WinEntry

1 About WinEntry

Originally designed and engineered by Simhadri Systems to meet the rigorous daily stock reconciliation requirements of licensed retail wine and liquor businesses in Telugu states, WinEntry is a robust, versatile inventory management tool suitable for any retail business that relies on precise, unit-based stock tracking.

What the App Does

WinEntry automates the essential daily reconciliation process — the "opening vs. closing" balance — that is critical for high-volume retail environments.

• Unit-Level Tracking — Manage inventory across multiple brands, categories and varied sizes (bottles, cases, packets, bags, and so on)
• Daily Reconciliation — Log daily purchases, sales and expenses to generate instant, accurate daily stock balance sheets
• Calculated Sales — Opening Balance + Purchases − Closing Balance = Daily Sale, computed automatically for every product and size
• Multilingual Interface — Currently supports English and Telugu; can be localised to any other Indian language with minimal technical changes
• Privacy-First Design — Operates fully offline by default to keep your business data local, with optional secure cloud backup for multi-device syncing
• Excel Export — Every report and record can be exported to Excel for audits, accounting, regulatory submission or data backup

Why It's Valuable

Built by the industry, for the industry. Born from the unique needs of retail licensees, WinEntry is offered as a collaborative tool. Since licensees operate in exclusive geographic zones, the app serves as a professional-grade solution shared among peers to foster a community of feedback and continuous improvement.

Eliminates human error. By replacing tedious manual paper entries with automated digital logging, the app significantly reduces the risk of mathematical errors and financial discrepancies.

Highly customizable. While it excels in the licensed retail trade, the underlying logic is code-neutral. It can be adapted to any retail sector — such as Dairy, Hardware or Cosmetics — without requiring code changes.

Business Use Cases

Size Codes (current retail deployment)

The app supports up to five size variants per product. In the current licensed retail configuration these are:

For other business types, size codes and their descriptions are configured when the app is set up for that deployment.

2 Installing the App

1. Open Google Play Store on your Android phone
2. Search for WinEntry or WinEntry Simple Inventory
3. Tap the result published by Simhadri Systems → tap Install
4. Once installed, tap Open

Requirements: Android 8.0 (Oreo) or later  ·  A Google account for sign-in

Play Store Listing

Play Store Install

3 Signing In

WinEntry uses your Google account to sign in — the same account you use for Gmail or YouTube.

1. Open WinEntry — the Sign In screen appears
2. Tap Sign in with Google
3. Select your Google account from the list (or add a new one if prompted)
4. Grant the permissions requested — the app needs Sheets access only for optional cloud backup
5. You will be taken to the Home screen

Sign In screen

Sign In mail id

4 Getting Started — First-Time Setup

When you open the app after signing in for the first time, an amber Getting Started card appears at the top of the Home screen. Tap this card to open the setup checklist.

Home — Getting Started card

Setup checklist dialog

The checklist has 4 steps. Steps 1 and 2 are required. You must also complete either Step 3 or Step 4 before the card disappears and you can begin daily trading.

Step 1 — Business Info

Your business name and owner details appear as the header on all exported reports and on the Home screen.

1. Tap Set Up next to "Set Up Business Information" — opens the Business Info screen
2. Fill in the fields:
   • Owner Name — your full name
   • Business Name (required) — name of your business or shop
   • Licence / Reg. No — registration or licence number (stored locally, never shared with admin)
   • Address Lines 1 & 2, Location — shop address and area
   • Phone — 10-digit mobile number
3. Tap Save & Register
4. A confirmation dialog explains what fields are shared with the admin. Tap Save & Register to confirm.

Business Info form

Step 1 Green Tick

After saving, a green tick appears on Step 1 in the checklist. Future edits use the button label "Save & Update Registration".

Step 2 — Import Product List

Downloads the admin's standard product master list (product codes, names, sizes and prices) to your phone.

1. Tap Download next to "Import Product List"
2. A progress spinner appears — wait 5–30 seconds depending on connection speed
3. Once complete, a green tick appears

Product list download

Product Display Order

After downloading, go to Items/Products → Product Display Order to arrange products in the order you count your stock. This makes daily closing entry faster.

The order you set here is reflected consistently throughout the app — Daily Stock Entry, Opening Stock, and all reports show products in exactly this sequence. To reorder: tap Product Display Order, switch on Edit, then drag rows using the handle on the left, or tap the ↑ ↓ nudge arrows beside each product. Tap Renumber & Save when done. Double-tap any product row (with Edit switched off) to deactivate it — deactivated products move to an Inactive section at the bottom and are hidden from daily stock entry.

Step 3 — Load Sample Data (Optional)

Sample data lets you practise using the app before entering real figures. It loads dummy opening stock and a few days of transactions so you can see how every screen looks with actual data.

1. Tap Load next to "Import Sample / Test Data (Optional)"
2. A date picker opens — select the date you want as the opening balance date for the sample data. Default is 7 days ago.
3. Tap OK — sample data loads in the background (10–30 seconds)

Sample data date picker

Sample data Loaded

Once loaded, a green tick appears and the card shows "Trial setup complete — you're all set!"

Step 4 — Setup Opening Stock

If you are starting with real data (not sample data), you need to enter the actual unit count per product and size as your starting inventory. This is done once when you first go live. There are two ways to do it — choose whichever suits you.

Option A — Manual Entry

Enter directly on screen — best for smaller product lists.

1. Tap Enter next to "Setup Opening Stock (manual)"
2. The Opening Stock Setup screen opens
3. Select your first trading date at the top
4. For each product, tap the size fields and type the unit count you have on hand
5. Use the keyboard Next key to move between size fields and products quickly
6. Tap SAVE at the bottom — a confirmation shows the total unit count before you confirm

Manual opening New Setup

Opening Sorck Entry Screen

Enter individual unit counts, not case counts. If you have 2 full cases (12 units per case) plus 3 loose units, enter 27.

Option B — Import from Excel

Faster for large product lists — if you already have your opening stock figures in a spreadsheet.

1. Tap Enter next to "Setup Opening Stock (manual)" to open the Opening Stock Setup screen
2. Tap ⋮ (top-right menu) → Download Template
3. The app saves a pre-filled Excel file to your phone's Downloads folder. The template has one row per product with columns for each size (L, QQ, PP, NN, DD). Product codes are already filled in — do not change them.
4. Open the template on a computer or on your phone in Google Sheets / Microsoft Excel
5. Enter your opening stock counts in the quantity columns for each product and size. Leave a cell blank or enter 0 if you have none of that size.
6. Save the file and transfer it back to your phone (via WhatsApp, Google Drive, email or USB)
7. Back in the Opening Stock Setup screen, tap ⋮ → Import from Excel
8. Select the saved file from your phone's storage
9. The app imports the figures and shows an import result summary (see Section 12 for details)

⋮ menu with import/export options

Excel Template

After import, review the figures on screen before tapping SAVE. The bottom bar shows sync status and buttons to Upload to Cloud or Restore from Cloud once you have saved.

Once saved (by either method), a green tick appears on Step 4 and the Getting Started card disappears automatically when all required steps are complete.

5 Home Screen

After setup, the Home screen shows five module cards.

Home screen (after setup)

Header (top bar)

Module Cards

Tap any card to open the module. Use the back arrow (top-left inside the module) or the phone's back button to return to Home.

6 Daily Stock Entry

This is the core daily workflow. At end of day, count the units on your shelves and enter the closing balance. The app calculates daily sales automatically.

Opening Balance + Purchases − Closing Balance = Daily Sale

Opening the Screen

Tap Daily Closing Stock Entry from the Home screen.

Daily Stock View mode

Daily Stock Entry mode

Top controls:

• Date selector — defaults to today. Use the ‹ and › arrows or tap the date to pick a different date.
• CB Entry / View Only toggle — switches between edit mode and read-only view. Default is View Only.

Entering Closing Balances

1. Tap CB Entry in the top bar to enter edit mode
2. The product list appears with a column per configured size
3. Each row shows the Opening Balance (OB) and Purchases (PQ) already filled in
4. Tap a Closing Balance field and type the unit count you physically counted
5. Sale quantity (SQ) is shown instantly: SQ = OB + PQ − CB
6. Tap the Save button (green checkmark in toolbar) when all products are entered

CB Entry Numbers mode

CB Entry Boxes mode

Importing Closing Balances from Excel

If you have a large number of products, or if your closing stock is already recorded in a spreadsheet, you can import it directly rather than typing each figure into the app.

1. In the Daily Stock screen, tap ⋮ (top-right) → Download Closing Template
2. The app saves a pre-filled Excel file to your Downloads folder. The template has one row per product with columns for each size (L, QQ, PP, NN, DD) and one column for the date. Product codes and names are already filled — do not change them.
3. Open the template on a computer or in Google Sheets / Microsoft Excel
4. Enter the closing balance counts for each product and size. Leave a cell blank or enter 0 if you have none of that size.
5. Set the date column to the trading date you are entering for.
6. Save the file and transfer it back to your phone (via WhatsApp, Google Drive, email or USB)
7. Back in the Daily Stock screen, tap ⋮ → Import Closing
8. Select the file from your phone's storage
9. The app imports the closing balances and shows an import result summary (see Section 12)

Daily Stock import/export menu

Daily Stock cloud Restore

Day-End Reconciliation

After entering closing balances, scroll to the bottom of the list to complete the day-end summary:

• Total Day Sales — calculated automatically from all products and their prices
• UPI Receipts — total UPI and digital payment collections for the day (₹)
• Day Expenses — any petty cash expenses paid that day
• Cash for Deposit — calculated as Sales − UPI − Expenses (shown in red if negative)
• Cash Deposit — amount physically deposited in the bank
• Notes — any remarks for the day

Tap Save at the bottom of the reconciliation section to lock the day-end summary.

Day-end reconciliation

Daily Stock Menu (⋮ top-right)

Search

Tap the search icon in the toolbar to filter products by name or product code while in the daily stock screen.

Unsaved Changes

If you navigate away or switch dates with unsaved changes, the app asks: Save Now / Discard / Keep Editing. Your data is safe until you explicitly discard it.

7 Purchases

Record every supplier delivery invoice here. Purchases are automatically included in the daily stock calculation for the purchase date.

Purchases List

Tap Purchases from the Home screen to see all recorded invoices.

Purchases list

Purchases list

• Each row shows: date, invoice reference number, supplier name and total cost
• Tap a row to view the full invoice details
• Tap + (top-right toolbar) to add a new purchase
• Use the search bar at the top to filter by product name, product code, date or invoice number

Recording a Purchase

Tap + to open the Purchase Entry form.

Purchase Entry — header fields

Purchase Entry — product detail

Invoice details (top)

• Invoice No — the supplier's invoice number from the delivery document
• Reference No — a unique reference for this delivery (e.g. a permit or transport number) used to prevent duplicate imports
• Supplier — select from the dropdown or type manually
• Date — date goods were received (defaults to today)
• Notes — optional remarks

Product details (bottom)

1. Tap Select Product to choose the product from the list
2. For each size received, enter:
   • Cases — number of full sealed cases
   • Loose — individual loose units (partial case)
   • Price — price per unit (auto-filled from product master if set)
3. Total units = (Cases × units per case) + Loose, and Cost = Total × Price — calculated automatically
4. Tap Add Another Product to add more products to the same invoice
5. Tap Save when done

Editing or Deleting a Purchase

Double-tap any purchase in the list to open an action dialog with Edit, Delete, or Insert Here options. Deletions are permanent and immediately update the daily stock totals for that date.

Adding Multiple Items from the Same Invoice

In the purchases list, double-tap an existing purchase and select Insert Here. This opens a new purchase form pre-filled with the same invoice number, date and supplier — just change the product.

Importing Purchases from Excel

When you receive a delivery with many products, or when entering historical invoices in bulk, importing from Excel is far faster than tapping through each product one by one.

1. In the Purchases screen, tap ⋮ (top-right) → Download Template
2. The app saves a pre-filled Excel template to your Downloads folder. The template has one row per product line with columns for: Date, Invoice No, Reference No, Supplier, Product Code, and quantity/price columns per size (Cases, Loose, Price for each of L, QQ, PP, NN, DD).
3. Open the template on a computer or in Google Sheets / Microsoft Excel
4. Fill in one row per product line of each invoice:
   • Enter the delivery Date (format: DD-MM-YYYY or YYYY-MM-DD)
   • Enter the Invoice No and Reference No from the delivery document
   • Enter the Supplier name
   • The Product Code column already lists your products — find the right row
   • Enter Cases (full sealed cases) and Loose (individual loose units) for each size received
   • Enter the Price per unit for each size
5. Repeat rows for each product. Multiple invoices can be entered in the same file — just use a different Invoice No per delivery.
6. Save the file and transfer it to your phone (via WhatsApp, Google Drive, email or USB)
7. Back in the Purchases screen, tap ⋮ → Import from Excel
8. Select the file from your phone's storage
9. The app imports all rows and shows an import result summary (see Section 12)

Purchases import/export menu

Purchases Menu (⋮ top-right)

8 Reports

Tap Reports from the Home screen.

Reports menu

Daily Stock Sheet

Full table: opening balance, purchases, closing balance and calculated sales for all products and sizes on a selected date.

1. Tap Daily Stock Sheet
2. Select the date
3. Tap View Report

Daily Stock Sheet report

• Business name, owner name and date appear as the report header (from Business Info)
• Tap Export to Excel (top-right) to save the sheet to Downloads

Closing Balances

End-of-day stock quantities per product across all sizes on a selected date. Useful for a quick physical stock verification.

Daily Brand Wise Account

A daily account summarising sales and stock per brand, grouped by product category. Useful for regulatory reporting where required by your business type.

1. Tap Daily Brand Wise A/c
2. Select the date
3. Tap View Report
4. Export to Excel as needed

Brand Wise Account

Purchase Report (Period)

All purchase records within a date range, grouped by invoice — useful for supplier-wise or invoice-wise reconciliation.

1. Tap Purchase Report
2. Select From and To dates
3. Tap View Report

Monthly Sale Data

Shows the day-end commit totals (sale amount, UPI receipts, expenses, cash deposit) for each day in a selected month — for monthly reconciliation and accounts.

1. Tap Monthly Sale Data
2. Navigate months using the ◀ and ▶ arrows, or tap the month name to jump to any month/year

Days with no saved day-end reconciliation are highlighted in amber with a * marker. Days where closing balances were updated after reconciliation are marked with a refresh icon (stale — consider re-committing those days for accuracy). Column totals appear at the bottom; cash amounts shown in red if negative.

Monthly Stock Purchases

Total purchase quantities per product for a selected month, one row per product.

Include Zero-Activity Products

In the report filter, toggle "Include products with zero activity" to show products with no sales or purchases on the selected date. Off by default to keep reports compact.

9 Items / Products

Tap Items / Products from the Home screen.

Products menu

Product Display Order

Controls the order products appear in the Daily Stock Entry screen and in reports.

1. Tap Product Display Order
2. Toggle the Edit switch to enter edit mode
3. Long-press and drag any product to move it up or down
4. Double-tap a product row (Edit switch off) for options to Deactivate (hides it from daily stock — moves it to an Inactive section at the bottom). Double-tap an inactive product to Re-activate it.
5. Tap Renumber & Save when done, or Discard to cancel

Product Display Order (edit mode)

Opening Stock Setup

Used when starting a new period or correcting starting quantities. Opening stock can be entered manually or imported from Excel — see Section 4 — Step 4 for the full walkthrough of both methods.

See Section 4 — Step 4 for the complete step-by-step import walkthrough. The bottom bar shows sync status and buttons to Upload to Cloud or Restore from Cloud.

Product Master Data

Displays your full product list — product codes, names and size variants — for reference.

Product Master Data

Download Standard Product List

Downloads the latest product master from the admin's cloud workspace. Run this whenever the admin adds new products or updates prices.

1. Tap Download Standard Product List
2. Confirm the download
3. Wait for completion — new and updated products are added; your display order is preserved

10 Settings

Tap Settings from the Home screen.

Settings screen

Language

Tap App Language to switch between English and తెలుగు. The change applies immediately to all screens. You can also switch language from the Getting Started dialog's EN / తె toggle.

Business Info

Update your business name, owner name, address and phone. All fields are the same as in Step 1 of the Getting Started setup.

• Tap Save & Update Registration to sync changes to the admin's system

Business Info overflow menu (⋮ top-right)

Drive Backup

Shows the current state of cloud backup. See Section 11 for the full workflow.

Sync Settings

Available only when Drive Backup is active. Configure whether the app syncs automatically every 6 hours or only when you tap the Sync button on the Home screen.

Help & Support

• Report an Issue / Ask for Help — sends a support email with device and app version pre-filled
• Request Feature — sends a feature request to Simhadri Systems
• Import Test Data — reloads sample data (requires registration)
• User Guide — opens this guide in the browser

Error Log

When the app encounters technical errors, a log is saved on the device. If errors exist, a Share Error Log button appears at the bottom of Settings. Share the log when contacting support, or tap Clear to remove it.

App Version

Shown at the bottom of Settings. Tap Check for Update to check for a newer version on the Play Store.

11 Cloud Drive Backup

Cloud backup is optional. The app works fully offline without it. When enabled, your daily stock, purchases and day-end summaries are stored in a private Google Sheet in the admin's Drive workspace — separate from your personal Drive.

How to Enable

1. Register — Go to Settings → Business Info, fill in your business name and tap Save & Register
2. Request workspace — Go to Settings → tap the Drive Backup card → tap Request Drive Backup
3. Read the consent terms — the dialog explains what data is stored and that the admin has read access to your records
4. Tap I Agree — Enable Backup
5. The app contacts the admin's system:
   • If your account is in the invited list → workspace is created immediately → "Drive Backup Active" shows in green
   • If not yet in the invited list → "Drive Backup Pending" shows — the admin will activate your workspace

Drive Backup Active state

Consent dialog

What Is Synced

Sync Status Icons on Home Screen

Tap the sync icon on the Home screen at any time to trigger an immediate manual sync.

Viewer vs Editor Role

The administrator assigns each account a role. Most users are Editors.

Contact the admin if you need your role changed.

Deactivating or Deleting

• Deactivate — Go to Settings → Drive Backup (active) → Deactivate. Stops future auto-sync. Local data and Excel exports are not affected.
• Delete Account & Data — Go to Settings → Business Info → ⋮ → Delete Account & Data. Permanently removes all cloud data, your registration and your sign-in account.

12 Data Management & Excel Import/Export

WinEntry can both export data to Excel for records and reports, and import data from Excel to avoid manual typing. All import and export operations use standard .xlsx files that open in Microsoft Excel, Google Sheets or any compatible spreadsheet app.

Excel Export — Quick Reference

Exported files are saved to the phone's Downloads folder. After export, a Share button lets you send the file directly via WhatsApp, email or any other app.

Excel Import — How It Works

The import system follows the same three-step pattern for every data type:

Excel Import — Quick Reference

• Opening stock import — Section 4 (Step 4, Option B) and Section 9
• Closing balance import — Section 6 (Importing Closing Balances from Excel)
• Purchase import — Section 7 (Importing Purchases from Excel)

Import Result Summary

After any import, the app shows a result dialog with a count for each outcome:

Tap Copy List to copy the full list of skipped or failed rows to clipboard. Paste into a notes app or email to review and correct the figures before retrying.

13 Help and Support

Go to Settings → Help & Support

Support email: simhadrisystems@gmail.com

Contact Support

Tap Ask for Help or Report Issue. The app pre-fills a message template with your app version, Android version and device model — you choose what additional details to add. No data is sent automatically.

Common Issues

Import Test Data

Go to Settings → Help & Support → Import Test Data. Loads a sample set of opening balances and dummy stock data for practice. Requires app registration (Step 1 in onboarding).

Select the date you want as the sample opening balance day, then confirm the import. Replace sample data with your real figures when you are ready to begin live trading.