What is Sutra ERP?

Sutra ERP is a comprehensive Enterprise Resource Planning solution built and customised by iTechFixr Infotech LLP on top of ERPNext — one of the world's most powerful open-source ERP frameworks. Sutra ERP brings together all critical business functions into a single, unified platform accessible from any device.

The name "Sutra" means thread — symbolising how Sutra ERP weaves every thread of your business operations into one seamless system.

Who is it for?

• IT Companies and Technology Service Providers
• MSME Manufacturers and Traders
• Retail and Distribution Businesses
• Consulting and Professional Services Firms
• Any business with 2 to 500+ users needing structured operations

Why Sutra ERP over traditional software?

Key advantages

• GST Ready: Generate GSTR-1, GSTR-3B, E-Invoice and E-Way Bills directly from the system
• Multi-User: Your entire team works simultaneously from different locations
• Cloud or Local: Works on your office network or cloud server
• Mobile Access: Sales team can raise quotations from their phone
• Custom Branding: Your company logo and colours on every invoice
• Role-Based Access: Each user sees only what they need

Opening Sutra ERP

Open any web browser (Chrome recommended) and navigate to your Sutra ERP address:

http://localhost:8080  or  http://[your-server-ip]:8080  or  https://your-domain.com

Logging in

1. Enter your Email Address or Username
2. Enter your Password
3. Click the Login button
4. You will be redirected to your Dashboard automatically

Dashboard overview

After login, you will see the Sutra ERP Dashboard with:

• Module Icons: Click any module tile to open that section (Accounting, Stock, CRM, etc.)
• Shortcuts: Quick links to frequently used documents
• Recent Activity: Your recently opened records
• Notifications: System alerts, approvals pending, and messages
• Search Bar (top): Press Ctrl+G or click the search icon to find anything quickly

Navigating the system

• Top Navigation Bar: Access modules, notifications, help, and your profile
• Left Sidebar: Shows module sub-sections when inside a module
• Breadcrumbs: Shows your current location, click to go back
• Quick Entry: Use the pencil icon (New button) to create documents fast
• Search: Type document name, customer name, or invoice number in the global search

Dark / Light theme

1. Click your profile picture / initials (top right corner)
2. Select "Switch Theme"
3. Choose Light or Dark mode

Editing your profile and changing password

1. Click your profile picture / initials (top right corner)
2. Select "My Profile"
3. Update your Full Name, Mobile Number, and Email
4. To change password: click "Change Password" tab
5. Enter current password, new password, and confirm
6. Click Save

All 13 modules at a glance

Featured modules

Detailed breakdown of the four most-used modules. The full reference for every module continues below.

3.1 Accounting & Finance

The Accounting module covers the full financial lifecycle of your business — from creating invoices to generating GST returns. Who should use it: Accounts Manager, Accountant, Finance Team.

Chart of Accounts

• Go to Accounting > Chart of Accounts to view your complete account structure
• Accounts are organised into Assets, Liabilities, Income, Expense, and Equity
• Pre-built Indian Chart of Accounts included by default

Sales Invoice with GST

1. Go to Accounting > Sales Invoice > New
2. Select Customer name — GSTIN is auto-filled from customer record
3. Add items — GST rate is fetched automatically from Item master
4. Check CGST, SGST, or IGST calculation (auto-applied based on state)
5. Click Submit to finalise the invoice
6. Print or email the invoice directly from the system

Payment Entry

Record customer payments received or supplier payments made.

1. Go to Accounting > Payment Entry > New
2. Select Payment Type: Receive (from customer) or Pay (to supplier)
3. Select Party (Customer or Supplier) and amount
4. Choose payment mode: Bank or Cash
5. Link to outstanding invoice using "Get Outstanding Invoices"
6. Submit the entry

GST Reports & E-Invoice

• GSTR-1: Auto-generates B2B and B2C sales summary. Export JSON for GST portal.
• GSTR-3B: Summary of GST liability and ITC.
• E-Invoice (IRN): Click "Generate E-Invoice" — IRN and QR Code are attached automatically.
• E-Way Bill: Enter transporter details and vehicle number; E-Way Bill number is generated and saved.

3.2 Inventory & Stock

Manage your complete inventory — from adding products to tracking movement across warehouses. Who should use it: Warehouse Manager, Store Keeper, Inventory Team.

Adding items with HSN codes

1. Go to Stock > Item > New
2. Enter Item Code, Item Name, and Item Group
3. Set Stock UOM (Unit of Measure): Nos, Kg, Ltr, Mtrs, etc.
4. Enter HSN/SAC Code for GST compliance
5. Set Standard Selling Rate and Standard Buying Rate
6. Enable "Maintain Stock" checkbox for inventory tracking
7. Save the item

Stock entry (receiving goods) & transfers

• Material Receipt: Stock > Stock Entry > New > Purpose: Material Receipt. Select Target Warehouse, add items, submit.
• Material Transfer: Purpose: Material Transfer. Select Source and Target Warehouses, add items and quantities.

Stock reports

• Stock Balance — Current stock level per item per warehouse
• Stock Ledger — Complete movement history of any item
• Stock Ageing — Identify slow-moving or aged inventory
• Warehouse-wise Stock — Stock summary by location

3.3 Sales

The complete sales cycle — from quotation to invoice and returns. Who should use it: Sales Manager, Sales Executive, Sales Coordinator.

Sales Order to Delivery to Invoice (full cycle)

1. Create Quotation in Selling > Quotation > New
2. Convert Quotation to Sales Order — click "Make > Sales Order"
3. From Sales Order, click "Make > Delivery Note" when goods are dispatched
4. From Delivery Note or Sales Order, click "Make > Sales Invoice"
5. Receive payment via Payment Entry linked to the invoice

3.4 Purchasing

Manage your complete procurement process from purchase orders to supplier invoices. Who should use it: Purchase Manager, Purchase Executive.

1. Go to Buying > Purchase Order > New
2. Select Supplier and set delivery date
3. Add items, quantities, and agreed rates
4. Submit — sends order to supplier approval workflow if above Rs 50,000
5. On goods receipt, click "Make > Purchase Receipt"
6. Click "Make > Purchase Invoice" after verifying the receipt

3.5 Manufacturing

Full manufacturing process from Bill of Materials to finished goods. Who should use it: Production Manager, Factory Supervisor, Planning Team.

Bill of Materials (BOM)

1. Go to Manufacturing > Bill of Materials > New
2. Select the Finished Item to manufacture
3. Add all raw materials with quantities per unit
4. Set operations (if using Work Centre tracking)
5. Submit the BOM

Work Order process

1. Manufacturing > Work Order > New — select BOM and quantity to produce
2. Set planned start and finish dates
3. Submit — raw materials are reserved
4. Transfer raw materials to WIP warehouse via Stock Entry
5. Record production output via "Manufacture" entry — finished goods move to target warehouse automatically

3.6 CRM & Sales Pipeline

Track your leads and opportunities through the full sales funnel. Who should use it: Sales Manager, Business Development, Pre-Sales Team.

1. Create Lead: CRM > Lead > New — capture prospect details
2. Qualify: Update lead status as you engage
3. Convert to Opportunity: Click "Make > Opportunity"
4. Create Quotation from Opportunity
5. Win the Deal: Convert Quotation to Sales Order

3.7 HR & Payroll (Sutra HR)

Complete HR management from employee records to payroll processing. Who should use it: HR Manager, HR Executive, Payroll Team.

Key HR features

• Employee Records: Personal, professional, and document management
• Attendance: Daily attendance via biometric import, manual entry, or mobile
• Leave Management: Apply, approve, and track all leave types
• Salary Structure: Configure earnings, deductions, PF, ESI, PT
• Payroll Processing: Auto-calculate and generate salary slips
• Reports: Bank payment advice, statutory reports

Processing monthly payroll

1. Ensure attendance is marked for all employees
2. Go to HR > Payroll > Process Payroll
3. Select Company, department, and month
4. Click "Create Salary Slips" — system calculates automatically
5. Review and submit salary slips
6. Book payroll journal entry for accounts
7. Export bank payment advice for NEFT/RTGS

3.8 Projects & Tasks

Track project progress, assign tasks, and monitor timesheets. Who should use it: Project Manager, Team Leads, Consultants.

• Create projects with start/end dates, budget, and status
• Break projects into tasks assigned to team members
• Team members log timesheets against tasks
• Gantt Chart view for visual project planning
• Project profitability: compare budget vs actual cost

3.9 Assets

Maintain your fixed asset register with automated depreciation. Who should use it: Accounts Manager, Admin.

• Add fixed assets: computers, vehicles, machinery, furniture
• Set depreciation method (SLM or WDV) and useful life
• Automatic depreciation schedule generation
• Asset maintenance and repair tracking
• Asset disposal and write-off entries

3.10 Quality Management

Ensure product and process quality with inspection workflows. Who should use it: Quality Manager, Production Team.

• Quality Inspection: Inspect items on receipt, before dispatch, or during production
• Quality Plans: Define inspection criteria for each item or operation
• Non-Conformance Reports: Record and track quality failures
• Quality Reports: Rejection rates, failure analysis

3.11 Support / Help Desk

Manage customer complaints, service requests, and internal IT issues. Who should use it: Support Team, Customer Success, IT Team.

Raising a support ticket

1. Go to Support > Issue > New
2. Enter Subject, Customer name, and Issue Type
3. Set Priority: Low / Medium / High / Urgent
4. Describe the issue in detail in the Description field
5. Attach screenshots or files if needed
6. Submit — ticket is assigned to support queue

SLA Tracking: System tracks response and resolution time automatically. Email Notifications: Customer is notified at every status change.

3.12 Sutra SOP (Knowledge Base)

Create and manage Standard Operating Procedures for your organisation. Who should use it: Operations Manager, Team Leads, HR, all staff.

Access Sutra SOP at /wiki from your Sutra ERP URL.

1. Go to Sutra SOP from the main menu
2. Click "New Page" to create a new procedure
3. Give the SOP a clear title (e.g. "How to Raise a Purchase Order")
4. Write the procedure step-by-step using the editor
5. Add images, tables, and formatted text as needed
6. Publish the SOP when ready

3.13 India Compliance

Comprehensive GST and e-compliance module for Indian businesses. Who should use it: Accounts Manager, GST consultant.

• GST Settings: Configure GSTIN, state, and tax categories
• E-Invoice: Automatic IRN generation for B2B invoices above threshold
• E-Way Bill: Generate and manage E-Way Bills for goods movement
• GSTR-1: Auto-populate from sales invoices, export JSON for portal
• GSTR-3B: Auto-calculate liability, export for filing
• Input Tax Credit (ITC): Auto-track and reconcile ITC

Supported import formats

How to import items (product catalogue)

1. Go to Stock > Item
2. Click the menu icon (3 dots) and select "Import"
3. Click "Download Template" to get the Excel format
4. Fill in your items in Excel (see required fields below)
5. Save the Excel file
6. Back in Sutra ERP, click "Upload" and select your file
7. Review the import preview — check for errors highlighted in red
8. Click "Import" to complete

Required fields: Item Code (unique, e.g. PRD-001), Item Name, Item Group, Stock UOM (Nos/Kg/Ltr/Box), HSN Code (6 or 8 digits — mandatory), Standard Rate, Is Stock Item (1 for inventory, 0 for services).

Importing customers, suppliers & opening balances

• Customers: Selling > Customer > Import. Required: Customer Name, Type, Group, Territory, GSTIN, Mobile, Email.
• Suppliers: Buying > Supplier > Import. Required: Supplier Name, Type, Group, GSTIN, PAN, Payment Terms.
• Opening Stock: Stock > Stock Reconciliation > New > Purpose: Opening Stock. Set posting date to your go-live date.
• Opening Balances: Accounting > Journal Entry > New > Entry Type: Opening Entry. Debit Bank/Cash/AR; Credit AP/Opening Equity. Total debits = total credits.

Common import errors and fixes

Pre-configured Sutra roles

How to create a new user

1. Go to Settings > User > New
2. Enter the user's Full Name and Email Address
3. Set a temporary password (user will be prompted to change on first login)
4. Assign one or more roles from the Roles table
5. Set the user's Default Language, Time Zone, and Date Format
6. Click Save — the user receives a welcome email automatically

Restricting access to specific records

Beyond module access, you can restrict users to specific records using User Permissions:

1. Go to Settings > User Permissions > New
2. Select the User
3. Select the DocType to restrict (e.g. Company, Warehouse, Territory)
4. Enter the specific record they are allowed to access
5. Save

Example: A warehouse user in Pune should only see stock entries for the Pune warehouse.

Configured workflows

How the approval process works

1. User creates the document (Purchase Order, Quotation, or Sales Return)
2. System checks if the approval condition is met (amount / discount threshold)
3. If yes, document is saved in "Pending Approval" status and workflow email is sent to the approver
4. Approver receives email notification with a link to review the document
5. Approver opens the document and clicks "Approve" or "Reject"
6. If Approved: Document proceeds to next stage (Submit)
7. If Rejected: Document returns to the creator with the rejection reason
8. Creator can modify and re-submit for approval

Tracking approval status

• Document list — status column shows "Pending Approval", "Approved", or "Rejected"
• Approvers can see all documents pending their action in Home > To Do or Notifications
• Full approval history is visible in the document's Timeline section

Stock / Inventory reports

Sales reports

Finance reports

GST reports

How to export reports

1. Open any report in Sutra ERP
2. Apply filters (date range, company, etc.)
3. Click the menu icon (top right of report)
4. Select "Export" and choose format: Excel (.xlsx) / PDF / CSV

Accessing on mobile browser

1. Open Chrome, Safari, or any browser on your phone
2. Navigate to your Sutra ERP URL (same as desktop)
3. Login with your credentials
4. All modules are accessible — the interface adapts to mobile screen size

Installing as PWA on Android (Add to Home Screen)

1. Open Chrome on your Android phone
2. Go to your Sutra ERP URL and log in
3. Tap the 3-dot menu (top right) in Chrome
4. Tap "Add to Home Screen"
5. Give it a name (e.g. "Sutra ERP") and tap Add
6. An app icon appears on your home screen — tap to open like a regular app

What works best on mobile

• Creating and viewing Sales Orders and Quotations
• Checking stock levels in real-time from the warehouse floor
• Approving pending documents while away from office
• Logging timesheets and daily attendance
• Viewing customer outstanding and payment status
• CRM: Adding leads and updating opportunity status on the go

Automatic daily backup

Sutra ERP is configured to run an automatic daily backup every night at 11:00 PM. Each backup includes:

• Complete database (all transactions, masters, and settings)
• Uploaded files (logos, attachments, documents)
• Private files (payroll data, sensitive documents)
• System configuration backup

Where backups are stored

• On-server: 3 latest backups are kept on the server automatically
• Local PC: Backups are copied to C:\sutra-erp\backups\ on the Windows host
• Recommended: Copy backups weekly to an external drive or cloud storage (Google Drive / OneDrive)

How to restore from backup

If you ever need to restore (e.g. after a hardware failure):

1. Contact iTechFixr support at support.itechfixr.com
2. Provide the backup file (database .sql.gz and files .tar)
3. Our team will restore your data to the exact state at backup time
4. Typical restoration time: 30 to 60 minutes

Data security measures

• All data is stored on your own server — not on a third-party cloud
• User passwords are hashed — never stored in plain text
• Role-based access ensures users only see their authorised data
• All web traffic can be secured with HTTPS (SSL certificate)
• Audit trail: every change to every record is logged with user and timestamp

How to raise a support ticket

1. Go to support.itechfixr.com
2. Click "New Ticket"
3. Describe your issue clearly — include error messages or screenshots
4. Set the priority level: Low / Medium / High / Urgent
5. Submit — you receive a ticket number for tracking
6. Our team responds with a solution or requests more information

Q1 · Can multiple users work at the same time?

Yes. Sutra ERP is a web-based system designed for simultaneous multi-user access. Your entire team can work concurrently from different computers, locations, or devices without any conflict.

Q2 · Is our data secure?

Yes. Your data is stored on your own server (not on a shared third-party cloud). Access is protected by role-based permissions, encrypted passwords, and HTTPS. Every change is logged in an audit trail.

Q3 · What happens if internet is down?

If Sutra ERP is running on your local office network, it continues to work without internet. Only features requiring internet (E-Invoice IRN generation, E-Way Bill, email) will be temporarily unavailable.

Q4 · Can we access Sutra ERP from mobile?

Yes. Open your Sutra ERP URL in any mobile browser. For an app-like experience, use "Add to Home Screen" in Chrome (Android) to install it as a PWA on your phone.

Q5 · How do we migrate our data from Tally?

Export your data from Tally to Excel (Masters: Customers, Suppliers, Items; Ledger: Opening Balances). Then use the Sutra ERP Data Import tool to import the Excel files. Our team assists with migration during onboarding.

Q6 · Can Sutra ERP be customised for our specific business?

Yes. Sutra ERP is highly customisable. Custom fields, forms, reports, and workflows can be added without programming. For complex customisations, iTechFixr's development team can build custom modules.

Q7 · Is GST filing supported?

Yes. Sutra ERP auto-generates GSTR-1 and GSTR-3B from your sales and purchase data. These can be exported to JSON and uploaded directly to the GST Portal. E-Invoice (IRN) and E-Way Bills are also generated directly from the system.

Q8 · How do we add new users?

Go to Settings > User > New. Enter the user's name, email, and assign the appropriate role (e.g. Sutra Sales, Sutra Accounts). The user receives a welcome email with login instructions.

Q9 · What is Sutra HR?

Sutra HR is the dedicated HR & Payroll module integrated into Sutra ERP. It covers employee records, attendance, leaves, salary structures, payroll processing, and statutory compliance (PF, ESI, PT). Unlike standalone HR software, everything is connected to accounting automatically.

Q10 · Can we generate branded invoices with our company logo?

Yes. Upload your company logo in Website Settings. All invoices, purchase orders, delivery notes, and letters will automatically use your logo and company letterhead. Custom print formats can be designed to match your brand.

Q11 · How do we track inventory across multiple warehouses?

Each warehouse is set up separately in Stock > Warehouse. Every stock transaction specifies the warehouse. You can view stock by warehouse using the Stock Balance report filtered by warehouse. Transfers between warehouses use the Stock Entry (Material Transfer) transaction.

Q12 · What management reports can the business owner or MD see?

With Sutra Admin or Sutra Manager role, the MD can see: Profit & Loss Statement, Balance Sheet, Cash Flow, Sales Analytics with charts, Accounts Receivable / Payable Ageing, Stock Value report, and the KPI Dashboard with key business metrics at a glance.

Q13 · Can we integrate WhatsApp for notifications?

Yes. Sutra ERP supports WhatsApp Business API integration. Invoice links, payment reminders, order confirmations, and support ticket updates can be sent via WhatsApp. Contact iTechFixr to set up the WhatsApp integration for your account.

Q14 · How do we raise a support ticket?

Visit support.itechfixr.com or call +91 89761 95477. Alternatively, click Help > Sutra Support from within Sutra ERP. Provide your issue description and a screenshot if possible. You will receive a response within 24 business hours.

Q15 · How do we take a manual backup?

Go to Settings > Download Backups in Sutra ERP to download the latest backup manually. For automated daily backups, the system runs a backup every night at 11 PM and saves it to the local backup folder automatically.