Instruction Manual

1. System Overview

This is a comprehensive Warehouse Management Solution designed for businesses that need real-time inventory tracking, multi-warehouse support, and integrated financial tools. The system is multi-tenant, meaning each organization's data is completely isolated and secure.

2. Navigating the System

The sidebar menu is organised into sections based on functionality. Your role determines which menu items are visible:

3. Managing Products

Adding a Product

1. Navigate to Products in the sidebar.
2. Click New Product.
3. Fill in the required fields: SKU, Name, Cost Price, Selling Price.
4. Optionally add: Barcode, Category, Unit of Measure, dimensions, reorder settings.
5. Click Create.

Importing Products via CSV

1. Click Import CSV on the Products page.
2. Prepare a CSV file with headers: SKU, Name, Description, Barcode, Category, UnitOfMeasure, CostPrice, SellingPrice
3. Select your file and click Import. Products with duplicate SKUs will be skipped.

4. Warehouse Operations

Goods Receipt (Stock In)

1. Go to Goods Receipt.
2. Click New Receipt, select the warehouse and optionally a purchase order.
3. Add line items with product, quantity, and unit cost.
4. Submit the receipt — stock levels update automatically.

Dispatch Orders (Stock Out)

1. Go to Dispatch Orders.
2. Create a new dispatch linked to a customer and warehouse.
3. Add items and quantities to ship.
4. Process the dispatch — stock is deducted from the warehouse.

Stock Takes

1. Go to Stock Takes and create a new stock take for a warehouse.
2. Enter the physically counted quantities for each product.
3. Submit for review. The system calculates variances automatically.
4. An administrator can approve the stock take to adjust stock levels.

Stock Transfers

Use Stock Operations to move stock between warehouses. Select source and destination, add products, and process.

Purchase Orders

1. Go to Purchase Orders and create a new PO.
2. Select a supplier, warehouse, and expected delivery date.
3. Add line items with products, quantities, and unit costs.
4. Submit the PO. When goods arrive, create a Goods Receipt linked to the PO.

5. Invoicing

Creating an Invoice

1. Navigate to Invoices.
2. Click New Invoice.
3. Select the customer, set invoice and due dates, tax rate, and currency.
4. Create the invoice, then add line items with descriptions, quantities, and prices.
5. Click Mark Sent when ready to send to the customer.

Recording Payments

1. Open an invoice by clicking the eye icon.
2. Click Record Payment.
3. Enter the amount received and click Apply Payment.
4. The system automatically updates the status (Partially Paid → Paid).

Invoice Statuses

6. Quotations

Creating a Quotation

1. Navigate to Quotations.
2. Click New Quotation, select customer, set dates and tax rate.
3. Add line items with product descriptions and pricing.
4. Mark as Sent when sending to the customer.

Quotation Workflow

Converting to Invoice

Once a quotation is Accepted, click the Convert to Invoice button. A new invoice is automatically created with all line items, amounts, and customer details copied from the quotation.

7. POS Integration

The POS module records point-of-sale transactions for counter or in-store sales.

Recording a Sale

1. Go to POS Integration.
2. Click New Transaction.
3. Enter the subtotal, tax, discount, and amount tendered.
4. Select the payment method (Cash, Card, Bank Transfer, Mobile, Other).
5. Click Complete Transaction. Change is calculated automatically.

The dashboard at the top shows today's sales total, transaction count, completed count, and voided count. Use Void to cancel a completed transaction (it remains visible for audit purposes).

8. CRM

The CRM (Customer Relationship Management) module extends customer management with:

• Contacts: Multiple contacts per customer (Primary, Billing, Shipping, Technical).
• Activities: Log calls, emails, meetings, notes, and follow-ups against each customer.

Navigate to CRM to view the customer list with contact counts and recent activity. Click a customer to manage their contacts and activity history.

9. Administration

User Management

Administrators can create, edit, and deactivate users from Admin → User Management. Each user is assigned a role that determines their permissions.

User Roles

Audit Log

Every significant action is recorded in the audit log — creates, updates, deletes, status changes. Filter by action type, entity, date range, or user.

Settings

System settings allow administrators to configure tenant-level preferences including company details and integration connections.

10. Data Export

Most data pages include an Export CSV button. This exports the current view (including any active filters) as a CSV file that can be opened in Excel, Google Sheets, or any spreadsheet application.

Exported data includes all visible columns and respects the current search and filter settings.