The NAQIX ERP
India User Manual
A complete, plain-English guide for Indian businesses — GST invoicing, E-Way Bills, batch & expiry, purchases, multi-branch, reports and returns. Works the same whether you sell wholesale, retail, or run a lab.
01 Welcome & Login
NAQIX runs in your browser and as a Windows desktop app. Open app.naqix.com, choose your company, and sign in.
Open the app
Go to app.naqix.com or launch the NAQIX desktop app, and select your company.
Sign in
Enter your email & password the first time. On a shared counter PC, an owner/admin can set a 4-digit PIN per user, then everyone signs in by tapping their avatar tile + PIN.
Pick your branch
If you have more than one location, the top bar shows the active branch. Every invoice you make is tagged to the branch shown there.
02 Screen Layout
A few areas you'll use constantly.
Left menu
All modules — Sales, Contacts, Products, Purchases, POS, Reports, Settings. Use the search box at the top to jump to any page; press Cmd/Ctrl+K for quick navigation.
Top bar
Company name, branch selector, date, notifications and your profile. The branch here decides the bank details, GSTIN and address printed on the invoice.
Copilot & Insights
Two round buttons sit bottom-left, beside "Guided Tour" — purple Copilot (ask anything) and teal AI Insights (business questions). Placed out of the way so they never cover the Save button.
03 Branches & Switching
Run one shop or many. Each branch can print its own address, GSTIN, bank account and UPI QR — automatically, based on the active branch.
Add branches
Settings → Locations → Add Location. Give each a name and code. You manage this yourself — no support needed.
Per-branch details
Each branch can carry its own address, bank account, UPI QR, stamp & signature, and (where relevant) licence numbers. They print based on whichever branch is active.
Switch before billing
Confirm the branch in the top bar before you start a bill — it determines the bank, GSTIN and address that print.
04 Sales & Invoicing
Create a GST tax invoice in seconds. Retail and wholesale share one screen — pick the type up front.
New sale
Sales & Invoicing → New Sale. Choose Retail or Wholesale — this shapes the invoice layout.
Pick the customer
Search an existing customer or use Quick-Add (name + mobile is enough). B2B customers can store a GSTIN, which prints in the Bill-To block.
Add product lines
Search each product, set Qty, Rate, Disc% and GST%. Batch / Expiry / Lot fields appear automatically only for products you track that way (see §07).
Review & save
Check Subtotal, CGST/SGST or IGST, Round-off and Grand Total, then Save. The invoice gets its branch-specific number.
Print or share
Open the saved invoice → Print (toggle A4 / A5) or Share on WhatsApp. The bank/UPI block fills from the active branch.
05 GST on Invoices — Complete Guide
NAQIX handles Indian GST out of the box — CGST/SGST vs IGST is automatic, HSN codes print on the invoice, and the tax math is auditor-ready.
How NAQIX decides CGST/SGST vs IGST
CGST + SGST (intra-state)
Customer's state = your branch's state → GST is split equally. A 18% product shows CGST 9% + SGST 9% on the invoice.
IGST (inter-state)
Customer's state ≠ your branch state → full GST as a single IGST line. No CGST/SGST appears.
Place of Supply
Determined automatically from the customer's GSTIN (first 2 digits = state code) or their billing address. You can override it per invoice if needed.
HSN / SAC codes
Each product carries an HSN (goods) or SAC (services) code. They print on every invoice and feed the HSN Summary in GSTR-1.
GST rate setup
Set the rate on each product
Open the product → GST Rate field. Standard slabs are 0 / 5 / 12 / 18 / 28%. NAQIX warns (but allows) non-standard values — so a typo like 5.01% is flagged before it reaches an invoice.
Rate per line on the invoice
Each invoice line shows the product's GST% and it is editable per line — useful for manual line additions. The product default always pre-fills.
Composite / NIL / Exempt
If you're under the GST Composition scheme or sell exempt goods, set rate to 0% and tag the product as NIL/Exempt in the description. The invoice total will show ₹0 tax with the correct note.
B2B vs B2C on GSTR-1
| Invoice type | What NAQIX records | Goes into |
|---|---|---|
| Customer has GSTIN (B2B) | Full invoice detail per invoice | GSTR-1 B2B table |
| Customer has no GSTIN (B2C, ≤₹2.5L) | Consolidated by state per month | GSTR-1 B2CS table |
| B2C large (>₹2.5L, inter-state) | Invoice-level detail | GSTR-1 B2CL table |
| Export | Export flag on invoice, IGST or Bond | GSTR-1 EXP table |
06 GST-Inclusive Pricing (MRP billing)
Sell at a fixed all-in price (e.g. MRP)? Turn on "Prices include GST" and type the all-in figure. NAQIX back-calculates the taxable value and tax — the total stays exactly what you typed.
Total stays ₹1,000.00 — only the breakdown is shown, as a GST invoice legally must.
07 Free Goods & Trade Schemes — "Buy 12, get 3 free"
Trade schemes are first-class. Bill the paid quantity and record the free units in the Free column. GST is charged only on the billed quantity, but every unit moves into stock.
On the bill
Enter Qty 12 and Free 3. The line shows "12 + 3 F" — no need for a ₹0 line that breaks GST.
Stock & cost
All 15 units enter inventory and the cost is spread across 15 (blended landed cost), so your margin stays true.
Different free item
Free gift is a different product? Add it as its own line with Qty 0, Free N.
08 Batch · Expiry · Lot
Tracking is per product, not per company — so an item with no expiry and a perishable item sit happily on the same bill. Turn it on only where you need it.
Set it once on the product
Open the product → Product Details → switch on Track Expiry / Track Batch / Track Lot No. as needed.
It follows the product everywhere
On purchases & sales the Batch / Expiry / Lot inputs appear only for products that need them — including free-goods lines.
FEFO on sale
When selling a tracked product, the Batch picker lists on-hand batches first-expiry-first and auto-fills expiry & MRP.
09 E-Way Bill (invoices over ₹50,000)
When an invoice crosses the threshold, NAQIX opens the E-Way Bill helper and walks you through it. (The threshold is configurable in settings.)
Transport details
Vehicle number, transport mode, distance in km, transporter name/GSTIN. These pre-fill if you've entered them before.
Generate & paste
Download the draft JSON, upload it on the government portal, then paste the 12-digit EWB number + date back into NAQIX.
09b E-Invoice / IRN
From ₹5 Cr annual turnover, every B2B invoice needs an IRN (Invoice Reference Number) from the government. NAQIX generates it in one click — the queue handles retries automatically.
First-time setup
Enable in Settings
Go to Settings → GST / Tax → E-Invoice. Toggle E-Invoice enabled on. Enter your NIC IRP credentials (username + password from the NIC portal at einvoice1.gst.gov.in). NAQIX stores them securely per tenant.
Test the connection
Click Test Connection. NAQIX authenticates with the NIC and shows a green tick. If it fails, double-check the GSTIN in company settings matches the NIC account GSTIN exactly.
No GSP needed
NAQIX connects directly to the NIC IRP (free). There is no per-invoice charge and no third-party GSP subscription required.
Generating an IRN
Click "Generate IRN"
Button appears on every saved B2B invoice. Clicking it enqueues the request immediately — you see IRN: Pending on the invoice status badge. The page returns in under a second.
Background processing
NAQIX's queue worker picks up the request within 2 minutes, sends the payload to NIC, and receives the IRN + signed QR. On success the invoice shows the IRN and QR is auto-embedded in the PDF.
Automatic retries
If NIC is down or returns a transient error, the queue retries at 1 min → 5 min → 30 min → 2 hr. After 5 failed attempts the request is marked Dead and you receive a Telegram alert with the reason.
Duplicate guard
Clicking Generate IRN on an invoice that already has a pending request returns 409 Already queued — no duplicate attempts are ever sent to NIC.
IRN status at a glance
| Badge | Meaning | What to do |
|---|---|---|
| No IRN | E-invoice not yet requested | Click Generate IRN |
| Pending | Queued, waiting for worker to call NIC | Wait up to 2 min, then refresh |
| Active | IRN received, QR embedded in PDF | Print or share the invoice normally |
| Cancelled | IRN cancelled at NIC (within 24 h window) | See §09c for cancel flow |
| Dead | All retries exhausted | Check Telegram alert, fix the issue, re-queue |
09c Cancel Invoice & Credit Note
Made a mistake? NAQIX gives you two GST-compliant ways to correct it: cancel the invoice (same day) or raise a credit note (after the fact).
Cancel Invoice
Reverses the invoice completely. Stock returns, amounts zero out, and the invoice is excluded from all GST returns. Use this when the invoice was created by mistake.
Credit Note
Raises a negative document against a valid invoice — for returns, short-supply, rate disputes, or corrections after the filing period. The credit note shows on GSTR-1 as a CDN row.
When to use which
| Situation | Tool | Deadline |
|---|---|---|
| Invoice created by mistake, same day | Cancel Invoice | Same calendar day (before midnight) |
| Customer returned goods | Credit Note | Any time |
| Over-billing or rate error, after filing | Credit Note | Before September of next FY |
| Invoice has an IRN, need to reverse it | Cancel IRN first (within 24 h), then Cancel Invoice | 24 hours from IRN generation |
Cancel Invoice — step by step
Open the invoice
Go to Sales → Invoice detail. The Cancel Invoice button is visible to owner/admin/creator on the same calendar day.
If it has an IRN
Cancel the IRN first: click Cancel IRN and enter the cancellation reason (duplicate / data entry error / order cancelled / other). This calls NIC and marks the IRN cancelled. Only possible within 24 hours of generation.
Confirm cancel
Click Cancel Invoice and confirm. Stock restores, the invoice shows a red "CANCELLED" stamp, and it is excluded from all reports and GST returns.
Same-day scheme counters
If the invoice triggered a trade scheme discount, cancelling it on the same day rolls back the scheme counter — the discount is fully unwound.
Credit Note — step by step
Locate the original invoice
Open the sale, then click Raise Credit Note. The credit note is pre-linked to the original invoice number (shown in GSTR-1 CDN table).
Edit quantities / amounts
Remove lines you don't want to credit, change quantities for partial returns, or adjust the unit price. Tax recalculates automatically.
Save
Stock returns for the credited lines. The credit note appears in the customer's ledger and is deducted from your GST liability on GSTR-3B.
10 Point of Sale (counter)
For fast walk-in counter sales.
Quick sell
Point of Sale → scan/search items, set qty, take payment, print the receipt — all on one screen.
Walk-in customer
Defaults to "Walking Customer". For a quick bill with no phone number, use 1234 as a safe placeholder.
Payment
Cash, UPI/QR or card. The branch UPI QR shows for scan-to-pay.
11 Purchases & ITC
Record incoming stock with correct GST, landed cost, batches, free goods and freight — every rupee feeds directly into your Input Tax Credit (ITC) claim.
Recording a purchase bill
New purchase
Purchases → Add. Pick the supplier (or Quick-Add), enter the supplier invoice number & date, confirm the branch.
Add lines
Product, Qty, Free Qty, Unit Price, GST% per line. CGST+SGST for intra-state; IGST for inter-state (auto-detected from supplier GSTIN). Enter Batch / Expiry / Lot for tracked pharma/FMCG items.
Freight & round-off
Add freight amount (with its own GST rate) and a round-off line so the bill total matches the paper invoice exactly — important for reconciliation.
Save
Stock rises by Qty + Free. The product's weighted-average cost is recomputed over all received units. A review prompt appears if the cost change is significant — never a silent fail.
Input Tax Credit (ITC)
ITC-eligible flag
Each purchase line has an ITC eligible toggle. By default it is ON. Switch it OFF for purchases used for exempt supplies (e.g. personal use, blocked credits under Section 17(5)).
GSTR-3B Table 4
NAQIX totals only the ITC-eligible CGST/SGST/IGST from purchases and fills GSTR-3B Table 4 (ITC Available) automatically. Non-eligible lines are excluded.
GSTR-2B reconciliation
Upload the GSTN-issued GSTR-2B JSON to cross-check your purchase records against supplier filings — see §15b for the full walkthrough.
ITC on expenses
GST on eligible business expenses (freight, office supplies, professional fees) also flows to GSTR-3B Table 4 when you mark them ITC-eligible in the Expense module.
Blocked ITC — what NAQIX excludes automatically
| Purchase type | ITC treatment |
|---|---|
| Goods / services for business use | ITC claimable (eligible ON) |
| Motor vehicles (Section 17(5)) | Blocked — mark eligible OFF |
| Food, beverages, outdoor catering | Blocked — mark eligible OFF |
| Free samples / gifts > ₹50k | Blocked — mark eligible OFF |
| Purchases for exempt supplies | Proportionate — eligible OFF |
12 Products & Inventory
Your catalogue, stock, batches and branch transfers.
Add product
Name, HSN/SAC, prices, MRP. The Product Details block holds Manufacturer, Pack, and the Expiry/Batch/Lot switches.
Batches & Serials
Track stock by batch with expiry. The sale screen sells first-expiry-first.
Stock transfers
Move stock between branches; each branch keeps its own on-hand count.
Stock alerts
Set a reorder level per product to get low-stock alerts (and optional auto-PO).
Built-in safeguards when adding a product
Unique product code
The Product Code (SKU) must be unique in your company. Re-using a code is blocked, and NAQIX names the product that already uses it — so products, invoices and documents never duplicate.
Duplicate-name warning
Start typing a name and NAQIX flags similar existing products so you don't accidentally create a second record for the same item.
GST-slab check
The GST Rate field warns if the value isn't a standard slab (0 / 5 / 12 / 18 / 28). It's a gentle warning — you can still save.
Alternate / supplier names
On a saved product, add the names suppliers use on their bills. Search then finds the product even when a supplier calls it something different.
Merge duplicate products
Ended up with two records for the same item? Products & Inventory → Merge Products combines them safely.
Pick source & target
Source = the duplicate to retire. Target = the one to keep — all history moves here.
Preview merge
See exactly how many rows (sales, purchases, returns, stock) will move, per table, before anything changes.
Confirm
History is reassigned, never deleted — every invoice line is preserved and re-pointed to the surviving product. The source is then deactivated.
13 Contacts
Customers and suppliers in one place.
Add a contact
Contacts → Add, or Quick-Add right from the sale/purchase screen. Mobile number is mandatory (use 1234 for walk-ins).
GSTIN for B2B
Business customers/suppliers can store a GSTIN — it prints on the document and drives the place-of-supply (CGST/SGST vs IGST).
Names print as typed
Type a company/customer name in any case — it appears on invoices exactly as you wrote it, no forced UPPERCASE.
14 Payments & UPI / QR
Collect by cash, UPI/QR, card or bank transfer — recorded against the invoice.
UPI QR
Each branch can have its own UPI VPA & QR printed on the invoice for scan-to-pay. Set it in Settings → Payment Methods.
Bank details
The correct branch bank account prints automatically on every invoice.
Record payment
Open an invoice → Record Payment → choose method & amount. Partial payments & refunds supported; an overpayment guard prevents collecting more than due.
15 Reports & GST Returns
India GST-ready reports out of the box.
| Report | Use |
|---|---|
| GSTR-1 | Outward supplies statement |
| GSTR-3B | Monthly summary return |
| HSN Summary | Sales grouped by HSN (required in GSTR-1) |
| GSTR-2A / 2B Recon | Match purchases against supplier filings |
| E-Way Bill Register | All EWBs generated for goods movement |
| Sales / Purchase / Stock | Day-book, item movement, valuation (weighted-average) |
| Tax Health new | Spots likely GST-rate errors in your catalogue — see §16 |
Monthly GST filing workflow
Step 1 — GSTR-1
Go to Reports → GSTR-1. Review the B2B, B2CS, B2CL, and HSN tabs. Export the JSON and file on the GSTN portal (or use the NIC offline tool).
Step 2 — GSTR-2B Reconciliation
Download your GSTR-2B from the GSTN portal, then upload it in NAQIX (see §15b). Resolve any mismatches before filing GSTR-3B so you only claim valid ITC.
Step 3 — GSTR-3B
Go to Reports → GSTR-3B. NAQIX pre-fills Table 3.1 (outward supplies) from sales and Table 4 (ITC) from eligible purchases. Review, export, and file.
Step 4 — GSTR-9 (annual)
Year-end reconciliation of GSTR-1 + GSTR-3B vs actual books. Export the annual summary from NAQIX and use it as the basis for GSTR-9 on the portal.
15b GSTR-2B Reconciliation
GSTR-2B is the auto-populated ITC statement issued by GSTN every month. Upload it into NAQIX to instantly see which supplier invoices match, which have amount differences, and which are missing — before you file GSTR-3B.
Step 1 — Download GSTR-2B from GSTN
Log in to GSTN
Go to gstn.gov.in → Services → Returns → GSTR-2B. Select the return period (month + year) and click Generate. Wait a few minutes, then download the JSON file.
GSTR-2B is available after 14th
The government releases GSTR-2B around the 14th of the following month (after GSTR-1 cutoff). For the period April, your GSTR-2B is available from ~14 May.
Step 2 — Upload in NAQIX
Navigate to GSTR-2B Reconciliation
Reports → GSTR-2B Reconciliation. Select the return period from the dropdown, then click Upload GSTR-2B JSON and pick the file you downloaded.
Auto-matching
NAQIX reads every invoice in the GSTN JSON and matches it against your Purchase records by supplier GSTIN + invoice number. The match runs instantly — results appear across 4 tabs.
The 4 reconciliation tabs
| Tab | What it shows | Action |
|---|---|---|
| Mismatches | Invoice in both NAQIX & GSTR-2B but amounts differ (taxable / GST) | Check the supplier's bill — correct the NAQIX entry or ask supplier to amend their GSTR-1 |
| Missing in PR | In GSTR-2B but not in your purchase records | Obtain the bill from supplier and record it in Purchases; you may be eligible for ITC you haven't claimed yet |
| Missing in 2B | In your purchase records but absent from GSTR-2B | Supplier hasn't filed or has filed the wrong invoice number — follow up with them before claiming ITC |
| Matched | Perfect match on GSTIN + invoice number + amounts | Nothing to do — ITC is valid and safe to claim in GSTR-3B |
Common mismatch causes
Invoice number format
Supplier wrote "INV-001" in their return; you typed "INV001" in NAQIX (or vice versa). Edit to match exactly.
Wrong period
Supplier filed the invoice in a different month. It will appear in a different month's GSTR-2B — check adjacent months.
Amount difference
Often a rounding difference (paise) or a supplier amendment. If the difference is immaterial, NAQIX lets you flag it as "accepted" to stop showing it.
GSTIN typo
Supplier filed under the wrong GSTIN. Contact them to raise an amendment in their GSTR-1.
16 Tax Health
Reports → Tax Health spots likely GST-rate mistakes in your product catalogue before they reach an invoice.
Inconsistent HSN rates
Lists HSN codes where different products carry different tax rates — usually a data-entry slip on one of them.
Off-slab rates
Lists products whose rate isn't a standard GST slab (0 / 5 / 12 / 18 / 28).
One-click fix
Click a flagged product to open it and correct the rate. A clean catalogue means every new invoice picks up the right tax automatically.
17 Users · PIN · Roles · Permissions
Control who sees and does what — all self-service for owners/admins.
Roles & permissions
User Management → Roles gives a View / Write / Delete toggle for every module and page. Owner/Admin/Manager see more; staff get a focused view.
PIN login
Owner/Admin sets a 4-digit PIN per user for fast avatar-tile switching on a shared PC.
Branch access
Assign which branch(es) each user can work in.
18 Settings & Branding
Mostly one-time setup — and you manage all of it yourself.
Invoice template
Choose a layout (tax invoice, wholesale, retail/A5), and set your logo, stamp and signature.
Branch stamp & signature
Settings → Locations: upload a stamp and signature for each branch yourself — no platform-admin needed. They print on that branch's documents; the company-level one is the fallback.
Per-branch details
Address, bank, UPI QR & GSTIN set per branch — they print based on the active branch.
Invoice numbering
Custom prefixes & running counters per branch and document type, so numbers never clash.
19 AI Assistant & Help
Help is always one click away.
Copilot
The purple button (bottom-left) — ask anything about the current screen or your business.
AI Insights
The teal button (bottom-left) — quick answers to business questions like "top customers" or "overdue invoices".
Help & tour
The ? button (or F1) opens the Help Center, the per-page help drawer, and the guided first-run tour.
20 Tips & Troubleshooting
| Situation | What to do |
|---|---|
| Screen keeps spinning after an update | Hard-refresh once: Ctrl+Shift+R (or Cmd+Shift+R on Mac). On the desktop app, close and reopen the tab. |
| "Rate changed" after GST-inclusive billing | Expected — the rate now shows the taxable value; the total is unchanged (see §06). |
| "Product code already used" | That SKU belongs to another product. Use a different code, or open the existing product instead of creating a duplicate. |
| Wrong bank / GSTIN on invoice | Check the branch in the top bar before billing. |
| Two records for the same item | Use Products → Merge Products (owner/admin) — run the preview, then confirm. Nothing is deleted. |
| Wrong tax on a product | Run Reports → Tax Health, click the flagged product, fix the rate. |