Gas Agency Management

Cylinder Stock, Billing, Deliveries and Collections in One System

A gas agency buys cylinders, holds them as stock, raises four different kinds of bill, sends staff out on delivery and chases the money afterwards. Puvnaa handles that from the office, with a Tamil delivery application in the field so drivers are not working from a paper list.

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Gas agency management software: web dashboard with cylinder stock report and the Tamil delivery mobile app Gas agency management software: web dashboard with cylinder stock report and the Tamil delivery mobile app

From Purchase to Delivered Cylinder

Purchase brings cylinders into stock, a customer order becomes a bill, the office approves the delivery, a driver takes it out, payment comes back and the ledger updates. These four modules cover the counter-side of that run.

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Cylinder stock and KG stock reports
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Cylinder Stock

Stock is held per cylinder size, so 04 KG, 12 KG, 17 KG and 21 KG each carry their own position. The stock report reads opening, received, delivered and closing quantity for the day, and KG Stock gives the weight view before the next delivery run goes out.

Customer master, groups, types and segments
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Customers & Segments

Customers are organised with customer groups, customer types and customer segments, so a domestic household and a commercial bakery are not handled the same way. Customer number settings keep the numbering consistent as the base grows.

MRP, GST bill, estimate bill and counter sale
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Billing & Sales

Four billing modes sit side by side: MRP for standard rate sales, GST Bill where a tax invoice is required, Estimate Bill for quotations and Counter Sale for walk-in cash trade. The transaction is not forced into one bill format.

Delivery approval screen
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Delivery Approval

Deliveries pass through the office before they are treated as done. Delivery Approval is where a booked delivery is checked and released, which is what keeps the field activity coming back from drivers matched against what the agency actually authorised.

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billing modes: MRP, GST bill, estimate bill and counter sale

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management reports across sales, stock, customers, suppliers, GST and outstanding

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connected applications: the office web software and the field delivery app

What Happens After the Bill Is Raised

Once a delivery is approved it leaves the office, and what comes back is a collection, a supplier payable and a set of ledger entries. These five cover the field and the money.

The driver opens the app to the day count, pending quantities and the cash collected so far. Each delivery shows the customer, cylinder size and quantity, the collection amount where money changed hands, and a delivery reference such as DLV202609190067 with its status. New deliveries can be entered, the delivery list reviewed and the last delivery corrected, all from the phone.

Tamil delivery mobile app used by gas agency delivery staff

Driver Delivery App

Delivery staff work from a mobile application in Tamil instead of a paper delivery list.

Payments post to the customer ledger, and customer outstanding shows who is still carrying a balance. The payments report gives the collection history for a period, and Customer GST covers the tax side of those accounts.

Customer payments, ledger and outstanding

Payments & Outstanding

Record what each customer paid and carry the balance forward against their account.

The supplier side runs on its own records: purchase bill, supplier payments, supplier ledger and supplier outstanding, with Supplier GST and Purchase GSTR1 for filing. It is kept apart from customer sales so payables and receivables are never read off the same list.

Purchase bills, supplier payments and supplier ledger

Purchase & Suppliers

Purchase bills bring cylinders into stock and leave a payable against the supplier.

Chitta Master sets up the accounts the agency keeps, entries are recorded against them, and the Chitta Statement reads the position back. It covers the day-to-day ledger an agency already maintains rather than standing in for a full accounting package.

Chitta ledger and Chitta statement

Chitta Ledger

Keep the agency Chitta inside the software instead of in a separate notebook.

GST Sales, Counter Sales and Payments cover the selling side. KG Stock and Stock Report cover inventory. Customer Ledger, Customer GST and Customer Outstanding cover the customer position, with Supplier Ledger, Supplier GST, Supplier Outstanding, Supplier Payments and Purchase GSTR1 on the other side, plus Empty Purchase and the Chitta Statement.

Gas agency reports across sales, stock, customers and suppliers

Reports & Visibility

Fifteen reports covering sales, stock, customers, suppliers, GST and outstanding.

The office software and the delivery app are two halves of one system: what the office approves is what the driver sees, and what the driver records comes straight back as collection and stock movement.

Tamil delivery mobile app used by gas agency delivery staff

Driver Delivery App

Delivery staff work from a mobile application in Tamil instead of a paper delivery list.

The driver opens the app to the day count, pending quantities and the cash collected so far. Each delivery shows the customer, cylinder size and quantity, the collection amount where money changed hands, and a delivery reference such as DLV202609190067 with its status. New deliveries can be entered, the delivery list reviewed and the last delivery corrected, all from the phone.

Customer payments, ledger and outstanding

Payments & Outstanding

Record what each customer paid and carry the balance forward against their account.

Payments post to the customer ledger, and customer outstanding shows who is still carrying a balance. The payments report gives the collection history for a period, and Customer GST covers the tax side of those accounts.

Purchase bills, supplier payments and supplier ledger

Purchase & Suppliers

Purchase bills bring cylinders into stock and leave a payable against the supplier.

The supplier side runs on its own records: purchase bill, supplier payments, supplier ledger and supplier outstanding, with Supplier GST and Purchase GSTR1 for filing. It is kept apart from customer sales so payables and receivables are never read off the same list.

Chitta ledger and Chitta statement

Chitta Ledger

Keep the agency Chitta inside the software instead of in a separate notebook.

Chitta Master sets up the accounts the agency keeps, entries are recorded against them, and the Chitta Statement reads the position back. It covers the day-to-day ledger an agency already maintains rather than standing in for a full accounting package.

Gas agency reports across sales, stock, customers and suppliers

Reports & Visibility

Fifteen reports covering sales, stock, customers, suppliers, GST and outstanding.

GST Sales, Counter Sales and Payments cover the selling side. KG Stock and Stock Report cover inventory. Customer Ledger, Customer GST and Customer Outstanding cover the customer position, with Supplier Ledger, Supplier GST, Supplier Outstanding, Supplier Payments and Purchase GSTR1 on the other side, plus Empty Purchase and the Chitta Statement.

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The details that keep an agency straight

Beyond the daily counter work there are empties to account for, staff logins to control, numbering to configure and a portal for customers. These are the pieces an agency usually ends up handling outside the system.

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Empty purchase report

Empty cylinders accounted for

Empties coming back are their own transaction, not an afterthought. The Empty Purchase Report reads that movement separately from filled-cylinder stock, so the two are never counted as the same thing.

Customer portal setup

A portal for your customers

Customer Portal Setup configures the portal side of the system for your agency, so customer-facing access is set up from the same place the rest of the software is administered.

Tamil delivery mobile app showing the day summary, delivery list and collection amounts
Manage users

Who can open what

Manage Users controls the logins your agency issues, so counter staff, delivery staff and the owner are not all working from the same unrestricted access.

Gas agency web software: cylinder stock report and GSTR1 sales data
Bill number settings and payment settings

Numbering and payment settings

Bill Number Settings fixes how bills are numbered across MRP, GST, estimate and counter sale, and Payment Settings configures how payments are handled, so the conventions are set once rather than agreed verbally.

Gas agency web software: cylinder stock report and GSTR1 sales data
Tamil language delivery app interface

Tamil on the delivery screen

The delivery application runs in Tamil, so drivers read their own delivery list, quantities and collection amounts in the language they actually work in rather than being trained around an English screen.

Office web software connected to the field delivery app

Office and field on one record

A delivery approved at the counter appears on the driver phone, and what the driver records comes back as collection and stock movement. Neither side keeps a separate list that has to be reconciled later.

Gas agency software module navigation with stock, delivery approval and sales screens

Frequently Asked Questions

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Can delivery staff use the mobile application in Tamil?

Yes. The delivery application is in Tamil, covering the day summary, the delivery list, cylinder quantities and collection amounts. Delivery staff can enter a new delivery, review their delivery list and correct the last delivery from the phone, while the office continues to work in the web software.

How long does it take to get started?

A working setup can be configured and running within 8 weeks. The timeline depends on how many cylinder sizes and customer segments you carry, how much supplier and outstanding history is brought across, and whether the customer portal is set up at the same time.

What does the software cost?

The software is offered on annual plans of ₹4,999 (Basic), ₹7,999 (Business, with Multi-Branch Management) or from ₹14,999 (ERP / Custom) per year, depending on the modules enabled and whether the delivery mobile application and customer portal are included.

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Tell us how your agency runs today: how you hold cylinder stock, which bills you raise, how deliveries go out and how you follow up payment. We will show you which screens replace which register.

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