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The Complete Business Flow
How money moves through EPIC's ERP — explained with real data from your system
1. The Big Picture
Every rupee follows this path
Meanwhile, EPIC also pays vendors (expenses) and tracks devices (assets)
The 4 Verticals — how EPIC earns money
| Vertical | What It Is | Billing | Real Example |
|---|
| Device Rentals | Renting laptops/panels to clients | Monthly ₹2,499/device | 3 Dell laptops rented to HUL |
| Product Supplies | Selling equipment to clients | Per order | HUL bought AV equipment for ₹1,32,750 |
| AMC Contracts | Annual maintenance agreements | Quarterly | Sodexo AMC ₹36,875/quarter |
| Service Income | Facilitating client orders (10% service fee) | Per transaction | ₹9 Cr orders, ₹90 L service income |
2. Master Data — One Time Data Entry
1 Set up once, use everywhere
Before any transaction can happen, the system needs to know: Who are your clients? What do you sell? Who do you buy from?
Business Units — your company entities
| ID | Unit Name | Status |
|---|
| 1 | Epic Inc | ACTIVE |
| 2 | Kalyteri Enterprises | ACTIVE |
Verticals — your revenue streams
| Code | Name | Status |
|---|
| DEV_RENT | Device Rentals | ACTIVE |
| PROD_SUP | Product Supplies | ACTIVE |
| AMC | AMC Contracts | ACTIVE |
| COMMISSION | Service Income | ACTIVE |
Products & Services — what you sell/rent
| Type | Name | Rate | GST |
|---|
| PRODUCT | Refurbished Dell i7 Laptop - Rental | ₹36,000 | 18% |
| PRODUCT | Refurbished HP Laptop - Rental | ₹20,490 | 18% |
| SERVICE | AMC - Video Wall & AV System | ₹31,250 | 18% |
Why this matters: Every dropdown in the system — client name on an invoice, product on a line item, vendor on a payment — pulls from these master tables. Set them up right once, and every transaction form works automatically.
3. Client & Vendor Setup
2 Clients = who pays us | Vendors = who we pay
Clients (from your live data)
| Client | GST No | Contact |
|---|
| HUL + PRODUCT SUPPLIES | 33AAACH1004N1Z1 | HUL Procurement |
| HUL + DEVICE RENTALS | — | HUL IT Dept |
| EMINDS | 36AAFCE9950M1Z0 | Vamaikrishna M. |
Vendors (from your live data)
| Vendor | GST No | What They Supply |
|---|
| Laptop Store | 33AKSPR6660D1ZU | Laptops for rental fleet |
| JJ Electronics | 33CDNPJ1249N | Parts & repairs |
| Kite Technologies | 33JBVPS8765P1Z1 | IT equipment |
Client
→
appears in Invoice, Contract, Receipt dropdowns
Vendor
→
appears in Vendor Payment dropdown
4. Contracts — The Agreement
3 A contract = "Client X will pay us ₹Y every month/quarter"
Real contracts from your system:
| Contract | Client | Vertical | Amount | Cycle | Period | PO | Status |
|---|
| CNT-EMINDS-MARCH26 | Eminds | Device Rentals | ₹17,694 | Monthly | 23-Mar to 23-Apr | EMIPL-25-26-021 | ACTIVE |
| DR-HUL-001 | HUL | Device Rentals | ₹2,499 | Monthly | 25-Aug-25 to 25-Aug-26 | HUL-PO-DR-001 | ACTIVE |
| CNT-HUL-PROD-FY26 | HUL | Product Supplies | ₹1,32,750 | Quarterly | 01-Oct-25 to 30-Sep-26 | HUL-PO-PROD-2025 | ACTIVE |
| CNT-EMINDS-FEB26 | Eminds | Device Rentals | ₹17,694 | Monthly | 19-Feb to 19-Mar | EMIPL-25-26-021 | COMPLETED |
Why contracts matter: Eminds has had the same PO (EMIPL-25-26-021) since Dec 2025 with a new monthly contract each cycle. Without contracts, you'd have to remember "bill Eminds ₹17,694 every month" manually. With contracts, the system knows what's due and when.
Contracts are optional. HUL's ad-hoc product orders (₹8,850, ₹9,905 etc.) are invoiced directly without any contract. Both flows work side by side.
Contract
links to
Client
+
Vertical
+
PO Reference
↓
5. Invoices — The Bill
4 An invoice = "Dear Client, please pay ₹X for services rendered"
HUL's invoices from your system — both types:
| Invoice | Date | Amount | Status | Type | Contract |
|---|
| EPIC 319/25-26 | 07-Feb-26 | ₹1,32,750 | DUE | CONTRACT | CNT-HUL-PROD-FY26 |
| EPIC 316/25-26 | 03-Feb-26 | ₹1,05,020 | DUE | CONTRACT | CNT-HUL-PROD-FY26 |
| EPIC 365/25-26 | 08-Feb-26 | ₹8,850 | PAID | AD-HOC | — |
| EPIC 317/25-26 | 04-Feb-26 | ₹9,905 | PAID | AD-HOC | — |
| EPIC 181/25-26 | 09-Nov-25 | ₹15,340 | PAID | CONTRACT | MLPL-2097 |
See the two types?
- CONTRACT invoices — linked to a contract, quarterly billing of ₹1,32,750. The system knows which agreement this bill belongs to.
- AD-HOC invoices — no contract. HUL ordered something, EPIC shipped it and billed directly. Quick and flexible.
Invoice
links to
Client
+
Vertical
+
Contract (optional)
↓
6. Receipts — The Payment
5 A receipt = "Client paid us ₹X on this date"
HUL's receipts from your system:
| Date | Client | Amount | Mode | Reference |
|---|
| 17-Feb-26 | HUL + Product Supplies | ₹3,000 | CASH | UPI |
| 25-Oct-25 | HUL + Device Rentals | ₹2,948.82 | BANK | HUL-NEFT-001 |
Receipt Allocation
When you create a receipt, the system asks which invoices this payment covers. You tick them:
| Receipt | Invoice | Allocated | TDS | Net Received |
|---|
| Receipt #1 | EPIC 181/25-26 | — | — | ₹2,948.82 |
This is how the system knows invoice EPIC 181 is PAID. Without this link, ₹2,948.82 would sit in receipts and the invoice would still show as DUE.
One payment, multiple invoices: If HUL sends ₹3,00,000 covering 3 invoices, you create ONE receipt and allocate it across all 3 — right from the receipt form. Each invoice updates to PAID or PARTIAL automatically.
Receipt
links to
Client
+
Invoice(s) via allocation
↓
7. Vendor Payments — Money Going Out
6 A vendor payment = "We paid ₹X to vendor Y for parts/services"
Recent vendor payments from your system:
| Date | Vendor | Category | Amount | Status |
|---|
| 07-Jan-26 | Laptop Store | DIRECT | ₹550 | APPROVED |
| 24-Jan-26 | JJ Electronics | DIRECT | ₹1,600 | APPROVED |
| 10-Jan-26 | — | INDIRECT | ₹10,000 | APPROVED |
The 4 categories — each means something different:
| Category | What It Means | Example | Hits P&L? |
|---|
| DIRECT | Cost directly tied to revenue | Laptop repair parts | YES |
| INDIRECT | Business overhead | Office rent, phone bills | YES |
| ADMIN | Administrative costs | Salaries, legal fees | YES |
| ASSET | Capital purchase | Buying a laptop to rent out | NO |
ASSET vs DIRECT is critical. Buying a laptop to add to your rental fleet = ASSET (capital, not expense). Repairing a rented laptop = DIRECT (operating expense). Getting this wrong inflates or deflates your profit numbers.
Vendor Payment
links to
Vendor
+
Vertical
+
Expense Category
8. Assets — What We Own
7 An asset = a device EPIC owns and rents out
Laptops from your system:
| Asset | Serial No | Status | Rented To |
|---|
| Dell 5420 i7 | 5CG9128MSJ | RENTED | HUL + Device Rentals |
| Dell 5420 i7 | CT9ZZH3 | RENTED | HUL + Device Rentals |
| Dell 5420 i7 | 6ZRBLN3 | RENTED | HUL + Device Rentals |
Asset lifecycle:
Asset
links to
Client (who has it)
+
Contract (rental agreement)
9. How Everything Links Together
Follow one real transaction end-to-end
Eminds rents laptops from EPIC. Here's the complete chain:
1
Client: Eminds (GST: 36AAFCE9950M1Z0, Contact: Vamaikrishna)
2
Contract: CNT-EMINDS-MARCH26 — ₹17,694/month, PO EMIPL-25-26-021, 23-Mar to 23-Apr
3
Invoice: EPIC XXX/25-26 — ₹17,694 raised against this contract
4
Receipt: ₹17,694 received via NEFT, allocated to this invoice → invoice becomes PAID
5
Asset: Dell 5420 (SN: 5CG9128MSJ) — status RENTED, linked to Eminds + this contract
6
Vendor Payment: ₹550 paid to Laptop Store for repair (DIRECT expense, hits P&L)
Every step links back to the previous one. The dashboard reads ALL of this and shows you charts, KPIs, receivables, cash flow — automatically.
10. What the Dashboard Shows You
The dashboard is a read-only view of all this data combined
| Dashboard Section | What You See | Powered By |
|---|
| MD Section (KPIs) | Total billed, collected, expenses, profit | Invoices + Receipts + Expenses |
| Revenue Chart | Monthly billed vs collected vs expenses | Invoices + Receipts + Expenses by month |
| Receivables | Who owes us money and for how long | Invoices − Receipt Allocations |
| Contracts | Active agreements, billing quarters | Contracts table |
| Expenses | Spending by vertical and category | Vendor Payments table |
| Cash Flow | Money in vs money out | Receipts (in) vs Expenses (out) |
| Assets | Device status + rental revenue | Assets table + rental invoices |
| Service Income | Monthly service income | Service Income Transactions |
You don't enter data into the dashboard. You enter data into the transaction tables (Contracts, Invoices, Receipts, Vendor Payments, Assets, Commission). The dashboard reads it all and paints the picture. Enter data right, and the dashboard takes care of itself.
11. Data Entry — Dos and Don'ts
Naming Conventions
DO:
- Use proper case for names: Grace Laser Jet Tech, JJ Electronics, Image Print Enterprises
- Keep client names clean — just the company name: HUL, Danieli, Sodexo
- Keep vendor names clean: Laptop Store, not LAPTOP STORE PVT LTD CHENNAI
- Contact person names in proper case: Durai Arun, not MR.DURAI ARUN
DON'T:
- Don't put the vertical in the client name: HUL + PRODUCT SUPPLIES → just HUL
- Don't use ALL CAPS: CAX LOGISTICS AND SHIPPING SOLUTIONS → CAX Logistics & Shipping
- Don't create multiple client records for the same company — use Client Verticals mapping instead
- Don't add extra details in names: WeWebsite Charges-Wixcom India → Website / Server Maintenance (put details in remarks)
One Client = One Record
If HUL buys Device Rentals AND Product Supplies AND AMC from you, that's still one client record called "HUL".
The system knows HUL uses 3 verticals through the Client Verticals mapping table. Each invoice and contract has its own vertical field — so the reports still break down by vertical correctly.
Wrong approach (3 records):
- HUL + DEVICE RENTALS
- HUL + PRODUCT SUPPLIES
- HUL + AMC
Right approach (1 record + 3 mappings):
- Client: HUL (one record with GST, PAN, contact)
- Client Verticals: HUL → Device Rentals, HUL → Product Supplies, HUL → AMC
- Each invoice picks the vertical from the dropdown — no confusion
Every Payment Needs a Vendor
DO:
- Always select a vendor when recording a payment — even for internal payouts
- Create an Internal - Staff Payroll vendor for salary and contractor payments
- Create vendors for online services too: Wix.com India for website, AWS for hosting, etc.
- Fill in vendor GST number and contact person — needed for GST input credit and audit trail
DON'T:
- Don't leave vendor blank on a payment — the system won't know who you paid
- Don't create duplicate vendors: check if the vendor already exists before adding a new one
- Don't mix up vendor names: JJ Electronics and J J ELECTRONICS are two different records to the system
Expense Heads — Pick the Right One
Every vendor payment needs an expense head. Use the right one so reports make sense:
- Courier / Transportation — DTDC, PonPure, Franch Xpress, porter charges, delivery diesel, auto fare, unloading
- Conveyance — petrol for travel, cab fare, parking, toll (NOT delivery — that's courier)
- Device Maintenance — laptop/panel repair, engineer visits, hardware fixes
- Spare Parts — batteries, cables, keyboard combos, replacement parts
- Installation & Site Visit — panel installation, on-site setup, fixing charges
- Salary — staff salaries, wages, contractor monthly payouts
- Indirect Expense — miscellaneous service charges, one-off payouts
- Website / Server Maintenance — Wix, hosting, domain charges
- AMC Service Cost — labour cost for annual maintenance visits
- Bank Charges — NEFT/RTGS fees, payment gateway charges
Courier vs Conveyance: Sending 5 laptops to HUL via porter = Courier / Transportation. Travelling to HUL office for a meeting = Conveyance. Diesel for delivering a panel = Courier. Petrol for site inspection = Conveyance.
Receipts — Record It Right
- Enter receipts the same day the payment hits the bank — don't batch for end of week
- Always enter the reference number (UTR for NEFT, UPI transaction ID, cheque number)
- Always allocate to invoices — tick which invoices this payment covers. Without allocation, the dashboard shows money as uncollected even though it's in your bank
- Enter TDS — if the client paid less than the invoice amount, they likely deducted TDS. Enter it in the TDS column per invoice
- If unsure which invoice a payment covers, ask the admin before entering. Wrong allocation is harder to fix than a small delay
Use the Remarks Column
Whenever a name or head looks ugly or needs context, don't stuff it into the name. Use the remarks column instead.
- Expense Head name: Website / Server Maintenance — Remarks: "Wix.com annual plan, domain renewal"
- Vendor name: Grace Laser Jet Tech (Eyeplus) — clean and recognisable
- Client name: HUL — not "HUL Chennai Division + Product Supplies FY25-26"
Keep names short and searchable. Put details in remarks, description, or notes fields.