Know What Every Outlet Has, Sells and Collects.
AYBN ERP runs the back office of a multi-outlet retail business: purchases into each store, transfers between outlets, GST invoices, payments and the day’s books, all from the same records.
AYBN ERP — From Lead to Ledger, Everything Connected.
- PurchaseStock into the store you choose
- Stock transferFrom the warehouse to an outlet
- Sales invoiceStock goes out from that outlet
- PaymentCash or bank, allocated to invoices
- Day bookThe day’s vouchers and cash book
Where multi-outlet retail loses track.
With several outlets, stock moves all day: from suppliers, between stores and out to customers. A separate register at each counter never adds up.
Stock-outs at one outlet, excess at another
Nobody can see that the item missing at one store is sitting in the next one.
Transfers on paper slips
Goods sent between stores are noted by hand and rarely match at both ends.
Reordering by guesswork
Purchases are placed when someone notices an empty shelf, not from a minimum level.
Walk-in and business customers mixed up
B2C and B2B sales need different GST treatment, and a billing app rarely separates them cleanly.
The day’s figures arrive late
Sales, cash and bank are added up the next morning from several sources.
From the supplier to the day’s books, store by store.
Every movement of stock is a document in AYBN ERP, so the stock at each outlet and the money it collects stay connected.
The retail workflow in AYBN ERP
- Purchase Order
- Goods Receipt
- Store Inventory
- Stock Transfer
- Sales Invoice
- Stock Deduction
- Payment
- Day Book & Reports
A supplier’s bill can also be entered directly, and then adds the stock itself.
Purchase order
Order from the supplier for the store or warehouse that will receive the goods, with approval before it is issued.
Purchase Orders module pageGoods receipt
Receive the goods into that store in one or more lots; the supplier’s bill is then created from the receipt, or entered directly.
Purchase Orders module pageStore inventory
Each outlet’s stock is held separately, with minimum levels per item.
Inventory module pageStock transfer
Move stock from the warehouse to an outlet, or between outlets, with a transfer document.
Inventory module pageSales invoice and stock deduction
The GST invoice takes stock out of the outlet and batch it was sold from. B2C and B2B are classified for GST.
Sales Invoicing module pageDay book and reports
Day book, cash book and bank book for any date, plus B2C GST reports and stock valuation.
Reports module page
Entered once: An invoice reduces the outlet’s stock, posts its own journal and feeds the GST reports at the same moment, so the day’s sales, stock and cash agree without a separate tally.
The AYBN ERP capabilities behind a retail back office.
Each one answers a specific multi-outlet problem.
Store-wise stock
Problem: Stock at each outlet is invisible from head office.
Stock by store and batch, with users limited to the stores they work in.
Learn more about InventoryStock transfers
Problem: Goods sent between outlets do not match at both ends.
A transfer document moves stock, batch by batch, from one store to another.
Learn more about InventoryMinimum stock levels
Problem: Reordering happens only when a shelf is empty.
Set a minimum per item and see which items have fallen below it.
Learn more about InventoryGST invoices for B2C and B2B
Problem: Walk-in and business sales need different GST treatment.
Invoices are classified B2B or B2C from the customer’s GSTIN, and feed the matching GST reports.
Learn more about Sales InvoicingDay book and cash book
Problem: The day’s figures are added up from several places.
See every voucher for a day, and the cash and bank position, from the same entries.
Learn more about ReportsStock valuation
Problem: Nobody knows what the stock in the outlets is worth.
The stock valuation report shows the value of the stock you hold, at weighted average purchase cost.
Learn more about Reports
Upcoming for retailers
UpcomingStock-shortage alerts
UpcomingProblem: Low stock is noticed too late.
AYBN ERP will alert you when items run short.
Physical stock counts
UpcomingProblem: Shelf counts and the system drift apart.
You will count stock by store, approve the differences and post the adjustment.
What AYBN ERP means for retailers
Stock visibility across outlets
See every store’s stock in one place, and move it to where it sells.
Purchasing from real levels
Minimum stock per item shows what to reorder before the shelf is empty.
Clean GST for walk-in sales
B2C and B2B invoices are classified for you and land in the right GST report.
The day closed the same day
Day book, cash book and bank book are ready as soon as invoices and receipts are entered.
Fewer manual entries
One invoice reduces stock, posts to the books and feeds GST. Nothing is keyed twice.
Controlled access per store
Staff see and work only in the stores and screens their role allows.
Retail back office before AYBN, and with AYBN ERP.
| Before AYBN | With AYBN ERP |
|---|---|
| Each outlet keeps its own stock register | Store-wise stock in one ERP, visible from head office |
| Transfers written on paper slips | Transfer documents that move stock between stores |
| Reorders when a shelf is empty | Minimum stock levels per item |
| Sales added up the next morning | Day book and cash book from the invoices and receipts entered |
| B2C sales sorted by hand for GST | Invoices classified B2C or B2B, with GST reports ready |
| Shelf counts reconciled on a spreadsheet | Physical counts with approved adjustmentsUpcoming |
How retailers use AYBN ERP day to day
Practical jobs your team can do in AYBN ERP.
Stocking a new outlet
Transfer opening stock from the warehouse to the new store in one document.
Balancing stock between stores
Check which outlet has excess of an item and move it to the one that is short.
Reordering from minimum levels
Review items below their minimum and raise purchases for them.
Invoicing business customers
Raise a GST invoice with the customer’s GSTIN for B2B sales from any outlet.
Closing the day
Review the day book and cash book for the day’s invoices and receipts.
The AYBN ERP modules behind this workflow
Each module works on the same customers, items, stores and accounts.
Guides for retailers
- Guide · Business software
How to choose an ERP for a growing business
A practical checklist for choosing ERP software: map your workflow, test real transactions, check controls and GST support, and ask what is live versus planned.
7 min read - Guide · Business software
Map your lead-to-ledger process before you change software
How to map the journey from enquiry to accounts in your business, find the hand-offs that lose information, and decide what each step should record.
6 min read - Guide · Inventory
Inventory control across godowns, batches and serial numbers
How to set up stock locations, decide when to use batches or serial numbers, and keep stock records that agree with invoices and the books.
7 min read
Retail Businesses: common questions
Is AYBN ERP a point-of-sale (POS) system?
No. AYBN ERP is not a POS billing counter. It runs the retail back office: store-wise stock, transfers, purchases, GST invoices raised against a customer record, payments, books and GST reports.
Can I see stock for each outlet separately?
Yes. Stock is kept by store and batch, and you can transfer stock between stores with a transfer document.
How are walk-in sales treated for GST?
Invoices are classified B2C or B2B from the customer’s GSTIN, and appear in the matching GST reports and the GSTR-1 data.
Can I count stock and post the differences?
Not yet. Physical stock counts with approved adjustments are upcoming.
See how AYBN ERP can run your retail back office.
We will walk through your outlets, transfers, invoices and daily books in a guided demo.