First-Time Setup — Organization, Modules & Financial Year

After your first login, the most important step is configuring your organization in Udyamo ERP Lite. The setup wizard guides you through entering your company details, enabling the modules you need, setting the financial year, and configuring tax parameters. Getting this right at the start ensures that every document, calculation, and report the system produces is accurate and compliant.

This chapter walks through each step of the initial setup process in detail.

What You Will Learn

• How to complete the setup wizard from start to finish
• How to configure your organization profile (name, GSTIN, PAN, address, logo)
• How to enable and disable modules (manufacturing, inventory, accounting)
• How to set the financial year and its start month
• How to configure GST settings (GSTIN, state code, registration type)
• How to use demo mode for exploration and training
• How to configure document number ranges

Prerequisites

• You must be logged in as the organization administrator (the first user account).
• Read Chapter 4: Getting Started for login and navigation basics.

The Setup Wizard

Udyamo ERP Lite includes a setup wizard that appears automatically on the first login to a fresh installation. The wizard walks you through the essential configuration in a logical sequence. If you need to return to these settings later, they are accessible through the Settings section in the sidebar.

The setup wizard covers the following steps in order:

1. Organization profile
2. Module selection
3. Financial year configuration
4. GST configuration
5. Review and confirm

Tip: Complete the setup wizard in one sitting. While you can return to settings later, having the core configuration in place from the start prevents issues with document numbering, tax calculations, and module availability.

Step 1: Organization Profile

The organization profile contains the basic information that identifies your company. This data appears on invoices, purchase orders, reports, and other printed documents.

Step-by-step: Configuring the organization profile

1. In the setup wizard (or navigate to Settings > Organization), you will see the organization profile form.
2. Fill in the following fields:

3. Click Save & Continue to proceed to the next step.

Required: GSTIN and PAN are mandatory fields. These are used for GST return preparation, e-way bill generation, and TDS compliance. Ensure the GSTIN matches your GST registration certificate exactly.

Warning: The GSTIN you enter here determines the default state code for your organization. If your business is registered in multiple states under different GSTINs, the primary GSTIN should be the one for your principal place of business. Multi-GSTIN support can be configured in advanced settings.

Step 2: Module Selection

Udyamo ERP Lite allows you to enable or disable major modules based on your business needs. This controls which sections appear in the sidebar and which features are active in the system.

The three toggleable modules are:

Step-by-step: Enabling modules

1. On the module selection screen, you will see toggle switches for each module.
2. Enable the modules that apply to your business:
   • For a manufacturing company, enable all three: Manufacturing, Inventory, and Accounting.
   • For a trading company, enable Inventory and Accounting. Leave Manufacturing disabled.
   • For a company that wants to start simple, enable only Accounting and add modules as you grow.
3. Click Save & Continue.

Tip: If you are unsure which modules to enable, start with all three enabled. You can disable a module later if you find you do not need it. It is easier to explore the system with all features visible and then narrow down, rather than discovering later that a feature you need was hidden behind a disabled module.

Warning: Disabling a module hides its menu items and features, but does not delete any data associated with it. If you disable Manufacturing after creating production orders, the data is preserved. Re-enabling the module makes everything visible again.

Step 3: Financial Year Configuration

Indian businesses operate on a financial year that typically runs from April to March. Udyamo ERP Lite needs to know your financial year configuration to correctly organize transactions, generate period-based reports, and manage year-end processes.

Step-by-step: Setting the financial year

1. On the financial year configuration screen, set the following:

2. Click Save & Continue.

Required: The financial year start month is critical. Almost all Indian businesses use April as the start month (financial year April to March). This aligns with the GST return calendar and the Income Tax assessment year. If your business follows a different convention for any reason, set the appropriate month here.

Tip: The current financial year label is used in reports, document numbering, and GST returns. Ensure it matches the actual financial year you are currently operating in. For example, if the current date is January 2026, the active financial year is 2025-26.

Step 4: GST Configuration

GST configuration ensures that every invoice, bill, and tax document your system generates is compliant with Indian GST law.

Step-by-step: Configuring GST settings

1. On the GST configuration screen, verify or enter the following:

2. Review the pre-filled values. The GSTIN and state code are typically carried forward from the organization profile you entered in Step 1.
3. Select your Registration Type:
   • Regular — For businesses above the GST threshold that charge and collect GST.
   • Composition — For businesses under the composition scheme with simplified compliance.
   • Unregistered — For businesses below the threshold (limited functionality for GST features).
4. Click Save & Continue.

Warning: The registration type affects how the system calculates taxes on invoices. A Regular registration applies CGST + SGST for intra-state transactions and IGST for inter-state transactions. A Composition registration applies a flat rate. Choosing the wrong type will result in incorrect tax calculations on every document.

Step 5: Review and Confirm

The final step of the setup wizard presents a summary of all your configuration choices.

1. Review each section: Organization Profile, Module Selection, Financial Year, and GST Configuration.
2. If anything needs correction, click the Edit button next to the relevant section to go back and make changes.
3. Once satisfied, click Complete Setup.

The system will apply your configuration and redirect you to the dashboard. Your organization is now ready for use.

Demo Mode

Udyamo ERP Lite includes a demo mode that populates the system with realistic sample data. This is invaluable for training, evaluation, and experimentation.

Step-by-step: Activating demo mode

1. Navigate to Settings > Organization (or access via the setup section).
2. Locate the Demo Mode section.
3. Click Activate Demo Mode.
4. The system will generate sample data including:
   • Sample items (raw materials and finished goods)
   • Sample BOMs for finished goods
   • Sample customers and vendors
   • Sample production orders in various states
   • Sample invoices and bills
   • Sample journal entries

Deactivating and resetting demo mode:

Warning: Resetting demo mode deletes all demo data permanently. If you have made changes to demo records that you want to keep, export them before resetting. Do not activate demo mode on an instance that already contains your real business data.

Tip: Use demo mode to train your team. Let each department head explore their relevant module with realistic data before switching to live operations. A shop floor supervisor can practice creating production orders. An accountant can explore the journal entry workflow. A sales executive can try creating invoices. This hands-on experience significantly reduces the learning curve.

Settings and Additional Configuration

Beyond the setup wizard, the Settings section provides access to additional configuration options.

Number ranges control the automatic numbering of documents such as invoices, purchase orders, production orders, and journal entries. Each document type has its own number range with a configurable prefix and starting number.

Tip: Configure number ranges before you start entering live data. Changing the numbering scheme after transactions have been recorded can create gaps or inconsistencies in your document sequence, which may raise questions during audits.

Post-Setup Checklist

After completing the setup wizard, the following tasks should be completed before entering live transactions:

1. Create user accounts for your team members (Settings > Users).
2. Configure roles and assign them to users (Settings > Roles).
3. Set up the Chart of Accounts if the default does not match your accounting structure.
4. Create item master data (raw materials, finished goods, consumables).
5. Enter opening stock balances if you have existing inventory.
6. Create customer and vendor records for your active business partners.
7. Set up BOMs for your manufactured products.
8. Configure number ranges for all document types.

This post-setup work is covered in detail in subsequent chapters of this guide.

Tips & Best Practices

Tip: Take a screenshot of your setup wizard summary before clicking Complete Setup. This gives you a reference of your initial configuration that you can compare against later if questions arise.

Tip: If you are migrating from another system (spreadsheets, Tally, or another ERP), plan your data migration before completing setup. The financial year, chart of accounts, and opening balances must align with your previous records for a smooth transition.

Warning: Do not skip the GST configuration step even if you plan to configure it later. Invoices and bills created without proper GST settings will have incorrect tax calculations and will need to be revised.

Quick Reference