Table of Contents

• 1.Welcome & Getting Started Page 3
• 2.Inventory & Production Management Page 4
• 3.Purchase Management Page 5
• 4.Finance — Monthly Accounts & P&L Page 6
• 5.Finance — Balance Sheet, Cash Flow & Salary Page 7
• 6.GST Compliance Page 8
• 7.Reports & General Ledger Page 9
• 8.Administration & Support Page 10

1. Welcome & Getting Started

What is the MITRA ERP Portal?

The MITRA ERP Portal is a secure, web-based platform that connects directly to your SAP Business One system. It gives your team a simple, modern interface to manage day-to-day business operations — from inventory and purchasing to finance, GST compliance, and reporting — all from any web browser, on any device.

How to Access the Portal

1. Open your web browser (Google Chrome, Microsoft Edge, or Firefox recommended).
2. Enter the portal URL provided by your administrator in the address bar.
3. Enter your username and password on the login screen.
4. Click Sign In to access the portal.

Navigating the Portal

Once logged in, you will see a clean dashboard with a sidebar menu on the left. The sidebar organizes all modules into clear groups:

• Home Dashboard — Your starting point with quick access to key modules
• Grouped Menus — Modules are organized under categories like Inventory, Production, Purchase, Finance, GST Reports, and more
• Collapsible Sections — Click any group header to expand or collapse its sub-items, keeping your workspace tidy
• Mobile Friendly — On phones and tablets, a bottom navigation bar provides quick access to frequently used modules
• User Profile — Your name and role are visible at the bottom of the sidebar; click to view your profile

2. Inventory & Production Management

Manage your entire product lifecycle — from defining what goes into each product, to creating and tracking production orders, issuing materials, and receiving finished goods. Everything stays in sync with SAP Business One in real time.

Bill of Materials (BOM)

The BOM module lets you define the exact components, quantities, and structure needed to manufacture each product.

• Create & Edit BOMs — Define parent items and their component materials with precise quantities
• Multi-Level Approval Workflow — BOMs go through a structured approval process before they become active, ensuring accuracy and accountability
• Version Control — Track changes to BOMs over time so you always know what was used in past production runs

Item Management

• Create New Items — Add new products, raw materials, or components to your inventory with all required details
• View Item List — Browse and search your complete item catalog with filters for quick lookup
• Real-Time Stock Visibility — See current stock levels pulled directly from SAP Business One

Production Orders

Track every stage of your manufacturing process from start to finish:

• Create Production Orders — Initiate production runs for specific items and quantities
• Issue Materials — Record when raw materials are issued from inventory to the production floor
• Receive Finished Goods — Log completed products back into inventory once manufacturing is done
• Close Orders — Finalize production orders to complete the cycle and update all records

3. Purchase Management

The Purchase module covers your entire procurement workflow — from requesting materials to receiving goods at your warehouse. Every step is tracked and linked to SAP Business One for seamless record-keeping.

End-to-End Procurement Workflow

Purchase Request

• Raise Requests — Any authorized user can submit a purchase request for materials or services needed
• Approval Routing — Requests are routed to the appropriate approvers based on your company's workflow
• Track Status — See whether a request is pending, approved, or converted into a purchase order

Purchase Quotation

• Compare Vendors — Request and compare quotations from multiple vendors side by side
• Best Price Selection — Easily identify the most competitive offer to make informed procurement decisions

Purchase Order

• Create Orders — Generate purchase orders directly from approved requests or quotations
• Track Delivery — Monitor order status and expected delivery dates
• SAP Integration — Orders are automatically synced to SAP Business One for accurate financial tracking

Goods Receipt PO (GRPO)

• Record Goods Received — When materials arrive at your warehouse, record the receipt against the original purchase order
• Quantity Verification — Confirm received quantities match what was ordered, flag discrepancies immediately
• Inventory Update — Stock levels are automatically updated in SAP Business One upon receipt

4. Finance — Monthly Accounts & P&L

Get a complete view of your company's financial performance. The Monthly Accounts module brings your Profit & Loss statement to life with interactive tools for provisions, snapshots, and period comparisons.

Monthly Accounts (Profit & Loss)

• View P&L by Period — Select any month and year to see a detailed Profit & Loss statement pulled from SAP Business One
• Categorized Breakdown — Expenses and income are organized into clear categories: Revenue, Purchases, Employee Costs, Factory Expenses, Administrative Costs, Selling & Distribution, and Finance Charges
• Save & Load Snapshots — Save a snapshot of your P&L at any point in time and reload it later for reference or audit purposes
• Search & Filter — Quickly find specific accounts or line items within your P&L using the built-in search bar

Provision Management

• Enter Provisions — Add estimated provisions for specific accounts directly within the P&L view
• Track by Period — Manage provisions on a month-by-month basis to ensure accurate financial reporting
• Instant Recalculation — Totals and net profit update automatically as you enter or modify provisions

P&L Comparison

• Side-by-Side Analysis — Compare Profit & Loss statements across multiple periods to spot trends and changes
• Trend Identification — Easily see which expense categories are growing or shrinking over time
• Variance Highlighting — Significant changes between periods are visually highlighted for quick attention

Excel Export

• One-Click Download — Export your P&L comparison to a fully formatted Excel file with a single click
• Detailed Breakdown — The exported file includes monthly breakdowns by category with formulas for easy further analysis
• Professional Formatting — Exported spreadsheets are formatted and ready to share with management or auditors

5. Finance — Balance Sheet, Cash Flow & Salary

Beyond the P&L, the portal provides a complete suite of financial tools to help you understand your company's overall financial health, liquidity position, and employee costs.

Balance Sheet

• Assets, Liabilities & Equity — View your company's financial position at a glance with a structured balance sheet
• Period Selection — Choose any date to see the balance sheet as of that point in time
• Drill-Down — Click on any category to see the detailed accounts that make up each total

Cash Flow Statement

• Track Cash Movements — See where your cash is coming from and where it is going
• Operating, Investing & Financing — Cash flows are categorized into standard sections for clear analysis
• Liquidity Planning — Use cash flow data to plan for upcoming expenses and investments

Cost Sheet

• Product Costing Analysis — Break down the true cost of manufacturing each product
• Material & Overhead Costs — See how raw material costs, labor, and overheads contribute to your product cost
• Pricing Decisions — Use accurate cost data to set competitive and profitable pricing

Salary Management

• Process Salaries — Manage monthly salary processing for all employees
• View Salary Details — Access detailed salary breakdowns including components, deductions, and net pay
• Financial Integration — Salary data flows directly into your financial statements for accurate cost reporting

6. GST Compliance

Stay compliant with India's GST regulations effortlessly. The portal automates data collection from SAP Business One and provides tools to prepare, review, and file your GST returns directly.

GSTR-1 (Sales Register)

• Auto-Generated Sales Data — Your sales transactions are automatically pulled from SAP and formatted for GSTR-1 filing
• Review Before Filing — Check all entries for accuracy before submitting to the GST portal
• Export Options — Download your GSTR-1 data for offline review or backup

GSTR-2 Purchase Register

The GSTR-2 module is your most powerful GST tool, offering a complete purchase register with multiple views and editing capabilities:

• Auto-Fetch from SAP — Purchase data is pulled directly from SAP Business One, saving hours of manual data entry
• Multiple Tabs for Different Transaction Types:
  • B2B — Business-to-business purchases from registered vendors
  • IMPG — Import of goods transactions
  • B2BUR — Purchases from unregistered vendors
  • HSN Summary — Summary of purchases by HSN (Harmonized System of Nomenclature) codes
  • CDN — Credit and debit notes
• Inline Editing — Click on any row to edit values directly in the table without opening a separate form
• Add New Rows — Manually add entries that may not be in SAP, such as adjustments or corrections
• Import from Excel — Bulk-upload purchase data from Excel spreadsheets for faster processing
• One-Click TCS GSP Upload — Submit your finalized data directly to the TCS GSP portal for official filing

ITC-04 (Job Work Tracking)

• Track Goods Sent to Job Workers — Record materials sent out for processing or manufacturing by third parties
• Monitor Returns — Track when processed goods are returned from job workers
• Input Tax Credit Compliance — Ensure proper documentation for claiming Input Tax Credit on job work transactions

7. Reports & General Ledger

Access the data you need to make informed decisions. The Reports section provides a central hub for business reports, and the General Ledger gives you detailed transaction-level visibility into every account.

Reports Dashboard

• Central Report Hub — Access all available business reports from a single, organized dashboard
• Quick Access — Find and run the report you need in just a few clicks
• Multiple Report Types — Inventory reports, financial summaries, production analysis, and more

General Ledger Report

The General Ledger is one of the most powerful reporting tools in the portal. It lets you see every transaction that has been posted to any account in your Chart of Accounts.

How to Use the General Ledger

1. Click "Select Accounts" to open the account picker.
2. Browse accounts by category — Assets, Liabilities, Equity, Revenue, or Expenditure — using the filter tabs.
3. Check the accounts you want to include in the report. You can select multiple accounts at once.
4. Set your date range (From Date and To Date).
5. Click "Load Report" to generate the ledger.

What You Will See

• Transactions Grouped by Account — Each account appears as a section with its opening balance, individual transactions, and closing balance
• Running Cumulative Balance — A running total column shows how your balance changes with each transaction
• Debit & Credit Columns — Clear separation of debits and credits for every journal entry
• Transaction Details — See posting dates, document references, remarks, and amounts for full traceability

Export & Print

• Download to Excel — Export the complete ledger with professional formatting, account headers, and totals preserved
• Print-Friendly Output — Generate a clean, printer-ready version of the ledger for physical filing or distribution

8. Administration & Support

The Administration module gives authorized administrators full control over who can access the portal, what they can do, and how approval workflows operate. This ensures your business data stays secure and processes remain well-governed.

User Management

• Create User Accounts — Add new users and assign them a username, password, and role
• Activate or Deactivate Users — Quickly enable or disable access without deleting any records
• View All Users — See a complete list of all portal users with their roles, status, and last activity

Roles & Permissions

The portal uses a role-based access system. Each user is assigned one of the following roles:

Module Access Control

• Granular Access — Administrators can control exactly which modules each user can see and use
• Module Assignment — Assign modules individually (e.g., give a user access to Purchase and Inventory but not Finance)
• Instant Updates — When an admin changes a user's module access, the change takes effect immediately — no need for the user to log out and back in

Approval Workflows

• External Approvals — Review and approve pending requests from within the portal, including BOMs and purchase requests
• SAP Approvals — Handle approvals that originate from SAP Business One directly within the portal interface
• Project Approvals — Approve or reject project submissions through a dedicated project approval workflow
• Audit Trail — Every approval or rejection is logged with the user, date, and any comments for accountability

Need Help?

If you experience any issues or have questions about using the portal, please contact your system administrator or reach out to your IT support team. When reporting an issue, include:

• The page or module where the issue occurred
• A brief description of what you were trying to do
• Any error messages that appeared on screen
• Your username and the approximate time of the issue