Bepara — User Guide
Bepara is a GST-compliant billing and inventory platform for Indian businesses. It helps you create tax invoices, track stock, manage purchases, parties and sales, and keep your GST records ready for filing. e-Way Bill and e-Invoice generation are available on request as part of our Beta. Bepara is accessed entirely through your web browser.
Getting Started
Accessing the Platform
- Open your web browser and go to the Bepara URL provided by your administrator.
- Click Sign Up and create an account using your email and a password.
- Once registered, you can log in anytime from the login page.
- After login, you will see the main dashboard with your business overview.
Browser Requirements
- Any modern browser (Chrome, Firefox, Edge, Safari) — latest version recommended.
- Internet connection required (the app runs online).
Key Features
- GST-Compliant Invoicing — Create sales invoices with automatic GST calculation (CGST, SGST, IGST), HSN/SAC codes, and sequential invoice numbering.
- Inventory / Stock Management — Track stock levels, add/update stock items, and get low-stock alerts.
- Purchase Management — Record purchases with TDS calculation (sections 194C, 194H, 194I, 194J) and supplier GSTIN tracking.
- E-Way Bill & E-Invoice (Beta) — Generate and cancel e-way bills and request an IRN for an invoice. Available on request while we finish validating the live GST round trip; email hello@vayalabs.in to switch it on for your account.
- Customer & Party Management — Maintain a party ledger with contact details, GSTIN, and transaction history.
- Reports & Dashboard — View daily sales summaries, monthly GST summaries, TDS records, and purchase reports. Export reports as Excel or CSV.
- Data Backup & Export — Download full merchant data backup or export per-table reports in Excel, CSV, or JSON format.
- Dark Mode — Toggle between light and dark themes from the header.
- Subscription Management — Manage your plan and billing through the subscription page.
Common Tasks
1. Create a Sales Invoice
- Log in and click Billing or New Transaction from the navigation.
- Select the customer/party from the list (or add a new one).
- Add items with HSN codes, quantity, rate, and GST rate.
- The system auto-calculates the tax split (CGST/SGST/IGST).
- Review the invoice and click Save. The invoice number is generated automatically.
- After saving, you can print the invoice or download it.
2. Record a Purchase
- Go to Purchases from the navigation menu.
- Click New Purchase.
- Select the supplier and enter their GSTIN, PAN (if applicable).
- Add items with HSN codes, quantity, and rate. Set the GST rate for each item.
- If TDS applies, choose the TDS section (194C, 194H, etc.) and check Deduct TDS.
- Click Save to record the purchase.
3. Generate an E-Way Bill
- Go to Reports and find the invoice in the sales table.
- Click the truck icon in that row to open the e-way bill dialog.
- Enter transport details (vehicle number is required, plus transporter name, vehicle type and distance).
- Click Generate. The e-way bill number (EWBN) will appear on the invoice.
- You can cancel an e-way bill from the same screen.
The truck icon only appears on GST Bill invoices that do not already have an e-way bill, so the button disappears once one exists.
This is a Beta feature and is not connected on every deployment. If it is not switched on for your account the attempt is refused and your invoice is untouched — nothing is sent to the GST portal. Email hello@vayalabs.in to enable it.
4. Check Stock & Inventory
- Go to Stock from the sidebar navigation.
- View all stock items in a table. On mobile, items are shown as cards.
- Use the search bar to find a specific item.
- Click on any item to view details or use the edit button to update quantity/price.
- Low-stock items are highlighted with a notification badge on the header.
5. Export Data or Backup
- Go to Settings → Backup & Export.
- To download a full backup, click Download Full Backup (JSON format).
- To export specific data, choose the table (e.g., Sales, Purchases, Stock) and pick Excel, CSV, or JSON format.
- You can also export reports from the Reports page using the Excel button in each tab.
Troubleshooting
| Issue | Likely Cause | Solution |
|---|---|---|
| Cannot log in | Wrong email/password | Use the Forgot Password link to reset. |
| Invoice not saving | Missing required fields | Ensure customer, items, and GST details are filled. |
| E-Way bill generation fails | Beta not enabled, or missing transport fields | Add a vehicle number first. If the message says the feature is not connected, email hello@vayalabs.in to enable it. |
| Stock not updating | Session may have expired | Log out and log back in. Check internet connection. |
| Dark mode not persisting | Browser cache issue | Clear browser cache or toggle theme again. |
Support
- For account issues or feature requests, contact your system administrator.
- Report technical issues via the Help or Support option in the app (if available).
- For urgent issues, reach out to the development team through the project's support channel.