Store Maintenance, Backups & Year-End Rollover

A smooth, problem-free retail business requires a little regular housekeeping: closing out the financial year every April, ensuring employee accounts are up to date, and verifying that your store records are safely backed up.

This guide explains how to manage routine store maintenance, perform the annual Financial Year rollover with a single click, and protect your store data.

For Database Administrators

If you are looking for database vacuum commands, automated PostgreSQL cron tasks, or server-level storage maintenance, please see the Concurrency & Database Architecture Guide.

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Annual Financial Year (FY) Rollover (April 1st)

In India, the official business financial year runs from April 1st to March 31st (e.g., FY 2026-27).

Why is Rollover Required by Law?

Under Indian GST rules, document sequence numbers (such as Tax Invoices, Credit Notes, and Delivery Challans) must restart from number 1 at the beginning of each new financial year.

March 31st, 11:59 PM (Old Year)     ──▶     April 1st, 12:00 AM (New Year)
Invoice #INV-25-26/1842                     Invoice #INV-26-27/0001
(Old financial year safely archived)        (Sequence restarts fresh from #1)

Performing the 1-Click Rollover in MEGSTAT POS:

1. On the morning of April 1st (before ringing up your first sale of the new year), go to Settings → Financial Year.
2. The screen will notify you: "A new Financial Year (2026-27) is available."
3. Click Perform Financial Year Rollover.
4. That's it!
   • Your invoice numbers restart cleanly from 1 with the new year prefix (e.g. 26-27).
   • Your customer credit (udhar) balances carry forward intact—nobody loses any balance!
   • All past bills from last year remain permanently accessible for tax audits and historical searches.

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Safe Cloud Backups: Your Store is Protected

Store owners who use old desktop software live in constant fear of hard drive crashes, viruses, or stolen computers. If their shop computer dies, years of customer udhar records and sales history vanish overnight.

How MEGSTAT POS Protects Your Store:

• Continuous Real-Time Cloud Backup: Every single bill saved, payment collected, or stock change is immediately backed up to secure, enterprise-grade cloud servers.
• Hardware Disaster Recovery: If your billing counter computer breaks, catches fire, or gets stolen, your store records are completely safe. Simply open a new laptop, tablet, or smartphone, sign in to MEGSTAT POS, and your entire store is right there!
• Monthly CA Backups: At the end of every month, you can download a full backup of all sales, purchases, and customer khata balances to an Excel spreadsheet for your Chartered Accountant or your personal archives.

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Staff Accountability & The Audit Trail

In any store with multiple employees, you need to know who did what—especially when money or discounts are involved.

MEGSTAT POS maintains an automatic, tamper-proof Audit Trail (Settings → Audit Logs):

What Happened?	Who Did It?	When?
Cash Drawer Opened Manually	Cashier: Suresh	Today, 2:14 PM
Bill Discount Overridden (25% off)	Manager: Rajesh	Today, 4:32 PM
Sale Bill #1402 Voided	Cashier: Priya	Yesterday, 6:10 PM
Product Selling Price Changed	Owner: Anil	3 days ago

If any suspicious activity occurs, the store owner can open the audit log to see the exact staff member, date, time, and reason recorded for that action.

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Store Maintenance Checklist

Follow this simple monthly checklist to keep your store running like clockwork:

1. Remove Departed Staff:
   When an employee leaves your store, immediately deactivate their cashier PIN under Settings → Staff & Users so they can no longer access your registers.
2. Review Customer Khata Limits:
   Check your customer balance list once a week. Send friendly WhatsApp reminders to customers with overdue balances.
3. Inspect Dead Stock:
   Open Reports → Dead Stock once a month. Mark down slow-moving items with a discount to clear shelf space and recover cash.
4. Counter Power Protection (UPS):
   Always keep a small Uninterruptible Power Supply (UPS) connected to your counter PC and receipt printer. This gives you 15-20 minutes of battery backup during power cuts so you never drop an ongoing customer transaction.