हिन्दी

Welcome to Matih Setu

What you’ll do here: learn what Matih Setu does, who it is for, and how to use this guide.

Matih Setu is billing and stock software for Indian shops: kirana stores, general stores and other retail counters. It runs on a Windows computer at your shop.

It is made by Matih Labs. In this guide we call it “Setu” for short.

The main window. It opens after you sign in; click Matih Setu in the title band to come back to it.

What Setu does

• Billing at the counter. Scan or type items, take cash, UPI, card or credit (udhaar), and print the bill.
• GST bills. Setu works out CGST, SGST and IGST on every bill. A shop with a GSTIN gets GST invoices. A shop without one gets plain bills.
• Purchases. Enter your suppliers’ bills. Stock goes up, and what you owe the supplier is kept.
• Stock. See what is on the shelf, what is running low, what is near expiry, and stock at old and new MRP.
• Customers and suppliers. Keep each party’s khata: what they owe you, or what you owe them.
• Reports. Daily sales, day closing, the cash book, outstanding dues, GST returns and more.
• Backups. Setu backs up your shop data by itself every day.

Billing works without the internet

Bills are saved on your shop’s computer. If the internet goes, billing carries on. You need the internet only now and then, for example to activate and renew your licence.

Who this guide is for

• Shop owners. You set up the shop, add staff, look at reports and keep the backup key safe.
• Managers. You enter purchases, handle stock, and approve changes for cashiers.
• Cashiers. You make bills and take money.

Each chapter says who can do what. If something on your screen is greyed out, it needs a manager or the owner to sign in. See Users and roles.

Keyboard or mouse: both work

Setu is made for fast keyboard billing, like the billing software many shops already know. Every key Setu shows on screen can also be clicked with the mouse.

In this guide, keys look like this: F2, Enter, Alt+N. Alt+N means: hold Alt and press N.

Menu paths use the › sign. Utilities › Backup now means: open the Utilities menu, then choose Backup now.

Words in this guide

• Bill. A sale bill (invoice) you give a customer.
• Party. A customer or a supplier.
• Khata / ledger. The running account of one party.
• Dr. On a customer, Dr means the customer owes the shop.
• Cr. On a supplier, Cr means the shop owes the supplier.
• MRP lot. Stock of one item at one MRP. When an item comes in at a new MRP, Setu keeps the old-MRP stock and the new-MRP stock apart.

Getting help

• Your distributor set up Setu for you. Their name and help line show on Setu’s main window.
• Matih support helps with problems your distributor can’t fix: phone +91-6364247664, e-mail contact@matihlabs.com.
• Questions and troubleshooting explains the most common messages.

Never tell anyone your PIN, passphrase or backup recovery key. Not your distributor, and not Matih support.

हिन्दी

Installing Matih Setu

What you’ll do here: check that your computer is ready, and see how Matih Setu is installed safely.

Usually your distributor or Matih support installs Setu for you, with you there. This page tells you what they do, so you know what to expect. If you install it yourself, follow the same steps.

What your computer needs

Also good to have:

• A UPS, so a power cut doesn’t switch the computer off in the middle of a bill.
• Your bill printer’s own Windows driver, from the printer maker. See Printing.
• A pen drive that stays with the owner, for backup copies. See Backups and restore.
• On Windows 10, turn off News and interests on the taskbar. Its pop-up can take the keyboard in the middle of a bill.

What you get

You get two files from Matih or your distributor:

• the installer, named like Matih-Setu-Setup-<version>-x64.exe;
• a small text file, SHA256SUMS.txt, that holds the installer’s “fingerprint”.

Check the installer’s fingerprint first

The fingerprint (called SHA-256) is a long number worked out from every byte of the file. If even one byte is different, the number changes completely. So if the fingerprint matches, you know the installer is exactly the one Matih made: not damaged while downloading, and not changed by anyone.

To check it:

1. Put the installer and SHA256SUMS.txt in the same folder.

2. In that folder, open Windows PowerShell.

3. Type this, with the real file name, and press Enter:

   Get-FileHash .\Matih-Setu-Setup-<version>-x64.exe -Algorithm SHA256

4. PowerShell shows a long number. Compare it with the number for that file in SHA256SUMS.txt. Capital or small letters don’t matter.

5. If the numbers match, the installer is good.

6. If they don’t match, don’t run it. Get the installer from Matih or your distributor again.

Run Setup

1. Double-click the installer.
2. If Windows says “Windows protected your PC”, click More info, then Run anyway.
3. Windows asks whether to let the app make changes to your computer. Click Yes. If the shop’s Windows account is not an administrator, Windows asks for the administrator’s password here.
4. Terms. Read Matih’s Terms and Conditions. Tick “I have read and accept the Matih Terms and Conditions”, then click Next.
5. If Setup asks where to install Setu, leave it as it is and click Next.
6. Shop Windows account. Setup asks “Which Windows account(s) will use Matih Setu at the counter?”. It fills in the account signed in to Windows right now. Check it is the short sign-in name the shop uses every day, and change it if not. Only that account (and administrators) can open the shop’s data. For more than one account, separate the names with commas.
7. Setup installs. On the last page, keep Start Setu now ticked and click Finish.

Setup puts a Matih Setu icon on the desktop.

Finding the shop’s Windows sign-in name

The name Setup needs is the short sign-in name, never an e-mail address, and not the full name on the Windows start screen.

1. Sign in to Windows with the shop’s everyday account.
2. Open Command Prompt, type whoami and press Enter.
3. It shows something like shop-pc\counter. The part after the \ is the name: counter here.

If Setup refuses the name, nothing has been installed yet. Read its message, type the right name and click Next again.

If the last page says the shop data is not locked

If the last page says “Matih Setu is installed, but the shop data is not locked”, stop. Run Setup again straight away and type the shop’s short sign-in name. Carry on only when Setup finishes without that page.

Next

Setu opens on first-time setup. See First-time setup.

Removing Setu

If Setu ever has to be removed (Windows Settings › Apps › Matih Setu › Uninstall), it asks whether to also delete all shop data (bills, items, accounts, backups). Answer No. Your shop’s data then stays on the computer, and opens again when Setu is installed again.

हिन्दी

First-time setup

What you’ll do here: give Setu your shop’s details, make the owner’s sign-in, and switch the licence on.

The first time Setu opens on a computer, it shows Matih Setu — first-time setup, with “Welcome to Matih Setu” at the top. You fill this page once. After that, Setu opens straight on the sign-in window.

Keep these ready before you start:

• the licence key from your distributor or Matih;
• the owner’s WhatsApp number (10 digits);
• the shop’s details as they should print on bills: name, address, phone;
• the shop’s GSTIN, if it has one;
• a working internet connection. It is needed this one time, to switch the licence on.

Fill in the page

The cursor starts in the first box. Press Enter or Tab to go to the next box.

Choosing the owner’s passphrase

The owner’s passphrase protects everything in the shop: costs, profits, users and backups. Make it strong:

• at least 8 characters, with both letters and numbers;
• spaces are fine, so a few words and a number are easy to remember;
• not the owner’s name, the shop’s name or a mobile number;
• different from any PIN.

If the two passphrase boxes don’t match, Setu empties both. Type the same passphrase in both again.

Write the passphrase down and keep it safe, away from the counter. Never tell it to anyone, not even Matih support.

Bringing data from your old software

Below the boxes there is a tick box offering to bring your items and parties from your old billing software. Tick it if you are moving from other billing software. Once the shop is set up, Setu opens Data Import / Export for you. See Bringing data from your old software.

You can leave it unticked and do this later from Utilities › Data Import / Export.

Press Activate

1. Check every box once more. The shop name, address, GSTIN and state code print on every bill.
2. Click Activate.
3. Setu says “Activating the licence key…” while it checks the key with Matih over the internet.
4. When it is done, a box may name your Matih Setu distributor and their help line. Note them down. Click OK.
5. Setu opens the main window, with the owner signed in.

Setu takes the first backup of the new shop straight away.

If Activate shows a message

The message appears in red under the boxes. It says what to fix. The common ones:

If the key is already in use for another shop or computer, the message says so. Call your distributor or Matih support.

If this computer had your shop before

If this computer had your shop on Setu before, and Matih holds an online backup of it, Setu tells you so. It offers two choices:

• Restore my shop brings your shop back from the online backup. This is almost always the right choice. See Backups and restore.
• Start a new, empty shop starts again with nothing. Setu asks once more before doing this, and says the date until which the old shop’s online backups are kept. Choose this only if you really want to start fresh.

If the page is locked

If the top of the page shows a red message that the shop’s data is not locked, and nothing can be typed, Setup did not finish its work. Close Setu, run Setup again with the shop’s Windows sign-in name (see Installing), then click Check again.

Setting up on a new or repaired computer

If your shop already uses Setu and you are moving to a new computer, or the old one was repaired, don’t fill this page. Use one of the two buttons under it instead:

• Restore my shop (new or repaired computer)… brings the shop back from Matih’s online backup. You need the shop’s licence key and the owner’s backup recovery key.
• Restore a backup instead… brings the shop back from a backup file (ending in .setubak) on a pen drive. You need the owner’s backup recovery key.

See Backups and restore for both.

After setup

Your shop is ready for billing. Next:

1. Check the bill printer: Utilities › Printer setup (Ctrl+F11). See Printing.
2. Add your items, or bring them from your old software. See Items and stock.
3. Make a PIN for each cashier. See Users and roles.
4. Set the backup recovery key. See Backups and restore.

हिन्दी

Your licence

What you’ll do here: understand the shop’s licence key, the orange licence line, and what to do when it asks for something.

Each shop has one licence key, from your distributor or Matih. Keep it private, like a PIN. One key is for one shop’s main computer.

You type the key once, during first-time setup. After that, Setu looks after the licence by itself. It checks with Matih now and then whenever the computer is on the internet. You don’t have to do anything.

Keep the licence key safe with the owner, like any important shop paper. Never post it or share it with anyone other than your distributor or Matih support.

Billing does not stop for the internet

Setu keeps working with no internet. The licence only needs the computer to come online now and then. If it has been offline for a long time, Setu warns you first, and tells you the date by which to connect.

The orange licence line

When the licence needs attention, an orange line appears under the title band at the top of the main window. It says, in plain words, what has happened and what to do. Bills you have already saved are always safe. Even when new bills are paused, you can still open reports, read old bills, take backups and export.

Entering the licence key again

Sometimes the orange line has a button: Enter the shop’s licence key…. Use it when:

• the shop was moved to a new computer, once Matih support has moved the key to it;
• the line says the licence couldn’t be checked on this computer.

To enter the key:

1. Click Enter the shop’s licence key… on the orange line.
2. Type the shop’s licence key in Licence key.
3. Make sure the internet is on, then click Activate.
4. Setu says “Done. This computer has the shop’s licence now.” Click OK.

If the shop is connected to Matih on WhatsApp, the button may say Owner: connect to Matih again… instead. The owner signs in once, the same way as in Matih on WhatsApp.

Seeing the licence details

The owner or a manager can open Utilities › Licence information. It is read only. It shows:

• the last few characters of the licence key (never the whole key);
• the licence’s status and the date it is valid until;
• the shop’s name, and a short id of this computer;
• the last time the shop moved, and how many self-moves have been used in the last 12 months;
• when Setu last checked the licence with Matih;
• your distributor’s name and help line.

Matih support may ask you to read out a line from here on the phone. They never need the full licence key.

हिन्दी

Signing in

What you’ll do here: sign in to Setu, switch users at the counter, and change your own PIN or passphrase.

Every person who uses Setu has their own user name. Each bill, return and change records who did it. So each person signs in as themselves, never as someone else.

Signing in

When Setu starts, it shows the Matih Setu — Sign in window. Under the Setu name it says “Saved on this computer — works without internet”.

The Sign in window. It opens when Setu starts, and when you press Ctrl+U to change user.

1. In User, pick your name from the list, or type it.
2. The cursor is in the secret box. Its name follows the user you chose:
   • PIN for a cashier (at least 4 digits);
   • Passphrase for the owner or a manager (at least 8 characters, letters and numbers).
3. Type your PIN or passphrase. It shows only as dots.
4. Press Enter, or click Sign in.

Setu opens the main window. Press Esc on the sign-in window to close it without signing in.

If sign-in is refused

If a cashier forgets their PIN, the owner sets a new one in Masters › Users & PINs. See Users and roles.

If the owner forgets the passphrase, call Matih support. Don’t reinstall Setu, and don’t try to guess.

“Set a stronger passphrase”

The owner and managers must sign in with a passphrase, not a short PIN. If an owner or manager still has a short PIN (from an older version of Setu), Setu asks them to Set a stronger passphrase right after signing in:

1. In Current PIN / passphrase, type the PIN you just signed in with.
2. In New passphrase, type a passphrase of at least 8 characters, with letters and numbers. Spaces are fine. Don’t use your PIN or your user name.
3. Type it again in New again.
4. Click Save, or press PgDn.

If you click Later (billing only), you can bill, but owner and manager work stays locked until you change it.

Changing your own PIN or passphrase

Anyone can change their own PIN or passphrase:

1. Open Masters › Change my PIN / passphrase.
2. Type your current PIN or passphrase, then the new one twice.
3. Click Save.

A cashier’s PIN must be at least 4 digits, and not one anyone would guess, such as the same digit four times or digits in a row.

Changing user at the counter

When the next person takes over the counter, they sign in as themselves:

1. Press Ctrl+U (or click Change user (Ctrl+U) in the status band at the bottom).
2. The sign-in window opens. The next person signs in.

Do this at every change of shift, and whenever a manager needs to do something a cashier can’t.

Closing Setu

Press Ctrl+Q, or choose Exit › Exit Matih Setu. Setu asks “Close Matih Setu?”. No is already selected, so a stray Enter doesn’t close it. Choose Yes to close.

Keeping PINs and passphrases safe

• Never tell your PIN or passphrase to anyone. Matih support and your distributor never need it.
• Don’t write PINs on the counter, the monitor or the keyboard.
• If you think someone knows your PIN, change it at once.

हिन्दी

Finding your way around

What you’ll do here: learn the parts of Setu’s main window, and how to move around with the keyboard or the mouse.

Setu is made for a busy counter. Everything can be done from the keyboard, fast. Everything can also be clicked with the mouse. Use whichever you like, or both.

The main window, top to bottom

The main window. It opens after you sign in; click Matih Setu in the title band to come back to it.

The menu bar

The dark bar at the very top holds every menu:

Masters · Transactions · Accounts · Books · Stocks · Daily Reports · Reports · Financial Reports · GST · Utilities · Help & Shortcuts · Exit

The menu bar is always there, on every screen, even in the middle of a bill. Click a menu to open it, or press Alt and use the arrow keys.

The Transactions menu, opened with Alt and the arrow keys. Each entry shows its hot key.

Each menu entry shows its hot key beside it, where it has one. Some entries are only for the owner or a manager. A cashier who picks one sees a line like “Purchase Bill needs Manager sign-in. Ctrl+U to change user.”

At the right end of the bar is the अ/A button. It shows or hides Hindi words beside the English captions on this computer.

The title band

Under the menu bar is the title band. It shows the name of the screen you are on, with today’s date and the time.

Click Matih Setu in the title band to go back to the main menu. If a bill with items is open, Setu doesn’t throw it away. It tells you to save it (End) or hold it (Alt+H) first.

If there is an orange line under the title band, it is about your licence. See Your licence.

The middle: your work

The main menu (the home screen) has three parts.

On the left, six big job buttons. Press the number key, or click:

A job a user may not run is greyed out.

In the middle, your shop. The shop name, address, GSTIN and today’s date. Under them is a small shop panel:

• whether the shop is connected to Matih on WhatsApp, and when the shop’s data last went up online;
• About (F2), Find a setting (F3, owner), Restore backup (F4, owner) and Show all keys (Ctrl+F1).

On the right, the main menu list. It has the jobs people do most, such as New sale bill, Change a saved bill, Money received, Party khata (ledger), Stock in hand and Today’s sales summary. Move with ↑ ↓ and press Enter, or click an entry. You can also type the first letters of an entry to jump to it.

The owner and managers also see a Today panel: today’s sales, number of bills, and how much came in cash, UPI, card and credit.

The status band

Near the bottom, the status band shows:

• who is signed in, with Change user (Ctrl+U) beside the name;
• whether the shop’s data is up to date online (see below);
• when the last backup was taken, for example “Backup 28-10 21:00”;
• your distributor’s name and help line;
• the financial year, today’s date, the day and the time;
• an All keys (Ctrl+F1) button.

Lines that need your attention appear just above the status band, in red or orange. They always say what to do. See Questions and troubleshooting.

The key bar

The very bottom line is the key bar. It lists the keys of the screen you are on, for example F2 New · F3 Modify · Esc Back. It changes with each screen.

You can click any key on the key bar. Clicking it does the same as pressing it.

Press Ctrl+F1 on any screen to see the full list of that screen’s keys.

Keys that work everywhere

These hot keys work from almost any screen, unless the screen uses that key for something of its own:

On the main menu, F1 changes the company or financial year.

Moving inside a screen

Most screens work the same way:

• Enter moves to the next box. On a list, it opens the line you are on.
• Esc goes back one step. On a bill, it asks before leaving anything unsaved.
• ↑ and ↓ move in a list. PgUp and PgDn move a page at a time.
• F5 or ? searches a list. Type a few letters of a name.
• PgDn or Ctrl+W saves a form, such as an item or a party.
• End finishes a bill or a purchase.

The number pad

You can type numbers on the number pad even when Num Lock is off. Setu then shows “Num Lock is off. The number pad still types numbers.” This is only a reminder; nothing is wrong.

Hindi beside the captions

Setu’s words are in English. On a computer with Hindi fonts, it can show the Hindi beside many captions:

• click अ/A on the menu bar, or
• choose Help & Shortcuts › Change Language.

The owner can also turn this on or off for the shop in the Control Room: “Show Hindi beside captions”.

हिन्दी

Billing

What you’ll do here: find your way to the right page for every part of a sale.

Billing is the heart of Setu. A sale bill works the same way every time: the customer, the items, the payment, then save and print. All of it can be done without the mouse, and all of it works without the internet.

To start a new bill, press Alt+N from anywhere, press 1 on the main menu, or choose Transactions › Sale Bill.

In this part

• Making a sale: a whole bill, start to finish.
• Finding items and scanning barcodes: typing names, scanning, and a barcode Setu doesn’t know.
• Quantity, discounts and free items: packs and loose items, discounts, schemes.
• Choosing the MRP: when the shop has old and new MRP stock of the same item.
• Payment, change and printing: cash, UPI, card, udhaar, and the printed bill.
• Changing, reprinting or cancelling a bill: Modify Bill, and the GST-correct way it works.
• More at the counter: holding a bill, returns and exchanges, touch billing, and more.

Sale bill keys at a glance

You can click any of these on the key bar at the bottom of the screen.

हिन्दी

Making a sale

What you’ll do here: make a complete sale bill, from the customer to the printed bill.

A cash sale in six steps

This is the bill you’ll make most often: a walk-in customer paying cash.

1. Press Alt+N (or 1 on the main menu). A new sale bill opens with today’s date.
2. The cursor is in Mobile / Customer. Cash is already the first name in the list. Press Enter to keep Cash.
3. In Item / barcode, scan the item’s barcode, or type a few letters of its name and pick it with ↑ ↓ and Enter.
4. In Qty, type how many and press Enter. If it is one, just press Enter.
5. Add the next item the same way. When all items are on the bill, press End (or press Enter on the empty item line).
6. The MODE OF PAYMENT window opens. Type the cash the customer gave in Cash received and press Enter. Setu shows the change to give back and asks “Save bill?”. Press Y.

The bill is saved and printed. A green line confirms it, for example “Saved S/2627/00004 · ₹400.00 · Change ₹100.00”. A new, empty bill is ready for the next customer.

A sale bill being made. Open a new one with Alt+N, or 1 on the main menu.

The parts of the bill

Date

The bill’s date is today’s. If the owner has kept Ask date on bill on in the Control Room, the cursor stops on the date first; press Enter to keep it. A bill can’t be dated in the future.

Mobile / Customer

This box says “Mobile / Customer (F1 list · F2 new)”. You can:

• press Enter on Cash for a walk-in cash sale;
• type 3 or more digits of the customer’s mobile number;
• type the first letters of the customer’s name;
• press F1 to see the list of customers, or Ctrl+L for every ledger;
• press F2 to save a new customer.

If you type a name or mobile number that isn’t saved, Setu offers: “Enter = keep this name / mobile for this bill only · F2 = save as a new customer.”

When you choose a saved customer, Setu shows their name and, if allowed, what they owe the shop. See Customers and suppliers.

In the customer list, F5 switches between the most-billed customers first (“Top Ordering”) and A to Z, and F8 shows a customer’s unpaid bills.

Items

Each item goes on its own line, with Qty, Rate and Disc%. See Finding items and scanning barcodes and Quantity, discounts and free items.

To change a line already on the bill, move to it with ↑ ↓. To remove it, press Del (or Ctrl+D). Setu says “<item> removed. Ctrl+Z puts it back.”

Totals

The bill shows the total, the GST in it, and any discount, as you go. Press F10 to see the GST detail of the bill.

Payment and save

Press End or Ctrl+W to go to payment. See Payment, change and printing.

If the power goes off in the middle of a bill

Setu keeps the bill you are typing safe as you go. When Setu starts again after a power cut, the unfinished bill comes back. If it had already been saved, Setu says so and doesn’t save it twice.

Leaving a bill without saving

Press Esc. Setu asks “Save this bill?”:

• Y Yes, go to payment;
• N No, discard the bill;
• Esc back to the bill.

If you discarded a bill by mistake, press Ctrl+Z on the next, empty bill. The discarded bill comes back.

हिन्दी

Finding items and scanning barcodes

What you’ll do here: put items on a bill by scanning, by name or by code, and teach Setu a new barcode.

Scanning a barcode

With the cursor in Item / barcode, scan the packet. The item goes on the bill with a quantity of 1, and the cursor is ready for the next scan.

• A barcode scanner needs no setup in Setu. It types the barcode like a keyboard and presses Enter by itself.
• Scanning the same item again adds a new line of 1. If you’d rather have the quantity go up on the same line, the owner can turn on Add to same line on repeat scan in the Control Room.
• If an item has a pack barcode (for example on a box of 12), scanning the box adds one box.
• If the owner set Default sale quantity to 0 in the Control Room, Setu asks the quantity after every scan.

Typing the item’s name

1. In Item / barcode, type the first few letters of the name, for example zz sug for “ZZ Sugar 1 kg”.
2. A list of matching items opens. Move with ↑ ↓.
3. Press Enter to put the item on the bill.

If only one item matches, it goes on the bill straight away.

The item list. Type the first letters of a name in Item / barcode, then pick with ↑ ↓ and Enter.

You can also type an item’s code in full. Press F5 for the item index, to look through the whole item list.

In the item list:

• F3 changes the item, for example to add a barcode (owner or manager, or a cashier with a manager’s approval);
• + opens barcode labels for it.

When a barcode isn’t found

New packets often come with a new barcode. When you scan a barcode Setu doesn’t know, it says:

“Barcode … not found. Type the item’s name and pick it to save this barcode on it, or F2 = new item.”

If the item is already in Setu:

1. Type the item’s name and pick it from the list. The item goes on the bill.
2. Setu asks “Save it on <item> so that scanning it adds this item? (Y/N)”.
3. Press Y. From now on, scanning that barcode adds this item.

A cashier needs a manager to approve this. A Manager approval box opens: the manager types their user name and PIN or passphrase and presses Enter. If no manager is around, press N: the item stays on the bill, and the barcode can be saved later.

If the item is new to the shop, press F2 to make it a new item. See Items and stock.

When no item matches the name

Setu says “No item matches ‘…’. Press F2 to create it as a new item (you can scan its barcode there).” Check the spelling first: try fewer letters, or another word from the name.

A number typed by mistake

If you type a short number in the item box (for example a quantity typed too early), Setu adds nothing and says “No item has the code …”. Scan or pick the item first, then type the quantity in Qty.

Weighed (loose) items

Loose items such as rice or dal sold by weight are kept in KG (or G, L, ML). Their quantity can have decimals, up to 3, for example 0.750 for 750 grams.

If the shop has a weighing scale connected to the computer, put the item on the scale and press Alt+W. Setu reads the weight and shows “Weight 0.750 kg from scale. Enter to accept.” If the scale isn’t ready, Setu says “Scale not ready or weight not stable. Type the weight instead.”

The scale’s port is set by the owner in the Control Room or in Printer setup (Ctrl+F11).

Barcode labels

To print barcode labels for items, choose Masters › Barcode labels. Add the items and how many labels, then press F10 to print. Alt+P chooses the label printer.

हिन्दी

Quantity, discounts and free items

What you’ll do here: set the quantity, sell by the pack, give discounts, and give free items.

Quantity

After the item comes Qty. Type the quantity and press Enter.

• Items sold by the piece take whole numbers. If you type 1.5 for a packet, Setu says “<item> is sold in whole PCS.”
• Weighed items take up to 3 decimals.
• Setu warns in orange if the bill takes more than the stock on record. Billing goes on; the stock goes below zero until the purchase is entered. (The owner can switch this off with Allow billing beyond stock in the Control Room.)

Selling by the pack

If an item has a pack (for example BOX of 12), press Space in Qty or Unit to switch the line between PCS and BOX. You can also type the unit’s first letter.

Rate

The rate comes from the item master. You usually don’t need to touch it.

• Press F6 in Rate to see the item’s master rate and MRP.
• Alt+L shows the last rate this customer paid for this item.
• A rate can never be above the item’s MRP. Setu refuses it and says “Rate is above MRP ₹…”.
• A cashier can’t change the rate unless the owner allows it (Cashier can change rate in the Control Room). Otherwise a manager approves it.

Discount on an item

1. In Qty, press F3 to go to Disc%, or press Enter through Rate to Disc%.
2. Type the discount percent, for example 5, and press Enter.

The item master can also give an item a discount on every bill.

Discount on the whole bill

1. Press F4.
2. Setu says “Bill discount: type amount, or a % (e.g. 5%), then Enter”.
3. Type an amount (20) or a percent (5%), then press Enter.

The cashier’s discount limit

A cashier can give a discount up to the shop’s limit (5% unless the owner changes Cashier discount limit %). Above that, the Manager approval box opens. A manager types their user name and PIN or passphrase and presses Enter. Esc cancels the discount.

An item can also have its own Maximum discount % (cashier) in the item master.

Free items

Schemes: buy some, get some free

The owner or a manager can set a free scheme on an item, for example “buy 2, get 1 free”, in the item master (Free scheme (buy + free)) or Masters › Schemes (buy X get Y).

At the counter, bill all the pieces the customer takes. Setu takes the price of the free ones off by itself, and shows it on the bill as a scheme discount.

A free quantity typed at the counter

Some shops give free pieces on top of what the customer pays for. To type them on the bill, the owner turns on Ask free quantity after Qty in the Control Room (it is off at first). Then:

1. After Qty, the cursor goes to Free. Setu asks “how many free on top of … Not charged.”
2. Type the number of free pieces, or leave it blank for none, and press Enter.

Free pieces aren’t charged, but they do come out of stock. A cashier’s free pieces above the discount limit need a manager’s approval.

A sale bill (Alt+N) with a discount in Disc% on one line and a free piece in Free on another.

Below the minimum margin

If an item has a Minimum margin % in the item master and the rate after discount goes below it, Setu warns: “… Billing continues.” A cashier sees the warning without any cost figures.

हिन्दी

Choosing the MRP

What you’ll do here: bill the right MRP when the shop has the same item at an old MRP and a new MRP.

Why this happens

Companies raise MRPs from time to time. Your shelf may then have the same item at two MRPs: old packets at ₹100 and new packets at ₹105. By law, you can’t charge more than the MRP printed on the packet in the customer’s hand.

Setu keeps the stock of each MRP apart. These are called MRP lots. Each lot has its own MRP, its own rate and its own stock.

At the counter

When you scan or pick an item that has stock at more than one MRP, a small window asks:

“ZZ Tea 250 g: Which MRP is printed on the packet?”

It lists only the MRPs that have stock, oldest first. Each row shows No., MRP, Rate, Stock and Mfg (manufacturing month, if it was entered).

1. Look at the MRP printed on the customer’s packet.
2. Pick that row: move with ↑ ↓ and press Enter, or click it and press Enter, or double-click it.
3. The line goes on the bill at that MRP. Its rate is never above that MRP.

Esc closes the window and adds nothing.

If the item has stock at only one MRP, Setu doesn’t ask. It just adds the item.

If the item was bought with batch numbers, Setu shows its batches instead, in a list titled Select batch — earliest expiry first, with each batch’s MRP and stock. Pick the batch with the MRP on the customer’s packet.

An item bought with batch numbers: pick the batch with the packet’s MRP.

When the packet’s MRP isn’t in the list

The last row is MRP on the packet is not here. Pick it, and Setu shows the item’s other MRPs that have no stock now. Billing one of them takes its stock below zero.

If the MRP still isn’t there, pick MRP on the packet is not in this list either. Setu adds nothing. Scan the item again and pick an MRP from the list, or ask the manager to enter that MRP with the purchase.

If you pick an MRP with too little stock, Setu says, for example, “MRP ₹100: only 3 left. Choose another MRP.”

How lots are made

You don’t make lots yourself. Setu makes them:

• When the MRP changes in the item master. Setu tells you, for example: “MRP changed to ₹105 for new stock. 8 in stock stay at MRP ₹100 and sell at ₹95.” The old packets keep their MRP and rate.
• When a purchase comes in at a new MRP. That stock gets its own lot.
• When a purchase comes in at an older MRP that already has a lot (old stock delivered after a price rise). It goes into that older lot. The item’s prices don’t change.

On a purchase bill (Alt+P), when an item is already in stock at more than one MRP, Setu asks which lot this purchase adds to, or a new lot.

Seeing and correcting lots

• Stocks › Stock by MRP shows each item’s stock at each MRP.
• Stocks › Old MRP stock shows stock still at an older MRP, so you can sell it first.
• In Current Stock, the side panel shows “MRP lots of <item>”. Insert changes the stock of one lot, for example after counting the shelf. A cashier’s change is saved for the owner to review.

See Items and stock for more.

हिन्दी

Payment, change and printing

What you’ll do here: take payment in cash, UPI, card or udhaar, give the right change, and print the bill.

Opening payment

When all the items are on the bill, press End or Ctrl+W, or press Enter on the empty item line. The MODE OF PAYMENT window opens over the bill.

The MODE OF PAYMENT window. Press End or Ctrl+W on the bill to open it.

It has these boxes:

Enter on an empty UPI, card or credit box puts the whole amount still due there. So for a full UPI payment, move to UPI amount and press Enter.

Paying in cash

1. Type the cash the customer gave in Cash received, for example 500.
2. Press Enter.
3. Setu works out the change and asks “Return change ₹… Save bill?”.
4. Press Y. Give the change shown.

If the customer gives the exact amount, leave Cash received as it is and press Enter.

If you type less cash than the bill on a walk-in (Cash) bill, Setu says “₹… short. Enter more cash, or use UPI/card/credit.”

Press F11 on the bill to see the change again.

Paying by UPI or card

1. Ask the customer to pay. Check that the payment really arrived, on the customer’s phone or the card machine’s screen, before you save.
2. In UPI amount or Card amount, press Enter to put the full amount there (or type a part amount).
3. Optionally, type the UPI reference in UPI ref / UTR.
4. Press Enter to save.

Setu records UPI and card payments as confirmed by the cashier. It doesn’t check them with the bank.

Splitting a payment

A bill can be paid partly in cash and partly by UPI, card or credit. Type each part in its box. Setu saves once the bill is fully paid.

Udhaar (credit) on the customer’s khata

Credit needs a saved customer. A walk-in Cash bill must be paid in full.

1. Choose the customer at the top of the bill.
2. In payment, type the cash or UPI they pay now, if any.
3. Put the rest in Credit (udhaar), or simply press Enter: whatever they don’t pay now goes on their khata.
4. Setu asks “₹… goes to <customer>’s khata (udhaar). Save bill?”. Press Y.

Credit limit and credit days

A customer can have a credit limit and credit days in their details. If this bill takes them past either, Setu says so before you save. When a cashier saves it, the Manager approval box opens for a manager or the owner. If it isn’t approved, Setu says “Not approved. Change the bill or the payment.”

Saving the bill

When the bill is paid, Setu asks “Save bill?” (unless the owner has turned off Ask ‘Save bill?’). The keys are:

The Save bill? question. Press a key, or click its button.

Esc in the payment window goes back to the bill. You can also click Save bill (End) or Esc — Back to bill.

After saving, a green line shows the bill number and total, and the change if any. A new bill opens.

If the shop has a cash drawer connected to the bill printer, it opens on cash bills (owner’s setting Open cash drawer on cash bill).

Big bills with no customer

On a GST-registered (Regular) shop, a bill of ₹50,000 or more in taxable value with no customer must carry the buyer’s name, address and state (GST rule: CGST Rule 46). Setu asks for them before saving. Type them and press End, or press F2 to save them as a new customer. If you are asked for the state, type the 2-digit GST state code.

Printing

The bill prints on the shop’s bill printer as soon as it is saved. See Printing for setting up printers.

If the bill didn’t print

The bill is always saved first, even if printing fails.

Reprinting a bill

1. Press Alt+M.
2. Pick the bill in the list.
3. Press F10.

A reprint is marked DUPLICATE. See Changing, reprinting or cancelling a bill.

Sending the bill on WhatsApp

From a saved bill (Alt+M, open the bill), press Alt+S. Type the customer’s WhatsApp mobile number, then Open WhatsApp with bill (this uses WhatsApp on this computer) or Copy bill text to paste it yourself. Setu itself never sends messages to your customers.

हिन्दी

Changing, reprinting or cancelling a bill

What you’ll do here: find a saved bill, reprint it, change it the GST-correct way, or cancel it.

Finding a saved bill

Press Alt+M (or Ctrl+F3), or choose Transactions › Modify / Reprint Bill.

The MODIFY box at the top helps you narrow the list:

Press Enter to go from box to box. Below the box is the list of bills.

Modify / Reprint Bill. Open it with Alt+M, or Transactions › Modify / Reprint Bill.

In the list:

Two letters may appear beside a bill:

• X: this version of the bill hasn’t been printed;
• M: the bill was changed after it was printed.

The WHO AND WHEN panel shows who made the bill, who changed it and who printed it.

The saved bill’s action bar

When you open a bill, a bar of actions appears. Choose one with ← → and press Enter, or press its key:

Reprinting a bill

1. Press Alt+M and find the bill.
2. Press F10.

A reprint says DUPLICATE on it, so it can’t be mistaken for a second sale.

To print it once on different paper, for example an A4 GST invoice for a customer who asks for one, press Alt+P and choose the layout.

Changing a bill (Modify Bill)

Sometimes a bill needs fixing after it is saved: a wrong item, a wrong quantity, a customer who comes back for one more thing.

1. Press Alt+M and find the bill.
2. Press F3 (Modify), or Ins in the list.
3. The bill opens with its items. Change what needs changing: add, remove or edit lines.
4. Press End for payment, and save.

On a GST-registered shop: the GST-correct way

GST rules don’t allow a saved tax invoice to be quietly rewritten. So on a Regular or Composition shop, Setu never changes the old bill. Instead, when you start, it says:

“Changing <bill> (₹…). GST rule: <bill> stays as saved; saving makes a credit note for it and a new bill dated today. Change items, End = payment and save. Esc = leave without changes.”

When you save, Setu:

1. keeps the old bill exactly as it was;
2. makes a credit note that cancels the old bill;
3. makes a new bill, dated today, with the new number.

The green line says, for example, “Saved <new bill> · ₹285.00 · replaces <old bill> (credit note <number>)”. If the total changed, it tells you what to do at the drawer: “Collect ₹40.00 more from the customer” or “Give ₹165.00 back to the customer”.

Give the customer the new bill. Your GST returns stay right, because the old bill, the credit note and the new bill all appear in them.

Lines already on the bill keep the GST rate they were billed at. New lines take today’s rate.

On an unregistered shop

On a shop with no GST registration, the bill is changed in place. Setu says “Modifying <bill>…”, and saves it as “Modified <bill> · ₹…” with the same number.

Things to know

• A bill being changed can’t be held (Alt+H).
• Every change is recorded: who changed it, when, and what the bill was before. The owner can see this with F9 in the bill list, and in Reports › Audit log.
• A cashier is never stopped from fixing a bill. If a cashier’s change is above the shop’s Cashier Modify Bill limit (₹1,00,000 unless the owner changes it), it is saved straight away with the note “above the cashier’s Modify Bill limit: saved, the owner will review it”. When the owner signs in, Setu lists such changes from the last 7 days, to review in Reports › Audit log.

Cancelling a bill

Cancel a bill only when the whole sale didn’t happen, for example a bill saved twice by mistake. For goods brought back, use a sale return instead.

1. Press Alt+M, find the bill and open it.
2. Press Alt+C (Cancel bill).
3. Setu shows “CANCEL BILL — the bill stays in records and a reversal entry is posted. Be careful.”
4. Type the Reason (required).
5. Type your PIN or passphrase. A cashier needs a manager: type the Manager user and the manager’s PIN or passphrase.
6. Click Cancel this bill.

Bills are never deleted, and bill numbers never change or get reused. A cancelled bill stays in the records, marked as cancelled, with a reversal entry.

हिन्दी

More at the counter

What you’ll do here: hold a bill, take an exchange, copy a bill, and use touch billing and challans.

Holding a bill

A customer remembers something halfway through the bill and goes to fetch it. Hold their bill and serve the next person.

1. Press Alt+H. Setu says “Bill held (…). Alt+R to resume.” A new, empty bill opens.
2. Serve the next customer as usual.
3. When the first customer is back, press Alt+R (or Ctrl+P), pick their bill and carry on.

You can also see held bills in Transactions › Held bills. Held bills survive a power cut.

Held bills. Press Alt+R on the bill to see them, then Enter to bring one back.

To bring back a held bill, the current bill must be empty or saved first. Otherwise Setu says “Hold or save the current bill first (Alt+H).”

Exchange: a return on a new bill

A customer brings something back and takes something else.

1. Start a new bill for the customer.
2. On the empty item line, press *. The sale return window opens.
3. Pick the bill they bought it on, and the items coming back. See Sale returns.
4. Save the return. You come back to the new bill, with “Return … ₹… adjusted against this bill”.
5. Add the new items and take payment. The customer pays only the difference.

If the return is worth more than the new bill, Setu tells you how much to give back in cash.

Copying a bill

Ctrl+T copies the bill on screen (or the bill just saved). On a new, empty bill, Ctrl+Z pastes it. This is handy for a customer who buys the same things every week.

GST detail, profit and calculator

• F10 shows the GST detail of the bill: taxable value and tax at each rate.
• Alt+F10 shows the bill’s profit (owner and manager only).
• F12 opens the calculator.
• Ctrl+F7 (from Help & Shortcuts) shows the profit on a bill (manager).

Touch billing

For a touch screen, press Alt+T or choose Transactions › Touch billing. Items appear as big buttons grouped by category, each with its name and price. Tap the items, use the number buttons for the quantity, and tap PAY.

Loyalty points

If the owner has turned on Loyalty points in the Control Room, customers earn points on their bills. In payment, a Redeem points box shows how many points the customer has. Type the points to use.

Challans

A challan sends goods out now and bills them later, for example for a regular customer who settles at the end of the week.

• Transactions › Sale Challan (Alt+C): goods out on a challan, to a customer.
• Transactions › Counter Challan (Alt+Ins): a quick challan at the counter.
• Transactions › Challans to bill: turns the customer’s challans into one bill.

Challans use the same MRP chooser as the sale bill.

Home delivery

If the owner has turned on Home delivery in the Control Room, you can record a delivery address and track it in Transactions › Home delivery orders.

हिन्दी

Purchases and returns

What you’ll do here: enter a supplier’s bill, send goods back to a supplier, and take goods back from a customer.

Purchases and supplier returns are for the owner and managers. Sale returns can be taken by cashiers too, within the shop’s rules.

Entering a purchase bill

When goods arrive with the supplier’s bill, enter it the same day. This adds the stock, records what you owe the supplier, and keeps your purchase GST right.

Open it with Alt+P, 2 on the main menu, or Transactions › Purchase Bill.

The top of the bill

1. Date: the day you receive the goods. Press Enter to keep today.
2. Supplier (F1 list · F2 new): type the first letters of the supplier’s name, or press F1 for the list. Press F2 to add a new supplier.
3. Supplier bill no.: the number printed on the supplier’s bill. If you’ve already entered a bill with that number from that supplier, Setu asks “Bill … from … is already entered. Enter it again anyway? (Y/N)”. Usually the answer is N.
4. Bill date: the date printed on the supplier’s bill. You can leave it blank if it’s the same day.

The items

For each item on the supplier’s bill:

1. In Item, scan the barcode or type the name and pick the item. Press F2 for a new item.
2. Fill in the line from the supplier’s bill. Press Enter to go from box to box:
   • Unit: press Space to change between the piece and the pack (for example PCS and BOX);
   • Qty: how many came;
   • Free qty: any free pieces the supplier gave;
   • Rate: the rate as printed on the supplier’s bill;
   • Purchase disc %: the supplier’s discount, if any (some shops have two discounts, Dis 1 % and Dis 2 %);
   • GST %: the item’s GST rate;
   • MRP: the MRP printed on the packets;
   • Sale rate: your selling rate.
3. Press End when the line is done. Setu says “… added. Next item, or Ctrl+W to finish.”

On each item’s line, Setu shows the item’s last purchases (rate, MRP and stock) to help you check. Press F6 to hide or show them.

One line of a purchase bill being filled in. Open a purchase bill with Alt+P.

Press Ctrl+M on a line to add the Mfg date printed on the packet (optional), as 01-06-2026, 01062026 or 06/26.

If an item comes in at a new MRP, Setu keeps that stock apart at its own MRP. If it comes in at an older MRP the shop already has, it goes into that older lot. See Choosing the MRP.

To remove a line, press Del or Ctrl+D. Ctrl+Z puts it back.

Finishing the purchase

1. On the empty item line, press Ctrl+W (or End).
2. Freight / other: any transport or other charges on the bill. They are added to the cost of the items.
3. Paid now (cash): what you paid the supplier in cash right now, if anything. The rest stays as what you owe.
4. Check the Bill total against the supplier’s bill.
5. Press End, or click Save purchase (End).

Setu says “Saved … · ₹…. Stock updated.”

When the GST doesn’t match the supplier’s bill

Setu works out the GST on each line. If the supplier’s bill shows slightly different GST figures (from their rounding), press Ctrl+G and type the supplier’s own GST figures, so your records match their bill.

Changing a purchase bill

If a purchase was entered wrongly, choose Transactions › Change a purchase bill (owner and manager). Pick the bill, correct the lines, and press End on an empty item line to save the change. The old entry is reversed and the corrected one takes its place.

Returning goods to a supplier (debit note)

For expired, damaged or wrong goods going back to the supplier, choose Transactions › Purchase Return (debit note) (owner and manager). The screen is headed PURCHASE RETURN (DEBIT NOTE).

A debit note being made. Open it from Transactions › Purchase Return (debit note).

1. Supplier: choose the supplier.
2. Bill no. (theirs or ours; F1 = list): the purchase bill the goods came on. Press F1 (or ↓) to pick from the supplier’s bills.
3. The bill’s items are listed. For each item going back, type how many, or press Space (or +) to send back all of it. A scan adds one more. Backspace clears the number.
4. Press Enter and type the Reason, for example “expired”.
5. Press End, or click Save debit note (End).

A slip prints for the supplier’s salesman to take with the goods. The amount comes off what you owe the supplier, and the stock goes down.

Sale returns

When a customer brings goods back, choose Transactions › Sale Return (credit note). The screen is headed SALE RETURN (CREDIT NOTE).

1. Customer: choose the customer, or press Enter to go on without one (cash bills).
2. Bill no. (↓ = recent): type the bill number, or press ↓ to pick from recent bills. Setu shows the bill’s date and total.
3. For each item coming back, press Space to return all of it, or type the quantity.
4. Mark what happens to it: R restock (back on the shelf), D damaged, or E expired. Only restocked goods go back into stock.
5. Press Enter and type the reason (it is required), for example “wrong item”.
6. Choose the refund: C cash, U UPI, K card, or A adjust in the customer’s account. A cash bill is refunded in cash, UPI or card.
7. Press End, or click Save return (End).

Setu saves a credit note and says, for example, “Saved … · refund ₹… by Cash.” To print it, find it with Alt+M and press F10.

Some things to know:

• A return is made against the bill the customer actually has. If that bill was changed later, Setu points you to the new bill.
• You can’t return more than was sold. Setu says “only … can be returned.”
• A cashier can take returns for bills up to 7 days old (the owner can change Cashier return window (days), or switch off Cashier can take returns). Older bills need a manager’s approval.
• If the bill wasn’t paid in full, adjust the return in the customer’s account.

For a return where the customer takes something else instead, use an exchange: press * on a new sale bill. See More at the counter.

हिन्दी

Items and stock

What you’ll do here: add and change items, see your stock, correct it, and enter opening stock.

The item master

Every item you sell is kept in the item master. Open it with Ctrl+I, or Masters › Item Master.

The item master. Open it with Ctrl+I, or Masters › Item Master.

The list shows your items. Keys:

To search by rack, type r: and the rack, for example r:A1.

Adding a new item

1. Press F2 in the item master, or F2 in the item box of a bill or purchase.
2. Fill in the form. The important boxes are:
   • Item name: as you want it on the bill, with the size, for example “ZZ Sugar 1 kg”.
   • Scan new barcode: scan the packet. Alt+G makes a new in-store barcode for items that have none.
   • Unit: PCS for packets and pieces; KG, G, L or ML for loose goods.
   • Loose / weighed: tick for goods sold by weight or volume.
   • Packing (e.g. BOX of 12) and Barcodes on the pack: if the item also comes in a pack.
   • Category and Company / brand (F3): for reports.
   • HSN and GST % (0/5/12/18/28/40): from the supplier’s bill or your CA.
   • Purchase cost / unit (before GST): what you pay for one.
   • MRP: as printed on the packet.
   • Sale rate: your selling price. Leave it empty to sell at MRP.
   • Discount % on every bill: a standing discount on this item, if any. Setu shows what the customer then pays.
   • Reorder at (minimum qty): when stock falls to this, the item shows in the low stock report.
   • Stock in shop now (new items only): goods already on the shelf with no purchase bill to enter. Leave it empty for goods you’ll enter on a purchase bill.
3. Press PgDn or Ctrl+W to save.

The right side of the form has more boxes that most shops can leave as they are: Status, Hide, Fast search code, Rate-A/B/C (rates for different kinds of customers), Default sale qty, Negative stock, Maximum discount % (cashier) and Minimum margin %.

Setu checks the item as you save. For example, it warns if the sale rate after discount is below cost, or if another item already has the same name. Read the message, then fix it or press save again to keep it.

Who can add or change items

The owner and managers can. A cashier’s new or changed item needs a manager: the form shows Manager user (approval) and a PIN or passphrase box for the manager to fill in. A cashier never sees an existing item’s purchase cost.

Changing an item

Find the item and press F3 or Enter. Change what you need and save.

Changing the MRP

When the MRP goes up or down, change the MRP box. If there’s stock at the old MRP, Setu keeps it apart and tells you, for example: “MRP changed to ₹105 for new stock. 8 in stock stay at MRP ₹100 and sell at ₹95.” See Choosing the MRP.

Removing an item

Press Del on an item you no longer sell. Setu asks first. A removed item no longer shows in lists, searches or the bill, but old bills, stock history and GST returns keep it. F9 in the item list shows removed items and brings them back.

Current stock

Choose Stocks › Current stock, or press 4 on the main menu. It lists every item with its stock.

For an item with stock at more than one MRP, the side panel shows “MRP lots of <item>: Insert changes the stock of one lot.”

Correcting stock

Add or less stock

Use Insert in the item master or Current stock, or Transactions › Stock adjustment (owner and manager), for breakage, a packet found, or a count that differs. Type the change (+ or −) or the counted quantity, and a note.

A cashier’s stock change is saved for the owner to review. A manager may approve it on the spot.

Physical stock count

To count a shelf or the whole shop, choose Transactions › Physical stock count (owner and manager).

1. In Rack, type the rack to count, or leave it blank for all items, and press Enter.
2. Type the counted quantity for each item. Rows you leave blank are not changed.
3. Press Ctrl+W (Post differences). Setu corrects the stock to your count.

Stock reports

The Stocks menu has these reports:

• Current stock, Stock ledger (item), Stock Status, Stock & Sales Analysis, Item Day Book;
• Low stock / reorder: items at or below their reorder level;
• Near expiry: for items with batch and expiry tracking;
• Slow moving: items that aren’t selling;
• Rack wise stock;
• Stock by MRP and Old MRP stock: stock at each MRP;
• Today’s Gross Profit (owner and manager).

See Reports for how report screens work.

Opening stock

When you start with Setu, the goods already on your shelves are your opening stock.

• For a few items, type Stock in shop now when you add each item.
• For many items, bring them from your old software. See Bringing data from your old software.
• The owner can also use Masters › Opening stock & balances. Its screen is headed OPENING STOCK & BALANCES (cut-over). For each item, choose the Item, type the Quantity (base unit), Cost per unit and MRP, and optionally the Mfg date, then click Post opening stock. If the same item is on the shelf at a second MRP, post it again with that MRP and its Sale rate (another MRP only).

The same screen posts a customer’s or supplier’s opening balance (Post opening balance) and the cash in the drawer at cut-over (Post opening cash).

Opening stock value goes into stock. Don’t also enter it as an account total.

GST rates and HSN for many items

Masters › Item GST% / HSN updation (owner) changes GST rates and HSN codes for many items at once, for example when the government changes a rate.

हिन्दी

Customers and suppliers

What you’ll do here: keep your customers’ and suppliers’ details, read their khata, and record money received and paid.

In Setu, customers and suppliers are both called parties. Each party has a ledger (khata): every bill, payment and return with them, and the balance.

The party list (every ledger). Open it with Ctrl+L; press Enter on a party to see its khata.

Adding a customer or supplier

• Customers: Masters › Ledger Master (customers) (Alt+L), then F2. Or press F2 in the customer box of a bill.
• Suppliers: Masters › Suppliers, then F2. Or press F2 in the supplier box of a purchase.

The form has:

Press PgDn to save.

Only the owner or a manager can change a party’s details later.

What Dr and Cr mean

Balances in Setu are shown with Dr or Cr after the amount:

• Dr (debit) on a customer means the customer owes the shop. “₹1,250 Dr” on a customer means they owe you ₹1,250.
• Cr (credit) on a supplier means the shop owes the supplier.

Less common:

• Cr on a customer means the shop owes the customer, for example after an advance or a return.
• Dr on a supplier means the supplier owes you, for example after you paid an advance or returned goods.

Seeing a party’s khata

• Books › Party ledger, or 3 on the main menu: choose the party to see every entry and the running balance.
• On a bill, in the customer list, F4 shows the party’s ledger and F8 their unpaid bills.
• Books › Debtors outstanding: everyone who owes the shop.
• Books › Creditors outstanding: every supplier the shop owes (owner and manager).
• Alt+O (Books › Outstandings): outstanding lists, party-wise and by age.

In a party’s ledger, F5 shows the bills still due.

Money received from a customer (receipt)

When a customer pays off their udhaar:

1. Press Alt+U, or Accounts › Receipt (from customer). The RECEIPT VOUCHER opens.
2. Choose the Customer (F1 for the list, F2 for a new one).
3. Type the Amount.
4. Mode (Space changes): press Space to switch between cash, bank and UPI. For a cheque or bank transfer, type the Cheque / UTR ref.
5. Setu lists the customer’s Outstanding bills. Use ↑ ↓ and Space to choose which bills this payment settles, then Enter. If you choose none, the oldest bills are settled first.
6. Type a Narration (note) if you like.
7. Press End (or Ctrl+W or PgDn). Setu asks “Save?”: Enter saves, P saves and prints a receipt, N or Esc goes back.

Money paid to a supplier (payment)

The owner or a manager records payments to suppliers:

1. Choose Accounts › Payment (to supplier). The PAYMENT VOUCHER opens.
2. Choose the Supplier, type the Amount and choose the Mode.
3. Choose which of the supplier’s bills it pays, or leave it to settle the oldest first.
4. Press End and save.

Shop expenses

For shop expenses such as electricity, rent or tea, use Accounts › Expense. Choose the Expense head, type the Amount, choose Paid by (Space changes), and save.

All vouchers

Alt+V (Accounts › All vouchers) opens every kind of entry from one place: F2 payment, F3 receipt, F4 journal, F5 debit note, F6 credit note, F7 contra (cash and bank transfer), F8 expense. Journal entries are for the owner; most others are for the owner and managers.

If you leave an entry with something typed, Setu asks “Leave without saving?”. No is already chosen, so a stray Enter keeps your work.

What cashiers see

To keep the shop’s figures private, a cashier doesn’t see balances while billing unless the owner allows it. The owner sets Cashier sees balances while billing in Masters › Operator powers:

• Hide all balances (the start for every shop);
• Hide cash and bank only;
• Show all.

The owner and managers always see every balance. A cashier never sees purchase costs or supplier ledgers. See Users and roles.

हिन्दी

Reports

What you’ll do here: close the day and count the cash, read your sales and stock, and prepare GST returns for your CA.

How report screens work

Every report works the same way. Open one from the menus at the top. Then:

Alt+P asks: Yes to print, No to save as an Excel (CSV) file in Documents › Matih Setu Reports, Cancel to go back.

Some reports are only for the owner or managers, especially anything showing purchase costs or profit. A cashier who opens one sees “Only the owner or a manager sees purchase costs.”

Day closing

At the end of the day, count the cash in the drawer and close the day. This tells you at once if the cash is short or over.

Open it with 6 on the main menu or Daily Reports › Day closing (owner and manager). The screen is headed DAY CLOSING.

Day closing. Open it with 6 on the main menu, or Daily Reports › Day closing.

1. Count all the cash in the drawer.
2. Type it in Counted cash. Type 0 if the drawer is empty. You can also type the count of each note and coin, and Setu adds them up.
3. Add Notes if you like, for example “₹200 given to delivery boy”.
4. Check the figures: Setu shows the day’s bills and returns, the opening cash, cash received and paid, and the EXPECTED CASH.
5. Click Close the day (Ctrl+W), or press Ctrl+W or PgDn.

Setu says “Day closed. Cash matches.” or “Day closed. Short ₹… recorded.” (or Excess). UPI and card totals are as the counter confirmed them; check your bank statement for what actually arrived.

Once a day is closed, no more bills can be saved on that date.

Reopening a day

A late customer after you closed? The owner can reopen the day:

1. Open Daily Reports › Day closing for that day.
2. Type the Reason (goes in the audit log).
3. Click Reopen this day.

Bills can then be saved on it again. Close it again afterwards; Setu recounts the day.

If someone tries to bill on a closed day, Setu says “Day … is closed. Use today’s date, or the owner reopens it in Daily Reports › Day closing › Reopen this day.”

Daily reports

• Daily Reports › Daily sales (5 on the main menu): the day’s bills and totals.
• Daily Reports › Mode of payment report: how much came in cash, UPI, card and credit.
• Daily Reports › Sale returns: the day’s returns.

The owner and managers also see a Today panel on the main menu with the day’s sales and how they were paid.

Books

The Books menu has the shop’s account books: Cash & Bank book, Cash book, Bank book, Day book, Sale register, Purchase register, Party ledger, Debtors outstanding, Creditors outstanding and Outstandings (Alt+O). Managers also see analytical summaries, collection reports and UPI collection.

Ctrl+F10 opens a calendar. Pick a day and press Enter to see that day’s day book.

Stock reports

The Stocks menu: Current stock, Stock ledger, Low stock / reorder, Near expiry, Slow moving, Rack wise stock, Stock Status, Stock & Sales Analysis, Item Day Book, Stock by MRP, Old MRP stock, and Today’s Gross Profit (owner and manager). See Items and stock.

Sales and profit

Reports › Item-wise sales & margin and Reports › Category-wise (owner and manager) show what sold and what you made on it.

Financial Reports (owner): Trial balance, Profit & loss, Balance sheet, and versions by group. Auditor reports are for the owner and managers.

GST reports and returns

The GST menu (owner and manager) prepares your GST returns from your bills and purchases.

Setu prepares returns; it does not file them. Each return screen says “Check with your CA before filing.”

• GST summary (sales & purchase): tax collected and paid, at each rate.
• GSTR-1 (sales): choose the month (F2) and look through the tables with ← →. Alt+J saves the upload file (JSON) for the GST portal. Alt+P prints or saves a table as Excel.
• GSTR-3B: choose the dates (F2). F9 saves a JSON file for your CA.
• GSTR-2 (purchases & 2B match): matches your purchase bills against GSTR-2B from the GST portal. Download GSTR-2B from the portal (Returns Dashboard › GSTR-2B › Download › Generate JSON file to download), then press F3 to load it. Setu shows what matches and what doesn’t; F9 saves the mismatches as Excel.
• GST Register & Returns, Tax Registers & Summaries, Internal Audit (GST checks), GST Tax Rates, Misc. GST Returns (CMP-08, GSTR-4) for composition shops.

GSTR-1 (sales), from the GST menu. Check it with your CA before filing.

Give the saved files to your CA, or upload them yourself if you file your own returns.

Audit log

Reports › Audit log (owner) lists every important change: bills changed or cancelled, stock corrected, settings changed, sign-ins, and who did each.

When the owner signs in, Setu also lists what cashiers saved in the last 7 days that the owner should look at, such as big bill changes, with a pointer to the audit log.

हिन्दी

Users and roles

What you’ll do here: give each person their own sign-in, choose what they may do, and set the cashier’s limits.

The three roles

Every user has one of three roles:

A screen a user may not open says so, for example “Purchase Bill needs Manager sign-in. Ctrl+U to change user.”

Adding a user

Only the owner can do this.

1. Open Masters › Users & PINs. The screen is headed USERS, PINs & PASSPHRASES.
2. Type the person’s Name and a short User name (for example zzcounter1).
3. Choose the Role.
4. Type their PIN / passphrase. A cashier’s PIN is at least 4 digits and not easy to guess. A manager’s passphrase is at least 8 characters with letters and numbers.
5. Click Add user, or press PgDn.

Users & PINs (owner only). Open it from Masters › Users & PINs.

Give the person their PIN in private. Ask them to change it to one only they know (Masters › Change my PIN / passphrase).

Resetting someone’s PIN

When a cashier forgets their PIN, or is locked out after too many wrong tries:

1. Open Masters › Users & PINs.
2. Pick the user in the list.
3. Type the new PIN in New PIN / passphrase for selected user.
4. Click Change.

When someone leaves

1. Open Masters › Users & PINs and pick the user.
2. Click Remove selected user (staff left).
3. Setu asks “Remove …? They can no longer sign in or approve. Their bills stay.” Click Remove user.

Their old bills keep their name. Do this on their last day.

Login history

In Users & PINs, press F7 for a user’s login history: when and where they signed in. Masters › Operator login history and Utilities › Operator logbook (owner) show everyone’s.

What a cashier may do: operator powers

The owner sets the cashier’s limits in Masters › Operator powers (or F8 in Users & PINs). The page says “What a cashier may do without a manager’s PIN, and the balances a cashier sees while billing.”

Save with Ctrl+W or PgDn.

What a cashier never sees

To keep the shop’s buying prices and margins private:

• Purchase costs and margins are never shown to a cashier: not on items, not on bills, not in reports. Reports about what goods cost, such as the Purchase register, Day book, Creditors outstanding and supplier ledgers, say “Only the owner or a manager sees purchase costs.”
• Balances while billing are hidden unless the owner allows them (above).
• Today’s takings on the main menu are for the owner and managers only.

A cashier can still see customers’ ledgers, Debtors outstanding and the Cash book.

Manager approval at the counter

When a cashier needs a manager, for example for a big discount, a Manager approval box opens on the bill:

1. The manager comes to the counter.
2. They type their Manager user name and their PIN or passphrase.
3. They press Enter (Approve). Esc (Cancel) leaves the change out.

The cashier stays signed in. The approval is recorded with the manager’s name.

The owner’s review

Setu never stops a cashier from serving a customer. When a cashier saves something the owner should check, such as a bill change above the Modify Bill limit, Setu saves it and lists it for the owner. At sign-in, the owner sees what was saved this way in the last 7 days, with a pointer to Reports › Audit log.

Good habits

• One user per person. Never share a sign-in.
• Change user (Ctrl+U) at every change of shift.
• Keep at least one manager besides the owner, so someone can approve at the counter when the owner is away.
• The owner’s passphrase is the key to the whole shop. Keep it written down somewhere safe at home.

हिन्दी

Printing

What you’ll do here: set up the bill printer and the invoice printer, choose the bill layout, and test the cash drawer and scale.

Two kinds of printer

Most kirana shops have a roll printer (also called a thermal or receipt printer). It prints on a narrow roll of paper, 58 mm or 80 mm wide. This is the bill printer: every counter bill prints here.

Some shops also have a page printer (an ordinary office printer, laser or inkjet) for full A4 or A5 GST invoices. This is the invoice printer. It’s optional.

Why a roll printer is never the invoice printer

An A4 or A5 GST invoice is a full page. A roll printer can’t print a page: it would cut the invoice into a long, narrow strip with columns missing, which isn’t a proper tax invoice.

So Setu doesn’t let you choose a roll printer as the invoice printer. If you try, it says: “<printer> takes a roll (80 mm), so it can’t print A4 or A5 invoices. Choose a page printer for invoices, or leave it (none).”

If you have no page printer, leave the invoice printer as (none). Every bill then prints on the roll.

Setting up printers

Open Utilities › Printer setup, or press Ctrl+F11 (owner and manager). The screen is headed PRINTER & DEVICES (Ctrl+F11).

Printer setup. Open it with Ctrl+F11, or Utilities › Printer setup.

1. Bill printer: choose your roll printer from the list.
2. Bill layout: choose how bills look (see below).
3. Print Rs. in place of ₹: tick this only if your printer prints the ₹ sign as a dot.
4. A4 / A5 GST invoice printer: choose your page printer, or leave it (none).
5. A4 GST invoice for a customer with a GSTIN: tick this if bills for GST-registered customers should print as A4 GST invoices. Other bills still print on the roll.
6. Click Save.
7. Click Test print to check.

Never choose “Microsoft Print to PDF” or “Microsoft XPS Document Writer” as the bill printer. They don’t print anything; they make a file. If Windows’ default printer is one of these and no bill printer is chosen, Setu doesn’t print and tells you: “No bill printer is set, so nothing was printed. Press Ctrl+F11 to choose the shop’s printer.”

Install the printer’s own driver

Install the Windows driver that came with your printer, from the printer maker. With Windows’ basic “Generic / Text Only” driver, bills print Rs. instead of ₹ and some parts of the bill are left out.

Bill layouts

The layouts “with totals and amount in words” also print the shop’s terms (up to 4 lines) above E.&O.E.

What prints on the bill

• The shop’s name, address, phone and GSTIN come from Masters › Shop details & GST (owner).
• Bill terms, lines 1 to 4 and Bill footer (thank-you line) are set in Masters › Invoice Terms & Conditions (owner).
• The shop’s UPI ID and bank account, for customers paying by UPI or transfer, are set in Masters › Bank Details (owner).

Printing one bill differently

On a saved bill (Alt+M, open the bill), press Alt+P to print it once as A4, A5 or thermal. This doesn’t change your setup.

Cash drawer

If a cash drawer is connected to the bill printer, click Test cash drawer in Printer setup. It should open. With Open cash drawer on cash bill on (Control Room), it opens on every cash bill.

Weighing scale

If a scale is connected, type its port in Weighing scale port (for example COM3) and click Read scale to test. On a bill, Alt+W reads the weight.

Barcode scanner

Barcode scanners need no setup: they type like a keyboard and end with Enter. Test one by scanning into the item box of a bill.

Barcode labels

Masters › Barcode labels prints labels for your items. Press Alt+P there to choose the label printer, and F10 to print.

Common printing problems

हिन्दी

Backups and restore

What you’ll do here: understand how Setu keeps your shop’s data safe, set the backup recovery key, and bring a shop back after a problem.

Your bills, items, stock and accounts are kept on the shop’s computer. Setu backs them up by itself, but a backup only helps if it can be opened when the computer is gone. Take ten minutes to set the recovery key (below). It is the most important thing the owner does after setup.

Backups Setu takes by itself

Setu takes a backup:

• right after first-time setup;
• every day, in the background (the Matih Setu Sync service does this, even when nobody is billing);
• before every update and every restore.

The status band at the bottom shows when the last backup was taken, for example “Backup 28-10 21:00”. If it says “No backup yet — Utilities › Backup now”, take one.

These backups are on the shop’s computer. They protect you from a mistake or a damaged file, but not from losing the computer itself. For that, you need a copy away from the computer: Matih’s online backup, a pen drive, or both.

The backup recovery key

Every copy of your backup that leaves the computer, online or on a pen drive, is locked (encrypted) with the shop’s recovery key. Without the key, nobody can open it. Setu doesn’t keep the key on the computer and Matih doesn’t keep it either: only your paper copy has it.

Making the recovery key

Only the owner can do this, and once is enough.

1. Open Utilities › Advanced support (or the backup screen). Find Backup recovery key (owner).
2. Click Make a new recovery key. Setu shows the key in large letters.
3. Write it on paper, clearly. Check each character.
4. Type it back from your paper in Type the key back from your paper, then click Confirm and save.
5. Setu says “Recovery key saved. Copies to the backup drive are now encrypted with it.”

Keep the paper away from the shop computer: at home, in a locker, or with a family member you trust. Keep a second copy somewhere else.

Never type the recovery key into a phone message, WhatsApp or e-mail, and never tell it to anyone on the phone.

Checking your paper copy

To be sure the paper is right, type it in Check a paper copy and click Check. Setu says “Correct: this key opens this shop’s encrypted backups.” or “This key does NOT match. Check the paper copy.”

If you make a new key later, older copies still need the old key. Keep the old paper too, or make fresh copies.

Until the key is set, Setu reminds the owner once a day: “Set the backup recovery key (Utilities › Advanced support) so this shop can be restored if this computer breaks.”

Matih’s online backup

Once the recovery key is set, Setu also sends a locked copy of the shop’s backup to Matih online, whenever the computer is on the internet. The backup screen shows “Matih’s online backup: last went up …”.

Billing never needs the internet. The online backup simply catches up when the internet comes back.

Taking a backup now

Before anything risky, such as moving the computer or repairing Windows, take a fresh backup:

1. Choose Utilities › Backup now.
2. Click Backup now.

The list shows every backup with its time and whether it was checked.

The backup screen. Open it from Utilities › Backup now.

Copying a backup to a pen drive

1. Put the pen drive in.
2. In Utilities › Backup now, pick the backup (the newest is at the top).
3. Click Copy selected backup to pen drive / folder (encrypted)… and choose the pen drive.
4. Setu says “Encrypted copy saved: …. It opens only with the recovery key.” The file ends in .setubak.

Do this once a week, and keep the pen drive with the owner, not at the counter. The owner can also set Extra backup copy to in the Control Room for an automatic extra copy.

Restoring a backup on the same computer

Use this only when something has gone badly wrong, for example many bills entered wrongly or a damaged file, and Matih support agrees. Restoring takes the shop back to the time of the backup.

1. Choose Utilities › Restore backup (owner), or F4 on the main menu.
2. Pick the backup to go back to. To use a pen-drive copy, click Open backup file…, choose the .setubak file and type the recovery key.
3. Type RESTORE in capitals in Type RESTORE.
4. Click Restore selected backup.
5. Setu takes a backup of the current data first, then restores, and tells you what happened. Then it closes. Start it again from the Matih Setu icon and sign in.

After a restore:

• Bills saved after the backup may be missing. Setu names them. Enter them again from their paper copies.
• New bills continue in a new number series, so no bill number is ever used twice.
• If the shop is connected to Matih online, Setu fetches the bills that reached Matih after the backup, and says which ones couldn’t be brought back.

A new or repaired computer

If the shop computer breaks, is stolen, or is replaced, you can bring the whole shop back on another computer. Install Setu on it first (Installing). On the first-time setup page, don’t fill in the shop details. Use one of the two buttons under it.

From Matih’s online backup: Restore my shop

You need the internet, and one of: the shop’s licence key, the owner’s WhatsApp number (Sign in with Matih), or a pairing code from Matih support. You also need the backup recovery key on paper.

1. Click Restore my shop (new or repaired computer)….
2. Type the Licence key, or use Sign in with Matih with the owner’s WhatsApp number, or type a pairing code from Matih support.
3. Click Show the shop’s online backups and pick the backup to bring back (usually the newest).
4. Type the Backup recovery key from the owner’s paper.
5. Click Restore.
6. When it says Restore complete, Setu closes. Start it again and sign in with the shop’s existing users.

The shop’s licence moves to the new computer. The old computer, if it still works, stops making new bills after a few days and keeps its old bills for reading.

A shop can move itself this way a limited number of times a year. Utilities › Licence information shows how many moves have been used. For more, call Matih support.

From a pen-drive copy: Restore a backup instead

1. Click Restore a backup instead….
2. Choose the .setubak file on the pen drive.
3. Type the backup recovery key.
4. When it says the restore is complete, Setu closes. Start it again and sign in with the shop’s existing users.

The new computer then needs the shop’s licence: see Your licence.

If you lost the recovery key

If the shop computer still works, make a new recovery key straight away (above) and make fresh pen-drive copies. Old copies made with the lost key can’t be opened by anyone.

If the computer is gone and the key is lost, the backups can’t be opened. That’s why the paper copy matters.

हिन्दी

More than one counter

What you’ll do here: see how Setu works when more than one person bills, and what to know about extra computers.

One computer per shop

This version of Setu runs on one computer per shop: the shop’s main computer. The shop’s bills, items, stock, accounts, backups and licence all live there.

Each licence key is for one shop’s main computer. Don’t install Setu with your shop’s licence key on a second computer to make a second counter. The key belongs to the main computer, and Setu doesn’t share one shop’s data between two computers in this version.

Many people, one computer

Several people can bill on the same computer, one after the other. Each person signs in as themselves, so every bill shows who made it.

• At a change of shift, press Ctrl+U and the next person signs in.
• If one customer’s bill must wait while you serve another, hold it with Alt+H and bring it back with Alt+R. See More at the counter.
• A manager can approve a cashier’s discount or change at the same counter, without the cashier signing out. See Users and roles.

Moving to a new main computer

If you replace the shop’s computer, move the shop to the new one with Restore my shop. The licence moves with it, and the old computer stops making new bills. See Backups and restore.

Questions

If your shop needs more than one billing counter, talk to your distributor or Matih support about what this version can do for you.

हिन्दी

Bringing data from your old software

What you’ll do here: bring your items, customers, suppliers, stock and dues from your old billing software into Setu, and export Setu’s data for your CA.

If your shop used other billing software before, you don’t have to type everything again. Setu reads the files your old software exports.

Your distributor or Matih support usually helps with this on the day you start. The owner can also do it alone. Nothing is ever changed in your old software or its files: Setu only reads them.

Before you start

1. Pick a cut-over day. This is the last day you bill in the old software. From the next morning, you bill only in Setu.
2. At the end of that day, in your old software, export your items (with stock), customers and suppliers (with balances). Save the files on the Desktop, in Documents or in Downloads.
3. Not sure how to export? Open Setu’s import screen (below) and pick your old software’s name in the list. Setu shows the steps for that software.

Importing

Only the owner can import. Open Utilities › Data Import / Export. The screen is headed DATA IMPORT / EXPORT.

1. Choose Find the exported files (Desktop, Documents, Downloads) and press Enter. Setu looks for exported files and says what each one holds, for example “… 1,240 items”.
   • Files elsewhere, such as on a pen drive? Press Ctrl+O to choose them.
2. Tick the files to bring in with Space, then press Enter.
3. Setu checks the files and shows, for each list:
   • how many are new;
   • how many are already in Setu (skipped);
   • any errors, in plain words;
   • items with no GST %. These are left out, never imported as 0%. Add the GST % in the file, or add those items by hand.
   • Setu’s totals beside your old software’s own totals, so you can see they match.
4. For a plain Excel or CSV list:
   • F4 tells Setu what the list holds (for example customers or suppliers).
   • If Setu can’t tell which column is which, press F6 and match the columns.
5. Type the Cut-over date (the day you stop billing in the old software).
6. Press PgDn (or Enter) to confirm and import.

Only the lists, without stock and dues

On the cut-over date step there is a tick box: Bring in the items and parties alone, without their stock and dues. Tick it if you only want the names and prices now, and will enter stock and balances another way.

Suppliers’ balances

On a list of suppliers, a plain figure is what the shop owes them. A figure marked Dr is an advance the shop paid them.

Checking the import

After importing, open Reports › Cut-over reconciliation (owner). It compares what came in with your old software’s figures. Check the totals of stock, customers’ dues and suppliers’ dues before you start billing.

Then check a few items by hand: name, MRP, sale rate, GST % and stock.

Small shops: by hand

If you have only a few items, you can skip importing. Add each item with Stock in shop now, and each party with its Opening balance. See Items and stock and Customers and suppliers.

Exporting from Setu

The same screen exports Setu’s data (owner only), for your CA or for reading in Excel:

• Product export (Excel; Setu can import it again);
• Party (ledger) export (Excel; Setu can import it again);
• Registers to Excel (sale, purchase, receipts, payments);
• A/c & Inventory export (one Excel workbook);
• Expenses export (Excel);
• exports for your CA’s accounting software (the screen names the formats).

Exports are saved in Documents › Matih Setu exports.

An export is not a backup. Setu can’t be restored from it. To keep a copy of the shop, use Backups.

हिन्दी

Matih on WhatsApp

What you’ll do here: connect the shop to Matih, so its data is kept safe online and the owner can ask about sales, stock and dues on WhatsApp.

This is optional. Billing never needs it, and Setu works the same without it. Only the owner can connect the shop.

When the shop is connected:

• the shop’s bills and records go up to Matih online whenever the internet is on, so the data isn’t lost if the computer breaks or is stolen;
• the owner can message Matih on WhatsApp from their own number and ask, for example, “What were yesterday’s sales?”, “Which items are running out?” or “How much do customers owe me?”.

Matih answers only the owner. Setu and Matih never send messages to your shop’s customers.

Connecting the shop

You need the internet, the owner’s WhatsApp number and phone, and the owner’s passphrase.

1. Sign in to Setu as the owner.
2. Choose Utilities › Connect to Matih (WhatsApp). The screen says “Connect your shop to Matih”.
3. Type the Owner’s WhatsApp number and continue.
4. Matih’s sign-in opens in the computer’s browser. Sign in there with the owner’s WhatsApp number: Matih sends a code on WhatsApp, or shows a QR to scan. Then come back to Setu.
5. Setu shows Approve connecting this shop, with the shop’s name and this computer’s name. Choose the Matih workspace for the shop if asked.
6. Type the Owner passphrase and approve.
7. Setu says “Connected. Your shop’s data is uploading now.” The screen shows the steps as they finish: Phone verified, This computer connected, First upload complete, WhatsApp answers ready.

The first upload can take a while on a slow connection. Billing goes on as usual meanwhile.

Linking WhatsApp

To ask Matih on WhatsApp, the owner links their number once:

1. Choose Exit › About Matih Setu (or F2 on the main menu).
2. Press Link WhatsApp (F2).
3. Setu shows a QR code. “Scan this QR with the owner’s phone. WhatsApp opens with a message to Matih: press Send. The QR works once, for 10 minutes.”
4. Setu says “WhatsApp is linked. Ask Matih on WhatsApp from the owner’s number.”

If the QR expires, press Link WhatsApp again for a new one.

Asking Matih

From the owner’s WhatsApp, message Matih in plain words. Answers use the data uploaded so far, and Matih says when it was last updated.

Seeing the connection

The shop panel on the main menu and Exit › About Matih Setu show the state, for example:

• “Linked: ask Matih on WhatsApp about sales, stock and dues.”
• “Connected to Matih. The shop’s data is still going up.”
• “Not connected to Matih yet.”

The status band shows “Last updated online: …” or, without internet, “Saved on this computer · Internet unavailable — billing continues · N waiting”. Nothing is lost while offline: bills go up when the internet is back.

If something needs attention

Keep it safe

• Only the owner should connect the shop and link WhatsApp, from the owner’s own number.
• Matih support will never ask for your passphrase, PIN, recovery key or WhatsApp code.

हिन्दी

Updating Setu

What you’ll do here: know when a new version of Setu is ready, and how it gets installed.

“A new version is ready”

When Matih releases a new version of Setu, the owner sees a line in the status band at the bottom of the main window:

“A new version is ready: <version>. Your Matih support person installs it.”

Beside it is a See what is new link, with what the new version brings.

• Only the owner sees this line. Cashiers and managers don’t.
• Setu checks for a new version at most once a day, when the computer is on the internet.
• Setu downloads nothing and installs nothing by itself. The line only tells you.

How the update is installed

Your Matih support person or distributor installs the update for you, at a time that suits the shop, usually when the counter is quiet.

They run the new version’s Setup on the shop computer, over the version you have. Your bills, items, stock, accounts, users and settings stay as they are. Setu takes a backup before the update.

Before they start:

1. Finish and save any open bill.
2. Close the day if it’s the end of the day.

After the update, sign in as usual. If anything looks different, read See what is new, or ask the person who installed it.

Checking which version you have

Choose Exit › About Matih Setu. It shows the version of Setu on this computer.

Don’t

• Don’t download Setu from anywhere except the link Matih or your distributor gives you.
• Don’t uninstall Setu to update it. Setup installs the new version over the old one.
• Check the installer’s fingerprint before running it. See Installing.

हिन्दी

Questions and troubleshooting

What you’ll do here: find quick answers to common questions, and know what Setu’s warning lines mean.

Common questions

Does Setu need the internet?

No, not for billing. Bills, purchases, stock, reports and backups all work offline. The internet is needed once to switch the licence on, now and then to keep it current, and for Matih’s online backup and Matih on WhatsApp. Anything waiting goes up by itself when the internet is back.

The power went off in the middle of a bill. Is it lost?

No. When Setu starts again, the unfinished bill comes back. If it had already been saved, Setu says so and doesn’t save it twice.

A customer wants a bill changed after it was printed.

Use Modify Bill (Alt+M, find the bill, F3). On a GST-registered shop, Setu keeps the old bill and makes a credit note and a new bill, as GST rules need. See Changing, reprinting or cancelling a bill.

Can I delete a bill?

No. Bills are never deleted and bill numbers never change. Cancel a bill if the sale didn’t happen, or take a return for goods brought back.

The same item shows two MRPs on the bill. Why?

The shop has that item at an old and a new MRP. Pick the MRP printed on the customer’s packet. See Choosing the MRP.

A cashier can’t see a customer’s balance.

That’s on purpose. The owner chooses what cashiers see in Masters › Operator powers (Cashier sees balances while billing). See Users and roles.

A menu entry says it “needs Manager sign-in”.

Your role can’t open it. Ask a manager or the owner, or have them sign in with Ctrl+U.

I forgot my PIN.

Ask the owner to set a new one in Masters › Users & PINs. If the owner forgot the passphrase, call Matih support.

A barcode isn’t found.

Type the item’s name, pick it, and press Y to save the barcode on it. See Finding items and scanning barcodes.

Where are the files Setu saves?

• Reports saved as Excel: Documents › Matih Setu Reports.
• Exports: Documents › Matih Setu exports.
• Backups: Utilities › Backup now › Open backup folder.

Warning lines and what to do

Setu shows warnings in a line just above the status band, or in the status band itself. Each one says what to do.

Messages on a bill

Still stuck?

1. Note the exact words Setu shows and the time.
2. Call your distributor (their help line is on the status band), or contact Matih: phone +91-6364247664, e-mail contact@matihlabs.com.
3. The owner can click Copy for support in Utilities › Advanced support and paste it into the message.