App for Salesmen

Optional Add-on

Part of the Mobile App (gstapp) add-on — contact Data Spec (www.dataspec.info) for activation and pricing.

Features

• Party Card — one screen with a party's ledger, bills due, receipts and orders
• Bill-wise and Ledger-wise (FIFO) outstanding
• Category (Collection Group) browsing
• Order entry, direct into dsGST — pause an order and resume it later
• Receipt entry, with UPI QR code collection
• Currency calculator

See also Shared Features for Manufacturers, Pricing, Master Data Sync and Printer setup, which this login also has access to.

Party Card

Party Card is the fastest way to work with a single party — tap the red Party Card button on the home screen, then search for and select a party.

Once selected, you'll see:

• Contact details (city, mobile, GSTIN) and their Collection Group, if any
• A balance/credit-limit summary bar
• Unadjusted Amount, if the party has one — payments received but not yet matched to a specific bill

Below that, four tabs:

• Ledger — running balance for this party, with opening and closing balance shown. Tap Open Full Ledger for the complete transaction history (see Ledger & Transaction History below).
• Bills Due — this party's outstanding bills, oldest first, with days overdue. Tap Open for Receipt Entry to jump straight into recording a receipt against one of them.
• Receipts — jumps to this party's receipt list.
• Orders — jumps to this party's order list.

A New Order — <party name> button stays pinned at the bottom of the screen the whole time a party is selected, so you can start an order for whoever you're looking at without hunting for a separate menu.

Two more buttons sit just above that: Update (only shown once a party is selected) and Add Party (always available) — see Field Entry below.

Bills & Outstanding

Tap B.Dues on the home screen (or Bills Due from a Party Card) to see what a party owes — but it can show that in two different ways, and it's worth knowing which one you're looking at:

• Bill-wise Outstanding (the default) matches unpaid amounts to specific invoices — the same "Outstanding by Bill" figure used on the desktop side. Good for "which exact bills is this party behind on."
• Ledger-wise Outstanding (FIFO) is a single running balance for the party, worked out oldest-transaction-first. You land here from the Ledger tile on the home screen (a party-balance list, not the same as one party's full Ledger screen) — the screen retitles to Bills Due (FIFO) and its header is highlighted so it's clear you're in this mode, not the default one.

Both numbers can legitimately differ for the same party — they're two different calculations, not a bug. See the desktop guide's Bill Wise Outstanding and Outstanding by Bill articles if you want the full mechanics behind either figure.

Category Browsing

Tap C.Grp on the home screen to browse Collection Groups (account categories) with item counts — useful for filtering which parties belong to your patch. See the desktop guide's Collection Groups article for how these are set up.

Orders

Viewing an order

Tap Order List on the home screen to see your orders with their status and delivery tracking. Tap any order to see its line items, rate, quantity, GST, delivery address, and a status timeline.

Placing a new order

1. Tap Order on the home screen (or New Order from a Party Card, which skips straight to step 2 with the party already picked), then search for and select the party if you haven't already.
2. Add items one at a time — search, check stock, confirm price and quantity for each.
3. Check the item count and order value at the bottom of the screen. The value is quantity × rate only — scheme and GST aren't included.
4. Tap Save — the order goes straight into dsGST, ready for the office to process.

The order is dated the day you started it, even if you finish and save it on a later day. Rates and stock shown while entering are a guide only — the actual rate and stock are applied when the office converts the order into a sale bill.

Pausing and resuming an order

You don't need to finish an order in one go. As soon as you've added the first item, the app keeps a copy of the order on your phone and updates it after every change — there's no Pause button to remember. Just go back, do whatever else you need to (a receipt, another party's order, a phone call), and pick it up again later. The copy survives even if the app is closed or the phone restarts.

To get back to a paused order:

• Order List — paused orders appear in their own section at the top. Tap one to carry on exactly where you left off. The Order List button on the home screen shows a small count when you have paused orders waiting.
• Party Card — if you tap New Order for a party that already has a paused order, the app asks whether to Resume it or Start New.

A paused order stays until you either Save it successfully or throw it away:

• Discard button on the order entry screen, or
• press and hold the order in the Paused orders section of the Order List.

Removing every item from an order also discards it.

If Save fails — no signal, or the server can't be reached — the order is kept as a paused order so nothing is lost; open it and tap Save again once you're back online. Saving the same order twice (for example, tapping Save again after a slow connection timed out) is safe — it's only recorded once in dsGST.

note

Paused orders are kept only on your phone. The office can't see them until you save, and they're lost if the app is uninstalled or you move to a different phone — so don't leave an order paused longer than you need to. If several people share one phone, each login sees only its own paused orders.

Receipts & UPI Payments

Recording a receipt

A receipt always starts from what the party owes, so it can be matched to bills straight away:

• Against specific bills — open the party's Bills Due (from the home screen's B.Dues, or Open for Receipt Entry on a Party Card), tap the bills being paid to select them, then tap the ₹ button at the bottom.
• On account — in the Ledger party-balance list, press and hold the party.

The receipt form then opens with the selected amount already filled in:

1. Choose the payment mode — Cash, UPI, Cheque, Eft or Other.
2. Check the date, then adjust the amount received and any discount allowed. Diff shows what's left of the selected amount after both.
3. Add a remark, and the cheque number or transfer reference if there is one.
4. Tap Submit. If a printer is selected, a receipt slip prints automatically.

Collecting by UPI

When the payment mode is UPI, tap Get QR Code and let the customer scan the QR on your screen with any UPI app — the amount is already filled in for them. The amount and discount are locked once the QR is shown; change the mode or amount and you'll need a fresh QR.

If your firm uses ICICI Dynamic QR (set up by Data Spec), the QR comes from the bank and carries a transaction ID. Submit stays disabled until you tap Check Status and the bank reports the payment as SUCCESS — so a receipt is never recorded for a payment that didn't go through.

Viewing a receipt

Recp List lists your receipts — use Today, 7 days, 4 weeks or the filter button (a custom date range) to narrow it down. Tap a receipt to see its details, then Print it again or Send WApp to share it on WhatsApp. Receipts collected through ICICI Dynamic QR show their Trn Id; tap it to check the payment status with the bank again.

Ledger & Transaction History

Tap Ledger on the home screen for a list of party balances, then open a party to see its full transaction history — every debit and credit with a running balance, most recent first. Use the date range and transaction-type filters at the top to narrow it down, e.g. only receipts in the last month.

Currency Calculator

Tap Curr Calc on the home screen to count cash by denomination — useful when collecting a cash payment. Enter how many notes of each denomination (2000 down to 5, plus loose change) you have, and the total is worked out as you type.

Enter a Target — the amount you're meant to collect — and the calculator also shows how much more you Require (short of the target) or need to Return (over it). Tap Print for a slip of the count on the selected printer.

Field Entry

Propose a new outlet, or an update to an existing party's Phone/License numbers, straight from the field — nothing you enter here changes the account directly, it goes to the office for review first. From Party Card:

• Update (only shown once a party is selected) — proposes a new Phone, License No. 1, and License No. 2 for that party.
• Add Party (always available) — captures the same fields for a shop that isn't in dsGST yet, plus Address, City, GSTIN, and State.

Either way, the app also captures your current GPS location automatically, and lets you attach one or more photos (of the shop, its license, etc.) before you submit — tap to take a photo, and remove any you don't want to send with the small X on its thumbnail.

Tap Submit when you're done. Like orders and receipts, this needs a live connection to save — if you lose signal partway through, finish it again once you're back online rather than assuming it went through.

See Field Entry for how the office reviews and accepts what you've submitted.