# “NCS Billing Book” - NCS Billing Book -Advanced POS, Inventory, Accounting, Warehouse, Multi Users, GST Ready

Thank you for purchasing our product. If you have any questions that are beyond the scope of this help file, please feel free to email us on admin@nanzige.com or via our contact form here.

Created year: 2025
Email: admin@nanzige.com

## Introduction

NCS Billing Book is a PHP based web application software, where user can track and manage Items & Stock, Suppliers, Customers, Items Categories, Sales Invoice, Purchase Invoice, users and get all the reports which are require to your office with many more features. You can create any number of Warehouses and Users.

## Installation Process

### Minimum System Requirments

- PHP 7.4.*
- MySQL Version 5.6 or higher
- Curl Extension Enabled
- Should support ONLY_FULL_GROUP_BY sql mode

### Local Server Installation

To run application you need to download web server, you can download it from https://www.apachefriends.org/download.html for Windows/Linux/Mac. For Windows systems download MAMPP or XAMPP Server, for Macintosh systems download MAMPP server,for Linux systems download LAMPP or XAMPP server.

For demonstration we are using here XAMPP server. In all the servers have MySQL extensions. No need to download third party MySQL.

### Run the Local Server

In Windows systems c:/xampp/xampp-control.exe ->Right click ->Start it in Adminstration mode -> you will get XAMPP control panel -> find 'Apache' Click on start button -> find MySQL Click on start button. This much server setup is enough, to run application.

### Test the Local Server Installtion

- Open Browser type: http://localhost or http://localhost/dashboard
- It will show XAMPP Welcome Page

### Application Installation in Local Server

#1 STEP
- Unzip the application folder
- Copy source code into c:/xampp/htdocs/ or c:/wampp/www/
- We assume here your application folder name is 'inventory'. Location: c:/xampp/htdocs/inventory
#2 STEP
- In source folder you will get 'setup' folder. Location: c:/xampp/htdocs/inventory/setup
- Open Browser type: http://localhost/inventory/setup or https://www.example.com/setup
- In that you will two Options i.e., `Install` and `Update`.
  - Select `Install` Option for new Installation.
  - Select `Update` Option for update process.
- Please enter information in installer form.

1. Hostname
2. Username
3. Password
4. Database Name
5. Email Id
6. Purchase Code
-After installation you will be redirected to application.

#### Note !

If you are Installing Application on the internet server you no need to worry about server like xampp or wamp, ensure your server must support with PHP & MySQL, now you need to create database, after that you need to upload & extract source file on server and follow the installation setup. That's it :)

## Update Process

### Updating Application on Local Server

#1 STEP
- Unzip the application folder
- Copy source code into c:/xampp/htdocs/ or c:/wampp/www/
- We assume here your application folder name is 'inventory'. Location: c:/xampp/htdocs/inventory
#2 STEP
- In source folder you will get 'setup' folder. Location: c:/xampp/htdocs/inventory/setup
- Open Browser type: http://localhost/inventory/setup or https://www.example.com/setup
- In that you will two Options i.e., `Install` and `Update`.
  - Select `Install` Option for new Installation.
  - Select `Update` Option for update process.
- Please enter information in Updation form.

1. Hostname
2. Username (Existing/Old Database Username)
3. Password (Existing/Old Database Password)
4. Database Name (Existing/Old Database Name)
5. Email Id
6. Purchase Code
-After updation you will be redirected to application.

This Video may help you to understand : https://www.youtube.com/watch?v=jW88A3oxHSw

#### Note !

After Updating the application you need to copy your old Inner `Inventory/uploads/*` data into new `Inventory/uploads/*'.
Copy only (Please check the given below screenshot):

1. complete "Inventory/uploads/bg" replace or copy-paste "bg" Folder
2. complete "Inventory/uploads/company" replace or copy-paste "company" Folder
3. complete "Inventory/uploads/items" replace or copy-paste "items" Folder
4. complete "Inventory/uploads/users" replace or copy-paste "users" Folder
5. complete "Inventory/uploads/store" replace or copy-paste "store" Folder
6. complete "Inventory/uploads/site" replace or copy-paste "site" Folder
7. complete "Inventory/uploads/" replace or copy-paste inside "uploads folder" files only (Which contain application logo)

Don't copy entire `uploads` folder you need to just copy paste internal folder files only. Thats it.

## Login

Login Screen:

Username : | admin@example.com
Password : | 123456

Forgot Password:
Login Screen -> Click on "I Forgot my Password link"
Here you have enter registered email id, after submitting you will get One Time Password(OTP). Please enter that OTP in next form for password change.

#### Alert !

After login you need to change the admin password for security purpose.

## Dashboard

### All in one desk.

- Attractive dashboard
- Admin Dashboard with Subscription chart, with Store information table.
- View Shortcut links of most usable links
- View Total number of Suppliers
- View Total number of Customers
- View Total number of Purchases Invoices
- View Total number of Sales Invoices
- Bar Chart of Sales and Purchase
- Pie Chart of Sales Items %

## Categories

New Category:
Category -> New Category
Adding a Categorys it's a very easy task. Enter Category name, description(Optional field) and click on Save button.
Categorys List:
Categorys -> Categorys List
You can view the all the added categorys list and you can manage categorys list by Delete & Edit actions.

New Category :

Categories List :

## Brands

New Brand:
Brand -> New Brand
Adding a Brands it's a very easy task. Enter Brand name, description(Optional field) and click on Save button.
Brands List:
Brands -> Brands List
You can view the all the added Brands list and you can manage Brands list by Delete & Edit actions.

New Brand :

Brands List :

## Variants

New Variant:
Variant -> New Variant
Adding a Variant it's a very easy task. Enter Variant name, description(Optional field) and click on Save button.
Variant List:
Variant -> Variant List
You can view the all the added Variant list and you can manage Variant list by Delete & Edit actions.

New Variant :

Variant List :

## Items

New Item:
Items -> New Item
Adding a Items it's a very easy task. Enter Item name, Select Category, Unit, SKU(Optional Field), Alert Quantity(Optional field), Select Image(Optional field),Purchase Price(Without Tax), Select Tax, Tax Type(Inclusive / Exclusive), Profit Margin(in Percentage %) , Available/Current Stock(+/-) (Optional Field), Add Lot number(Optional), Expired Date(Optional) and click on Save button.

Items List:
Items -> Items List
You can view the all the added Items list and you can manage Items list by Delete & Edit actions.

Import Items:
Items -> Import Items
You can import the items as many items. (Note: While importing items server may take time to import items. Better to import 400 to 500 Items at a time is good, which is dependent on software and machine performance.)

New Item :

Items List :

Import Items :

## Services

New Service:
Services -> New Service
Adding a Service it's a very easy task. Enter Service or Item name, Select Category, Select Image(Optional field), Price(Without Tax), Select Tax, Tax Type(Inclusive / Exclusive) and click on Save button.

Items/Services List:
Items -> Items/Services List
You can view the all the added Items/Services list and you can manage Items/Services list by Delete & Edit actions.

Import Services:
Items -> Import Services
You can import the services as many services. (Note: While importing services server may take time to import services. Better to import 400 to 500 Items at a time is good, which is dependent on software and machine performance.)

New Service :

Services List :

Import Services :

## Print Labels

Item:
Items -> Print Labels
Select Items From Search Box and Select Number of quantities of Labels and Click on Preview Button and take prints.

Print Labels :

## Suppliers

New Supplier:
Suppliers -> New Supplier
Adding a Suppliers it's a very easy task. Enter Supplier name, Mobile, Phone, Email, GST Number, TAX Number, Opening Balance, Country(Optional field), State, City, Postcode(Optional field), Address(Optional field) and click on Save button.
Suppliers List:
Suppliers -> Suppliers List
You can view the all the added Suppliers list and you can manage Suppliers list by Delete & Edit actions.
* Due Payments
Suppliers -> Suppliers List -> Action Button -> Due Payments
* Return Due Payments
Suppliers -> Suppliers List -> Action Button -> Return Due Payments
Import Suppliers:
Suppliers -> Import Supplier

New Supplier :

Suppliers List :

Due Payments :

Return Due Payments :

Import Suppliers :

## Customers

New Customer:
Customers -> New Customer
Adding a Customers it's a very easy task. Enter Customer name, Mobile, Phone, Email, GST Number, TAX Number, Opening Balance, Country(Optional field), State, City, Postcode(Optional field), Address(Optional field) and click on Save button.
Customers List:
Customers -> Customers List
You can view the all the added Customers list and you can manage Customers list by Delete & Edit actions.
* Due Payments
Customers -> Customers List -> Action Button -> Due Payments
* Return Due Payments
Customers -> Customers List -> Action Button -> Return Due Payments
Import Customers:
Customers -> Import Customers

New Customer :

Customers List :

Due Payments :

Return Due Payments :

Import Customers :

## Purchase

New Purchase:
Purchase -> New Purchase

- New Purchase : Creating or entering a Purchase information in inventory is a very easy task. You need to select date, Suppliers name from selection box (Also user can Instantly create Supplier), Purchase Status(Received / Pending / Ordered), and reference number(Optional field), and you need select the items from the Search Box, here you search item by item name, Barcode, Itemcode, after selecting item from search box, all other information will be shown in the same row, it includes Item name,Purchase quantity, purchase price, Tax, Discount, and Total amount and you select any number of items in purchase table. You also enter Other charges, Discount on All Items, Purchase Note and Purchase Payment Informations in signle form.
- Purchase Invoice : Create the Purchase Invoice you can take the print or create PDF File.
- Barcode Print : You will barcode list based item quantity, each item type have its group unique barcode/item code.

Purchases List:
Purchase -> Purchase List
You can view the all the added Purchases list and you can Purchases list by Delete & Edit actions.

Pay Purchases Payments:
Purchase -> Purchase List -> Click on Action Button -> Click on Pay now

View Purchases Payments:
Purchase -> Purchase List -> Click on Action Button -> Click on View Payments

New Purchase :

Purchases List :

Purchase Invoice :

Purchase Invoice PDF :

Purchase Payments :

Pay Purchase Payments:

## Purchase Return

New Purchase Return:
Purchase -> Purchase Return List -> Create New

- New Purchase Return: Creating or entering a Purchase Return information in inventory is a very easy task. You need to select date, Suppliers name from selection box (Also user can Instantly create Supplier), Purchase Return Status(Return / Cancel), and reference number(Optional field), and you need select the items from the Search Box, here you search item by item name, Barcode, Itemcode, after selecting item from search box, all other information will be shown in the same row, it includes Item name,Purchase quantity, purchase price, Tax, Discount, and Total amount and you select any number of items in purchase table. You also enter Other charges, Discount on All Items, Purchase Note and Purchase Payment Informations in signle form.
- Purchase Return Invoice : Create the Purchase Invoice you can take the print or create PDF File.

Purchases Return List:
Purchase -> Purchase Return List
You can view the all the added Purchases Returns list and you can Purchases Return list by Delete & Edit actions.

Pay Purchases Return Payments:
Purchase -> Purchase Return List -> Click on Action Button -> Click on Pay now

View Purchases Return Payments:
Purchase -> Purchase Return List -> Click on Action Button -> Click on View Payments

New Purchase Return:

Purchases Return List :

Purchase Return Invoice :

Purchase Return Invoice PDF :

Purchase Return Payments :

Pay Purchase Return Payments:

## Quotation

New Quotation:
Left Sidebar -> Quotation -> New Quotation
You can create quotation to any of the customers. alse you can convert quotation into invoice.
Quotation List :
Left Sidebar -> Quotation -> Quotation List
You can edit, delete, update the Quotation details.

Stock Adjustment :

Stock Adjustment List :

## Sales

New Sales:
Sales -> POS

- POS Sales : Easy version sales entry. Here you can sell to Specific or Walk-in Customer.

  Select Items from Item Search box using Item name, Barcode or Item code.
  Select Items From Right Side Box, Also given category wise search and Specific Item Wise search Box.
  From Items List You can Increase or Decrese Item Quantities. On Total amount You Provide Discount on Overall sales.
  Payments Can Be access with Cash Or Multiple Payments Oprions!

- Send SMS : If you want you can send the SMS to Existing/Saved Customer when Invoice Generate. SMS Template available in SMS -> SMS Templates menu bar. [Note: Walk-in Customer will receive any SMS]
- POS Invoice : POS Formatted invoice.

New Sales:
Sales -> New Sales

- Creating or entering a Sales information in inventory is a very easy task. Select Customer,You need select the items from the table, where item name has the standard search box for items name, here you need to select item name, all other information will be shown in the same row, it includes HSN, available quantity, sales quantity,UQC,GST% and you select any number of items in purchase table and click on Save button.
- Send SMS : If you want you can send the SMS to Existing/Saved Customer when Invoice Generate. SMS Template available in SMS -> SMS Templates menu bar. [Note: Walk-in Customer will receive any SMS]
- Sales Invoice : Create the Sales Invoice you can take the print.
- POS Invoice : You can print sales invoice in POS machine.
- Sales payments : You will get Sales payments options

Sales List:
Sales -> Sales List
You can view the all the added Sales list and you can Sales list by Delete & Edit actions.

Pay Sales Payments:
Sales -> Sales List -> Click on Action Button -> Click on Pay now

View Sales Payments:
Sales -> Sales List -> Click on Action Button -> Click on View Payments

POS :

POS Payment:

Detailed Sales Entry:

Sales List :

Sales Invoice :

Sales Invoice PDF :

POS Invoice for Sales :

Pay Sales Payments :

View Sales Payments :

## Sales Return

New Sales Return:
Sales -> Sales Return List -> Create new

- Creating or entering a Sales return information in inventory is a very easy task. Select Customer,You need select the items from the table, where item name has the standard search box for items name, here you need to select item name, all other information will be shown in the same row, available quantity, sales quantity,UQC,Tax and you select any number of items in purchase table and click on Save button.
- Send SMS : If you want you can send the SMS to Existing/Saved Customer when Invoice Generate. SMS Template available in SMS -> SMS Templates menu bar. [Note: Walk-in Customer will receive any SMS]
- Sales Invoice : Create the Sales Return Invoice you can take the print.
- POS Invoice : You can print sales invoice in POS machine.
- Sales Return payments : You will get Sales return payments options

Sales Return List:
Sales -> Sales Return List
You can view the all the added Sales return list and you can Sales return list by Delete & Edit actions.

Pay Sales Return Payments:
Sales -> Sales Return List -> Click on Action Button -> Click on Pay now

View Sales Payments:
Sales -> Sales Return List -> Click on Action Button -> Click on View Payments

Detailed Sales Entry:

Sales Return List :

Sales Return Invoice :

Sales Return Invoice PDF :

Pay Sales Payments :

View Sales Payments :

## Expenses

New Expense Category:
Expense -> New Expense Category
Creating or entering a Expense Category information in inventory is a very easy task. Enter Category Name, Enter Description and click on Save button.

Expense Category List:
Expense -> Expense Category List
You can view the all the added Expense Category list and you can Sales list by Delete & Edit actions.

New Expense:
Expense -> New Expense
Creating or entering a Expense information in inventory is a very easy task. Select Date, Select Category Name, enter Expense for, enter Amount, enter Reference no., enter Note and click on Save button.

Expense List:
Expense -> Expense List
You can view the all the added Expense list and you can Sales list by Delete & Edit actions.

New Expense Category :

Expense Category List :

New Expense :

Expense List :

## Places

New Country:
Places -> New Country
Adding a Country it's a very easy task. Enter Country name and click on Save button.
Country List:
Places -> Country List
You can view the all the added Country list and you can manage Country list by Delete & Edit actions.
New State:
Places -> New State
Adding a State it's a very easy task. Enter State name, select country name and click on Save button.
States List:
Places -> States List
You can view the all the added State list and you can manage State list by Delete & Edit actions.

New Country :

Countries List :

New State :

States List :

## Users

Roles List:
Users -> Roles List
You can view the all the added Roles list and you can manage Roles list by Delete & Edit actions.
New Role:
Users -> Roles List -> New Role
Adding a Role it's a very easy task. Enter Role name, Description(Optional field), Select Persmissions for that role and click on Save button.
Users List:
Settings -> Users List
You can view the all the added users list and you can manage users by status active and inactive operation(Enable or Disable Users).
Create User:
Settings -> Create User
Adding a User it's a very easy task. Enter user name, Mobile number, Email ID, Role(Admin/Sales/Purchase), enter password and confirm the password fields of the new user and click on Save button.

Roles List :

New Role :

New User :

Users List :

## Reports

Sales Report:
Reports -> Sales Report

- Select from date, to date and customer name-> click on show button.
- In the same form it will shows all the required information
- You can export the report data into excel format.

Sales Return Report:
Reports -> Sales Return Report

- Select from date, to date and customer name-> click on show button.
- In the same form it will shows all the required information
- You can export the report data into excel format.

Purchase Report:
Reports -> Purchase Report

- Select from date, to date and Supplier name-> click on show button.
- In the same form it will shows all the required information
- You can export the report data into excel format.

Purchase Return Report:
Reports -> Purchase Return Report

- Select from date, to date and Supplier name-> click on show button.
- In the same form it will shows all the required information
- You can export the report data into excel format.

Expense Report:
Reports -> Expense Report

- Select from date, to date and Category name-> click on show button.
- In the same form it will shows all the required information
- You can export the report data into excel format.

Profit & Loss Report:
Reports -> Profit & Loss Report

Stock Report:
Reports -> Stock Report Item Wise
Reports -> Stock Report Brand Wise

Item Sales Report:
Reports -> Item Sales Report

- Select from date, to date and Item name-> click on show button.
- In the same form it will shows all the required information
- You can export the report data into excel format.

Purchase Payments Report:
Reports -> Purchase Payments Report

- Select from date, to date and Supplier name-> click on show button.
- In the same form it will shows all the required information
- You can export the report data into excel format.

Sales Payments Report:
Reports -> Sales Payments Report

- Select from date, to date and Customer name-> click on show button.
- In the same form it will shows all the required information
- You can export the report data into excel format.

Expired Items Report:
Reports -> Expired Items Report

- Select from date and Item name-> click on show button.
- In the same form it will shows all the required information
- You can export the report data into excel format.

## SMS

SMS API 1:
SMS -> SMS API
You need create API or enter API details here, almost all API works in this application. URL Based API works great. You need to enter:

1. URL - SMS API url link that is web link.
2. Mobile Key - You need key of the mobile number in api. Ex: mobile, mobiles, phone etc., depends on Service provider
3. Message Key - You need key of the message text key.
4. After that you can enter other API keys and values linke Auth Key, sender ID, route etc.

SMS API 2:
SMS -> Twilio SMS API
You need to create Twilio account from https://www.twilio.com/.

1. Enter Account SID
2. Auth Token
3. Message Key - You need key of the message text key.
4. Twilio Phone Number (Note:Twilio Phone number must start with +*** Plus symbol.)

#### Note !

You need to active the status for sending the SMS in whole application else application will send the SMS

SMS Templates:
SMS -> SMS Templates
Current application added sales Template, you can edit this Template, and provided the keys for value.
Send SMS :
SMS -> Send SMS
You can send message to any number of mobiles. You need to enter mobile number with comma. Ex: 999999999,8888888888,7777777777

SMS API :

Twilio SMS API :

SMS Templates :

Send SMS :

## Warehouse

Create Warehouse:
Left Sidebar -> Warehouse -> Add Warehouse
You can create any numberof stores. Mobile and Email id are optional to add warehouse.
Warehouse List :
Left Sidebar -> Warehouse -> Warehouse List
You can edit, delete, update the Warehouse details.

Create Warehouse :

Warehouse List :

## Stock Transfer

New Stock Transfer:
Left Sidebar -> Stock Transfer -> New Stock Transfer
You transfer Item Stock from one Warehouse to another warehouse.
Stock Transfer List :
Left Sidebar -> Stock Transfer -> Stock Transfer List
You can edit, delete, update the Stock Transfer details.

Stock Transfer :

Stock Transfer List :

## Stock Adjustment

New Stock Adjustment:
Left Sidebar -> Stock Adjustment -> New Stock Adjustment
You can enter new stock entry.
Stock Adjustment List :
Left Sidebar -> Stock Adjustment -> Stock Adjustment List
You can edit, delete, update the Stock Adjustment details.

Stock Adjustment :

Stock Adjustment List :

## Settings

Store Profile Settings:
Settings -> Store
You can update the store profile information's like Store name, Phone, Mobile, Email, GST Number, VAT Number, PAN Number, Bank Details, Website link, Country, State, Postcode,Address and Invoice Logo.
Store Profile Settings:
Settings -> Store
Site: Update Site Name, Timezone, Date Format, Time Format, Currency, Currency Symbol Placement & Site Logo.
Sales:

1. Update Default Sales Discount
2. Enable to Disable the Paid amount and refund amount in invoice, (this features matters only for POS Invoice)
3. Select Sales Invoice Formats
4. Enter the Footer details of the sales Invoice

Prefixes: Update Prefixes of the Auto Generate Codes.
Tax :
Settings -> Tax List
Tax Add: Add Tax Name & Tax Percentage.
Tax List: View Tax List also user can edit & delete it.
Tax Group Add: Add Tax Group Name & Select Multiple Tax list.
Tax Group List: View Tax Group List also user can edit & delete it.
Units :
Settings -> Units List
Unit Add: Add Unit Name & Description(Optional Field).
Units List: View Units List also user can edit & delete it.
Payment Types List :
Settings -> Payment Types List
Payment Types Add: Add Payment Type Name
Payment Types List: View Payment Types List also user can edit & delete it.
Currency List :
Settings -> Currency List
Currency Add: Add Currency Name , Currency Code [Ex: USD, INR] (Optional), Currency Symbol (Dollar Symbol or Rupee Symbol Ex: $)
Currency List: View Currency List also user can edit & delete it.
Change Password:
Settings -> Change Password
Loged user can change the password. You need to enter current password, New password and confirm password fields and click save button.
Database Updater:
Settings -> Database Updater
You can update the database of application having the new updates.
Database Backup:
Settings -> Database Backup
By clicking on Database Backup icon/name you can able to download the database on you system.

Company Profile Settings -1:

Company Profile Settings -2 :

Company Profile Settings -3:

Company Profile Settings -4:

Site Settings :

Tax Add :

Tax Group Add :

Tax List/Tax Group List :

Unit Add :

Units List :

Payment Types Add :

Payment Types List :

Currency Add :

Currency List :

Change Password :

## Full Group By

Correct way :

Invalid way :

If it is FULL_GROUP_GROUP_BY exist, then we need to disable it:
Please Enter the given command in SQL.
SET GLOBAL sql_mode=(SELECT REPLACE(@@sql_mode,'ONLY_FULL_GROUP_BY',''));
NOTE:

- If this command asking Permission of the Super Admin, then you should contact your hosting privider or Super admin of your server to execute this command.
- If you are on Local system, after entering command, you should restart your Server(Apache & MySQL).

## Support

If any issues or product customization you can email us on admin@nanzige.com.

Thanks for showing interest in NCS Billing Book.
Nanzige Consultancy Services