FAQ#

Common questions users hit during their first weeks with Neriyam. Each answer links back to the full docs page for more.

Signing in and organizations#

I forgot my password. What now?#

On the login page, click Forgot Password?, enter your email, and watch for the reset code. Use the code + a new password on the reset page to sign in. Reset codes expire; request another if yours has. See Signing in.

I'm logged in but the app keeps asking me to change my password.#

You are in must-change-password state — typical the first time you sign in to a brand-new account. Set a new password to proceed. You cannot navigate anywhere else until you do. If you have forgotten your password instead, use Forgot Password? on the sign-in page to reset it by email.

I belong to multiple companies. How do I pick which one to work in?#

When you first log in, Neriyam shows an Select an Organization screen. Pick the one you want. To switch later, click your avatar → Switch Organization. See Switching organizations.

Why am I suddenly signed out?#

Either your session expired (just sign in again) or an admin changed formatting settings (timezone / date / time / number format) — which logs out every user in the organization so the new formatting takes effect on their next sign-in.

Data that does not look right#

My sidebar is missing a module I expect to see.#

Either your organization does not have that module activated, or your role lacks permission to see it. Ask an admin. See Navigating the app.

A button I expect is missing from a detail page.#

Workflow actions (Submit, Approve, Cancel, etc.) appear based on the record's current status and your permissions. For example, Approve only shows up for Pending records and only to users with the approve permission. See Approval workflow.

The stock balance does not match my physical count.#

Open the Stock Ledger, pick the item and warehouse, and walk the entries. Discrepancies almost always trace to a missed posting (an unsent SDN, a cancelled GRN, a forgotten adjustment). If you need to align the book with reality, post a Stock Adjustment with a clear reason.

Creating transactions#

Why can't I add this item to my sales order?#

Items must be Approved to appear in SO line pickers. Check the item's status. If approval is not on, the item will show up; if on, submit and approve it first. See Items.

The tax rate on my line is wrong. Can I change it?#

Yes — the Tax Rate field on each PO/SO line is editable. Changing it marks the line as an override. Note: the tax engine pulls the default from the item's HSN/SAC code + place of supply; if the default is consistently wrong, the fix is in Tax Setup, not per-line overrides.

I submitted a draft but it's still showing draft ref instead of a code.#

Your series is set to Assign On = On Approve. The code gets stamped only at approval. Until then it keeps the draft ref. See Document Numbering.

Approvals#

My Purchase Order is approved but I cannot add a Goods Receipt against it.#

Approved is required but you also need PURCHASE.MANAGE_GRN to create the GRN. And the PO must not be in Cancelled state.

Who can approve my sales order?#

Anyone with the SALES.APPROVE_SALES_ORDER permission. Usually a sales manager. See Approval workflow.

I hit Submit but the record stayed in Draft.#

Likely a validation error. Look for red error text — typically under a specific field (e.g., missing tax code, empty line, quantity zero). Fix and submit again.

Can I edit an approved record?#

Mostly no. Approved PR/PO/SO records lock their commercial fields (customer/supplier, lines, rates, tax). Side-car data (remarks, attachments, contacts) stays editable for approved parties. To change commercials, cancel and recreate.

Fulfillment#

Why does my Sales Order still show "Not Delivered" when I've posted an SDN?#

Only Submitted SDNs move the delivery status. A draft SDN has no effect. Check the SDN's status and click Submit.

Can I deliver more than what the SO says?#

No — SDN quantity is capped at the SO line's pending quantity. If you legitimately need to deliver more, amend the SO (only possible in Draft) or cancel and recreate it at the correct qty.

I need to short-close a PO. How?#

On an Approved / Sent PO with pending qty, open the detail page and click Short Close All for the whole PO, or Short Close on a specific line. Both require a reason. Receipts already made stay; only the pending balance is voided. See Purchase Orders.

Stock ownership and job work#

The customer sent material for us to machine. How do I receive it?#

Customer-supplied material does not flow through a regular Goods Receipt — PPR is own-only. The dedicated path is Job Work Receipt, which is planned for a future release. Until that ships, the practical workaround is to record the customer material via an Opening Stock or a Stock Adjustment line tagged with the customer as owner — both transactions support per-line customer ownership. See Stock ownership.

Will customer stock show in my inventory value?#

No. Customer-owned stock is tracked in qty but has no valuation rate on your books. Your total inventory value reflects only own stock. See Stock ownership.

How do I check what customer-owned stock I hold?#

In the Stock Ledger, set the Ownership filter to Customer Stock and pick the customer. The last row's Balance Qty is the current holding.

Valuation#

Why did the average cost on this item change?#

Every inward receipt re-blends the moving average using the formula (prevQty × prevAvgCost + inwardQty × receiptRate) / (prevQty + inwardQty). See Stock valuation.

The UI says "Weighted Average" but the docs say "moving average". Which is it?#

They are the same calculation. "Weighted Average" is the UI label (in Inventory Settings); "moving average" is the common ERP term used in the docs.

I need to revalue existing stock. How?#

Use a Stock Adjustment pair — a negative line to write off existing stock and a positive line to add it back at the correct rate — or cancel and re-post the original receipt at the right rate if it hasn't been consumed yet.

Manufacturing#

Does Neriyam have BOMs?#

Every Production Entry is manual — you add each input line and each output line by hand. There are no BOM templates. See Production Entry.

How is the cost of the finished product calculated?#

Production Entry divides the total value of consumed inputs by the total output quantity. No labour or overhead is added. If you want fully-loaded costs, post a follow-up adjustment to add the overhead.

Tax and GST (India)#

How does Neriyam decide between CGST+SGST and IGST?#

By comparing your GSTIN's state against the document's place of supply. Same state = intra-state (CGST + SGST); different = inter-state (IGST). Place of supply is per-line on a Sales Order and per-header on a Purchase Order. See Tax determination.

Our GST rate just changed. How do I update it?#

In Tax Setup › Tax Rates, add a new rate for the affected tax code with the new Effective From date. Neriyam automatically closes the old rate the day before. Do not edit the old rate in place.

Admin and setup#

Where do I invite a new user?#

Settings › Users and Roles › + Add User. Enter the user's email and assign their role.

• If this email is new to Neriyam: A temporary password is generated automatically and emailed to the user. They will be prompted to change it on first sign-in.
• If this email already belongs to another organization on Neriyam: No password is sent. The user receives an invitation email letting them know they've been added to your organization. They sign in with their existing credentials and switch to your organization using the Organization switcher in the header.

See Users and Roles.

How do I change our document code format (e.g. from PO/2026-27/00042 to PO-2026-00042)?#

Settings › Document Numbering › Series Management. Edit the series' Format template. Note that if codes already exist on documents, the series becomes locked for format changes — create a new series and switch the document-type assignment instead. See Document Numbering.

How do I add a new location?#

Locations are read-only in Company Profile. Contact support to add or change them. Once added, they appear in the Location picker on the Warehouse form.

Scope#

What's NOT in Neriyam yet?#

Neriyam V1 focuses on the operational core: orders, inventory, manufacturing transactions, and master data. Not yet included (and planned for future releases):

• Sales invoicing and customer payment receipts
• Purchase invoicing and supplier payments
• Accounts payable / receivable
• GST / tax returns filing
• Bill of Materials (BOMs) and work orders
• Multi-currency revaluation
• Payroll, fixed assets, general ledger

For now, Neriyam handles the orders → goods movement → inventory side cleanly. Pair it with your existing accounting tool.

Stock entry validation#

What item flags affect what I can do with an item?#

Each item has flags that determine which transactions can use it:

• is_stockable — required for any stock entry. Service items (e.g., labour charges) typically aren't stockable.
• is_purchasable — required for Goods Receipt and Purchase Return. Items you make in-house (e.g., finished goods) typically aren't purchasable.
• is_sellable — required for Sales Dispatch and Sales Return. Raw materials typically aren't sellable.
• is_po_mandatory — when true, a Goods Receipt for this item must reference a Purchase Order.
• Item type — special types like SCRAP are required for the resulting scrap output of a Scrap entry.

If you try to add an item to a transaction that doesn't match these rules, the picker filters it out, or the system rejects the submission with a clear error.

Why is a Sales Order required for Sales Delivery?#

Every Sales Delivery (SDN) must come from a Sales Order. This ensures every delivery is traceable back to a customer commitment with agreed quantities, prices, and delivery terms. There's no free-form SDN — first create or approve an SO, then create the SDN from it.

Can I cancel a transaction that has dependent entries?#

No. If a Goods Receipt has a Purchase Return referencing it, the system blocks the GRN cancellation until the Purchase Return is cancelled first. The error message lists the dependents that need to be cancelled. This protects audit trails and prevents orphaned references.

Why does my Production Entry have four sections?#

A Production Entry separates four distinct kinds of stock movement so the audit trail and the costing stay clean: Inputs (raw material consumed, follows header ownership), Outputs (primary finished goods, follows header ownership), Consumables (welding wire, lubricants, abrasives — always own), and By-products (recoverable scrap or off-cuts you keep — always own). All four sections always render on the form; you only fill the ones you need. See Production Entry.

Do I have to fill the Resulting Scrap section on a Scrap Entry?#

No. Resulting Scrap is optional. Use it only when there is recoverable scrap material that you keep — for example, you scrap a defective frame and recover 25 kg of steel scrap. Otherwise leave it empty and the entry submits as a pure write-off. See Scrap Entry.

How do I record a return for a transaction that pre-dates Neriyam?#

Both Purchase Returns and Sales Returns have an External Reference toggle on the create page. Tick it, and the form switches to capture the supplier's or customer's original invoice number and date instead of linking to a GRN/SDN that does not exist in Neriyam. Use this for legacy clean-up only — for transactions inside Neriyam, link to the GRN or SDN. See Purchase Returns and Sales Returns.

Why is the Submit button on the detail page and not on the create page?#

Stock-entry create pages give you only Cancel and Save as Draft. Once you save, you land on the detail page where the Submit for Approval button lives. This two-step flow lets you save partial drafts, come back to them, and run the strict submit-time validations only when you are ready — most validations fire at submit, not at save.

Why does the picker not show some items?#

Item pickers on stock-entry lines filter by the rules of the transaction:

• Sales pickers (SPD, SPT) show sellable + stockable items only.
• Purchase pickers (PPR, PPT) show purchasable + stockable items only.
• Inventory pickers (OPN, ADJ, TRF, MFG, SCR Items-Being-Scrapped) show stockable items only.
• Resulting-Scrap pickers on SCR show stockable items with item type SCRAP only.

The picker filters upfront so you cannot pick the wrong item. If a line slips through (for example, an item flag changed after the line was added), the API rejects it on save or submit with an error naming the line.

Can I enter negative quantities for outputs, scrap, or returns?#

No — quantities are always entered as positive numbers. Neriyam applies the inward/outward direction automatically based on the transaction type and (for MFG / SCR) the section the line lives in. The only exception is Stock Adjustment, where you enter a signed quantity to indicate increase (+) or decrease (−). Detail views display all quantities as positive for MFG and SCR; the stock ledger itself shows signed deltas.

Still stuck?#

Click the help icon (top-right of the app) from any page to jump straight to that feature's docs. Or write to support@kenforte.com.