Glossary & State Reference

One page to look things up: every term you'll meet in the console, the exact states and colours every module uses, and every permission a role can be given — grouped by module.

Glossary

Terms are alphabetical. Where a term is documented in more depth elsewhere, its name links to that page.

Advocate Association

A directory of local bar/advocate associations (name, district, state) used to describe or group customers who are advocates. It is a simple standalone list — super_admin-only in today's console — with no relationship fields linking it back onto the customer form itself in this inventory.

AIR

All India Reporter Pvt. Ltd. — the legal-publishing company this portal runs. AIR sells law-report subscriptions ("Full Sets") to advocates, libraries, courts and institutions across India. Everything in this console exists to capture, approve, pay for, stock, despatch and account for those subscriptions.

Allocation

The act of assigning a received payment (a Payment Voucher) against specific sale orders or a customer's outstanding balance. A voucher moves to Allocated once this happens. In today's console, allocation itself (payment.allocate) is not a button you press — see Payment Vouchers.

Audit (Closing Stock)

The final sign-off step of a physical stock count: a different person from whoever created the statement confirms the counted, reconciled figures are correct, moving the statement to Audited. See Closing Stock.

Available Stock

The quantity of a product at a location that is free to promise to a new order — calculated as qty_on_hand − qty_reserved. It is a computed figure shown on the Stock on Hand screen, not a stored column.

Bank Reconciliation

The process of matching lines on an uploaded bank statement to the payment vouchers they correspond to, so every rupee that reached the bank is accounted for in AIR's own records. Driven from the Bank Reconciliation page via Auto-match, Bifurcate and Close.

Bifurcation

Splitting a single lump-sum bank-statement line from a payment gateway (Razorpay or CCAvenue) back out into the individual customer payments it represents, by fetching the gateway's own settlement report and recording each one. See Bank Reconciliation.

Charge

An amount billed to a customer outside the normal order flow — for example a bounced-cheque fee. Charges move through Notified → optionally Disputed → Resolved (Levied or Waived). See Discounts, Refunds & Charges.

Closing Stock

A periodic physical stock count of a warehouse location, captured as a statement that snapshots expected quantities, records the counted quantities, and reconciles any discrepancy before being audited. See Closing Stock.

Credit Control

The overall practice of limiting how much a customer can owe AIR before an order is held for review — enforced through each customer's Credit Limit and, in the sale-order lifecycle, the CreditPending state. The credit request/approval workflow itself (credit.request_approval, credit.approve) has no console screen yet — see Sale Orders.

Credit Limit

A rupee ceiling set on a customer's record (credit_limit, toggled on with enforce_credit_limit) beyond which new orders are not allowed to proceed without approval. Set on the customer's Sales & Credit form section — see Customers.

Customer

A person or institution that buys AIR's subscriptions — an advocate, library, government office, company, etc. Every customer is also a User underneath (for login and contact details), but not every user is a customer: the distinguishing fact is the existence of a row in the customers table. See Customers.

Customer Scope

A direct, per-customer access grant to a staff user (customer_scopes: Owns/Manages/Views, with an optional expiry) that overrides the broader geography-based scoping below. Managed today on the individual user's record — see Users.

Full Set

AIR's core product: a law-report subscription made up of twelve monthly Parts, delivered one per month across the year. Most of what the Products and Sale Order modules manage is Full Sets and their constituent Parts. See Products.

Gateway

An online payment processor AIR accepts money through — currently Razorpay and CCAvenue. Gateway settlements arrive as bank-statement lines that need Bifurcation back into individual customer payments. See Bank Reconciliation and Payment Vouchers.

Geography Scope

An access grant that ties a staff user to a branch of the Region tree, so they only see customers and orders within that territory (unless overridden by a Customer Scope). Managed on the individual user's record — see Users and Geography.

GST

Goods and Services Tax — India's indirect tax, charged on AIR's invoices according to each customer's registration status. See Accounting.

GST E-invoice

An invoice that has been electronically reported to the GST portal and issued an IRN. E-invoices move Draft → Done via Submit, and can be Cancelled within 24 hours of acknowledgement. See Accounting.

GSTIN

A customer's or AIR's own GST Identification Number — a 15-character tax-registration number recorded on the customer record (gst_registration_number) and on every GST e-invoice raised for them. See Customers and Accounting.

HO (Head Office)

AIR's central office staff — the people who use this console. Field orders captured by Sales Executives flow up to HO for review and approval before stock is committed and despatched. "The HO console" is this application.

IRN

Invoice Reference Number — the unique number the government's GST portal returns once an e-invoice is successfully submitted, proving it was legally reported. See Accounting.

Journal Entry

A double-entry accounting record — a balanced set of debit and credit lines (they must sum to zero) posted to AIR's ledger. Journal entries in this system are mostly created automatically by other actions (for example approving a PAD that requires posting) rather than typed in by hand. See Accounting.

Materialized Path

A technique for storing a tree (here, the Region hierarchy — country → state → district → sub-district → town/village) as a path string plus a depth number on each row, so "give me everything under this region" is a single fast query instead of a recursive one. You won't see it as a form field — it's maintained automatically. See Geography.

PAD (Post-Approval Discount)

A discount granted to a customer after their sale order has already been approved — so it needs its own separate approval workflow, rather than being folded into the order itself. Approving one may automatically create and post a Journal Entry. See Discounts, Refunds & Charges.

Package

A physical parcel — one sealed box or envelope — containing the items being despatched to a customer, with its own tracking number, carrier and delivery outcome. One or more packages travel together inside a Picking Wave. See Packages.

Part

One monthly instalment of a Full Set — twelve Parts make up a year's subscription. See Products.

Payment Voucher

The record of a single payment received from a customer — by cash, cheque, DD, NEFT/RTGS/IMPS, a Gateway, VPP or wallet. Vouchers move through a ten-state lifecycle from Draft to Cleared (or off to Dishonoured/Cancelled). See Payment Vouchers.

Permission

A single named capability (for example payment.approve) that a Role can be granted. Permissions are fixed in code by AIR's developers; only roles are created and assigned by administrators. See Roles & Permissions and the Permission reference below.

Pincode

An Indian postal (PIN) code record — the office name, district, state, India Post region/circle and which delivery carriers can serve it. Pincodes attach to a Region and to customer addresses and warehouses. See Geography.

Refund

Money paid back to a customer, by cheque, NEFT or ledger adjustment. Requests move Draft → Submitted → Approved → Issued (or Rejected). See Discounts, Refunds & Charges.

Region

A node in AIR's geographic hierarchy — country, state, district, sub-district or town/village — organised as a tree via Materialized Path. Regions carry government codes, an optional assigned account holder/region user, and group under a Zone. See Geography.

Reservation

Setting aside a specific quantity of stock at a location for a specific sale order, so it can't be promised to anyone else. Shown as the qty_reserved figure on Stock on Hand, and as the Reserved state of a Stock Move.

Reserved Stock

The quantity of a product at a location currently held back for confirmed orders (qty_reserved) — subtracted from on-hand quantity to give Available Stock. See Stock on Hand.

Role

A named bundle of Permissions (for example "Cashier" or "Despatch Supervisor") that an administrator creates and then assigns to users, optionally with an expiry date. A user's effective access is the union of every permission across all of their active roles. See Roles & Permissions.

Sale Executive (SE)

A field-based salesperson who visits customers, captures orders and (where permitted) collects payment, via the separate SE mobile field app — not this console. Their captured orders and salesperson assignment do appear in this console's Sale Orders screens.

Sale Order

A customer's order for one or more subscriptions, and the central record of AIR's commercial workflow. It carries lines, a customer, a salesperson, and moves through a ten-plus-state lifecycle (draft → payment/credit/discount checks → HO approval → despatch → completion). See Sale Orders.

Stock Location

A specific storage bin or area inside a Warehouse — Internal, Supplier, Customer, Production, Transit, Main Stock, Attached Stock, Loose Stock, Return Stock, Loss, or a View (a grouping location). Stock quantities are always recorded against a location, not just a warehouse. See Warehouses.

Stock Move

A single movement of a quantity of product between two stock locations (or into/out of stock), the low-level building block behind reservations, picking, packing, despatch and stock adjustments. There is no standalone screen for browsing stock moves directly in the console today — you see their effects through Picking Waves and Closing Stock.

Stock on Hand

The quantity of a product physically present at a stock location right now (qty_on_hand), before subtracting anything reserved. See Stock on Hand.

Super Administrator

Any user holding a role literally named super_admin. Super administrators bypass every permission check and can see and do everything, including the several setup modules (Users, Roles, Geography, Warehouses, Carriers, Customer Categories) that today are only reachable by a super administrator, regardless of any other permission a role might carry. See Roles & Permissions.

Suspend Reason

The explanation recorded when a sale order (or other record) is moved into a paused/Suspended state, so whoever picks it back up knows why it stopped. See Sale Orders.

Suspense Voucher

A payment voucher automatically parked in the Suspense state by the bank-reconciliation auto-match process when it finds an ambiguous or duplicate instrument (same cheque/DD number and amount matched more than once). It is not a state you place a voucher into yourself. See Bank Reconciliation and Payment Vouchers.

User

The base account record used for logging in and holding contact details (users → user_contacts → profiles). Every person in the system — staff and customers alike — is a User first; whether they are additionally staff or a Customer is decided by which role-specific row (staff or customers) also exists for them. See Users.

VPP

Value-Payable Post — India Post's cash-on-delivery-style service, where the postman collects payment from the customer on delivery and remits it back to AIR. Packages sent this way are flagged is_vpp and, once the postman's remittance is confirmed, vpp_received. See Packages and VPP Lots.

VPP Lot

A batch of VPP packages grouped together for the carrier's single bulk remittance, deposited, cleared and reconciled as one unit rather than package by package. See VPP Lots.

Warehouse

A physical AIR facility that holds stock — Head Office or a Branch — made up of one or more Stock Locations. See Warehouses.

Zone

A broad territorial grouping that sits above the Region tree and can have an assigned user responsible for it — used to organise regions into larger sales/operations areas. See Geography.

State reference

Every colour below matches exactly how the console renders that state's badge. "What usually happens next" describes the normal path forward; a record can also be cancelled or suspended from many of these states — see each module's own page for the full picture and, where one exists, its transition diagram.

SaleOrderState — Sale Orders

PaymentVoucherState — Payment Vouchers

WaveState — Picking Waves

PackageState — Packages

VppLotState — VPP Lots

PadState — Discounts, Refunds & Charges

RefundState — Discounts, Refunds & Charges

ChargeState — Discounts, Refunds & Charges

JournalEntryState — Accounting

GstEinvoiceState — Accounting

ClosingStockState — Closing Stock

BankStatementStatus — Bank Reconciliation

StockMoveState — see Stock on Hand, Picking Waves & Closing Stock

Permission reference

Every permission that exists in the system, grouped by its module exactly as coded. Use this to work out which permission a role needs for a capability — then grant it via Roles & Permissions.

Module: admin

Module: user

Module: zone

Module: region

Module: pincode

Module: customer

Module: warehouse

Module: inventory

Module: sales

Module: despatch

Module: billing

Module: reports