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Dashboard
👋
Welcome to Bookchor BMS
Go to Users to manage your team.
Company Settings
Used in quotations, invoices and all documents
🏢 Company Information
🧾 Tax Information
🏦 Bank Details
🖼 Company Logo
Upload PNG with transparent background for best results
✍ Digital Signature
PNG with transparent/white background. Sign on white paper, photograph, upload.
📋 Default Terms & Conditions
Currency Exchange Rates
Used for converting foreign currency stock feeds to INR. Rates are applied on display — no re-upload needed.
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Currency Buffers
Add a safety margin per currency to protect against rate fluctuations. Applied on feed upload and when re-pricing.
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Minimum Margin Controls
Set minimum profit margin % required per client type.
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📊 GST / HSN Codes
Indian GST rate lookup table. Used for quotation tax computation. Only admin can edit.
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Book Research
Search by title+author or ISBN — find stock, pricing, retail links
Book Title *
Author (optional)
RFQs
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RFQ #ClientTitle / Reference ItemsValueStatusRequired ByCreated
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Clients
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CodeClientTypeLocation PhoneOutstandingLast Order
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EmployeeContactDepartmentReports ToRoleLast LoginStatus

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Click row to view profile
Visual Tree
Reporting List
Role and Permission Matrix
What each role can see and do in the system.
Period:
Exp No.EmployeeDateTypeTitleAmountBillsBalanceStatus
Exp No.DateTypeTitleAmountBillsBalanceStatusNotes
CodeSupplier NameTypeCityBrands/PublishersCatalogue ItemsContactStatus

Publisher Groups & Imprints

Industry hierarchy — groups, imprints, supplier coverage and discount %

This matrix shows which suppliers carry which publisher or brand, and what discount they offer.
Event Detail
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Re-price Catalogue

Apply current exchange rates + buffers to existing foreign-currency rows
ⓘ Only rows with preserved original_price can be re-priced. Rows uploaded before the currency-system fix (21 Apr 2026) are skipped — re-upload those feeds to enable re-pricing.
Currency (optional)
Supplier (optional)

Price Comparison

All sources with pricing

Sourcing Changes

Items where current best-supplier differs from PO snapshot

Regenerate Purchase Orders

Cancel existing POs and create new ones with current sourcing

Find Supplier

Search by book title, author, publisher or ISBN — find the best supplier

Title / Author / ISBN
Publisher / Imprint
Results

Search for a book, publisher or ISBN above

Type a title, author, publisher name or scan an ISBN
Title / Author / Publisher
ISBN
Supplier
Language
Binding
MRP Range (Rs.)
–
Sort by
Per page

Search for books above

Search by title, author, ISBN or publisher
TitleAuthorISBN-13
ISBN-10		PublisherMRP ConditionIn StockReservedCost PriceLocationReorder
Upload Stock File
Upload your warehouse Excel or a supplier stock feed. Supports files with 100,000+ rows.
📂
Click to choose file or drag and drop
Excel (.xlsx / .xls) or CSV — any column format, any size
No file selected
DateTypeSupplier / SourceFileSize Total RowsNew TitlesUpdatedUnmatchedTimeStatus
Bulk Price Check
Upload an Excel or CSV of ISBNs and we'll tell you which suppliers carry them, the L1 (cheapest) and L2 (second-cheapest) prices, MRPs, and stock. Independent of any RFQ. Up to 50,000 rows per upload.
📂
Click to choose file or drag and drop
Excel (.xlsx / .xls) or CSV. Needs a column named ISBN (or ISBN-13 / ISBN-10). Optional Qty column.
No file selected
Date and TimeActionUserSupplierFileSizeRows ProcessedResultStatus
All Open Advances Flag = open more than 7 days
Exp No.EmployeeAdvance AmtBills ApprovedBalanceDays OpenStatus
Leads
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CodeNameCompanyType SourceStatusValueFollow-upAssigned
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Order #ClientRFQValueStatusCourierDispatchedCreated
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Invoice #ClientDateDue DateAmountOutstandingStatusActions
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Quotation #ClientRFQAmountStatusValid UntilCreated
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Sales by Month
Top Clients
Supplier Performance
Margin Analysis
Outstanding
RFQ #Client / CityTitle / RefItems ValueRFQ StatusQuotationOrderRequired By
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Click any row to open RFQ detail
Select an RFQ to manage dispatch
PO NumberSupplierClientRFQ BooksQty ValueStatusExp. DeliveryCreated Actions
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Select a PO to view
Select a dispatch to view
TitleAuthorISBN-13
ISBN-10		PublisherMRPNotesUploaded ByDate
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Date Client Invoice # Amount Mode Reference Status
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to
GRN # PO # Supplier Status Received / Ordered Challan Received Actions
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to
Dispatch # Direction Counterparty Status Courier / AWB Qty Amount Shipping ₹ Invoice # Date Quick action
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to
When Category Event Summary User IP
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CodeName & TagsType / Board LocationPrimary ContactPriority StatusAssigned To

Filters

Sample Preview (top 20)
Recent Generations

Add HSN Code

GST rate reference for quotation tax computation
Cannot be changed after creation
CGST + SGST = GST (auto-split)
Additional cess on top of GST
Goods Receipt Note
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Dispatch
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📥 Record Inbound Delivery
Log courier/packing/insurance costs for this supplier delivery
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Send Payment Reminder

Preview message, open WhatsApp, then confirm sent

Bulk Import Institutions

Upload an Excel or CSV file with multiple institutions at once
No file selected

New Institution

Master record for schools, colleges, libraries, govt and corporates

New Supplier

Fill in all supplier details
Basic Info
Financial & Terms
Contact Person

Add Publisher / Brand

Link a publisher or brand to this supplier with discount details
Example: IBD Delhi distributes HarperCollins India at 40% standard discount, 42% on hardbacks, 38% on paperbacks with minimum 5 copies per title.
Discount Structure
Format: Language:percentage. e.g. English:80,Hindi:20. Leave blank to inherit supplier default.
Quick:

Upload Stock Feed

Excel, CSV or PDF catalogue
📂
Click to choose file
Excel (.xlsx/.xls/.xlsb), CSV, TSV, ODS
No file selected

Upload PDF to Catalogue

Add Contact

Add another contact person for this supplier

Record Payable

Amount we owe this supplier

Bulk Supplier Upload

Upload multiple suppliers via Excel
How to use:
1. Download the template below
2. Fill in your supplier data (one row per supplier-brand combination)
3. Upload the filled file here
4. System creates suppliers, contacts, and publisher brands automatically
Download Template Excel Fill this and upload back
📂
Click to choose filled Excel file
Only .xlsx files (use the template above)
No file selected

Set Sales Targets

Monthly targets for your team

New Expense

Submit for manager approval
Click to upload receipt
No file selected

Submit Bill Against Advance

Receipt upload is mandatory
Each bill must have a receipt upload. The total of all approved bills will be used to calculate your settlement balance.
Click to upload bill or receipt (PDF or image)
No file selected

Settle Advance

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Review Expense

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New User

Add a new team member
Personal Information
Direct manager
Login and Access
At least 6 characters

Reset Password

--
At least 6 characters

New Client

Basic Info
Contact
Address
Tax & Pricing
Additional

Log Interaction

PDF, images, documents, spreadsheets, videos

Add Contact

Add Address

Upload Document

New Lead

Create Purchase Orders

Books are grouped by supplier. Review quantities and set expected delivery dates.
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Create Goods Receipt Note

Supplier Challan / Invoice Number
Challan Date
Notes
After creating the GRN, you will enter the actual quantities received for each book.

Upload Tally Invoice

Invoice Number
Invoice File (PDF)
Invoice is stored against this dispatch for reference. Accounting remains in Tally.

Create Supplier Return

Supplier *
Reason
Notes

New RFQ

🔍 Scanning Suppliers

Starting...
0%
Processed
0 / 0
Matched
0
Missed
0
Safe to close this dialog — scan continues in background.

📥 Adding Items to RFQ

Starting...
0%
Processed
0 / 0
Inserted
0
Duplicates
0
Safe to close this dialog — ingestion continues in background.

Add Book

Paste Book List

Paste text from WhatsApp, email, or any format
AI parse handles any format • Simple parse splits line by line

Upload Book List (Excel)

System auto-detects columns: Title, Author, ISBN, Publisher, Edition, Quantity. Any format works.

Generate Quotation

Unavailable Books

Edit RFQ

Catalogue Match

Select the correct book or mark for manual sourcing
Searching for:

ISBN Price Research

Look up pricing across retail sites

Add Book Manually

Send Supplier Enquiry

Select items and supplier to send enquiry
Select Items to Enquire

💬 WhatsApp Quotation

✏ You can edit the text above before sending
💬 Open WhatsApp

Edit Book Details

Update ISBN, publisher, binding and other details
💡 After saving, click 🔍 Find Suppliers on this item to auto-populate price from catalogue using the new ISBN.

✏ Update Order

🧾 Upload Invoice

Upload invoice from Tally

💰 Record Payment

✏ Enter Sourcing Details

🔄 Refresh Price

Create Dispatch ✕
Dispatch Date
Delivery Address
Notes
Books to Dispatch
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Set quantity to 0 to exclude an item from this dispatch.
Mark Client Confirmed ✕
How did client confirm? *
Notes (optional)
✅ This will mark the quotation as accepted and set the RFQ to confirmed status. Team will be notified.
RFQs Waiting for This Book ✕
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Edit Quotation

Cancel RFQ

This marks the RFQ as cancelled. The record stays in the system for audit trail, but will be filtered out of active queues.

Cancel Quotation

Use Cancel when we are withdrawing the quotation (wrong price, wrong items, duplicate, etc.). If the client said no, use Mark Rejected instead.

Mark Quotation Rejected

Use Mark Rejected when the client said no. If we want to withdraw the quote, use Cancel instead.

Cancel Order

Soft cancel — audit log will record this action.
This will soft-cancel the order (kept in DB for audit). Draft POs linked to this order will be auto-cancelled. If any live PO, Dispatch, or Invoice exists, resolve those first and use Re-check.

Cancel PO

Soft cancel — audit log will record this action.
This will soft-cancel the PO (kept in DB for audit). If the PO has already been received (any GRN exists), cancel will be blocked — reverse the GRN first. If the PO was sent to the supplier, you'll see a reminder to notify them externally.

Reverse GRN

Bookkeeping correction. Original GRN is preserved; a reversal document is created.
Use this when you booked the GRN incorrectly (wrong PO, wrong qty, duplicate, data-entry error). For damaged/wrong-title returns where the supplier sends a credit note, use Supplier Returns instead.
Reverse Quantities
Default = available-to-reverse for each line. Set to 0 to skip a line. Cannot exceed accepted minus already-reversed.
Title ISBN-13/-10 Accepted Already Reversed Available Reverse

Correct received quantity

Fix a qty-entry mistake on a closed GRN. Stock and PO totals adjust automatically; a silent reversal document is created for audit.
Only reductions are allowed here (e.g. you typed 2 but received 1). If you actually received MORE books than booked, create a new GRN against the same PO instead.

Edit closed-GRN lines

Correct quantities (reductions only), costs and MRP across multiple lines in one go. Qty changes create a reversal doc; cost/MRP changes update the line in place with full audit log.
Edit any of New Qty, Cost ₹, Disc %, or MRP ₹ for lines that need correction. Leave others alone. Qty: reductions only (use a new GRN for additions). Cost and Disc% stay in sync — editing either updates the other based on MRP.
Title ISBN Recv New Qty MRP ₹ Disc % Cost ₹

Apply Invoice Data to GRN

Review what the uploaded invoice will change on this GRN. Click Apply to commit.
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Void Invoice

Voided invoices keep their number — the gap in sequence is the audit trail.
Voiding is for invoices issued in error (wrong amount, wrong client, GST error, duplicate). Voided invoices cannot be un-voided. If payments exist, reverse them first.

Reverse Payment

Marks the payment as reversed; invoice outstanding is recomputed automatically.
Use this when the recorded payment was wrong (bounced cheque, wrong amount, wrong invoice, duplicate). The original payment row is preserved with a reversed status.

Cancel Dispatch

For outbound dispatches that were already shipped, books are added back to stock automatically.
Use Cancel for dispatches that were created in error or never physically left/arrived. For client-initiated returns of an outbound dispatch (books left, came back), use the Return button instead. If an Invoice exists for this dispatch's order, void the invoice first.

Return Dispatch

Books physically come back into the warehouse — stock is added back automatically.
Return is for outbound dispatches that physically left and came back (client returned, quality dispute, wrong books delivered). Stock movement is reversed automatically. Invoice handling (credit note, etc.) is up to you — this action does not void any invoice.

Archive Supplier

Soft archive — historical data preserved. Reversible.

Deactivate Catalogue

Hides catalogue rows from supplier search. Reversible — uploading a new feed reactivates fresh rows.

Recalculate Discounts

Re-apply discount cascade to this supplier's catalogue without re-uploading the feed
Cascade priority: feed → brand rule → supplier default → none.
Updates discount_percent and our_cost on eligible rows.
Always preview before executing.

CLEAR Catalogue (Admin Only)

Irreversible. Permanently deletes catalogue rows from the database.

Archive Client

Soft archive — historical data preserved. Reversible by an admin.

Restore Client

Un-archive and return the client to active status. Admin only.

Find Alternate Suppliers

Catalogue suppliers who carry this ISBN, ranked by our_cost ascending. Excludes ones already marked unavailable for this item.

📥 Direct GRN Upload

Record books received WITHOUT a PO. Three steps: pick the supplier, upload the receipt Excel with a reason, then review what will be created.

Mark Supplier Unavailable

Hide this supplier from this RFQ item's sourcing options. Reversible.

Mark Follow-up Done

 

Snooze Follow-up

 
Must be in the future. Snoozing keeps the follow-up open and increments the snooze counter.

Cancel Follow-up

 

🔧 Enable Reconciliation Mode

This unlocks special tools for recording work done outside the system: manual PO creation for items that were sourced verbally or never matched in stockfeed. Use ONLY for legacy / in-progress RFQs.

Auto-disables after 30 days of inactivity.
RFQ
—
Why is this needed? *
This reason appears in the audit log forever. Min 5 characters.

Disable Reconciliation Mode

Reconciliation tools will be hidden on this RFQ. You can re-enable later if needed. All previously recorded actions stay in the audit log.
Reason (optional)

🔧 Reconcile Item

—
What state is this item in?
🔵
Sourced, need PO
Supplier agreed verbally. Books not ordered yet. Create a normal PO.
🟡
PO already placed, awaiting books (coming soon)
Verbal PO is with supplier. Record retrospectively. No PDF sent.
🟠
Books received, not dispatched (coming soon)
Backfill PO + GRN. Item ready for dispatch.
🟢
Already delivered to customer (coming soon)
Full reconciliation: PO + receipt + dispatch in one step. Manager only

🔵 Assign supplier & create PO

Path B1 — Sourced verbally, books not yet ordered
Book Title *
ISBN *
MRP *
Supplier *
Use the type filter on the left to narrow results · ↓↑ to navigate · Enter to pick
Cost per unit *
How did you get this price?
Notes (optional)
Default OFF. Only check if this is a standing arrangement, not a one-off.
Item will be staged — PO is created later via "Create POs"

📋 Create POs from Staged Items

One PO per supplier, grouped automatically
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Discard Staged Items

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This is a soft action — supplier and cost stay on each item. Only the "staged" flag is cleared. You can re-stage items if needed.