01 Expenses
Everything the station spends outside fuel and stock: electricity, repairs, rent, bank charges.
- Go to Accounts → Expenses.The top shows what the month went on by category; below is every expense.
- Choose Add expense. Pick the outlet and category, enter the amount, how it was paid, the payee and the date.If the bill carries GST you can claim, enter it as input GST — it goes to GSTR-3B.
- Choose Post expense.It reaches the P&L and, if paid in cash or from a bank, the cash book or the bank.
- Choose Categories to add your own expense heads.
- A wrong expense is voided from its row actions, never deleted — tick Show voided to see them.
02 Recurring expenses
Rent, salaries paid outside payroll, electricity on a fixed day — set them up once.
- Open Recurring and choose Add template.
- Fill in the outlet (or business-level), category, amount, how it is paid, and the Day of month (1–28).
- Keep Active ticked and choose Create template.Octyn raises the expense on that day every month; the list shows when it last did.
03 The bank reconciliation
Every line on the bank statement, matched to what Octyn recorded.
- Open Bank rec, choose 1 · Bank account and 2 · Period.
- Drop in the statement your bank exported (CSV) and choose Import & match.Octyn looks for cash deposits, customer receipts, supplier payments, salaries and expenses with the same amount and date.
- For each suggested match, check it and choose Reconcile.
- Lines only the bank has — SMS charges, interest — mark Bank-only.Anything still unmatched is a question to answer: a payment not recorded, or a charge to book as an expense.
04 Profit and loss
What the business kept, built from everything already recorded.
- Open P&L and choose the Outlet and Period.Revenue, cost of goods, gross profit, expenses and net profit, by outlet.
- Switch to Margins to see which products earned the margin, and Expense summary for spending by category.
05 Money, position and the day book
Who owes whom, what the business is worth, and every transaction.
- Open Money. Receivables / Payables ages what customers owe and what you owe suppliers and the oil company.
- In Money, Cash & Bank shows each cash drawer and bank account; Stock value values fuel and counter stock.
- Open Position, pick the outlet and an As of date — what the business holds and what it owes on that day.
- Open Day book for every transaction in date order; use the period and the outlet to find one.
06 Tax reports
The GST figures behind your returns.
- Open Tax. GST summary shows output GST on counter sales against input credit, line by line.
- GSTR-1 lists outward supplies HSN-wise; ITC shows the credit from purchases and expenses.To file, use Compliance → GST returns — see the GST returns tutorial.
07 The CA pack
Everything your accountant asks for, in one download.
- Open CA pack, choose the period and Build the pack.
- Choose Download.A zip of registers, ledgers and statements as CSV and PDF files.
Done. Expenses in, the bank reconciled, the month's statements read, and the CA pack on its way. Open it in Octyn.