Organization Settings & Module Configuration

Every configuration choice you made during the initial setup wizard (Chapter 5) lives in the Settings section of Udyamo ERP Lite. As your business evolves, these settings will need updating — you may move to a larger factory and update your address, register for a new GSTIN in another state, enable a module you initially skipped, or adjust document numbering schemes. Beyond the basics, the Settings section also manages the key-value configuration store, demo mode operations, and financial year transitions.

This chapter provides a comprehensive reference for every configurable aspect of the system, along with step-by-step instructions for the most common configuration tasks.

What You Will Learn

• How to update your organization profile (name, address, GSTIN, PAN, logo)
• How to enable and disable application modules
• How to configure and transition between financial years
• How the key-value Settings store works for additional configuration
• How to configure document number ranges for invoices, POs, and other documents
• How demo mode works and when to use it
• How users can customize their own theme and dark mode preferences

Prerequisites

• Administrator or owner access to Udyamo ERP Lite
• Your organization's legal and tax registration details at hand (GSTIN, PAN)
• An understanding of which modules your business needs (covered in Chapter 5: First-Time Setup)

Organization Profile

The organization profile contains the foundational details that identify your business. This information appears on every printed document — invoices, purchase orders, delivery challans, salary slips — and is used for tax compliance and regulatory reporting.

Organization fields:

Step-by-step: Updating the Organization Profile

1. Navigate to Settings from the sidebar.
2. The organization profile form is displayed (or navigate to Settings > Edit).
3. Update the fields that need to change.
4. If updating the logo, click the upload area and select a new image file. Supported formats are PNG and JPG.
5. Click Update to save the changes.

Required: GSTIN and PAN are critical for tax compliance. The GSTIN determines the state code used in GST calculations (CGST/SGST for intra-state, IGST for inter-state). Ensure these match your registration certificates exactly.

Warning: Changing the GSTIN after transactions have been recorded does not retroactively update existing invoices and bills. Those documents retain the GSTIN that was active at the time of creation. If you are correcting a data entry error in the GSTIN, review and regenerate any affected documents.

Module Toggles

Udyamo ERP Lite is modular. Three major functional areas can be independently enabled or disabled based on your business needs:

Step-by-step: Enabling or Disabling a Module

1. Navigate to Settings.
2. Locate the module toggle switches (Accounting, Inventory, Manufacturing).
3. Toggle the switch for the module you want to enable or disable.
4. Click Update.
5. The sidebar navigation updates immediately — sections for disabled modules are hidden.

Tip: For a manufacturing company, all three modules should be enabled. The interplay between inventory (raw materials), manufacturing (production orders consuming materials), and accounting (cost tracking and financial reporting) is where the real value of an integrated ERP system lies. Disabling any one module breaks the chain.

Warning: Disabling a module hides its menu items and features but does not delete any data. All records created while the module was active are preserved. Re-enabling the module restores full visibility. This means you can safely disable a module for a period without losing historical data.

Financial Year Settings

Indian businesses operate on a financial year that runs from April to March, as mandated by the Companies Act, 2013 and the Income Tax Act, 1961. Udyamo ERP Lite uses two fields to manage the financial year:

The financial year configuration affects:

• Report defaults — When you open the Trial Balance, P&L, or Balance Sheet, the system pre-selects the current financial year period.
• Document numbering — Number ranges that include the year component use the financial year (e.g., INV-2025-0001 for invoices in FY 2025-26).
• Year-end closing — The system uses the financial year end date to determine when income and expense accounts should be closed to Retained Earnings.

Step-by-step: Transitioning to a New Financial Year

At the start of each new financial year (typically 1 April):

1. Navigate to Settings.
2. Update the Current Financial Year field from the previous year to the new year (e.g., change "2025-26" to "2026-27").
3. Click Update.
4. Verify that reports now default to the new financial year period.
5. Ensure that opening balances for the new year reflect closing balances of the previous year.

Required: Transition the financial year promptly on or after 1 April. Delays can cause new transactions to appear in reports for the wrong period, creating confusion during GST filing and financial reporting.

Tip: Before transitioning, generate and save the final Trial Balance, P&L, and Balance Sheet for the closing financial year. These serve as the official financial statements for statutory filing and provide a reference point for opening balances.

Settings Key-Value Store

Beyond the structured organization fields, Udyamo ERP Lite provides a flexible key-value configuration store through the Settings model. Each setting is a key-value pair scoped to your organization.

Settings fields:

This key-value store is used for configuration that does not fit neatly into the organization profile — default values, display preferences, integration parameters, and other operational settings.

Tip: The Settings store is managed through the Settings edit/update interface. If you need to add a custom configuration that the system does not expose through the UI, contact your system administrator or refer to the developer documentation.

Number Ranges

Documents in Udyamo ERP Lite are assigned sequential numbers automatically. The NumberRange system controls the prefix, format, and starting number for each document type.

Common number range configurations:

Step-by-step: Configuring Number Ranges

1. Navigate to Settings > Number Ranges (or the number range configuration section within Settings).
2. For each document type, you can configure:
   • Prefix — The text that appears before the number (e.g., "INV", "PO").
   • Starting Number — The first number in the sequence (e.g., 1, or 1001 if continuing from a previous system).
   • Year Component — Whether to include the financial year in the number (e.g., "2025" in INV-2025-0001).
3. Click Save for each document type after configuration.

Warning: Configure number ranges before entering live transactions. Changing the prefix or format after transactions have been recorded creates gaps or inconsistencies in the document sequence. Auditors and tax authorities expect a continuous, unbroken sequence of invoice numbers within a financial year.

Tip: If you are migrating from another system (Tally, spreadsheets, or another ERP), set the starting number to continue from where the previous system left off. For example, if your last invoice in the old system was INV-2025-0847, set the starting number to 848 in Udyamo ERP Lite.

Demo Mode

Demo mode populates the system with realistic sample data for training, evaluation, and experimentation. It is managed through three actions:

There is also a Hide option that dismisses the demo mode banner from the interface without deactivating it.

When to Use Demo Mode

Step-by-step: Activating Demo Mode

1. Navigate to Settings (or the Demo Mode section).
2. Click Activate Demo Mode.
3. The system generates sample data across all enabled modules.
4. Explore the system — navigate to Items, Production Orders, Invoices, and Reports to see how the sample data populates each section.

Step-by-step: Resetting Demo Mode

1. Navigate to Settings > Demo Mode.
2. Click Reset Demo Mode.
3. Confirm the action when prompted.
4. All demo data is deleted. The system returns to a clean state with only your organization profile intact.

Warning: Resetting demo mode is irreversible. All demo records are permanently deleted. If you have added or modified demo records and want to keep them, export the data before resetting. Never activate demo mode on a production instance that contains real business data — the reset operation does not distinguish between demo and real records once demo data has been mixed with live data.

User Preferences: Theme and Dark Mode

Each user in Udyamo ERP Lite can customize their visual experience without affecting other users. Two preference fields are available on the User model:

Step-by-step: Changing Theme and Dark Mode

1. Click on your user profile icon (typically in the top-right corner of the interface).
2. Navigate to Profile or Preferences.
3. Select your preferred Theme.
4. Toggle Dark Mode on or off.
5. Click Save. The interface updates immediately.

Tip: For users who spend long hours in the system — accountants processing journal entries, store keepers updating stock records — dark mode can reduce eye fatigue. Encourage team members to set up their preferences during their first login.

Tips & Best Practices

Tip: Schedule a settings review at the start of each financial year. Update the current financial year label, review number ranges, verify that the GSTIN and PAN are current, and confirm that the correct modules are enabled. A 15-minute annual review prevents configuration drift.

Tip: Keep your company logo file clean and high-resolution. The logo appears on invoices, purchase orders, and reports that you send to customers and vendors. A pixelated or incorrectly cropped logo creates a poor impression.

Tip: If you operate in multiple states with different GSTINs, your primary organization profile should reflect the principal place of business. Additional GSTINs for branch operations may require configuration at the location level — consult the advanced settings documentation.

Warning: Do not disable the accounting module if you have active financial transactions. While the data is preserved, disabling accounting removes access to reports, journal entries, and ledger views. This can disrupt month-end closing, GST filing, and financial oversight.

Quick Reference