Owner Reports, CA Reports and GST Month-End Review in Seconds
See sales, landed cost and realised profit for the owner, then review pending bills and create four organised CSV files for the CA after the month closes.
Month-end should not mean rebuilding the business from old notebooks, invoice PDFs and WhatsApp chats. My Local Shops Order Manager keeps confirmed invoices, payments, settlement differences and credit notes connected throughout the month, then provides two deliberately separate reports:
- an owner report for sales, landed cost and profit; and
- a frozen CA pack containing GST invoices, credit notes, non-GST records and an HSN summary.
The owner report answers, “How did my business perform?” The CA pack answers, “What recorded sales information should my accountant review?” Mixing these two purposes would make both harder to understand.
Owner and CA reports at a glance
| Need | Report to use |
|---|---|
| Sales before GST | Owner report |
| Landed cost of sold products | Owner report |
| Invoice and realised profit | Owner report |
| Profit for one party or day | Owner report filters |
| GST invoice register | CA month-end pack |
| CGST, SGST and IGST values | CA month-end pack |
| GST credit notes | CA month-end pack |
| Non-GST bills and credit notes | CA month-end pack |
| HSN-wise taxable and tax totals | CA month-end pack |
| Outstanding review before export | CA month-end workflow |
| GST return filing | Seller and CA—not performed by My Local Shops |
Why these are two different reports
A CA generally needs invoice and tax records. The business owner needs commercial information that should never appear on the buyer's bill or be confused with GST collected.
For example, an invoice can contain:
- taxable sale value of ₹50,000;
- GST of ₹2,500;
- landed cost of ₹38,000; and
- realised profit of ₹12,000 before any settlement difference.
The CA pack needs the ₹50,000 taxable value, applicable tax components and ₹52,500 invoice total. The owner report needs the ₹50,000 sale, ₹38,000 cost and ₹12,000 profit. GST is not profit, and private cost is not buyer-facing tax data.
Order Manager therefore labels the Reports screen clearly: Two different reports—do not mix them.
Owner report: the commercial view
The Owner profit action opens the business's invoice history and calculates the report from bills in the selected view.
The owner can filter by:
- month;
- a specific billing day; and
- party.
This supports questions such as:
- How much did we sell this month?
- What was the landed cost of those products?
- What profit did we realise?
- What did we earn from one retailer?
- Which invoice produced a low margin or loss?
What the owner summary shows
The top summary includes:
| Owner metric | Meaning |
|---|---|
| Sales before GST | Sum of taxable product sales, excluding GST collected |
| Your cost | Snapshotted landed cost of the sold quantities |
| Invoice profit | Sales before GST minus landed cost |
| Settlement adjustments | Amount accepted as not collectible after an agreed lower settlement |
| Extra received | Confirmed amount retained above invoice total |
| Realised profit or loss | Invoice profit minus adjustments plus extra received |
| Margin % | Realised profit divided by sales before GST |
| Bill count | Number of invoices in the selected view |
Settlement rows appear only when the selected invoices contain a confirmed difference.
Example owner profit calculation
Suppose a month's filtered invoices contain:
- sales before GST: ₹5,00,000;
- landed cost: ₹4,00,000;
- invoice profit: ₹1,00,000;
- agreed settlement adjustments: ₹4,000; and
- extra amounts received: ₹500.
The realised result is:
₹1,00,000 − ₹4,000 + ₹500 = ₹96,500 realised profit
The margin shown is:
₹96,500 ÷ ₹5,00,000 × 100 = 19.3%
GST collected on those invoices does not increase the displayed profit.
Per-invoice and per-item detail
The owner can open a bill from the report and inspect its private business summary. For each item, Order Manager can show:
- product image;
- product name and item code where available;
- quantity and SKU;
- selling value before GST;
- selling price per piece;
- GST type and amount when the invoice charges tax;
- total with GST;
- total and per-piece landed cost; and
- profit and margin.
The overall invoice summary follows the same logical order so the owner can understand the calculation at a glance.
These cost and profit details remain inside the owner app. They are not printed on the invoice shared with the customer, and staff do not receive the owner-only profit screen.
Current owner-report limitation: returns are separate
The owner report currently states:
Based on bills in this view. Returns (credit notes) are not deducted.
This is important. The report calculates sales, cost and profit from the selected invoices. It does not currently reduce the owner profit summary by later credit notes.
The original sale and its return remain available as separate business records, and GST credit notes are included separately in the CA pack. Until owner-profit return deduction is added, the owner should review credit notes alongside the invoice report when measuring net performance.
CA month-end pack: the compliance-preparation view
The Month-end for CA workflow prepares a frozen snapshot of the chosen month's invoices and credit notes.
It is available only for finished months. The current month is deliberately excluded because new invoices, payments and returns may still be changing.
For example, on 1 February the owner can generate the January pack. January is closed as a calendar month, while February is still active.
The month picker currently offers the latest finished months, newest first. This makes month-end deliberate and prevents an unfinished current-month export from appearing final.
Review pending invoices before generating the pack
When Generate is pressed, Order Manager first asks the server for:
- the exact count of Unpaid and Partial invoices from that month; and
- their exact combined balance due.
If none are open, the report can proceed immediately.
If pending bills exist, the app displays their count and value and asks the owner to check whether customers genuinely still owe those amounts.
The owner can choose:
- Not now—leave without generating;
- Generate anyway—keep genuine receivables and create the pack; or
- Review bills—work through the pending invoices first.
Outstanding invoices are not inherently wrong. The review exists because a staff member may have marked a commercially settled bill as Partial or forgotten to record a later receipt.
The review is an actionable process
Inside Review bills, open invoices are loaded in pages of 20 and ordered from oldest first. The owner taps each invoice and records what actually happened.
For every bill, the owner can:
- record a real payment received later;
- confirm that the balance is still pending; or
- close an agreed difference while keeping the original invoice and GST unchanged.
The process tracks how many bills were reviewed, the amount still pending and any settlement adjustment added during review.
If another device changes a pending invoice before the review finishes, Order Manager checks the server again and asks the owner to inspect the updated list. This avoids finalising the workflow against stale payment information.
After all loaded pages are reviewed, the owner can continue to the CA report with genuine outstanding balances still present.
Four CSV files are generated
The finished CA pack contains four files:
| File | Purpose |
|---|---|
OM_GST_YYYY-MM_invoices.csv | GST invoice register |
OM_GST_YYYY-MM_credit_notes.csv | GST credit-note register |
OM_GST_YYYY-MM_non_gst.csv | Non-GST invoices and non-GST credit notes |
OM_GST_YYYY-MM_hsn.csv | HSN-wise taxable and tax summary |
The month appears in YYYY-MM format, making files easy to keep in order and share with the CA.
What the GST invoice register contains
Each GST invoice row includes the recorded information needed for review, such as:
- invoice number and date;
- party name and buyer GSTIN when present;
- B2B or B2C supply classification;
- CGST/SGST or IGST tax mode;
- place of supply and state code;
- taxable value;
- CGST, SGST, IGST and total tax;
- round-off and invoice total;
- amount received;
- settlement adjustment and extra received;
- balance due and payment status;
- seller GSTIN; and
- billing location.
Payment and settlement columns do not rewrite taxable value or GST. They let the CA see the commercial collection status beside the original invoice values.
What the credit-note register contains
GST credit notes receive their own CSV rather than silently reducing or deleting the original invoice row.
Each row can include:
- credit-note number and date;
- original invoice reference;
- party and buyer GSTIN;
- tax mode;
- taxable value;
- CGST, SGST, IGST and total tax;
- credit-note total; and
- location.
Keeping the original invoice and return document separate provides a clearer audit trail.
What the non-GST file contains
Plain bills and non-GST credit notes are kept away from the GST invoice register. Their file includes values such as:
- record type—invoice or credit note;
- number and date;
- party;
- original invoice reference for a credit note;
- amount;
- amount received where applicable;
- settlement adjustment or extra received;
- balance due and payment status; and
- location.
This prevents non-GST business from being hidden while avoiding GST-specific columns that do not apply.
What the HSN summary contains
The HSN file groups GST invoice lines by HSN and totals:
- taxable value;
- CGST;
- SGST;
- IGST; and
- total tax.
GST credit-note values reduce the corresponding HSN totals so the summary reflects recorded returns. A missing historical HSN, if encountered, is kept visible as an unknown group rather than silently discarded.
The HSN file organises the application's recorded data; the CA should still validate classifications and statutory treatment.
Summary shown before download
After generation, the app displays a compact month summary including:
- seller GSTIN when available;
- generation time;
- GST invoice count;
- GST credit-note count;
- non-GST bill count;
- GST taxable total;
- CGST, SGST and IGST totals;
- GST round-off when applicable;
- GST invoice grand total;
- commercial settlement adjustments;
- extra amounts received; and
- GST credit-note total.
This lets the owner perform a quick reasonableness check before sending anything.
Download, share and regenerate
The generated pack can be:
- downloaded as four CSV files to the device; or
- shared through the phone's system share sheet, such as email, WhatsApp or Drive.
Once generated, the snapshot is saved for that seller and month. The owner can download or share it again without rebuilding it every time.
If invoices, payments, settlements or credit notes are corrected later, choose Regenerate (overwrite). This rebuilds the four files from the current recorded data and replaces the saved month pack.
The report is therefore frozen until the owner deliberately regenerates it; it is not a permanently locked statutory filing.
Example month-end workflow
Assume it is 1 February and the owner wants to prepare January for the CA.
- Open Order Manager → Reports.
- Choose Month-end for CA.
- Select January.
- Press Generate pack.
- The app reports three pending bills totalling ₹72,000.
- Open Review bills.
- Record one payment that was received but never entered.
- Keep one invoice genuinely pending.
- Close one owner-agreed difference after deliberate confirmation.
- Continue to the CA report.
- Check GST, credit-note and non-GST counts and totals.
- Download or share the four CSV files with the CA.
The remaining genuine outstanding invoice stays marked as due. The report does not require the business to pretend every customer has paid.
How this saves month-end work
Without connected records, the owner or accountant may need to:
- collect paper and PDF invoices;
- separate GST from non-GST bills manually;
- identify CGST/SGST and IGST;
- locate returns;
- combine HSN values;
- check which amounts were collected; and
- resolve mismatches from WhatsApp conversations.
Order Manager performs this organisation from the invoices already recorded during normal billing. The owner still reviews the truth, but does not have to rebuild it from memory.
Important boundaries
The CA pack is a structured export of records entered in My Local Shops. It does not:
- file GSTR-1, GSTR-3B or any other GST return;
- upload data to the GST portal;
- generate an IRN e-invoice;
- generate an e-way bill;
- replace reconciliation with books, bank records or the GST portal; or
- provide legal, tax or accounting advice.
The seller remains responsible for accurate source information. Their CA or tax professional remains responsible for review, reconciliation and filing.
Frequently asked questions
Can I generate the CA pack for the current month?
No. Only finished months are selectable, because the current month is still changing.
Must every invoice be paid before I generate the report?
No. Genuine credit and partial invoices can remain outstanding. The app asks the owner to review them so recording mistakes are not carried forward unknowingly.
Does the CA pack include non-GST bills?
Yes. They are placed in their own non-GST CSV rather than mixed into the GST invoice register.
Are credit notes included?
Yes. GST credit notes have a dedicated register, and non-GST credit notes appear in the non-GST file.
Does the HSN summary account for GST returns?
Yes. GST credit-note line values reduce the corresponding HSN totals.
Does an agreed lower settlement reduce invoice GST?
No. The settlement adjustment is shown separately. It does not rewrite the original invoice or tax values.
Does the owner report include GST as profit?
No. Sales and profit use values before GST.
Does the owner profit report deduct credit notes?
Not currently. The app states this limitation, and the owner should review returns separately. Credit notes are included in the CA pack.
Can I generate the pack again after fixing a bill?
Yes. Regenerate overwrites the saved snapshot for that month using the latest recorded invoices and credit notes.
Can I send the files directly to my CA?
Yes. Download them or use the system share sheet.
Does My Local Shops file GST for me?
No. It prepares organised records for owner and CA review; it does not submit returns.
Continue with billing and reports
- View and download Order Manager
- Read the complete Order Manager guide
- Learn GST and non-GST multi-variant billing
- Understand party payments and outstanding
- Compare current plans
The next guide will explain how Staff Bill lets authorised shop staff create stock-safe invoices without seeing the owner's cost, profit or reports.