Getting Started

Set up your workspace and understand the KhataIN workflow

4 min read Updated Sep 20, 2026

KhataIN brings your day-to-day business operations together — from recording money and managing accounts to sales, purchases, inventory, POS, reporting and tax. This guide explains how the different parts work together and the recommended order for setting up your workspace.

Overview

What is KhataIN?

KhataIN is a business management and accounting platform designed to keep your business records connected. Instead of maintaining sales, purchases, stock and accounting separately, each part of your business feeds into the appropriate records. For example, a completed sale can update the customer’s balance, accounting records and inventory without requiring you to enter the same transaction multiple times.

Customer sale

1Sales / POS
2Accounting
3Reports

Vendor purchase

1Purchasing
2Inventory + Accounting
3Reports

Overview

Understand the main modules

Each module owns a specific part of your workflow. Open a module guide to understand its responsibilities and how it connects to the rest of your workspace.

Overview

Recommended setup order

Complete these steps in order so later transactions use the correct company, accounting and tax settings.

Complete your company profile: Add the business information KhataIN uses across your workspace and business documents.
Confirm your fiscal year: Make sure the correct fiscal year and accounting period are active before recording business activity.
Set up financial accounts: Review the cash, bank, wallet and other accounts used to represent where your business keeps or moves money.
Review the Chart of Accounts: Review the provided accounts before creating additional ones so you do not accidentally create duplicates.
Configure tax: Add the tax settings that apply to your business before creating taxable sales or purchase documents.
Add products and opening stock Optional: If you sell physical products, create your items and enter the opening stock already on hand.
Add customers and vendors: Create the contacts you regularly buy from or sell to. You can also add contacts while you work.
Start recording business activity: Use Sales for customer invoices, Purchasing for vendor bills, POS for counter sales, and direct Income or Expense only for activity that does not belong to those documents.

Your BS/AD display preference changes how dates are shown. It does not change the underlying accounting period or recorded transaction dates.

Overview

How KhataIN works together

Modules do not operate as separate accounting systems. Sales, Purchasing and POS create operational records that feed into Accounting where appropriate.

Customer workflow

1Customer
2Sales / POS
3Transaction
4Financial Account
5Reports

Vendor workflow

1Vendor
2Purchasing
3Inventory / Expense
4Transaction
5Reports

Overview

Your everyday workflow

Use the module that owns the activity so KhataIN can keep the operational record and accounting impact connected.

During the day: Use Sales or POS when you sell, Purchasing when you buy, Transactions for direct expenses or non-sales income, and Transfer when moving money between your own accounts.
At the end of the day: Review transactions, check cash and bank balances, and resolve anything requiring attention.
Regularly: Reconcile financial accounts, review receivables and payables, check inventory, review reports, and prepare upcoming tax obligations.

Overview

Understanding dates in KhataIN

KhataIN supports both Bikram Sambat (BS) and Gregorian (AD) displays while keeping the accounting period explicit.

BS and AD: Changing your display preference changes how dates appear in the interface. It does not rewrite your accounting records.
Fiscal year: Your fiscal year determines the accounting period used for financial reporting. It is separate from your preferred date display.

Overview

Before you begin

This checklist reflects the current setup state of your workspace. Finish the incomplete items before recording live activity.

Overview

Avoid common mistakes

Check these points before recording live business activity.

Check the fiscal year first: Confirm the active fiscal year and accounting period before entering business activity.
Do not create duplicate accounts: Review the existing Chart of Accounts before adding another account.
Do not record the same transaction twice: If Sales, Purchasing or POS already created the accounting record, do not enter it again as Income or Expense.
Use the module that owns the activity: Use Sales for customer sales, Purchasing for vendor purchases and POS for counter sales.
Do not confuse date display with accounting periods: Changing BS or AD display does not change recorded dates or fiscal-year boundaries.
Enter required opening balances: When moving an existing business, establish the correct starting position before relying on reports.

Overview

Need more help?

Use Help & Support for account-specific assistance. The module guides explain product workflows; support helps investigate a problem in your workspace.