The MyDukan Book

This book walks you through setting up and running a business in MyDukan, using one company all the way through: RK Mobiles, a mobile and electronics chain with 11 branches across Karnataka, Gujarat, Madhya Pradesh, Rajasthan.

1. 1Each chapter opens with where to find it in the menu.
2. 2Screens are drawn from RK Mobiles's real data. Tap the 1 2 markers to learn each part.
3. 3Boxes marked Try it are live: move the sliders and see the numbers change.
4. 4Turn pages with the arrows, your keyboard's ← →, or a swipe on a phone.

Set things up in this order and your first bill will just work. Tick as you go.

Open web.mydukan.app on any computer. Sign in with your phone number, or with your company code and username.

web.mydukan.app/login

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1Phone or company code. Owners usually sign in by phone; staff use the company code and their username.

Everything sits under eight menus along the top. Tap one to see what lives there.

Masters›Branch Master

Every shop, warehouse or outlet is a branch. Each keeps its own stock, its own bill numbers and its own GST state.

web.mydukan.app/masters/branches

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1Short code. Goes into every bill number, e.g. INV/HO/00042, so you can tell at a glance where a bill came from.

Tools›User Master

Give every person their own login. A role decides what they see; branch access decides where.

web.mydukan.app/tools/users

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1Role. Admin sees everything. Manager, Cashier and Staff see less — fine-tune any role under Tools › User Rights.

Settings›About

Your logo and address print on every bill. Pick a layout for sales bills and one for purchase documents — all print on A4.

1. 1Branch GSTIN and address print on the bill; if a branch has none, the company's are used.
2. 2A short bill grows to fill the page, so every bill looks the same.

Masters›Document Types

Each kind of document has its own series, per branch. MyDukan numbers them for you — no gaps, no repeats.

Masters›Account Groups

MyDukan starts you with a ready chart, the way an accountant would set it up: 33 groups under Assets, Liabilities, Income and Expenses.

web.mydukan.app/masters/account-groups

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1Groups inside groups. Fixed Assets, Bank Accounts, Sundry Debtors… all sit under Assets. Reports total them the same way.

Masters›Account Heads

A ledger is one account: “Shop Rent”, “HDFC Current Account”, a customer, a supplier. RK Mobiles has 1,084.

web.mydukan.app/masters/account-heads

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1Group. Customers land in Sundry Debtors, suppliers in Sundry Creditors — made for you when you add them.

Accounts›Opening Balance

On the day you start, tell MyDukan what each account held: cash in the drawer, money in each bank, what customers owe you and what you owe suppliers.

Masters›Brands

Group what you sell so reports can answer “how much Samsung did we sell in Gujarat?”. Brand is optional — loose grocery or hardware can skip it.

web.mydukan.app/masters/brands

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1Your brands. Pick from MyDukan's catalogue or add your own.

Masters›Items

RK Mobiles sells 502 items. Each says how it is counted: by quantity, or one by one with an IMEI or serial, or by batch and expiry for medicines and food.

web.mydukan.app/masters/items

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1Global or custom. Import an item from MyDukan's catalogue (prices and HSN filled in), or create your own.

Selling price, MRP and MOP are typed with GST. Cost price is kept before GST, as your supplier's bill shows it. On every bill MyDukan takes the tax out exactly once.

Every item has a unit. Phones are counted in NOS; rice in KG; cloth in MTR; paint in LTR. Quantities can be fractional — 1.5 kg or 2.25 m bill fine.

1. 1The unit prints on the bill, and GST returns use its official code.
2. 2Medicines and food? Turn on batch and expiry on the item; the bill asks for the batch.

What's on your shelves on day one goes in on a purchase invoice dated your start day. Phones are scanned in by IMEI, so each one can be traced to its sale.

Stock›Stock Transfer Note

Send stock from one branch to another; it is in transit until the receiving branch accepts it.

Tools›Physical Stock Taking

Walk the shelves with a scanner or the phone camera. MyDukan compares what you counted with what the books say.

Masters›Customers / Suppliers

Add a party once, then pick them on any bill. Their state decides the GST, and their ledger fills itself with every bill and receipt.

web.mydukan.app/masters/customers

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1Consumer or dealer. RK Mobiles has 993 customers. Dealers can have their own prices.

Masters›Suppliers

Suppliers work the same way: add them once, pick them on purchase bills, and their ledger shows what you owe.

web.mydukan.app/masters/suppliers

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1Location. The supplier's state decides IGST or CGST + SGST on their bills.

Masters›Salespersons / Salesperson Targets

Put a salesperson on each bill and see who sold what. Set monthly targets by value or units and watch progress.

Accounts›Bank Statements

Import your bank's statement and MyDukan matches it, line by line, with the receipts and payments you entered.

web.mydukan.app/accounts/bank-statements

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1Matched. 128 of 137 lines matched on their own; 6 are suggestions to accept, 2 are open.

1. 1Each bank account is a ledger under Bank Accounts (4 at RK Mobiles).
2. 2A charge or interest the bank booked on its own? Click Post voucher on that line.

Accounts›Bank Reconciliation

Your books and your bank rarely agree on the same day. The reconciliation shows why, line by line, until nothing is left unexplained.

Masters›Price Templates

One item can have several prices: retail, dealer, a festival price. A price template holds one such list and says when it applies.

Tools›Price Updation

Change many prices at once — for the whole company, for chosen states, or for chosen branches. Add products by brand or search, then type new prices or fill a % change.

1. 1Whole company changes the product's own price (and keeps a price history).
2. 2States / branches set branch prices, leaving other states untouched.

Small shops just enter the supplier's bill. Bigger ones go step by step — tap each to see what it does.

Purchase›Purchase Returns

Faulty or extra stock goes back on a purchase return, against the original bill. Stock goes out, and the supplier owes you.

1. 1Pick the original purchase invoice; choose the items (and IMEIs) going back.
2. 2Approve: stock and the supplier's balance both drop.
3. 3When the supplier's credit note arrives, note its number on the return.

Purchase›Purchase Invoices

Stock comes in on a purchase invoice. Here is RK Mobiles's bill PB/HO/0057 from Aaryan Infotech Distribution LLP:

web.mydukan.app/purchase/invoices

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1Supplier's bill number. AID/26-27/01066 — typed from their bill, so GSTR-2B matches it later.

A walk-in customer gets an invoice straight away. A corporate order can go the long way — each step carries the items forward, nothing typed twice.

Sales›Sales Invoices

Pick the customer, scan the handsets, take payment. SI/HO/0033 to Coastal Communications:

web.mydukan.app/sales/invoices

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1Tax class. Customer in the same state as the branch: CGST + SGST.

Accounts›Receipt Vouchers

Take payment on the bill itself — cash, UPI, card, finance, even split across several. Anything unpaid waits in Outstanding.

Sales›Sales Returns / Exchange

1. 1Sales return: pick the original bill and the items (by IMEI) coming back; refund or keep it as credit.
2. 2Exchange: take the customer's old phone in part payment on a new sale. Grade it, price it, and it joins your used stock.
3. 3Returns reduce GST automatically in that month's return.

Purchase›Supplier Schemes

Brands and distributors pay you for buying more. Enter their scheme once — slabs by quantity or value — and MyDukan measures your purchases, less returns, against it.

Three ways to sweeten a sale, all set up once and used from the bill:

1. 1Combo Offers (Sales): items sold together at combo rates — Add combo on the bill.
2. 2Gift Schemes: buy qualifying items, get a gift free — Add gifts adds it at ₹0.
3. 3Item / Model Offers: an offer price for a period and branches — Apply offers sets it.

Sales›Vouchers, Insurance & Warranty

Give a gift voucher with a bill, or sell insurance or an extended warranty per handset. Each gets a code and an expiry date.

1. 1Issue: type the invoice number on the register.
2. 2Redeem: on a new bill, Redeem voucher takes its value off.
3. 3Insurance and warranty are claimed from the register, by IMEI.

Add-Ins›Discount Limits

Let staff give discounts within a limit, and ask a manager beyond it — so no sale waits, and no discount slips through unseen.

web.mydukan.app/add-ins/discount-limits

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1Require approval. Turn it on; bills over the limit then wait for an approver before they can be approved.

Accounts›Receipt / Payment Vouchers

1. 1Receipt: money in — a customer or finance company pays a bill. Settle it against their invoices.
2. 2Payment: money out — rent, salaries, a supplier's bill.
3. 3Journal: no money moves — depreciation, a correction between ledgers.

web.mydukan.app/accounts/receipt-vouchers

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1Against invoice or on account. Against an invoice clears that bill; on account is money with no bill yet (an advance, a payout).

If your turnover needs e-invoicing, every B2B bill needs an IRN and QR code. With the GST add-on, one click on the bill gets them from the government portal and prints them.

1. 1Create your API user once on the e-invoice portal (our team helps on a call).
2. 2Approve the invoice → Generate IRN. The QR prints on the bill.
3. 3Goods over ₹50,000 moving? Generate e-way bill from the same bill.

Reports›GST

Everything above feeds the reports — nothing to post at month end.

1. 1Day Closer (Add-Ins): lock a finished day so nothing in it can change.
2. 2Audit Log (Tools): who created, changed or deleted what, and when.
3. 3User Rights (Tools): switch any screen or action on or off per role.
4. 4Voucher Approval (Add-Ins): payments above a limit wait for a manager.

Ledger

One account, like Shop Rent or HDFC Bank.

Voucher

An entry that moves money: receipt, payment, journal.

IMEI

A phone's unique number; tracked unit by unit.

HSN

The GST code for a product.

MOP

Market operating price — the street selling price.

Taxable value

The price before GST.

IRN

Invoice reference number from the e-invoice portal.

Outstanding

Bills not fully paid yet.

Challan

Goods sent without a tax bill yet.

Branch price

A price for one branch that beats the item's own.