Masters: One customer, vendor and item list for every application.
Customers, vendors, items, chart of accounts, properties and units, kept once and read by every application. Each company in your group can use its own lists. Kinnow spots likely duplicates and flags gaps, and a person always decides on a merge.
What does Kinnow Masters do? It holds the lists everything else reads: customers, suppliers and other parties, items, price lists, rate contracts, the chart of accounts, warehouses, and properties and units. Each is kept once, with its tax numbers checked, and every other application reads the same record. Kinnow finds likely duplicate parties and shows them to a person, who decides. A change to a vendor's bank account or a credit limit can need a second person. Nothing is filed, paid or posted without a person.
Your Monday morning, before and after
A typical distributor or CA practice with an accounts team of three, an Excel customer list that sales keeps separately, and a supplier list inside the accounting software.
| Today | On Kinnow Masters |
|---|---|
| The same customer is in three places under three spellings. The GSTIN is right in one of them. | One record per party: name, other spellings, tax number, PAN, addresses, contacts and bank details. If you enter a tax number another party already has, Kinnow refuses and tells you who has it. |
| A new vendor is set up from a visiting card. Nobody knows whether the GSTIN or bank account is mistyped. | A vendor check shows whether the tax number, PAN, bank account and MSME details are written correctly and agree with each other, and whether another vendor has the same tax number. |
| Someone changes a supplier's bank account on a phone request. The payment goes to the wrong account. | One person cannot change a vendor's bank account alone. They propose the change, and a second person approves it before it takes effect. |
| Sales books an order for a customer who has not paid for six months. | The customer view shows a live credit check: limit, amount outstanding, room left, and a suggestion to approve, approve with conditions, or block. Once you mark a party as bad debt, every check says block. |
| Prices are in four spreadsheets. Which one wins depends on who is quoting. | One price, found in a fixed order: supplier rate contract, the party's own price list, a customer-group price list, the default list, then the item's standard price. Kinnow tells you which one it used. |
| A service is entered on a goods HSN. The wrong tax rate runs for a quarter. | When you save an item, its HSN or SAC code is checked against the tax rules. A service on a goods code is not saved, and you are told why. |
Setting up your lists and keeping them clean, step by step
| # | Who | What happens | Where a person approves |
|---|---|---|---|
| 1 | Accounts executive | Creates a party as customer, supplier, both, transporter, broker, consignor or bank. If you do not give a code, Kinnow makes one, such as CUST-000001. | An exact tax-number match is refused. A close name or phone match is saved with a duplicate warning for someone to review. |
| 2 | Accounts executive | For a vendor, reads the vendor check: tax number, PAN, bank account, MSME details, and which lookups could not be made. PAN is stored in scrambled form. | The check shows whether details are written correctly. It does not confirm them with any official registry. |
| 3 | Kinnow | An agent suggests tags, a business category and a revenue band in the background. If it fails, the party is saved as it was. | You can accept or reject each suggestion. |
| 4 | Stores or sales executive | Creates an item with just a name and a unit. Item group, other units, HSN or SAC, GST rate, stock tracking and barcode can follow when needed. Kinnow makes the item code from the item group. | None, but the tax code is checked on save, including in spreadsheet uploads, where a bad row is skipped and listed for you. |
| 5 | Purchase manager, sales head | Keeps price lists, supplier rate contracts and bundles with options, priced the same way a quotation is priced. | Price-list edits, big credit-limit increases and chart-of-accounts changes can be raised as requests for a different user to approve. Nobody can approve their own. |
| 6 | Kinnow, then the accountant | A nightly check and every bulk upload look for likely duplicate parties and list the pairs. | A person marks each pair as a duplicate or not a duplicate. Marking it does not merge anything. |
| 7 | Accounts head | Merges a confirmed pair: the record you keep takes over the other one's spellings, addresses, contacts and tags, and the other record is retired. | A person does the merge, it follows the rules you set, and it cannot be undone through the product. |
| 8 | Finance controller | Before changing a party's credit terms or tax registration, opens the "where it is used" view to see what depends on it, and what could not be checked. | The controller decides. |
| 9 | Product manager | Retires an item and names a substitute. A loop of substitutes is refused, and Kinnow follows up to five substitutes to find the first item still in use. | Retiring an item is a person's decision. |
Documents, lists and reports
| Output | What it contains | Who uses it |
|---|---|---|
| Party master and customer view | Full record with terms, credit limit, amount outstanding, room left and a credit suggestion. | Sales, accounts |
| Vendor check | Checks that the tax number, PAN, bank account and MSME details are written correctly, and looks for a repeated tax number. | Accounts payable |
| "Where it is used" view | What depends on a party, with a list of what was not checked. | Finance controller |
| Duplicate findings and enrichment proposals | Pairs of likely duplicate parties waiting for a decision, and suggested tags for you to accept or reject. | Data-entry operator |
| Item record and price | Full item record, and a price with where it came from: rate contract, price list or standard price. | Sales, purchase |
| Price lists, rate contracts, bundles | Lists with quantity slabs, discounts and validity dates; supplier contracts renewed in one step; packages with options. | Sales head, purchase manager |
| Chart of accounts and spend categories | Accounts grouped by type, never deleted, only switched off; categories that say what money is for. | Accountant, CA |
| Warehouses, locations, properties and units | Warehouses with shelf and bin locations; properties with units, carpet and chargeable area, and status. | Stores, leasing |
| Upload status | Bulk uploads of parties, items, accounts and price lists, each row keeping its old ID and where it came from. | Implementation, accounts |
Agents that work here
Also here: an agent that suggests tags and a category for a party, and a search that finds parties and items by meaning, for example dealers in Pune who buy a given brand. Each agent is checked with you before it works on your records, and everything it produces waits for a person. Nothing is merged, approved or changed on its own.
Ask Kinnow, for this area
Ask in plain English. Before it runs, Kinnow shows the records it will read and what it will cost. Where records are missing, it says so instead of guessing.
Which suppliers have no GSTIN on record?
Supplier, code and the number that is missing.
Find dealers in Pune who buy our stationery range
Ranked parties found by meaning, not only by exact words.
Which customers are over their credit limit?
Limit, amount outstanding and room left, per customer.
Which duplicate pairs are waiting for a decision?
Pairs of parties with the reason they were flagged.
What price will this customer get for this item?
The price and where it came from.
Which items are phased out and what replaces them?
Each item and what replaces it.
Controls an owner will want
- Nothing is permanently deleted. A delete only hides the record, and Kinnow keeps who deleted it and when.
- A vendor bank-account change needs two people. Changes to credit limits, price lists and the chart of accounts can be sent to a second person to approve, and nobody can approve their own.
- A merge is never automatic. It follows the rules you set, which can require, for example, a signature on a supplier merge.
- Approved makes: once a kind of item has an approved make, a purchase line naming any other make is held until someone approves the substitution.
- PAN is stored in scrambled form. Veil, our privacy layer, holds back bank, tax and ID numbers and swaps names for placeholders before an AI call. It covers Ask Kinnow and most agents today; the rest are being added.
- Money is stored in paise, so 1,250.50 rupees is held as 125050, which avoids rounding slips.
- Every change reaches the other applications, so a new price list or party shows up in Sales, Purchase and Finance without re-typing.
Connects to
- Sell: parties, items, price lists and the credit check before an order is booked.
- Buy: suppliers, rate contracts, approved makes and the vendor bank-change approval.
- Account: the chart of accounts and spend categories.
- Stock and ship: items, barcodes, warehouses and bin locations.
- Contracts and leases: properties and units for leasing.
- Admin: who may approve, and who signs off, in order.
Questions
Will Kinnow merge duplicates automatically?
No. Kinnow lists pairs of likely duplicate parties. A person marks each pair, and a person does the merge, which retires the other record and cannot be undone through the product.
Does duplicate detection cover items?
No. It covers parties. Items are protected differently: Kinnow makes the item code from the item group, and the same barcode cannot sit on two items in a company.
Can we bring our customer, supplier and item lists across?
Yes. You can upload parties, items, accounts and price lists in bulk. Each row keeps its old ID and where it came from, and Kinnow matches your file's column headings to the right fields. Data is brought across in the first week of setup, and most clients see first results in about two weeks.
Who approves a credit-limit or price-list change?
You decide. Sensitive changes can be raised as a request for a different user to approve; nobody can approve their own. A vendor's bank-account change always needs a second person.
Do product bundles work?
Yes. Bundles with options are set up here, checked when you configure them, split into lines and priced the same way a quotation is priced.
What happens when an agent is wrong?
It cannot act on its own. A duplicate flag or a suggested tag is shown with its reason, and a person decides. Each agent is checked with you before it works on your records.
Start with one need. Switch on the next in a day. Same records, same login, no new licence.
Tell Kinnow what slows you down.
Answer three questions. Get the applications, the agents and a two-week plan for your business.