ColdStoreApp FAQ
Quick answers about ColdStoreApp features, billing, and reporting.
What is ColdStoreApp used for?
ColdStoreApp is an ERP for cold storage businesses that manages inward (Aamad), outward (Nikasi), gatepass, billing, accounting, warehouse mapping, party management, and reporting, all in one platform.
Which billing types are supported?
Bill (period-based for storage duration), Gatepass Bill (immediate settlement on dispatch), and Advance Bill (for remaining stock). All support GST/TDS and additional charges.
Does it support lot numbers and location tracking?
Yes. Auto lot numbers are generated based on commodity, party, type, or chamber. Each lot tracks its storage location (room/floor/rack) with history, and supports paltai (location transfers).
What reports are available?
22+ reports including Stock Summary, Stock By Party, Remaining Stock, Inward/Outward/Gatepass Registers, Party Ledger, Rent Register, Voucher Register, Defaulters Report, Lot Info, and more.
Does ColdStoreApp work offline?
ColdStoreApp is available in either online (cloud-synced) or offline mode. You choose one at setup. The online mode runs on the cloud with real-time sync across devices. The offline mode installs locally on your system and is available exclusively under the Legacy plan.
What accounting features are included?
Complete double-entry bookkeeping with 6 voucher types, Daybook, Trial Balance, Profit & Loss, Balance Sheet, and Tally ERP integration for data export.
How does warehouse mapping work?
You can visually map your cold storage with rooms, floors, and racks. 14 floor orientation types let you accurately represent your layout. Color-coded heatmaps show occupancy levels.
Is there a mobile app?
Yes. The ColdStoreApp Mobile Companion is available on Android and iOS. It supports dashboard, stock management, accounting, barcode scanning, thermal printing, push notifications, and offline workflows.
How are rents calculated?
5 rent criteria are supported: by weight, by quantity, fixed rate, slab-based, or duration-based. You can also set custom rents per party and configure grace days for free storage periods.
Does it manage bardana (packaging)?
Yes. Bardana purchases, issues, returns, and billing settlement are tracked with inventory ledgers. Transfer between locations is also supported.
What is the difference between Outward and Gatepass?
Outward removes stock from inventory and marks it as dispatched. Gatepass is a vehicle-wise dispatch document that groups multiple outward lots for a single vehicle trip. You can create a gatepass first and then confirm outward, or do direct outward without gatepass confirmation.
What types of bills can I generate?
Three types: Detailed Bill (period-based, calculates rent for a date range), Gatepass Bill (immediate settlement when goods are dispatched), and Advance Bill (charges for stock still in storage). All support GST, TDS, discounts, and additional charges.
Can I set different rent rates for different parties?
Yes. The 'Rent By Party' feature lets you override default commodity rent for specific parties. You can set custom rates per commodity category for any party, and these take priority over the default rent configuration.
How does the party login portal work?
You can create login credentials for your parties (clients). They can then log in to a dedicated portal to view their stock status, bills, ledger, and payment history. This reduces phone calls and manual queries.
Does ColdStoreApp support Aadhaar QR scanning?
Yes. On the mobile app, you can scan a party's Aadhaar card QR code to instantly register them. The system automatically extracts name, address, and Aadhaar number from the QR data.
What is paltai (location transfer)?
Paltai is the process of transferring stock from one storage location to another within your cold storage, for example moving lots from one rack to another or from one floor to another. ColdStoreApp tracks the complete location history of every lot.
How does the Trade module work?
The Trade module covers the complete trading lifecycle: Purchase (buying stock), Sauda (sale agreement with buyer), Chitti Bilti (settlement document between buyer and seller), and Patti (south Indian variation). It includes profit/loss analysis per transaction.
Can I import data from my existing software?
Yes. ColdStoreApp supports data import from Excel and CSV files. You can import party lists, opening balances, and historical data. The team also provides dedicated support for data migration from other cold storage software.
How do grace days work?
Grace days define a free storage period where no rent is charged. You can set grace days globally per commodity or override them for specific parties. The rent calculation automatically skips the grace period.
What notifications and alerts are available?
ColdStoreApp sends WhatsApp and SMS alerts for inward/outward receipts, bills, stock status, and daily reports. The mobile app also supports push notifications for temperature alerts, pending approvals, and status changes.
How do I handle employee access and permissions?
Role-based access control lets you define what each employee can see and do. Admins have full access while employees can be restricted to specific modules. Edit time limits and managerial approval workflows prevent unauthorized changes.
Can I manage multiple cold storages?
Yes. The Ultra plan supports multi-cold storage management with a centralized portal. Each cold storage has its own data while you get a consolidated view across all locations. Additional cold storages can be added at ₹999/month each.
Does ColdStoreApp integrate with Tally?
Yes. You can export accounting data (vouchers, ledgers, trial balance) in a format compatible with Tally ERP. This makes it easy to sync your cold storage financials with your chartered accountant's Tally setup.
How are additional charges handled in billing?
Additional charges like labour, loading, unloading, grading, and bardana can be configured globally or per party. They can be applied at inward, outward, or billing time, and can be set to charge fully, partially, or only on the first bill.
What languages does the app support?
The mobile app supports English, Hindi, Marathi, Punjabi, Tamil, and Telugu. The web application is primarily in English with Hindi labels for common cold storage terms like Aamad, Nikasi, and Marka.
Is my data backed up automatically?
Yes. The online version includes automatic daily backups to your Google Drive account. The offline version (Legacy plan) supports manual backups. Your data is also protected with SSL encryption and 2-factor authentication.
Can I print receipts and bills on a thermal printer?
Yes. The mobile app supports both Bluetooth and USB thermal printers on Android. You can print inward receipts, lot labels, gatepasses, and bills directly from the app with manual configuration options for specialized hardware.
What is the Defaulters Report?
The Defaulters Report shows all parties with overdue payments or outstanding balances beyond a specified threshold. It helps you quickly identify which clients have pending dues and follow up for payment collection.
How do I correct a wrong inward or outward entry?
You can edit entries within the allowed time window set by the admin. After that, entries require managerial approval to modify. You can also delete and re-create entries if needed, with the system maintaining a full audit trail.
Is party/KYC management included?
Yes. Party records include KYC like Aadhaar, GSTIN, and FSSAI, plus duplicate detection and local language support.