BillVeda Pro

BillVeda Pro: IT and User Operation Guide

Version: 1.0.0
Publisher: CODE4UTECH
Official Software Download: https://code4utech.com/software
Subscription and Account Portal: https://billvedapro.code4utech.com/
Setup Package: BillVeda_Pro_1.0.0_w.exe

1. Introduction and System Overview

BillVeda Pro is an offline-first Point of Sale (POS), inventory management, and GST invoicing software designed for retail stores, supermarkets, electronic shops, pharmacies, and wholesale businesses.

The application operates locally on your computer using an embedded SQLite database engine. This architecture guarantees that your billing counter continues functioning at full speed even during internet outages. Network connectivity is only required for initial license activation, periodic subscription checks, and optional multi-counter local area network synchronization.

This document serves as the complete operational manual for IT administrators, store owners, accountants, and counter billing operators.

2. System Requirements

Ensure the target system satisfies the following hardware and software specifications prior to installation:

Hardware Specifications
* Processor: Intel Core i3 or AMD Ryzen 3 (Dual-Core 2.0 GHz) or higher
* System Memory (RAM): Minimum 4 GB (8 GB recommended for stores with over 10,000 inventory items)
* Storage Space: 500 MB free solid-state or hard disk storage
* Display Resolution: 1280 x 720 minimum (1920 x 1080 recommended for optimal dashboard visibility)
* Peripheral Support: Any USB, Bluetooth, or Network thermal receipt printer (58mm, 80mm, 110mm roll), USB/Bluetooth/Wireless 2.4GHz barcode scanners (1D and 2D), and thermal label printers for barcode sticker printing. See HARDWARE.md for a full device list with model recommendations.

Operating System Support
* Windows 11 (64-bit, all editions)
* Windows 10 (64-bit, Version 1903 or later)
* Note: Microsoft Visual C++ Redistributable 2015-2022 (installed automatically if missing)

Local Network Requirements (Only for Multi-Counter Setups)
* Standard Wi-Fi router or Ethernet switch connecting all counter computers to the same local subnet
* TCP port 8765 opened on the Primary Host computer firewall

3. Obtaining the Software

The genuine release package for BillVeda Pro is distributed through official channels:

1. Download the installer directly from the official software portal: https://code4utech.com/software
2. Obtain your genuine Product Activation Key and manage active licenses at: https://billvedapro.code4utech.com/
3. Verify that the downloaded installer package contains the setup executable named BillVeda_Pro_1.0.0_w.exe.

4. Installation Instructions

Installation on the Primary PC (Store Host Server)

The Primary PC acts as the main database host. In single-computer retail stores, this is the only installation needed.

1. Locate the installer executable file named BillVeda_Pro_1.0.0_w.exe in your release folder.
2. Right-click BillVeda_Pro_1.0.0_w.exe and select "Run as administrator".
3. If the Windows User Account Control prompt appears asking "Do you want to allow this app to make changes to your device?", click Yes.
4. If Windows SmartScreen displays a warning on newly downloaded packages, click "More info" followed by "Run anyway".
5. Choose your target installation folder or keep the default location (C:\Program Files\BillVeda Pro).
6. Enable the checkbox for "Create Desktop Shortcut" and click Install.
7. Once the installation wizard finishes, click Finish to launch BillVeda Pro.

Installation on Secondary Counter PCs (Multi-Lane Billing)

If your store operates two or more billing counters simultaneously:

1. Run BillVeda_Pro_1.0.0_w.exe on each secondary counter PC following the steps above.
2. Once launched, secondary counters connect directly over your store local network to the Primary Host PC (see Section 8 for complete LAN network configuration).

5. Initial Workspace Setup and License Activation

When opening BillVeda Pro for the first time, the installation wizard guides you through mandatory legal acceptance and workspace configuration:

Step 1: Software Licence Agreement & Refund Policy Acceptance
Review the bundled Software Licence Agreement, Terms & Conditions, and 7-Day Refund Policy (Version 1.0.0, Effective 11 oct 2026) published by CODE4UTECH CONSULTANCY PVT. LTD. You must check "I have read and agree to the Software Licence Agreement and Terms & Conditions" before setup can proceed.

Step 2: Product Key Activation
Enter your 16-character Product Key received during your license purchase (format: XXXX-XXXX-XXXX-XXXX). If you do not yet possess a valid license key, visit https://billvedapro.code4utech.com/ to generate or renew your subscription.

Step 3: Business Profile Configuration
Enter your store details:
* Business / Store Trade Name
* Store Owner Full Name
* Primary Email Address
* 10-Digit Contact Phone Number
* GSTIN Number (optional, required if issuing GST tax invoices)
* Store Physical Address and State

Step 4: Security PIN Creation
Create a 4-digit Master Security PIN (example: 1234). This PIN secures daily store logins, configuration changes, user management, and sensitive accounting ledgers. Memorize this PIN carefully.

Step 5: Database Initialization
Click "Create Workspace". The software will configure the local database tables, apply default Indian GST tax slabs, and transition you directly to the Master Dashboard.

6. Comprehensive Functional Modules

6.1 Dashboard
The Dashboard serves as the central operational hub, providing instant business metrics:
* Today Sales Revenue, Total Invoices Generated, and Units Sold
* Gross Profit calculation based on actual product purchase prices vs selling prices
* Low Stock Alert Banner highlighting items that have reached reorder thresholds
* Top Selling Products breakdown and recent transaction feeds
* Quick navigation buttons to initiate a new sale, add inventory, or review client dues

6.2 Products and Inventory Management
Access the Products menu to manage your product catalog:
* Add New Product: Enter Item Name, Brand, Category, Unit of Measurement (Pieces, Kilograms, Litres, Meters, Packets, Boxes, etc.), Purchase Price, Selling Price, and Maximum Retail Price (MRP).
* Dynamic Profit Margin Indicator: Displays expected gross profit in rupees and percentage margins as you enter price values.
* GST Tax Slab Assignment: Choose from standard GST slabs including 0% Nil-Rated, 3% Jewellery, 5% Essentials, 12% Standard, 18% Retail, or 28% Luxury Goods.
* Stock Tracking: Define Opening Stock and customize Low Stock Alert thresholds per product.
* Barcode and HSN Coding: Enter manufacturer EAN/UPC barcodes, generate custom item SKU codes, and assign official 4 to 8 digit HSN/SAC codes.
* Bulk Search and Pagination: Search items by name, barcode, or category with real-time responsive filtering.

6.3 POS Billing and Invoice Generation
Access the Invoices menu and click "Create New Invoice" to open the high-speed billing interface:
* Barcode Scanner Integration: Scan product barcodes directly into the billing screen for instant line-item addition.
* Manual Item Selection: Type product name or SKU with instant search and keyboard shortcuts.
* Quantity and Price Adjustments: Adjust item quantities, apply line-item percentage or rupee discounts, and modify selling rates with role-based permissions.
* Customer Assignment: Select an existing customer or click "Quick Add Customer" to record customer name and mobile number without leaving the invoice screen.
* Payment Options: Supports Cash, UPI QR Code, Credit/Debit Card, Split Payment, or Credit Sale (Add to Udhar Ledger).
* Professional Invoice Printing: Supports 2-inch (58mm) and 3-inch (80mm) thermal receipt printing, as well as full-page A4 and A5 GST tax invoices.

6.4 Customers and Client Ledgers
* Maintain a complete directory of retail customers and wholesale clients.
* View total purchase volume, lifetime visits, and current credit balances per customer.
* Access complete billing histories and reprint historical receipts instantly.

6.5 Vendors and Supplier Management
* Record supplier contact details, GSTIN, company address, and payment terms.
* Link incoming stock inventory to specific vendors for procurement audits.

6.6 Udhar (Credit Ledger)
* Track customer credit dues systematically.
* Record partial and full credit payments received with date, payment method, and reference notes.
* View outstanding receivables and generate customer balance statements for payment collection.

6.7 Expenses Tracking
* Record daily shop operational costs such as electricity, rent, staff tea and snacks, transport, and maintenance.
* Categorize expenses to review net profit after deducting store operating overheads.

6.8 Barcode Generator and Thermal Label Printing
* Navigate to the Barcode Generator screen to generate printable barcode stickers for unbranded or custom packaged goods.
* Select product name, selling price, and custom barcode values.
* Supports standard single-label thermal roll sizes (50x25mm, 38x25mm, 50x38mm) and A4 barcode sticker sheets.

6.9 Android Scanner Companion App
* Connect any Android mobile phone to act as a wireless handheld barcode scanner for stock audits and counter billing.
* Scan the pairing QR code displayed in the Companion App section to link the mobile device over store Wi-Fi.

6.10 Reports and Tax Analytics
* Daily Sales Summary and Date-Range Custom Audits
* GST Summary Reports showing CGST, SGST, and IGST collections split by tax slab
* Inventory Valuation Report showing total stock cost and retail worth
* One-click export of sales and tax registers to Excel CSV format for GST filing

6.11 User Accounts and Role-Based Permissions
Administrators can create distinct staff user profiles with specific permission boundaries:
* Owner: Full access to all financial analytics, settings, database exports, user accounts, and product deletions.
* Admin: Operational management, product editing, inventory adjustments, and billing reports.
* Staff: Counter sales, inventory lookups, customer additions, and barcode scanning.
* Cashier: Dedicated fast POS billing and daily cash register balance management (restricted from modifying inventory prices or accessing settings).
* Accountant: Read-only access to invoice ledgers, GST tax reports, and customer balance books.

7. Daily Backup and Data Protection

BillVeda Pro stores your complete business database locally on your drive. Implement the following data safety procedures:

Automated 24-Hour Backups
The application automatically creates an encrypted local backup snapshot of the database every 24 hours in the background.

Manual Database Export
1. Go to Settings and scroll to the Data Backup and Export section.
2. Click "Export Database Backup".
3. Save the exported database backup file (.db or .json format) to an external USB flash drive or secure cloud storage folder.
4. Perform this export at the end of each business day to safeguard against computer hardware failure.

Database Restoration
1. In the event of a computer replacement or operating system reinstallation, install BillVeda Pro.
2. Go to Settings and locate the Database Restore section.
3. Click "Restore Database Backup" and select your previously saved backup file.
4. The system validates the file and restores all products, invoices, customers, and financial histories immediately.

Frequently Asked Questions: Where Can I Find My Backup Files on My PC?

Q1: Where is my manually exported backup file saved?
Answer: When you click "Export Database Backup" in Settings:
* A standard Windows File Explorer save dialog opens. You can choose the exact folder where you want to save it (for example: your `Desktop`, `Documents`, an external USB pen drive `E:\StoreBackups`, or a cloud folder like Google Drive / OneDrive).
* If your system saves downloads automatically, the file is placed directly in your Windows **Downloads** folder:
`C:\Users\<YourUsername>\Downloads\`
* The file is named with the store name and exact timestamp:
`billveda_backup_YYYY-MM-DD_HH-mm-ss.json` (or `.db`)

Q2: Where does BillVeda Pro store the automated 24-hour backup snapshots?
Answer: The automated 24-hour background snapshots and local database files are stored in your secure Windows user application data directory:
Direct Path:`%APPDATA%\com.code4utech.billvedapro\`
(Full path: `C:\Users\<YourUsername>\AppData\Roaming\com.code4utech.billvedapro\`)
* How to open in 2 seconds: Press `Windows Key + R` on your keyboard, paste `%APPDATA%\com.code4utech.billvedapro`, and press Enter.
* Inside the BillVeda Pro Settings screen under "Data Backup and Export", you can also view recent automatic snapshot dates and restore any snapshot with one click.

Q3: Where is the live production database (`billveda.db`) located?
Answer: Your real-time local SQLite database containing all 14 business tables (products, invoices, customers, udhar ledger, stock movements, etc.) is located at:
* Database file: `%APPDATA%\com.code4utech.billvedapro\billveda.db`
* WAL write-ahead log: `%APPDATA%\com.code4utech.billvedapro\billveda.db-wal`

Q4: What is the recommended backup routine for shop owners?
Answer:
1. At the end of every business day after closing your counter, go to Settings and click Export Database Backup.
2. Save the `.json` file to a dedicated USB flash drive or your cloud drive (Google Drive, OneDrive, or Dropbox).
3. If your shop PC ever experiences hard disk failure, virus corruption, or water damage, install BillVeda Pro on a new computer, open Settings -> Restore Database Backup, select your latest `.json` file, and 100% of your products, stock counts, customer balances, and historical invoices will be restored in less than 5 seconds!

8. Multi-Counter Local Area Network (LAN) Configuration

To run multiple billing counters synchronized to a single store database:

Host PC Setup (Counter 1)
1. Ensure the Host PC is connected to the store Wi-Fi router or network switch via an Ethernet cable.
2. In BillVeda Pro on the Host PC, navigate to Settings and inspect the LAN Synchronization section.
3. Note the Host Local IP address displayed (for example: http://192.168.1.15:8765).
4. Verify that the Host Service status indicates Active.

Secondary Counter PC Setup (Counter 2, Counter 3, etc.)
1. Install BillVeda Pro on the secondary computer using BillVeda_Pro_1.0.0_w.exe.
2. Ensure the secondary computer is connected to the same store Wi-Fi or router network.
3. In BillVeda Pro on the secondary PC, navigate to Settings and select LAN Connection Mode.
4. Enter the Host PC IP address and port (example: http://192.168.1.15:8765) and click Connect.
5. Once connected, all invoice entries, stock updates, and customer records created on the secondary counter immediately save to the Primary Host PC database.

9. Troubleshooting Guide

Issue 1: Windows SmartScreen or Antivirus Prompt on Installation
* Cause: Windows displays a generic warning when running newly published setup binaries.
* Solution: Click "More Info" on the Windows SmartScreen blue dialogue box, then click "Run anyway". If third-party antivirus software blocks execution, add BillVeda_Pro_1.0.0_w.exe to the antivirus exclusions list.

Issue 2: Secondary Counter PC Cannot Connect to Host PC
* Cause: Windows Firewall on the Host PC is blocking incoming traffic on TCP port 8765.
* Solution:
1. On the Host PC, open Windows Defender Firewall with Advanced Security.
2. Click "Inbound Rules" in the left sidebar, then click "New Rule" in the right sidebar.
3. Select "Port", click Next, select "TCP", and enter port number 8765 in Specific Local Ports.
4. Select "Allow the connection", apply the rule to Domain, Private, and Public networks, name the rule "BillVeda LAN Sync", and click Finish.
5. Confirm that both computers are connected to the same router subnet (both IP addresses must start with the same network prefix, such as 192.168.1.X).

Issue 3: Forgotten 4-Digit Security PIN
* Cause: Operator or store owner cannot remember their daily login PIN.
* Solution:
1. On the BillVeda Pro login PIN screen, click the "Forgot PIN? Reset with Product Key" link.
2. Enter the original 16-character Product Activation Key assigned to your workspace.
3. Enter and confirm your new 4-digit Security PIN.
4. Click "Reset PIN" to regain full access to your workspace.

Issue 4: Thermal Receipt Printer Margin or Paper Cut Issues
* Cause: Windows printer driver page sizing default is set to standard Letter/A4 rather than thermal roll paper.
* Solution:
1. Open Windows Control Panel and navigate to Devices and Printers.
2. Right-click your thermal receipt printer and select "Printing Preferences".
3. In Page Setup or Paper Size, change the paper format to 80mm x 297mm (or 58mm x 210mm depending on your model).
4. In BillVeda Pro Settings under Printer Configuration, select 80mm or 58mm thermal format matching your printer hardware.

Issue 5: Barcode Scanner Not Adding Items to Invoices
* Cause: The USB barcode scanner is configured without an automatic Enter (Carriage Return) suffix code. The scanner must send an Enter key at the end of each barcode scan.
* Solution: Scan the "Add Enter Suffix" or "Add CR" barcode from the instruction manual booklet included with your barcode scanner. When the scanner transmits an Enter key after each barcode, BillVeda Pro automatically detects and adds the item to the bill. Refer to HARDWARE.md Part 2 for more scanner setup details.

Issue 6: System Date or Clock Mismatch Warning
* Cause: The computer system clock was manually changed or the motherboard CMOS battery has discharged, causing system time to read behind historical invoice records.
* Solution: Open Windows Date and Time Settings, enable "Set time automatically", and click "Sync now" to align with official Internet time servers.

11. Hardware Reference Guide

For complete hardware buying advice, model recommendations, connection step-by-step instructions, Windows driver setup, paper size configuration, and recommended hardware kits by store type and budget, refer to the dedicated hardware documentation file included in this release package:

HARDWARE — Universal Hardware Setup Guide for BillVeda Pro

12. Official Support and Account Management

For subscription renewals, license upgrades, technician assistance, or feature inquiries:

* Official Software Download Portal: https://code4utech.com/software
* Subscription and Account Management: https://billvedapro.code4utech.com/
* Developer Organization: CODE4UTECH
* Technical Support Helpline: +91 85957 37067
* Email Support: support@code4utech.com
* Business Hours: Monday to Saturday, 10:00 AM to 07:00 PM IST