Features
Invoices
Users
Free
Basic invoicing, Customer management
50/month
1
Silver
+ GST, Reports, Calculator
200/month
2
Gold
+ Gold Loan, Stock, Reminders, Import
500/month
5
Platinum
+ Multi-user, Advanced Reports, AI
Unlimited
10
Diamond
All features + Priority Support + Voice
Unlimited
Unlimited
Upgrade / Downgrade
Click Upgrade in the header to change your plan. You can upgrade anytime. Downgrade takes effect at the end of your current billing period.
Extension
Extend your plan duration (monthly/yearly) from the Upgrade modal without changing your tier.
Reports & Analytics
Report Types
Sales Summary — Daily, weekly, monthly sales with charts
Customer Analytics — Top customers, frequency, average order value
Item Performance — Best/worst selling items
GST Reports — GSTR-1, GSTR-3B, HSN summary
Gold Loan Report — Active loans, overdue, interest collected
Stock Report — Material-wise stock levels, movement
AI Insights — AI-powered predictions and suggestions
Exporting Reports
Download reports as PDF or Excel from the Reports tab. Use date filters to select specific periods.
Data Backup
Backup Options
Manual Backup — Download your shop data as SQL/CSV at any time
Auto Backup — Automatic daily/weekly backups (Platinum+ plans)
SOAP Backup — Sync data via SOAP API for enterprise integration
Tip: Regular backups protect you from accidental data loss. Use the Data Backup tab to schedule automatic backups.
All invoices, reports, and calculations will use the selected currency symbol and formatting
Security & Data Protection
Your business data is protected with industry-standard security measures.
HTTPS Encryption
All data transmitted over encrypted SSL/TLS connection
CSRF Protection
Every form submission verified with unique tokens
Password Hashing
Bcrypt-hashed passwords, never stored in plain text
Encrypted URLs
Invoice and report URLs are encrypted to prevent tampering
Role-Based Access
Admin, User, SuperAdmin with separate permissions
Activity Logging
All logins, actions, and changes are logged for audit
Security Headers: X-Content-Type-Options, X-Frame-Options, X-XSS-Protection, Referrer-Policy, and Permissions-Policy are enforced on every request.
Inventory Pro — Serialized Piece Tracking
The advanced inventory module tracks each piece individually with unique SKU, barcode, and optional RFID tags. Perfect for jewelry shops that need piece-level visibility.
Barcode & RFID Scanning
Scan pieces with barcode scanners or RFID readers for instant lookup
Multi-Branch
Track inventory across multiple store locations with inter-branch transfers
Suppliers
Manage suppliers with GST info and track purchase history
Aging Analysis
See how long pieces have been in stock — 30, 60, 90, 180+ days
How to Access
From the mega-nav menu: Tools → Inventory Pro (opens in new page)
Login required — uses your same shopkeeper account (no separate login)
URL: /shop/inventory
Adding an Inventory Piece
Click + Add Piece
SKU is auto-generated. Fill in item name, metal type, purity, weights
Add stone details, making charge, cost & selling price
Enter certificate info (BIS, IGI, GIA), hallmark number
Select location (display case, vault), supplier, and branch
Click Add Piece — piece appears in inventory with barcode
Scanning & Lookup
Click the Scan button to open the scanner. Point your barcode scanner at the code, or type the SKU manually. The system instantly shows piece details, status, and location.
Status Tracking
Each piece has a status: In StockSoldReservedIn RepairOn ApprovalTransferred
Database Tables
Powered by the 002_inventory_system.sql migration creating: inventory_pieces, inventory_piece_history, inventory_piece_images, branches, branch_transfers, suppliers, work_orders, karigars, and more.
Tip: Run the SQL migration first before using Inventory Pro. The basic Stock Management tab (in Tools) still works for simple weight-based tracking without individual piece tracking.
Staff Pro — Tasks, Commission & Salary
Complete staff management with task assignment, commission tracking, salary payments, and a separate Staff Login Portal.
Task Assignment
Assign tasks with priority, deadline — staff updates status to completed
Commission Tracking
Track which staff sold which item, auto-calculate commission
Salary Management
Record salary payments, track payment history by month
Staff Login Portal
Staff members login with 4-digit PIN — view tasks & commissions
Staff login link is also available on the main Login page at the bottom
Setting Up Staff Login
Go to Staff tab (Settings → Staff) and add your staff members
In the Staff Pro tab, each staff member can be given a 4-digit PIN
Enable "Can Login" flag for staff who need portal access
Staff logs in at /shop/staff_dashboard using their PIN and shop code
Task Workflow
1
Assign Task
Admin creates task with title, description, priority, deadline
2
Staff Receives
Task appears in staff portal
3
Update Status
Staff marks In Progress → Completed
4
Admin Reviews
Admin sees completion in Staff Pro tab
Commission Tracking
When a staff member sells an item, add a commission record linking staff, invoice, and commission amount. View all commissions with date range filters.
Salary Payments
Record monthly salary payments with payment method (cash, bank transfer, UPI). Track full payment history per staff member.
Note: Staff login is separate from admin/shopkeeper login. Staff can only see their own tasks, commissions, and profile — they cannot access the admin dashboard.
Customer AI Intelligence
AI-powered customer segmentation, behavior analysis, and automated alert system. Understand your customers better and engage them smartly.
Smart Segmentation
Auto-classify customers into VIP, Gold, Silver, Regular, Dormant, At-Risk
Behavior Analysis
Purchase patterns, average order value, visit frequency, top items
Alerts & Reminders
Send offer alerts via Email or SMS to targeted customer segments
Bulk Messaging
Send bulk alerts to all VIP, Gold, or At-Risk customers at once
How to Access
Mega-nav → Tools → Customer AI
Customer Segments (RFM-Based)
The system uses RFM Analysis (Recency, Frequency, Monetary) to classify customers:
Or use Bulk Alerts to message all customers in a segment
Alert history is logged with delivery status
Behavior Analysis
Select a customer from the Behavior sub-tab to see: total orders, average order value, visit frequency, favorite items, and purchase timeline.
Tip: Use Customer AI before festivals to identify dormant high-value customers and send them personalized offer alerts!
Live Metal Price Tracker
Real-time gold, silver, and platinum price tracking from free APIs. Compare live market rates with your shop's selling prices and flash live rates on screen.
Live Gold Prices
24K, 22K, 18K gold rates per gram in your currency
Silver & Platinum
Real-time silver and platinum rates per gram
Shop Price Comparison
Compare your selling rate vs live market — see profit margin
Flash Price Bar
Scrolling ticker bar showing live prices — display on shop screen
How to Access
Mega-nav → Tools → Live Prices
Features
Auto-refresh: Prices update every 5 minutes automatically
Manual refresh: Click the Refresh button for instant update
Shop prices: Set your selling rate per material/purity — margin is shown automatically
Flash bar: Toggle a scrolling price ticker at the top of the screen — great for display monitors in your shop
Price Sources
Data is fetched from free APIs with automatic fallback: metals.live → metalpriceapi.com → goldapi.io. Prices are cached for 5 minutes to reduce API calls.
Display Tip: Open your dashboard on a TV/display screen and enable the Flash Price Bar. Customers in your shop will see live gold prices scrolling — builds trust and transparency!
Frequently Asked Questions
OTP not received — what should I do?
OTP is sent via SMS and Email both. If SMS doesn't arrive: (1) Check your email inbox and spam folder, (2) Ensure the mobile number is correct and has network, (3) Wait 60 seconds and click Resend, (4) You have up to 5 OTP attempts per day. If issues persist, use Email login instead or contact support.
How do I change my plan?
Click the "Upgrade" button in the dashboard header. Select your desired plan (Silver, Gold, Platinum, Diamond), choose monthly or yearly billing, and complete the payment via Razorpay.
Can I downgrade my plan?
Yes. Downgrades take effect at the end of your current billing period. Your existing data is preserved, but some features may become locked.
How does Voice Invoice work?
Click the microphone button on the invoice page and speak your item details naturally. The AI will parse weight, material, purity, and charges from your speech. This feature requires a modern browser with microphone access (Chrome, Edge, Safari).
Is my data secure?
Yes. All data is encrypted, stored on secure servers, and accessible only to authorized users. We use HTTPS encryption and follow industry best practices. You can also download manual backups at any time.
How do notifications work?
Notifications are auto-generated for: overdue loans (weekly), interest due (monthly), and low stock alerts. Click the bell icon in the header to view all notifications. Use the filter pills to view specific notification types.
What currencies are supported?
SwarnaERP supports 18+ currencies including INR, USD, EUR, AED, GBP, SAR, KWD, SGD, MYR, AUD, BHD, OMR, QAR, THB, JPY, CNY, ZAR, and CAD. Set your preferred currency during signup or in Global Settings.
How do I use keyboard shortcuts?
Keyboard shortcuts are active on all pages. Use Alt (Windows/Linux) or Option (Mac) + the shortcut key. For example, Alt+N opens a new invoice, Alt+C opens the calculator. See the full list in the Shortcuts section above.
Can I upload old handwritten bills?
Yes! Use the Old Slips tab to upload photos or scans of handwritten bills. Tag them with date, customer name, and amount for easy searching. Supported formats: JPG, PNG, WEBP, PDF (up to 5 MB).
How do I customize my invoice slip design?
Click the Customize Slip button above the invoice preview. Toggle checkboxes to show/hide sections like shop header, customer details, GST breakup, bank details, terms & conditions, and more. Your preferences are saved automatically.
How do I create a savings scheme for customers?
Go to the Schemes tab → click + New Scheme. Define the plan name, monthly installment amount, duration, and maturity bonus. Then enroll customers who can make monthly deposits toward jewelry purchases.
Can I import data from my old software?
Yes. Go to Settings → Import, download the CSV/Excel template, fill in your data, and upload. SwarnaERP supports importing customers, items, stock entries, and invoice history. Contact support for assisted migration.
What happens if my subscription expires?
You'll be redirected to the subscription renewal page. Your data is safely preserved for 30 days. Renew within that period to restore full access. After 30 days, data may be archived but can still be recovered by contacting support.
How does Inventory Pro differ from Stock Management?
Stock Management (in Tools) tracks raw material by weight — useful for gold/silver stock in/out tracking. Inventory Pro tracks each individual piece with a unique SKU, barcode, and RFID tag — ideal for showroom inventory, display case management, and piece-level audit trails. You can use both together.
How do staff members login?
Staff have a separate login portal at /shop/staff_dashboard. They enter their Shop Code and a 4-digit PIN (set by the admin in Staff settings). From there they can view/update their tasks, see commissions, and view their profile. Staff cannot access the admin dashboard.
How does Customer AI classify customers?
Customer AI uses RFM Analysis — Recency (when did they last buy), Frequency (how often), and Monetary (how much). Customers are auto-classified into tiers: VIP, Gold, Silver, Regular, Dormant, and At-Risk. This helps you target campaigns and prioritize high-value customers.
Where do live metal prices come from?
Prices are fetched from free public APIs (metals.live, metalpriceapi.com, goldapi.io) with automatic fallback. Prices are cached for 5 minutes. You can also set your own shop selling rates for comparison and profit margin tracking.
Can I run the SQL migration for Inventory Pro?
Yes. The migration file is at migrations/002_inventory_system.sql. Import it via phpMyAdmin or run it in the MySQL console: source /path/to/002_inventory_system.sql. All tables use CREATE TABLE IF NOT EXISTS so it's safe to run multiple times.