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Set up your workspace and understand the KhataPal workflow

4 min read Updated Oct 30, 2026

KhataPal 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 KhataPal?

KhataPal 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
  1. 1Sales / POS
  2. 2Accounting
  3. 3Reports
Vendor purchase
  1. 1Purchasing
  2. 2Inventory + Accounting
  3. 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.

Setup

Recommended setup order

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

  1. Complete your company profileOpen ↗

    Add the business information KhataPal uses across your workspace and business documents.

  2. Confirm your fiscal yearOpen ↗

    Make sure the correct fiscal year and accounting period are active before recording business activity.

  3. Set up financial accountsOpen ↗

    Review the cash, bank, wallet and other accounts used to represent where your business keeps or moves money.

  4. Review the Chart of AccountsOpen ↗

    Review the provided accounts before creating additional ones so you do not accidentally create duplicates.

  5. Configure taxOpen ↗

    Add the tax settings that apply to your business before creating taxable sales or purchase documents.

  6. Add products and opening stockOptionalOpen ↗

    If you sell physical products, create your items and enter the opening stock already on hand.

  7. Add customers and vendorsOpen ↗

    Create the contacts you regularly buy from or sell to. You can also add contacts while you work.

  8. 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 KhataPal 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
  1. 1Customer
  2. 2Sales / POS
  3. 3Transaction
  4. 4Financial Account
  5. 5Reports
Vendor workflow
  1. 1Vendor
  2. 2Purchasing
  3. 3Inventory / Expense
  4. 4Transaction
  5. 5Reports
Workflow

Your everyday workflow

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

  1. 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.

  2. At the end of the day

    Review transactions, check cash and bank balances, and resolve anything requiring attention.

  3. Regularly

    Reconcile financial accounts, review receivables and payables, check inventory, review reports, and prepare upcoming tax obligations.

Concept

Understanding dates in KhataPal

KhataPal 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.
Watch out

Common first-week 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.

Troubleshooting

Where to get help

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

Still stuck? Contact support