CognitixERP User Manual

0. Setup Wizard (new installations only)

Route: /setup (public — before login)

On a fresh install the browser opens the Setup Wizard. It creates your database (SQL Server, PostgreSQL, or MySQL), applies module schemas, creates the administrator, and activates a license or trial. See the full Setup Wizard Guide for every field and FAQ.

Wizard step	What you do
1 — Database & URLs	Company/Display name, Frontend URL, API URL (same origin in production — no /api), database engine, host/port, database name, credentials → Continue.
2 — Administrator	Create admin username, email, and strong password (no default password ships).
3 — License / Trial	Envato purchase code + username/email, or Skip — 14 day trial.

After setup, log in at /users/login and continue with Part 1 (Company Setup) for legal address, tax ID, timezone, logo, and favicon.

1. Company Management (list page)

Menu: Settings → Company Management  |  Route: /settings/company-management

This is the landing page for company configuration. CognitixERP supports one company record per installation. After a company exists, the Create Company button is disabled — use Edit instead.

Screen elements

Element	Description
Create Company (+ button)	Visible only with Create permission. Navigates to /settings/company-setup. Disabled when a company already exists.
Data table	Columns: Official Name, Display Name, Official Email, Phone Number, Website.
View (eye icon)	Opens read-only company profile at /settings/company-view/{id}.
Edit (pencil icon)	Requires Update permission. Opens 3-step wizard at /settings/company-setup/{id}.
Delete (trash icon)	Requires Delete permission. Shows confirmation dialog before permanent removal.

2. Company Setup wizard (create & edit)

Create route: /settings/company-setup  |  Edit route: /settings/company-setup/{company-id}

A 3-step guided form with a stepper at the top. Click completed step circles to jump back. Use Next / Previous to move between steps. On step 3, click Create Company or Update Company to save.

On save, logo/favicon upload first (if selected), then company data is saved. Branding updates immediately in the navigation drawer, browser tab favicon, and preloader.

Step 1 — Basic Information

Field	Required	Description
Official Name	Yes	Legal registered name — appears on invoices, compliance documents, and official reports.
Display Name	Yes	Short trading name shown in the app header, login screen, and POS receipts.
Business Type	Yes	Private Limited, Public Limited, Proprietorship, Partnership, LLC, or Other.
Industry Sector	Yes	Industry classification (Retail, Manufacturing, Healthcare, IT, etc.) — used for reporting context.
Established Date	No	Date the business was founded (optional).
Company Registration No.	No	Trade license or company registration number.
TIN / VAT / GST Number	No	Tax identification number — required for e-invoicing and tax reports. Enter the exact number your tax authority expects.

Step 2 — Contact Information

Field	Required	Description
Head Office Address	Yes	Multi-line registered head office address.
City	Yes	City of head office.
State	Yes	State, division, or province.
Country	Yes	Country name.
Zip / Postal Code	Yes	Postal code.
Phone Number	No	Landline or mobile contact.
Fax Number	No	Optional fax.
Official Email	Yes	Primary company email — must be valid format. Used on document headers.
Website URL	No	Company website (optional).

Step 3 — Key People & Branding

Field	Required	Description
Owner / Founder Name	Yes	Business owner or founder.
CEO / Managing Director	Yes	Senior executive contact.
HR Head / Contact Person	Yes	HR department lead — used on HR correspondence.
Emergency Contact	No	Optional emergency phone or person.
Company Slogan / Tagline	No	Tagline shown on login screen and company profile.
Timezone	No	IANA timezone (e.g. Asia/Dhaka). Drives date/time display across the ERP. If empty, UTC is used.
Upload Company Logo	No	Image file — shown in navigation drawer header and login page.
Upload Company Favicon	No	Image or .ico — browser tab icon, preloader mark, and compact branding.

After save: your logo and favicon update immediately in the navigation drawer, browser tab, and login screen — no full page reload required.

3. Company profile (read-only view)

Route: /settings/company-view/{company-id}

Read-only summary opened from the View action on Company Management. Sections:

• Business Information — type, sector, established date, registration, tax number
• Contact Information — phone, fax, email, website
• Head Office Address — formatted address block
• Key People — owner, CEO, HR head, emergency contact
• System Settings — configured timezone (or "Not configured — UTC")

Click Edit in the header to open the wizard at /settings/company-setup/{id}.

4. Branches (list page)

Menu: Settings → Branches  |  Route: /settings/branches

Filter bar

Filter	Options
Status	All · Active · Inactive
Branch Type	All · Base (head office) · Sub
Search	Matches name, code, city, phone, or email (live filter)
Clear Filters	Resets all filters

Table columns

Column	Description
Branch Name	Name with ★ icon if base/head office branch.
Branch Code	2-letter code chip (e.g. DH, CT).
City / Contact / Email	Branch contact details.
Parent Branch	Parent in hierarchy, or dash if top-level.
Branch Manager	Assigned HRM employee, or dash if none.
Status	Active (green) or Inactive chip.
Actions	View · Edit · Delete

5. Add / Edit Branch dialog

Opened from Add Branch or Edit on the branch list — modal dialog (not a separate route).

Section A — Basic Information

Field	Required	Rules
Branch Name	Yes	Max 100 characters. Descriptive name (e.g. "Dhaka Head Office").
Branch Code	Yes	Exactly 2 letters (A–Z). Auto-uppercased on save. Used in POS numbering. Example: DH, CT.
Parent Branch	No	Optional hierarchy — select a parent or "None (top level)". Cannot select self.
Branch Manager	No	HRM employee from employee list. Requires employees to exist in HRM module.

Section B — Address

Field	Required	Max length
Address (multi-line)	No	500
City	No	100
State	No	100
Country	No	100
Zip / Postal Code	No	20

Section C — Contact & Status

Field	Description
Contact Number	Branch phone (max 50 chars).
Email	Branch email — validated if provided.
Is Base Branch (switch)	Mark as head office / primary branch. Shown with ★ on list and "Head Office" on profile.
Is Active (switch)	Visible on Edit only. New branches are created active. Inactive branches are hidden from most operational pickers.

Dialog footer shows a preview chip with Name (CODE) before saving.

6. Branch profile (read-only view)

Route: /settings/branch-view/{branch-id}

Opened from the View (eye) action. Displays:

• Address — full formatted location
• Contact — phone and email
• Hierarchy & Management — parent branch, manager, base branch flag
• Status — active/inactive with description

Header shows status chip and Edit button (returns to branch list to open edit dialog).

7. How branches affect the rest of the ERP

Feature	Behaviour
Branch switcher (top bar)	Admin and BranchManager can switch active branch. Other users are locked to their assigned branch.
Active branch state	Changing branch reloads data on subscribed pages (inventory, reports, etc.).
Billing / Procurement	Documents are posted to the selected or assigned branch.
POS	Terminal uses branch from POS Settings default or session branch. Branch code appears in receipt numbers.
WMS / Warehouses	Warehouses link to branches — create branches before warehouses (WMS guide).
Users	Each user has a BranchId — controls data visibility.
Financial reports	Branch P&L comparison and branch-scoped GL reports use branch master data.

Step 1 — Currency Management

Menu: Financials → Currency Management  |  Route: /financials/currency

Configure this before anything else in Financials. Every amount in the ERP — invoices, stock valuation, payroll, reports — uses the base currency's decimal places and symbol. A warning banner appears at the top until a base currency is configured.

How to configure

1. Click Add Currency (or Add Base Currency from the warning banner).
2. In the dialog, enter:
   • Currency Code — 3-letter ISO code (e.g. BDT, USD, JPY). Cannot be changed after create.
   • Symbol — display symbol (e.g. ৳, $, ¥).
   • Currency Name — full name (e.g. Bangladeshi Taka).
   • Decimal Places — 0 for JPY, 2 for USD/BDT, 3 for KWD. Preview shows format (N0, N2, N3).
   • Base vs Foreign — mark exactly one currency as Base.
3. Save. The table shows Base/Secondary chip, decimal format, and Active status.
4. To change base currency later, use the ★ star icon on a foreign currency row (confirmation required; blocked if journal entries already exist).

Step 2 — Exchange Rate Management (multi-currency only)

Menu: Financials → Exchange Rate Management  |  Route: /financials/exchangerate

Skip this step if you operate in a single currency. Required when you sell, purchase, or hold balances in foreign currencies. Requires Step 1 — base currency and foreign currencies added.

How to configure

1. Click Add Exchange Rate.
2. Select From Currency (foreign) and confirm Base Currency (to).
3. Enter Rate and Effective Date — the rate valid from that date forward.
4. Mark as Active. Update rates when market rates change; add new rows with new effective dates rather than overwriting history.

Step 3 — Fiscal Years & Accounting Periods

Menu: Financials → Fiscal Years  |  Route: /financials/fiscalyears

Defines your financial calendar. Journal entries, opening balances, and module auto-posting can only occur inside an open accounting period of an active fiscal year.

3A — Create a fiscal year

1. Click Add Fiscal Year.
2. Enter Name (e.g. 2025-2026).
3. Set Start Date and End Date — end must be after start. Start date auto-suggests a one-year range.
4. Toggle Active on for the current operating year.
5. Save. Use the activate (play) icon to activate an inactive year; only one should be active at a time.

3B — Accounting periods (same page, lower section)

1. Click a fiscal year row in the top table to select it.
2. Click Add Accounting Period in the periods section.
3. Create periods covering the full fiscal year (monthly is typical: Jan, Feb, … Dec).
4. Each period has Start Date, End Date, and status: Open, Pending, or Closed.
5. Use the close-period action to close a period after month-end. Closed periods block new postings.

Year-end close: when the fiscal year end date is reached, use the year-end close icon on the active year. Admin can reopen a closed year if needed.

Step 4 — Chart of Accounts (COA)

Menu: Financials → Chart of Accounts  |  Route: /financials/chartofaccounts

Your complete list of GL accounts. Every automatic posting from Billing, Inventory, POS, and Banking targets accounts defined here. Requires Steps 1 and 3. Create COA before GL mappings and opening balances.

How to configure

1. Review the stat cards (Asset, Liability, Equity, Revenue, Expense counts) — click to filter by type.
2. Click Add Account or use Sync GL Accounts if your installation seeds default accounts.
3. In the account dialog:
   • Account Code — unique numeric/alphanumeric code (e.g. 1010 Cash, 4010 Sales Revenue).
   • Account Name — descriptive name.
   • Account Type — Asset, Liability, Equity, Revenue, or Expense.
   • Account Sub-Type — Receivable, Payable, Bank, Cash, Fixed Asset, etc. (used by reports and mappings).
   • Parent Account — optional hierarchy for roll-up reports.
   • Active — inactive accounts cannot receive new postings.
4. Build a standard structure: Current Assets → Cash/Bank/Receivables; Current Liabilities → Payables/Tax Payable; Equity → Retained Earnings; Revenue & Expense accounts for operations.

Step 5 — GL Account Mappings

Menu: Financials → GL Account Mappings  |  Route: /financials/gl-account-mappings

Tells CognitixERP which COA account each transaction type posts to. Without correct mappings, invoice approval, GRN, POS sales, and payments will fail or post to wrong accounts. Requires Step 4 — Chart of Accounts.

How to configure

1. Review category stat cards: Core, Tax & WHT, Inventory, Revenue & Expense, Clearing & Interim.
2. Click a category to filter. Scan default mappings pre-seeded by the system.
3. Click Add Mapping or edit an existing row:
   • Mapping Type — transaction type (e.g. Sales Revenue, Accounts Receivable, Inventory Asset, VAT Payable). Fixed after create.
   • Account Code — autocomplete from your COA.
   • Scope — All Branches (default) or Branch Specific override for one location.
   • Active — inactive mappings fall back to system default.
4. Verify Inventory, Revenue, Tax, and Clearing categories before going live with Billing or Procurement.

Step 6 — Taxation (Tax Rates & Tax Groups)

Menu: Financials → Tax & Compliance → Taxation  |  Route: /financials/taxation

Configure VAT/GST/sales tax and withholding (WHT/TDS) rates used on invoices, purchase bills, and POS. Requires COA for WHT accounts when using Withholding category.

6A — Tax rates

1. Click Add Tax.
2. Enter Tax Name (e.g. VAT 15%), Rate, and Tax Type (Percentage or Fixed amount).
3. Select Category: Standard, Zero Rate, Exempt, or WHT/TDS (withholding).
4. Set Scope: Sales, Purchase, or Both.
5. Set Effective Date and optional Expiry Date.
6. For WHT/TDS: link payable and receivable GL accounts in the expanded dialog section.

6B — Tax groups (same page, lower section)

1. Click Add Tax Group when a product needs multiple taxes combined (e.g. VAT + supplementary duty).
2. Name the group, set effective date, and attach one or more tax rates from Step 6A.
3. Assign tax groups to products in Inventory or line-level on invoices.

Step 7 — Payment Methods

Menu: Financials → Payment Methods  |  Route: /financials/payment-methods

Defines how customers pay and how you record receipts — Cash, MFS (bKash/Nagad), Card, Gateway, Cheque, Other. Required for customer receipts, supplier payments, and POS. Requires COA cash/clearing accounts. GL routing is configured on Payment Journals, not on this screen.

How to configure

1. Click Add Payment Method.
2. Enter Name, optional Icon emoji, and unique uppercase Code (e.g. CASH, BKASH).
3. Select Type: Cash, MFS, Card, Gateway, Cheque, or Other.
4. Enable Requires Reference for Card/MFS/Gateway — forces transaction ID on receipt entry.
5. On create, use Auto-create Payment Journals to provision a branch journal + routing link in one step (Admin can select multiple branches).
6. Bank payments: do not create a Bank-type payment method here — use Banking → New Bank Account instead (auto-creates COA + Bank-type payment journal).
7. After saving, map each method to the correct cash/clearing GL via Payment Journals → Payment Method Lines.

Step 8 — Payment Journals (GL routing for receipts & payments)

Menu: Financials → Payment Journals  |  Route: /financials/payment-journals  |  Permission: PaymentJournals

A Payment Journal is a branch-scoped master record that tells CognitixERP which Chart of Accounts asset account to debit or credit when money moves — customer receipts, supplier payments, POS settlements, and CRM advance payments. It is not a batch payment screen and not the same as Journal Entry (/financials/journalentry): Payment Journal is configuration; Journal Entry is the posted debit/credit document.

Why payment journals matter

Every operational payment screen asks for a Payment Method (what the customer or supplier used) and a Payment Journal (which GL bucket receives or sends the cash). Without journals, receipts and payments fall back to legacy GL mapping codes (1010 Cash / 1020 Bank) and cannot distinguish, for example, Dhaka petty cash from Chittagong petty cash, or bKash merchant from Nagad merchant. Payment journals also enable multi-currency locks, bank reconciliation links, and Phase 2 in-transit (outstanding) posting.

Conceptual model

Concept	Description
Payment Journal	Branch-owned container with a Default GL Account (where settled cash lives), optional Outstanding GL (in-transit), optional currency lock, and optional Bank Account link.
Payment Method Line	Bridge row linking one Payment Method code to one journal for that branch. Drives auto-selection on payment screens.
Journal types	Cash, Bank, MFS, Card, Cheque — filters eligible GL subtypes and payment picker lists.
Default flag	Exactly one active journal per (Branch, Type) can be marked default — used when no Payment Method Line match exists.
Effective currency	Bank-linked journals inherit the bank account currency. Others use the optional currency field, or accept any currency when set to multi-currency.

Typical branch setup examples

Journal name	Type	Default GL	Payment method lines
Dhaka Petty Cash	Cash	1010 — Cash on Hand	CASH
Dhaka bKash Merchant	MFS	1015 — bKash Clearing	BKASH
Dhaka DBBL BDT	Bank	1021 — DBBL Current (from bank account)	BANK (if used)
Dhaka Visa Terminal	Card	1018 — Card Clearing	CARD, VISA
Dhaka Cheque Inward	Cheque	1019 — Cheques in Hand	CHEQUE

Page layout

1. Branch picker (required) — autocomplete at top. All journals and lines are branch-scoped. Changing branch reloads the table and cancels any open create/edit form.
2. New Journal — opens inline create form (disabled until a branch is selected).
3. Journals table — lists all journals for the branch (active and inactive).
4. Payment Method Lines panel — opens when you click the list icon on a journal row; manage method-to-journal links.

Create / Edit journal — form fields

Field	Required	Description
Name	Yes	Display label in payment pickers and reports (max 150 chars). Example: Dhaka HSBC USD Operating.
Code	Yes	Short uppercase machine code (max 40 chars), unique per branch. Used in JE reference prefixes. Example: DHK-HSBC-USD. Stored uppercased on save.
Type	Yes	Cash · Bank · MFS · Card · Cheque. Drives GL account subtype filter and payment-screen journal filtering.
Default GL Account	Yes	Primary asset account debited (receipt) or credited (payment). Account picker shows Asset accounts only; subtype filtered by Type (Cash → Cash/None; Bank → Bank/None; MFS/Card/Cheque → Bank/Cash/None clearing-style).
Outstanding GL Account	No	Optional in-transit / clearing account (Phase 2). When set, payments post here first; bank reconciliation moves balance to Default GL. Shown with “Phase 2” chip in the table when configured.
Currency	No	Optional ISO currency lock (BDT, USD, …). Leave as — multi-currency — to accept any document currency. Auto-filled from base currency on new Cash/MFS journals; locked read-only when a bank account is linked.
Bank Account	Bank type	Shown read-only when Type = Bank. Auto-assigned from the branch’s first active bank account on create. Links journal to Banking module for statement import and reconciliation. Default GL and currency derive from the bank record — not editable while linked.
Default	No	When checked, becomes the default journal for this branch + type. Backend demotes any previous default automatically.
Active	No	Inactive journals are hidden from new payment dropdowns; historical postings remain valid. Deactivating also clears the default flag.

Type-specific behaviour

Type	GL picker constraint	Bank link	Typical use
Cash	Asset · Cash or generic subtype	None	Petty cash, POS cash drawer, branch cash on hand.
Bank	Auto from bank CoA	Required (auto-assigned)	Company bank accounts — usually auto-created with Banking → New Bank Account.
MFS	Asset · clearing subtypes	None	bKash, Nagad, Rocket merchant wallets.
Card	Asset · clearing subtypes	None	POS card terminal, payment gateway settlements.
Cheque	Asset · clearing subtypes	None	Cheques received or issued before bank clearance.

Journals table columns

Column	Description
Name	Journal name; “Linked to bank” caption when BankAccountId is set.
Code	Machine code chip.
Type	Colour-coded type chip.
Default GL	account code — account name monospace display.
Outstanding GL	In-transit account when configured; otherwise em dash.
Currency	ISO code chip, or Multi when unlocked.
Default	Star icon when this is the branch default for its type.
Status	Active / Inactive chip.
Actions	Lines (manage payment methods) · Edit · Deactivate (active rows only).

Payment Method Lines panel

Click the list icon on a journal row to open Payment Method Lines for that journal. Each line binds one global Payment Method to this journal for the current branch context.

Field / action	Description
Select Payment Method	Dropdown of active payment methods (name + code).
Add Line	Creates an active line with auto-incremented sequence. Same method can exist on different journals in different branches.
Sequence	Display order when multiple lines match (lower first). Tie-break: default journal wins.
Deactivate line	Soft-deactivates the routing link without deleting history.

Resolution query joins PaymentMethodLine → PaymentJournal where journal.BranchId = payment branch, both row and journal are active, ordered by journal.IsDefault DESC, then line.Sequence ASC.

How payment screens auto-select a journal

Billing, Procurement, CRM, and POS call GetForPaymentAsync(branchId, paymentMethodCode, documentCurrencyCode). The picker applies this logic:

1. Method → type filter — Cash methods show Cash journals; MFS → MFS; Card/Gateway → Card; Cheque → Cheque; Bank → Bank; Other → no type filter.
2. Payment Method Line match — if a line exists for the branch + method, that journal is flagged Recommended and sorted first.
3. Currency filter — journals locked to a different currency than the document are excluded. If any journal is explicitly locked to the document currency, only those are shown (prevents a USD receipt from picking a generic multi-currency cash journal when a dedicated USD cash journal exists).
4. Default journal — within the filtered list, the branch default for that type is preferred.
5. Auto-select — UI pre-selects: recommended journal → else default → else first available. User can override when multiple journals remain valid.

GL posting — customer receipt (AR)

When a customer payment is approved, Financials posts a journal entry roughly as:

Line	Debit	Credit	Account source
Cash/Bank inflow (net)	✓		Payment Journal Outstanding GL if set, else Default GL
WHT Receivable	✓ (if WHT)		Tax record GL from Taxation
Accounts Receivable		✓	GL Mapping AR
Advance from Customers		✓ (excess)	GL Mapping when payment exceeds open invoices

Reference number pattern: CP-{paymentId}. The selected PaymentJournalId is stored on the payment record for audit and reporting.

GL posting — supplier payment (AP)

Line	Debit	Credit	Account source
Accounts Payable	✓		GL Mapping AP
Cash/Bank outflow (net)		✓	Payment Journal Default / Outstanding GL
WHT Payable		✓ (if WHT)	Tax record GL
Advance to Suppliers	✓ (excess)		GL Mapping when payment exceeds open invoices

Supplier payments enforce a balance guard on Cash/Bank/MFS GL accounts — insufficient balance blocks the payment before posting.

Phase 2 — Outstanding GL & bank reconciliation

When Outstanding GL Account is configured on a journal, the payment posts to that in-transit account first. An Outstanding Payment record is created for Banking reconciliation. When the bank statement line is matched, the balance moves from Outstanding GL to Default GL (typically the linked bank CoA). Use this for cheque clearing, gateway settlement delays, or MFS T+1 settlement patterns.

Multi-currency

• Multi-currency journal (CurrencyCode = null) — accepts receipts/payments in any document currency; FX conversion uses exchange rates from Exchange Rates.
• Currency-locked journal — only appears in pickers when document currency matches (e.g. dedicated USD cash journal for foreign-currency customers).
• Bank-linked journal — currency locked to the bank account currency automatically; mismatch between payment currency and bank currency should be resolved via FX or a different journal.

WHT interaction

Withholding tax does not change which payment journal is selected. WHT adds separate GL lines (WHT Receivable on customer receipts, WHT Payable on supplier payments) alongside the journal’s cash/bank line. Configure WHT tax records in Taxation before enabling deduction on payment forms.

Auto-provisioning shortcuts

Trigger	What is created	Follow-up
Payment Methods → Add (create)	Optional per-branch journal + Payment Method Line when “Auto-create Payment Journals” branches are checked.	Verify Default GL on each auto journal; set as default if needed.
Banking → New Bank Account	Bank-type payment journal linked to the new account (BANK-{slug} code pattern).	Mark as default Bank journal; add Payment Method Line if paying via BANK code. See Bank Accounts.

Cross-module integration

Module	Screen	Payment journal usage
Billing	Customer Receipt, Customer Payment dialog, Invoice inline payment	Required picker — auto-resolved from method + currency + branch.
Procurement	Supplier Payment, Supplier Payment dialog, Invoice inline payment	Same resolution rules as Billing; balance guard on outflow accounts.
CRM	Customer Details → Make Payment / Pay Advance	Navigates to Billing receipt or opens payment dialog with journal picker.
POS	POS terminal payment step	Journal auto-resolved — required before checkout. See POS payment guide.
Banking	Bank reconciliation, statement import	Bank-linked journals connect payments to bank accounts for matching. See Reconciliation.
Financials reports	Payment Journal report, Payment Method Ledger, Outstanding Payments	Audit cash movement by journal and method.

Related setup screens (legacy / advanced)

• Payment Method Matrix (/financials/payment-method-matrix) — optional advanced routing; Payment Method Lines on Payment Journals are the primary path.
• Branch Cash Mapping (/financials/branch-cash-mapping) — legacy branch-specific Cash/Bank/Cheque GL overrides used when no payment journal is selected; prefer journals for new deployments.

Recommended go-live checklist (per branch)

1. Create at least one Cash journal → Default GL = branch cash account → mark Default → add CASH Payment Method Line.
2. For each MFS/Card method in use, create matching-type journal → map clearing GL → add method line.
3. Register bank accounts in Banking (auto journal) or manually create Bank-type journals → verify Default GL matches bank CoA.
4. Test one customer receipt and one supplier payment — confirm JE hits expected GL accounts.
5. Run Payment Journal report (/financials/reports/payment-journal) and Trial Balance to verify balances.

Payment Journal report

Route: /financials/reports/payment-journal  |  Permission: FinancialsReportPaymentJournal

Transaction register filtered by date range, fiscal year, accounting period, branch, cost center, and currency. Use to reconcile journal activity against bank statements and payment method ledger.

Step 9 — Cost Centers (optional)

Menu: Financials → Cost Centers  |  Route: /financials/costcenters

Optional departmental or project tracking for P&L analysis. Configure before operational posting if you want cost center on every expense and journal line.

How to configure

1. Click Add Cost Center.
2. Enter code, name, and optional parent for hierarchy (e.g. Admin → HR → Training).
3. Assign cost centers on journal entries, expenses, and reports that support dimensional analysis.

Step 10 — Opening Balance (migration / go-live)

Menu: Financials → Opening Balance  |  Route: /financials/opening-balance

Post opening GL balances when migrating from another system or starting mid-year with existing balances. Post once per branch before daily operations. Requires Steps 3, 4, 5, and branches from Branching module.

How to post

1. Select Branch — entry date is locked to fiscal year start (shown read-only).
2. Add balanced lines — each row is a From/To pair (debit and credit accounts with amounts).
3. Include balance sheet accounts: cash, bank, receivables, payables, inventory, equity/opening balance equity.
4. Verify total debits equal total credits before posting.
5. Click Post Opening Balance. Run Trial Balance to confirm.

Journal Entry (manual GL)

Menu: Financials → Journal Entry  |  Routes: /financials/journalentry · new /financials/journalentry/new · view /financials/journalentry/{id} · edit /financials/journalentry/{id}/edit

Use for adjustments, accruals, depreciation, and transactions not created by Billing, Procurement, POS, or Banking. Module documents post automatically — do not duplicate them here.

Header fields

Field	Description
Entry Date	Must fall in an open accounting period. Blocked if period is closed.
Branch	Branch scope for the entry — affects branch P&L reports.
Reference / Narration	Document reference and description on GL ledger.
Currency	Base or foreign; foreign lines use exchange rate for base-currency totals.

Line fields

Field	Description
Account	COA account from Chart of Accounts — must be active.
Debit / Credit	Enter amount on one side only per line. Total debits must equal total credits.
Cost Center	Optional dimensional tag when cost center tracking is enabled.
Party	Optional customer/supplier link for party ledger reports.

Expenses & recurring expenses

Routes: /financials/expenses · /financials/recurring-expenses

Record operational expenses (rent, utilities, travel). Workflow: create → approve → pay. Approved expenses post debit to expense account and credit to cash/payable via GL mappings. Recurring expenses auto-generate drafts on schedule (monthly rent, subscriptions).

Payment journals & method matrix

Routes: /financials/payment-journals · /financials/payment-method-matrix · /financials/branch-cash-mapping

Payment journals — branch-scoped GL routing containers for cash, bank, MFS, card, and cheque movements. Configure once during setup; operational modules auto-select journals on every receipt and payment. See the full Payment Journals guide. Payment method matrix — optional advanced routing. Branch cash mapping — legacy POS/cash drawer GL overrides; prefer payment journals for new setups.

Currency revaluation & period close

Routes: /financials/currency-revaluation · /financials/period-close · /financials/observability/currency

FX revaluation — at month-end, post unrealized gain/loss on foreign-currency balances using current exchange rates. Requires active fiscal year and accounting period. Period close — run FX revaluation as-of date; reverse by period label (e.g. Jan-2026). Close individual accounting periods on Fiscal Years page when month-end reconciliation is complete. Currency observability — audit trail of rate usage and conversion anomalies.

Financial statements

Core statements filter by fiscal year, accounting period, branch, cost center, and currency.

Report	Route	When to use
Trial Balance	/financials/trialbalance	After opening balance — verify debits = credits.
General Ledger	/financials/ledger	Account transaction detail with running balance.
Balance Sheet	/financials/balance-sheet	Assets, liabilities, equity snapshot.
Profit & Loss	/financials/profit-and-loss	Revenue vs expense for a period.
Cash Flow	/financials/cash-flow	Cash movement analysis.

Financials Reports hub

Route: /financials/reports

Access with FinancialsReports or any individual report permission.

Report	Route
Dashboard snapshot	/financials/reports/dashboard-snapshot
Journal register	/financials/reports/journal-register
COA register	/financials/reports/coa-register
Account balance	/financials/reports/account-balance
Payment method ledger	/financials/reports/payment-method-ledger
Payment journal	/financials/reports/payment-journal
Expense summary / register	/financials/reports/expense-summary, /financials/reports/expense-register
Outstanding payments	/financials/reports/outstanding-payments
Cost center P&L	/financials/reports/cost-center-pl
Branch P&L comparison	/financials/reports/branch-pl-comparison
FX revaluation / currency gain-loss	/financials/reports/fx-revaluation, /financials/reports/currency-gain-loss
Fiscal close summary	/financials/reports/fiscal-close-summary
Audit trail	/financials/reports/audit-trail
Party ledger	/financials/reports/party-ledger
WHT summary	/financials/reports/wht-summary

Step 1 — Banking Posting Settings

Menu: Banking → Banking Posting Settings  |  Route: /settings/banking-coa  |  Access: Finance or Admin role

Maps GL accounts for bank fee, interest, and FX gain/loss postings during reconciliation and bank transaction processing. Configure once before operational banking.

Field	Required	Description
FX Gain/Loss Account	No	Revenue/Expense account for reconciliation FX adjustments. Empty = system default FX mapping code.
Bank Fees Expense Account	No	Expense account for bank charges. Empty = default fees mapping.
Interest Income Account	No	Revenue account for bank interest credits. Empty = default interest mapping.

Step 2 — Bank Accounts

Menu: Banking → Accounts  |  Routes: list /banking/accounts · new /banking/accounts/new · edit /banking/accounts/{id}

Account list — filters

Filter	Options
Branch	All or specific ERP branch.
Status	All · Active · Inactive.

Account list — columns

Column	Description
Bank	Bank name + optional bank branch name.
Account Number	Account number; IBAN and SWIFT shown when set.
Branch	ERP branch chip.
Currency	Account currency ISO code.
CoA Account	Linked GL bank asset account code.
Balance	Current balance in base currency (BC).
Status	Active / Inactive.

New / Edit bank account — every field

Field	Required	Description
Bank Name	Yes	Financial institution name (e.g. DBBL, HSBC).
Bank Branch	No	Physical bank branch name (not ERP branch).
Account Number	Yes	Company account number at the bank.
SWIFT	No	SWIFT/BIC code for international transfers.
IBAN	No	International Bank Account Number.
Branch	Yes	ERP branch that owns this account — scopes transactions and journals.
Currency	Yes	Account currency — locks payment journal currency when linked.
CoA Account	Create: optional · Edit: yes	GL bank asset account. Leave blank on create to auto-generate BANK-{slug} CoA + Bank-type payment journal.
Reconciliation Tolerance	No	Amount variance allowed when auto-matching statement lines (default 0).
Dual Approval	No	When enabled, large bank transactions require second approver (workflow).
External Provider	No	Open banking feed provider name (for Pull Feed integration).
External Provider Account Id	No	Provider-side account identifier for automated statement pull.
Status	Edit only	Active accounts appear in payment pickers; inactive preserved for history.

Dashboard

Route: /banking

KPI overview and quick actions for daily banking operations.

KPI / panel	Description
Total Balance (BC)	Sum of active account balances in base currency.
Total Inflow / Outflow	Period movement aggregates.
Unreconciled Lines	Statement lines awaiting match.
Bank Accounts table	Per-account inflow, outflow, balance.
Quick actions	Open Ledger · Transfers · Import Statements · Cheque Management · Reports.

Step 3 — Bank Transactions

Routes: list /banking/transactions · new /banking/transactions/new · edit /banking/transactions/{id}

List filters

Filter	Description
Account	All or one bank account.
From / To	Transaction date range (defaults last 30 days).
Status	Draft · Posted · Reconciled · Voided.

List columns

Column	Description
Date	Transaction date.
Account	Bank name — account number.
Type	Deposit · Withdrawal · Fee · Interest · Adjustment · TransferProxy.
Reference	External or internal reference.
Amount FC / Rate / Amount BC	Foreign currency amount, exchange rate, base currency equivalent.
Status	Workflow status chip.

New / Edit transaction — form fields

Field	Required	Description
Bank Account	Yes	Account to post against — shows current BC balance in picker.
Date	Yes	Transaction date — must fall in open accounting period.
Transaction Type	Yes	Deposit (inflow), Withdrawal (outflow), Fee, Interest, Adjustment, TransferProxy.
Rate Source	Yes	Spot · Corporate · Manual · Contract — drives FX rate lookup.
Currency	Read-only	Locked to selected bank account currency.
Amount FC	Yes	Amount in account currency (min 0.01).
Exchange Rate	Yes	FC→BC rate; editable when Rate Source = Manual.
Amount BC	Read-only	Computed base currency amount.
Reference	No	Cheque number, transfer ref, etc.
Rate Memo	No	FX rate note for audit.
Description	No	Multi-line narrative.

Workflow: Save as Draft → click Post to GL. Posted transactions show status chip; only drafts are editable.

Transaction type reference

Type	Direction	Typical use
Deposit	Inflow (+)	Cash deposit, incoming transfer, misc credit.
Interest	Inflow (+)	Bank interest credit — posts to Interest Income GL from posting settings.
Withdrawal	Outflow (−)	Cash withdrawal, outgoing payment.
Fee	Outflow (−)	Bank charges — posts to Bank Fees Expense GL.
Adjustment	Either	Manual correction entry.
TransferProxy	System	Generated leg of inter-account transfer — do not create manually.

Step 4 — Inter-account Transfers

Routes: new /banking/transfers/new · list /banking/transfers

Moves funds between two bank accounts — same branch or cross-currency with FX.

Transfer form — every field

Field	Required	Description
From Account	Yes	Source bank account — shows BC balance.
To Account	Yes	Destination account (cannot equal From).
Amount FC	Yes	Transfer amount in selected currency.
Currency	Yes	Defaults from From account; cross-currency warning when To differs.
Rate Source	Yes	Spot · Corporate · Manual · Contract.
Exchange Rate	Yes	Editable when Manual; auto-filled otherwise.
Amount BC	Read-only	Base currency equivalent preview.
Date	Yes	Transfer date.
Reference	No	Bank transfer reference number.
Fee FC	No	Optional bank transfer charge in FC.
Description	No	Transfer memo.
Rate Memo	No	FX audit note.

Save posts withdrawal on From and deposit on To (plus fee transaction if specified).

Step 5 — Cheques

Route: /banking/cheques

Page filters

Filter	Options
Bank Account	Required — loads cheque books and leaves.
Direction	All · Outgoing · Incoming.
Status	Available · Issued · Cleared · Bounced · Cancelled · Stale.

New Cheque Book dialog

Field	Required	Description
Book Number	Yes	Internal book identifier.
Series Prefix	No	Prefix prepended to leaf numbers.
Start Number / End Number	Yes	Cheque leaf range — total leaves = End − Start + 1.
Issued Date	Yes	Date book received from bank.
Expiry Date	No	Book validity end.
Notes	No	Internal memo.

Issue Cheque dialog

Field	Required	Description
Direction	Yes	Outgoing (from cheque book) or Incoming (received cheque).
Cheque Book	Outgoing	Select active book with available leaves.
Cheque Number	Incoming	Manual number for incoming cheques.
Cheque Date	Yes	Date on cheque face.
Currency / Amount FC / Exchange Rate / Amount BC	Yes	Cheque amount with FX when foreign currency.
Payee Name	No	Payee or drawer name.
Payee Reference	No	Supplier/customer reference.
Description	No	Payment memo.

Cheque leaf actions

Action	When	Fields
Clear	Status = Issued	Clearance Date (required); Exchange Rate Override (optional).
Bounce	Status = Issued	Bounce reason — reverses expected GL movement.
Cancel	Available or Issued	Confirmation — leaf marked Cancelled.

Cheque status lifecycle

Status	Meaning
Available	Leaf in book, not yet used.
Issued	Cheque written/received — awaiting bank clearance.
Cleared	Funds settled — GL finalized.
Bounced	Cheque returned unpaid.
Cancelled	Voided before or after issue.
Stale	Past validity period without clearance.

Step 6 — Import Bank Statements

Route: /banking/statements/import

Field / action	Description
Bank Account	Target account for imported lines.
Provider	CSV · Excel · MT940 · OFX format parser.
Choose File	Accepts .csv, .xlsx, .xls, .sta, .mt940, .ofx, .qfx.
Import	Upload and parse — shows Imported/Rejected counts.
Pull Feed	Fetch from external provider when account has External Provider configured.
Start Reconciliation	Navigate to reconciliation workspace for imported statement.

Preview lines columns: Date, External Id, Description, Amount FC, Currency, Rate, Amount BC, Match status (Matched/Unmatched).

Step 7 — Bank Reconciliation

Route: /banking/reconciliation/{statementId}

Two-panel workspace: Statement Lines (bank file) vs System Transactions (ERP). Match manually or via Auto-Match. Clears Phase 2 Outstanding Payments from Billing/Procurement when bank confirms receipt.

Session controls

Field / button	Description
Statement Balance	Closing balance per bank statement — locked after session opens.
Strategy	STRICT (exact match) or FUZZY (tolerance + date window).
Tolerance	Amount variance for fuzzy matching.
Days	Date window for fuzzy matching.
Open Session	Start reconciliation session for this statement.
Auto Match	Batch-match statement lines to system transactions.
Match Selected	Manual link — select one line + one transaction.
Unmatch	Break an existing match.
Close Session	Finalize — posts variance, fee/FX adjustments; clears outstanding items.

System transaction link icons

Icon	Meaning
Receipt icon	Linked to Billing customer receipt.
Payment icon	Linked to Procurement supplier payment.

Outstanding payments panel

Lists in-transit payments (from Payment Journal Outstanding GL) awaiting bank confirmation. Auto-match or manual match moves balance from Outstanding GL to bank CoA on session close.

Step 8 — Bank Ledger

Route: /banking/ledger

Filter / column	Description
Account	Select bank account.
From / To	Date range filter.
Load	Refresh register.
Export CSV	Download ledger extract.
Open GL Ledger	Jump to Financials General Ledger for linked CoA account.
Columns	Date, Type, Direction (In/Out), Reference, Description, Currency, Amount FC, Rate, Amount BC.

Step 9 — Banking reports hub

Route: /banking/reports

23 banking analytics and control reports.

Report	Route	Permission	Purpose
Account Summary	/banking/reports/account-summary	BankingAccountSummary	Balances across all accounts.
Bank Ledger	/banking/reports/bank-ledger	BankingBankLedger	Detailed account register report.
Transaction Register	/banking/reports/transaction-register	BankingTransactionRegister	All bank transactions by period.
Cash Flow	/banking/reports/cash-flow	BankingCashFlow	Cash movement analysis.
Balance Trend	/banking/reports/balance-trend	BankingBalanceTrend	Account balance over time.
Transaction Volume	/banking/reports/transaction-volume	BankingTransactionVolume	Count/volume by type.
Transfer Summary	/banking/reports/transfer-summary	BankingTransferSummary	Inter-account transfer register.
Account Register	/banking/reports/account-register	BankingAccountRegister	Master list of bank accounts.
Unreconciled Items	/banking/reports/unreconciled-items	BankingUnreconciledItems	Open statement lines without match.
Unreconciled Aging	/banking/reports/unreconciled-aging	BankingUnreconciledAging	Age of unmatched items.
Reconciliation Summary	/banking/reports/reconciliation-summary	BankingReconciliationSummary	Closed session outcomes.
Reconciliation Variance	/banking/reports/reconciliation-variance	BankingReconciliationVariance	Statement vs book variances.
Statement Import Log	/banking/reports/statement-import-log	BankingStatementImportLog	Import history and errors.
Match Performance	/banking/reports/match-performance	BankingMatchPerformance	Auto-match success rates.
Draft vs Posted	/banking/reports/draft-posted	BankingDraftPosted	Pending draft transactions.
Linked Payments	/banking/reports/linked-payments	BankingLinkedPayments	Module payments tied to bank txns.
Cheque Summary	/banking/reports/cheque-summary	BankingChequeSummary	Cheque status totals.
Cheque Register	/banking/reports/cheque-register	BankingChequeRegister	All cheque leaves detail.
Cheque Aging	/banking/reports/cheque-aging	BankingChequeAging	Outstanding issued cheques by age.
Approval Queue	/banking/reports/approval-queue	BankingApprovalQueue	Transactions awaiting dual approval.
Approval Audit	/banking/reports/approval-audit	BankingApprovalAudit	Approval trail history.
FX Exposure	/banking/reports/fx-exposure	BankingFxExposure	Foreign currency account exposure.
Fee & Interest	/banking/reports/fee-interest	BankingFeeInterest	Bank fees and interest summary.

Step 1 — Company tax identity (Branching)

Menu: Settings → Company Setup → Step 1 (Basic Information)  |  Route: /settings/company-setup

E-invoice gateways validate your legal name and tax registration against submitted documents. Enter these before configuring compliance profiles.

Field	Used for
Official Name	Default legal name on compliance profiles and e-invoice payloads.
TIN / VAT / GST Number	Pre-fills TRN (ZATCA), GSTIN (India), or TIN (NBR). Must match your tax authority registration exactly.

See Branching guide — Company Setup Step 1 for full field details.

Step 2 — Tax rates & tax groups (Financials)

Menu: Financials → Tax & Compliance → Taxation  |  Route: /financials/taxation

Compliance submissions read tax amounts from invoice and POS lines. Without active tax rates, documents may post to GL but fail compliance validation or report with zero tax. Complete Financials Steps 1–4 (Currency through COA) first; see Financials Step 6 — Taxation for full instructions.

Minimum for compliance

1. Create at least one Standard rate with correct Scope (Sales for outbound e-invoices).
2. Set Effective Date on or before your first live invoice date.
3. Assign tax or tax groups to products (Inventory) or invoice lines (Billing).
4. For India GST: ensure line tax breakdown maps to CGST/SGST/IGST as applicable.
5. For WHT/TDS reporting later: configure WHT category rates with payable/receivable GL links.

Step 3 — E-Invoice Compliance profiles

Menu: Financials → Tax & Compliance → E-Invoice Compliance  |  Route: /settings/e-invoice-compliance

Configure regional e-invoice integration. The page shows a health summary (enabled schemes, certificate expiry, failed submissions in last 24 hours, tax identity alignment) and a Branch Scope selector. Choose All Branches for a company-wide profile or a specific branch for branch-level registration.

Three scheme tabs are available — enable only the scheme that applies to your country for production. Do not enable multiple live gateways unless you genuinely operate under multiple regimes.

Common settings (all schemes)

Setting	Description
Enabled	Turns on automatic submission when invoices/POS receipts are approved (subject to failure policy).
Environment	Sandbox — test credentials and sample data presets. Production — live gateway; sandbox TRN/GSTIN/credentials are blocked.
On failure policy	Warn only — document approves even if gateway rejects. Block approval — invoice cannot finalize until submission succeeds (recommended for go-live).
Legal name	Registered business name sent to the gateway. Defaults from Company Setup.
Submit sales return compliance	When on, credit notes / sales returns also trigger compliance submission.
Show QR on POS receipt	Prints compliance QR on POS receipts when submission succeeds (ZATCA, GST, NBR panels).

3A — ZATCA (Saudi Arabia)

1. Select the ZATCA tab.
2. Enter TRN, optional Legal name (Arabic), and Device ID.
3. For Sandbox: switch environment — preset test values load automatically. Save profile; sandbox may auto-provision a certificate.
4. For Production: enter OTP from ZATCA portal, click Onboard CSID, or paste PEM certificate and private key then Upload Certificate.
5. Save profile. Confirm green Certificate active chip before go-live.

3B — GST India

Field	Description
GSTIN	15-character GST identification — must match company registration.
IRN threshold amount	Minimum invoice value requiring IRN (e-invoice).
Seller state code	2-digit state code for place-of-supply logic.
GSP credentials	Client ID, Client Secret, Username, Password from GST Suvidha Provider.
B2C POS IRN	Submit IRN for retail POS receipts above threshold.
Composition scheme	Enable if registered under composition — affects tax calculation.
Default RCM	Reverse charge mechanism default on purchase lines.
Validate HSN on submit	Block submission if product HSN missing/invalid.
Default payment mode	Cash/Credit/Bank for e-invoice payload.

1. Select the GST India tab.
2. Enter GSTIN, IRN threshold amount, and Seller state code (required).
3. Enter GSP/API credentials: Client ID, Client Secret, Username, Password.
4. Configure toggles: B2C POS IRN submission, composition scheme, default reverse charge (RCM), HSN validation, default payment mode.
5. Start in Sandbox with preset credentials; switch to Production only with live GSTIN and production API keys.
6. Save profile. GST India uses API credentials — no PEM certificate upload.

3C — NBR (Bangladesh) — preview only

1. Select the NBR tab only for evaluation or future testing.
2. Fields available today: TIN, Show QR on POS, PEM certificate/key (same pattern as ZATCA).
3. Do not treat successful saves as proof of NBR acceptance — gateway integration is still being completed.

Step 4 — Post compliant documents (Billing & POS)

Once Step 3 is enabled, compliance runs at document approval time — not at draft save.

Source	When submission triggers	Notes
Sales invoice (Billing)	Invoice approved / posted	Uses customer, line tax, and company profile for active scheme.
POS receipt	POS sale finalized	QR on receipt if enabled; GST B2C IRN depends on threshold and B2C toggle.
Credit note / sales return	When return approved	Only if Submit sales return compliance is enabled on profile.

Requires: customers and products set up, GL mappings configured, and tax assigned to lines. See Billing and POS module guides.

Step 5 — E-Invoice Audit (monitor & retry)

Menu: Financials → Tax & Compliance → E-Invoice Audit  |  Route: /settings/e-invoice-audit

Central log of every compliance submission. Filter by branch, scheme (ZATCA / GST India / NBR), and status. Use this page daily during rollout and month-end reconciliation.

How to use

1. Set filters (branch, scheme, status) and click Refresh.
2. Review columns: submitted time, document type, scheme, status, reference/IRN, tax amount.
3. For failed rows, open details, fix root cause, then click Retry.
4. For GST India e-way bill eligible rows, use the e-way bill action when available.
5. Link back to E-Invoice Compliance from the header to adjust credentials or certificates.

Step 6A — GST Reports (India)

Menu: Financials → Tax & Compliance → GST Reports  |  Route: /settings/gst-reports

Available when GST India compliance is enabled. Set date range and branch, click Refresh, then export PDF, Excel, or CSV.

Tab	Purpose
GSTR-1	Outward supplies — document-level taxable value and CGST/SGST/IGST totals.
GSTR-3B	Summary return figures for the period.
GSTR-2A	Inward supplies (purchase-side) view for reconciliation.
GSTR-2B	Auto-drafted ITC statement view for supplier invoice matching.

Step 6B — ZATCA Reports (Saudi Arabia)

Menu: Financials → Tax & Compliance → ZATCA Reports  |  Route: /settings/zatca-reports

VAT return-style summary for the date range: total taxable value, total VAT, standard-rated VAT, and document lines with clearance references. Export to PDF, Excel, or CSV.

Step 6C — NBR Reports (Bangladesh) — preview only

Menu: Financials → Tax & Compliance → NBR Reports  |  Route: /settings/nbr-reports

When NBR is fully supported, this page will summarize taxable value and VAT for the selected period with export options — same pattern as ZATCA Reports.

Step 7 — Tax Summary Report (Financials)

Menu: Financials → Tax & Compliance → Tax Summary  |  Route: /financials/tax-report

Internal reconciliation of tax collected and paid by tax rate and period — independent of e-invoice gateway. Use alongside regional reports (GST/ZATCA) or alone when e-invoicing is not enabled (e.g. Bangladesh until NBR is ready).

1. Select fiscal year and accounting period (or custom date range).
2. Optionally filter by branch.
3. Generate report and export if needed.

Step 8 — WHT Report (withholding tax)

Menu: Financials → Tax & Compliance → WHT Report  |  Route: /financials/wht-report

Tracks withholding tax payable to suppliers and receivable from customers when WHT/TDS tax rates are configured in Taxation. Set date range and branch, then generate.

Tab	Contents
WHT Payable	Amounts withheld on supplier payments — by supplier and rate.
WHT Receivable	Amounts withheld by customers on your sales.
Transactions	Detailed WHT transaction register for the period.

Requires: WHT category tax rates with GL accounts in Taxation.

Step 1 — Departments

Menu: HRM → Departments  |  Route: /hrm/departments

Create your department tree first — every employee, payroll cost report, and org chart node rolls up to a department.

Dialog fields

Field	Required	Description
Department Name	Yes	Display name (e.g. Finance, Sales, Warehouse).
Department Code	No	Short code for reports and imports.
Parent Department	No	Build hierarchy — sub-departments roll up to parent in org chart.
Department Head	No	Employee assigned as manager — dropdown populated after employees exist.
Active	Yes	Inactive departments hidden from new employee assignment.

1. Click Add Department.
2. Enter name, optional code, and parent department for hierarchy.
3. Save. Assign department head after employees are registered.

Step 2 — Designations

Menu: HRM → Designations  |  Route: /hrm/designations

Job titles (Manager, Accountant, Sales Executive). Required when registering employees.

Field	Description
Designation Name	Title shown on employee profile and payslip.
Description	Optional role summary.
Active	Inactive designations excluded from new hires.

Step 3 — Grades (optional)

Menu: HRM → Grades  |  Route: /hrm/grades

Pay bands or job grades for structured compensation. Link grades to salary structure templates if used.

Field	Description
Grade Name / Code	Identifier (e.g. G1, Senior, Executive).
Min / Max salary range	Optional bounds for HR planning — not enforced on payroll automatically.

Step 4 — Approval workflows

Menu: HRM → Approval Workflows  |  Route: /hrm/approval-workflows

Define multi-level approvers for leave, overtime, salary advances, and payroll adjustments before employees submit requests.

Setting	Description
Workflow type	Leave, Overtime, Salary Advance, Payroll Adjustment, etc.
Approval levels	Ordered list — Level 1 (supervisor) → Level 2 (HR) → Level 3 (director).
Approver role / user	Who receives pending approval notifications at each level.
Auto-approve threshold	Optional — small amounts skip upper levels.

Step 5 — Leave types

Menu: HRM → Leave Types  |  Route: /hrm/leave-types

1. Create types: Annual, Sick, Casual, Unpaid, Maternity, etc.
2. Configure per type: paid/unpaid, max days per year, accrual frequency, carry-forward limit, requires approval, half-day allowed.
3. Set whether leave deducts from payroll (LWP) for unpaid types.

Field	Description
Leave Type Name	Shown on leave application form.
Default allocation	Annual entitlement days — applied via Leave Allocations.
Accrual	Monthly/yearly accrual vs fixed annual grant.
Requires approval	Routes through Approval Workflows when enabled.

Step 6 — Holidays & holiday calendar

Routes: /hrm/holidays · /hrm/holiday-calendar

Define public/company holidays per year. Calendar view helps HR and employees plan leave around closures.

Step 7 — Shifts & schedules

Configure in this order:

Step	Screen	Route
7A	Shifts	/hrm/shifts
7B	Shift Rotations	/hrm/shift-rotations
7C	Shift Assignments	/hrm/shiftassignments
7D	Shift Schedules	/hrm/shiftschedules
7E	Shift Swap (operations)	/hrm/shift-swap

Shifts define start/end times, grace minutes, and break rules; assignments link employees before attendance is recorded.

Screen	Key fields
Shifts	Name, start time, end time, grace period (late tolerance), overnight flag, active.
Shift Rotations	Cycle pattern (e.g. 2-day morning → 2-day evening) for rotating teams.
Shift Assignments	Employee + shift + effective date range.
Shift Schedules	Calendar view of who works which shift per day.
Shift Swap	Employee requests swap — manager approves; updates schedule.

Step 8 — Attendance & overtime policies

Routes: /hrm/attendance-policy · /hrm/overtime-policy

Set late-entry rules, half-day thresholds, weekend handling, and overtime calculation before processing attendance.

Policy area	Typical settings
Attendance policy	Late after X minutes, half-day after Y hours absent, weekend days, holiday override, biometric vs manual source.
Overtime policy	OT rate multiplier, minimum OT block (30 min), weekday vs weekend OT rules, requires pre-approval.

Step 9 — Salary rules & structure templates

Routes: /hrm/salary-rules · /hrm/salary-structure-templates

1. Salary rules — earnings (Basic, HRA, Transport) and deductions (Tax, PF) with formula or fixed amount.
2. Structure templates — bundle rules into reusable packages assigned to employees.
3. Loan types (/hrm/loan-types) — before employee loan applications.

Step 10 — Onboarding templates & contracts

Routes: /hrm/boarding-templates · /hrm/contracts

Onboarding checklists for new hires; employment contracts with start/end dates and visa tracking for expiry reports.

Step 11 — Employee registration

Menu: HRM → Dashboard → Add Employee  |  Routes: /hrm/dashboard · /hrm/employees/new · profile /hrm/employees/{id}

1. Open HRM Dashboard — KPI cards: total employees, active, on leave, new hires (30 days).
2. Click Add Employee — multi-section form.
3. Complete sections below and save.

Employee form — key sections

Section	Fields
Personal	Full name, employee code, gender, date of birth, blood group, photo, national ID, contact phone/email, emergency contact.
Employment	Department, designation, grade, branch, join date, employment type (permanent/contract), reporting manager.
Compensation	Salary structure template, bank account for payroll, payment mode.
Shift & attendance	Default shift assignment, attendance policy group, biometric ID (if using agent).
System access	Link to Users account — enables My Attendance and leave self-service.
Documents	Contract upload, visa/passport with expiry (feeds visa expiry report).
Kiosk PIN (Step 7 — Statutory)	4–6 digit PIN for Attendance Kiosk. Leave empty to allow kiosk access without PIN (not recommended in shared offices).

Profile routes: view /hrm/employees/{id} · edit /hrm/employees/edit/{id}

Step 12 — Leave allocations

Menu: HRM → Leave Allocations  |  Route: /hrm/leave-allocations

Assign opening leave balances per employee and leave type for the fiscal/year period. Run after employees and leave types exist.

Step 13 — Attendance

Routes: /hrm/daily-attendance · /hrm/kiosk · /hrm/my-attendance

Screen	Purpose
Daily Attendance	HR records or imports check-in/out; syncs with biometric agent.
Attendance Kiosk	/hrm/kiosk — self-service terminal (code + PIN + webcam). Full kiosk guide →
My Attendance	Employee self-view of own records.
Late Entry Records	/hrm/late-entry-records — audit late arrivals.
Attendance Regularization	/hrm/attendance-regularization — approve missed punch corrections.
Overtime Records	/hrm/overtime-records — approved OT hours for payroll.

Attendance Kiosk — detailed guide

Menu: HRM → Attendance Kiosk  |  Route: /hrm/kiosk  |  Permission: DailyAttendance (Read)

Kiosk vs other attendance methods

Method	Who uses it	Hardware	Best for
Attendance Kiosk	Any employee at shared terminal	PC/tablet + webcam; no login	Small/medium offices, shops, warehouses without biometric devices
Biometric Agent + device	Employee scans finger/face	ZKTeco-style terminal + Windows agent service	High-volume factories, strict access control
Daily Attendance (HR)	HR/admin	None — manual entry or import	Corrections, remote workers, bulk import
My Attendance	Logged-in employee	Personal phone/PC with user account	Self-service view only (not a kiosk punch)

Prerequisites (configure before go-live)

1. Employees registered with unique Employee Code (Step 11).
2. Kiosk PIN set per employee (Employee Registration → Step 7 Statutory, or Edit Employee). Recommended 4–6 digits.
3. Shift assigned to employee (Step 7 — Shifts) — drives late detection.
4. Attendance policy configured (Step 8) — grace minutes, half-day rules.
5. Company timezone set in Branching — kiosk clock and punch times use company timezone.

HR setup — deploy a kiosk terminal

1. Use a dedicated tablet or PC at the entrance (avoid personal laptops).
2. Install Chrome or Edge. Use HTTPS URL — browsers block webcam on insecure HTTP except localhost.
3. Log in once as a user with DailyAttendance Read permission (or keep session pinned for the kiosk account).
4. Navigate to /hrm/kiosk and press F11 for fullscreen (optional).
5. When the browser asks Allow camera, click Allow — required for check-in photo capture.
6. Pin the kiosk tab; disable sleep/screen lock on the device during working hours.
7. Train employees: Code → PIN → Check In/Out. Form auto-clears after each successful punch.

Kiosk screen — what employees see

UI element	Behaviour
Live clock	Current time and date (company timezone).
Webcam preview	Live video feed; green border when employee is already checked in today. Shows camera-off icon if permission denied.
Employee Code	Type or scan barcode of employee code — name appears when code matches an active employee.
Status chip	If already In today, shows In since hh:mm and button switches to CHECK OUT.
PIN	Masked password field — verifies identity before punch.
CHECK IN / CHECK OUT	Large button — green for In, orange/warning for Out. Press Enter after entering code.
Status message	Success or error alert — auto-clears after 5 seconds.
Branding footer	Company display name + “ATTENDANCE KIOSK”.

Employee punch — step by step

1. Stand in front of the webcam (face visible in preview).
2. Enter your Employee Code — confirm your name appears below the camera.
3. Enter your PIN (if HR assigned one).
4. Click CHECK IN (morning arrival) or CHECK OUT (end of shift).
5. Wait for success message — e.g. ✓ Ahmed — In at 09:02 AM or ✓ Ahmed — Out (8.5 hrs).
6. Fields reset automatically — next employee can punch immediately.

What happens in the system

Event	System action
Check In	Creates/updates today's Daily Attendance summary; captures JPEG photo from webcam; records device type as Biometric/kiosk source; calculates late minutes against assigned shift (if not flexible shift); auto-creates Late Entry record when late.
Check Out	Records checkout time; calculates total working hours and overtime minutes per attendance policy; no photo on checkout (check-in photo retained).
HR review	Open /hrm/daily-attendance — photo thumbnail on row; click to view full captured photo dialog.
Payroll	Working hours, late minutes, and OT flow into payroll run (Step 15).

PIN security rules

Scenario	Result
Employee has no Kiosk PIN set	PIN field can be left empty — punch allowed (convenient but less secure).
Employee has PIN set	Must enter matching PIN — empty or wrong PIN shows Invalid PIN.
HR resets PIN	Edit employee → Kiosk PIN field → Save. Tell employee privately; do not share on group chat.

Step 14 — Leave applications

Menu: HRM → Leave Applications  |  Route: /hrm/leave-applications

Employees or HR submit leave requests; approval workflow routes to managers. Approved leave deducts from allocation balance.

Step 15 — Payroll & benefits processing

Menu: HRM → Payroll and Benefits  |  Route: /hrm/payroll-benefits

1. Select pay period (month) aligned with Financials open accounting period.
2. Click Generate Payroll — system calculates per employee: basic + allowances − deductions − LWP − loan EMI − advance recovery + overtime.
3. Review draft payslips — drill into components per employee.
4. Submit for approval (if workflow configured) then Approve & Post.
5. GL posting: salary expense, employer contributions, net payable, deduction liabilities — via Financials GL mappings.
6. Print payslips or export payroll register from Reports.

Related: Salary Advances (/hrm/salary-advances), Employee Loans (/hrm/loans).

Step 16 — Appraisals, goals & skills

Routes: /hrm/appraisal-templates · /hrm/appraisals · /hrm/goals · /hrm/skills

1. Create appraisal templates (KPIs, rating scales).
2. Open appraisal cycle, assign reviewers, score employees.
3. Track goals and skill matrix for workforce planning.

Step 17 — Resignations & terminations

Routes: /hrm/resignations · /hrm/terminations

Manage voluntary exit workflow and involuntary separation. Final settlement ties into last payroll run.

Step 18 — HRM reports

Menu: HRM → Reports  |  Route: /hrm/reports

Report	Route
Headcount	/hrm/reports/headcount
Daily / monthly attendance	/hrm/reports/daily-attendance, /hrm/reports/monthly-attendance
Leave balance / applications / utilization	/hrm/reports/leave-balance, etc.
Payroll summary / payslip register / components	/hrm/reports/payroll-summary, etc.
Employee listing	/hrm/reports/employee-listing
Overtime / late entry / regularization	/hrm/reports/overtime, etc.
Shift schedule	/hrm/reports/shift-schedule
Contract / visa expiry	/hrm/reports/contract-expiry, /hrm/reports/visa-expiry
Loan & advance outstanding	/hrm/reports/loan-advance
Department cost / headcount movement	/hrm/reports/department-cost, etc.
Appraisal performance / boarding pipeline	/hrm/reports/appraisal-performance, etc.
HR audit trail	/hrm/reports/audit-trail

Step 1 — Pipeline settings

Menu: CRM → Pipeline Settings  |  Route: /crm/pipeline-settings

Configure before leads or opportunities. Defines how deals move from first contact to won/lost.

1. Click Add Pipeline — name it (e.g. Standard Sales), mark one as Default.
2. For each pipeline, add Stages in order (Prospecting → Qualification → Proposal → Negotiation).
3. Set Probability % per stage for weighted forecast.
4. Mark exactly one stage as Won and one as Lost (terminal stages).
5. Keep pipeline Active for use on new opportunities.

Step 2 — Lost reasons

Menu: CRM → Lost Reasons  |  Route: /crm/lostreasons

Standard reasons when marking deals lost (Price, Competitor, No budget, Timing). Required before closing opportunities as lost — drives lost-deals and lost-reasons reports.

Field	Description
Reason Name	Short label shown on opportunity close dialog.
Description	Optional detail for sales coaching.
Active	Inactive reasons hidden from new selections but preserved on historical deals.

Step 3 — Sales teams

Menu: CRM → Sales Teams  |  Routes: /crm/salesteams · members /crm/salesteams/{team-id}/members

1. Create teams (e.g. Inside Sales, Field Sales).
2. Add members — link CRM users/employees as team members.
3. Assign opportunities and forecasts to teams for revenue-by-team reports.

Step 4 — Contacts

Menu: CRM → Contacts  |  Routes: /crm/contacts · /crm/contacts/{id}

Individual people (name, email, phone, job title, company link). Contacts attach to leads, customers, and opportunities as stakeholders and activity targets.

Field	Description
First / Last Name	Contact person name — searchable across CRM.
Email / Phone	Primary communication channels; used in duplicate detection.
Company / Customer link	Associate contact with CRM customer account.
Job Title	Role at customer organization (e.g. Procurement Manager).
Owner	Sales rep responsible for follow-up.

Step 5 — Leads

Menu: CRM → Leads  |  Routes: /crm/leads · /crm/leads/{id}

1. Click Add Lead — dialog fields below.
2. Log activities (calls, meetings, tasks) against the lead from detail page or Activities screen.
3. Update status through qualification stages (New → Contacted → Qualified → Converted / Lost).
4. When qualified, convert to customer (/crm/customers/new/{lead-id}).

Field	Description
Lead Name / Company	Prospect identity.
Source	Website, Referral, Campaign, Cold Call — feeds lead source report.
Status / Priority	Pipeline position and urgency (Low/Medium/High).
Assigned Owner	Sales rep responsible.
Expected Value	Estimated deal size before opportunity creation.

Step 6 — CRM customers (detailed guide)

Menu: CRM → Customers  |  Routes: /crm/customers · new /crm/customers/new · from lead /crm/customers/new/{lead-id} · details /crm/customers/{id}  |  Permission: Customers

Create customer — 4-step wizard (/crm/customers/new)

Also opened when converting a qualified lead — wizard pre-fills contact data from the lead.

Step 1 — Profile

Field	Required	Description
Contact Type	Yes	Individual (B2C) or Business (B2B) — shown as B2C/B2B chip on Customer Details.
Company Name	Yes (Business)	Legal or trading name of customer organization.
First Name / Last Name	Yes	Customer or contact person name — forms Display Name on details page.
Email	Yes	Primary email — used on invoices and CRM email threads.
Phone Number	Yes	Primary phone — searchable on Customer Receipt screen.
Alternative Phone Number	No	Secondary contact number — shown on profile card when set.
Tax ID	No	Customer tax registration (VAT/GST/TIN) — flows to billing documents and compliance.
Branch	Yes	Owning branch — scopes customer ledger, default document branch, and CRM activities.

Step 2 — Financials

Field	Required	Description
Opening Balance	No (default 0)	Accounts receivable opening balance for migration — reconcile with Financials AR GL.
Credit Limit	No (default 0)	Maximum outstanding allowed — displayed on Customer Details profile; enforce in sales process.
Default WHT Tax	No	Withholding tax record — auto-fills WHT on new customer receipts/payments (requires WHT taxes in Taxation settings).

Step 3 — Currency

Field	Required	Description
Preferred Currency	No	Default transaction currency on quotations, orders, and invoices.
Preferred Rate Type	No	Spot or Corporate — exchange rate source for FC documents.
Allow Multiple Currencies	No (default on)	When enabled, customer can transact in currencies beyond preferred currency.
Allowed Currencies	No	Multi-select permitted currencies — enabled when multi-currency checkbox is on.

Step 4 — Addresses (repeatable — Add Address button)

Field	Required	Description
Address Type	No	Billing, Shipping, or other — chip shown on profile addresses card.
Street 1 / Street 2	No	Address lines.
City / State / Postal Code / Country	No	Location — default billing/shipping on sales documents.

Quick create — Customer dialog (from list or document pickers)

Tabbed modal with Profile, Financials, Currency, and Addresses — same fields as wizard. Right panel shows live Customer Summary preview (name, email, branch, currency, opening balance, credit limit).

Edit customer — EditCustomerDialog (from Customer Details or list)

Same profile and financial fields. Additional edit-mode behaviour:

• Currency guard — if invoices exist, preferred currency may be locked; alert shows reason and lock date.
• Duplicate With New Currency — enter currency code + Duplicate button to clone customer in new currency (parallel to supplier duplicate).
• Business type uses Contact Person First/Last Name fields (optional) separate from company name.

Customer Details page (/crm/customers/{id})

Read-only dashboard — the central hub for customer relationship and receivables. Layout mirrors Supplier Details: left profile column + right tabbed content panel.

Page header — actions

Button	Action
Make Payment	Navigates to /billing/customer-receipt/{customerId} — record receipt against open invoices.
Pay Advance	Opens Customer Payment dialog with type Advance — records prepayment without linking to a specific invoice.
Edit	Opens EditCustomerDialog — refreshes page on save.
Delete	Confirmation dialog — removes customer and returns to list (blocked if transactions exist).

Left column — profile card

Display	Description
Avatar + Display Name	Customer name with B2B/B2C type chip in header.
Company Name chip	Shown for B2B customers when company name is set.
FC currency chip	Warning chip when customer uses foreign preferred currency.
Email	Primary email address.
Phone Number	Primary phone.
Alternative Phone	Secondary phone — shown only when set.
Tax ID	Tax registration — shown only when set.
Currency	Preferred currency code + “(Multi)” when multiple currencies allowed.
Due Balance	Total outstanding AR — FC amount with BC equivalent for foreign-currency customers.
Advance	Unallocated customer advance balance (prepayments held on account).
Credit Limit	Configured maximum credit exposure.
Last Payment Date	Date of most recent receipt — shown when available.
Addresses card	Repeatable address blocks with type chip, street, city/state/postal, country.

Right column — tabs

Tab 1 — Ledger

Element	Description
Date Range picker + Filter	Filter ledger transactions by period (default: last month to today).
Opening Balance KPI	Period opening balance in display currency (FC converted for FC customers).
Closing Balance KPI	Running balance at end of filtered period.
Ledger table columns	Date · Description · Debit · Credit · Balance — AR sub-ledger style (invoices increase debit/receivable, receipts increase credit).

Tab 2 — Sales

All billing and POS invoices for this customer (latest first).

Column	Description
Invoice Number	Sales invoice reference.
Date	Issue date.
Due Date	Payment due date.
Status	Workflow chip: Draft · Sent · Partially Paid · Paid · Overdue · Cancelled.
Payment Status	Due · Partial · Paid.
Total Amount	Invoice total in document currency (FC) or base currency (BC).

Tab 3 — Payments

Two sections — payment history and advance applications.

Section	Columns / behaviour
Payment history	Invoices with payment activity (Partial or Paid): Reference · Date · Payment Status · Total Amount. Make Payment button repeats header action.
Advance Applied	Invoice · Date · Amount (BC) · Status (Applied/Reversed) · Reverse button (↩) to undo advance allocation on an invoice.

Tab 4 — Activities

CRM activity timeline filtered to this customer — calls, meetings, tasks logged from Activities module.

Tab 5 — Emails

Email thread panel linked to customer entity — correspondence history.

Tab 6 — Notes

Internal chatter/notes — team comments on the customer account.

Tab 7 — Documents

File attachment panel — upload contracts, ID copies, signed agreements.

Customer Payment dialog (from Pay Advance or invoice actions)

Field	Required	Description
Balance summary	Read-only	Invoice context: Invoice, Total, Remaining Due — or customer-wide: Total Sales, Total Paid, Due Balance.
Amount	Yes	Receipt amount — FC or BC label based on invoice/customer currency.
Payment Type	Yes	Due Payment · Opening Balance · Advance.
Paid On	Yes	Receipt date.
Payment Method	Yes	Cash / Bank / Cheque / MFS / Card — from Financials payment methods.
Payment Journal	Yes	Auto-resolved GL journal — branch + payment method + document currency. See Payment Journals guide.
Bank Account	Yes (Bank)	Bank journal picker when paying by bank.
FX Rate Type / Custom Rate	FC only	Spot / Corporate / Custom for foreign currency receipts.
WHT Tax / WHT Rate (manual)	No	Withholding on receipt — Cr AR full / Dr Cash net / Dr WHT Receivable.
Payment Note	No	Memo or reference number.

Customer Receipt page (/billing/customer-receipt/{customerId?})

Bulk receipt entry — mirrors Supplier Payment page: select customer → view open invoices → enter payment amount with FIFO allocation → download receipt. Reached from Customer Details Make Payment button.

Step 7 — Opportunities

Menu: CRM → Opportunities  |  Routes: /crm/opportunities · /crm/opportunities/{id}

1. Create opportunity — link customer, pipeline, stage, expected value, weighted amount, close date, sales team.
2. Move stage as deal progresses (edit detail or drag on Sales Pipeline board).
3. Add products/line items or quote references when integrated with Billing.
4. Mark Won (terminal won stage) or Lost with lost reason from Step 2.

Field	Description
Opportunity Name	Deal title.
Pipeline / Stage	Current position — stage probability drives forecast weighting.
Expected Revenue	Deal value in base currency.
Expected Close Date	Target close — used in stage aging and deal cycle reports.
Win Probability	Defaults from stage; can override manually.

Step 8 — Activities

Menu: CRM → Activities  |  Route: /crm/activities

Tasks, calls, meetings, and emails logged against leads, customers, or opportunities. Drives activity summary reports and team follow-up discipline.

Activity type	Typical use
Task	Follow-up to-do with due date and assignee.
Call	Phone conversation log with outcome notes.
Meeting	Scheduled meeting with location/video link.
Email	Logged email correspondence (manual entry).

Filter Activities list by owner, type, status (open/completed), and related entity.

Step 9 — Sales pipeline board

Menu: CRM → Sales Pipeline  |  Route: /crm/sales-pipeline

Kanban view of open opportunities by stage. Drag cards to advance deals; totals show pipeline value per stage.

Step 10 — Support tickets

Menu: CRM → Tickets  |  Routes: /crm/tickets · /crm/tickets/{id}

Customer support cases with priority, status, SLA tracking, and assignment. Use ticket summary and SLA compliance reports for service desk KPIs.

Step 11 — Automation & duplicate detection

Routes: /crm/automation-rules · /crm/duplicates

Automation rules — trigger actions on lead/opportunity events (assign owner, create task). Duplicate detection — merge or resolve duplicate contacts/customers before data quality issues spread.

Step 12 — Forecasts & analytics dashboards

Routes: /crm/salesforecasts · /crm/conversiondashboard · /crm/customerlifetimevalue

• Sales forecasts — period targets vs pipeline weighted value.
• Conversion dashboard — lead-to-customer and stage conversion rates.
• Customer lifetime value — revenue potential by account.

Step 13 — CRM reports

Menu: CRM → Reports  |  Route: /crm/reports

Report	Route
Pipeline summary	/crm/reports/pipeline-summary
Win / loss	/crm/reports/win-loss
Revenue by team / person	/crm/reports/revenue-by-team, /crm/reports/revenue-by-person
Top deals / deal cycle time	/crm/reports/top-deals, /crm/reports/deal-cycle-time
Lead pipeline / lead source	/crm/reports/lead-pipeline, /crm/reports/lead-source
Opportunity register	/crm/reports/opportunity-register
Conversion funnel	/crm/reports/conversion-funnel
Lost deals / lost reasons	/crm/reports/lost-deals, /crm/reports/lost-reasons
Forecast vs actual	/crm/reports/forecast-vs-actual
Customer CLV / entity snapshot	/crm/reports/customer-clv, /crm/reports/entity-snapshot
Activity summary / team scorecard	/crm/reports/activity-summary, /crm/reports/team-scorecard
Stage aging	/crm/reports/stage-aging
Ticket summary / register / SLA	/crm/reports/ticket-summary, etc.
Quote pipeline / campaign performance	/crm/reports/quote-pipeline, /crm/reports/campaign-performance

Step 1 — Unit of Measures

Menu: Inventory → Unit of Measures  |  Route: /inventory/unitofmeasures

Configure before products. Every product links to one base UoM (Piece, Kg, Litre, Box, etc.).

Field	Description
Name	Full unit name (Kilogram, Piece, Carton).
Symbol	Short code (kg, pc, ctn).
Base unit	Mark if this is a base UoM; derived units reference a base with conversion factor.
Conversion factor	For derived units — e.g. 1 Carton = 12 Pieces.
Active	Inactive UoM cannot be assigned to new products.

1. Click Add.
2. Enter name, symbol, and base/derived relationship.
3. Save. Repeat for all units your catalogue uses.

Step 2 — Categories

Menu: Inventory → Categories  |  Route: /inventory/categories

Organise products for browsing, reporting, and POS. Supports hierarchy (parent/child categories).

1. Add top-level categories (e.g. Electronics, Grocery).
2. Add sub-categories where needed.
3. Assign categories when creating products (Step 6).

Step 3 — Brands

Menu: Inventory → Brands  |  Route: /inventory/brands

Optional but recommended for retail and distribution. Used in product master and category/brand summary reports.

Step 4 — Product Groups

Menu: Inventory → Product Groups  |  Route: /inventory/productgroups

Bundle related products for pricing or reporting (optional). Can be configured after initial product load.

Step 5 — Discount Types

Menu: Inventory → Discount Types  |  Route: /inventory/discounttypes

Define percentage or fixed discounts referenced on sales lines and POS (optional before go-live).

Step 6 — Add Product (5-step registration wizard)

Menu: Inventory → Products → Add Product  |  Routes: /inventory/products · new /inventory/products/new · edit /inventory/products/edit/{id} · view /inventory/products/view/{id}  |  Permission: Products

Wizard navigation

• Horizontal stepper: Identification → Categorization → Pricing & Tax → Inventory Behaviour → Media & Extras.
• Next validates the current step; Previous goes back without losing data.
• Click a completed step in the stepper to jump back (edit mode).
• Save Product appears only on Step 5 — creates/updates the product and optional variant SKUs.

Prerequisites before Add Product

Master data	Route	Why needed
Unit of Measure	/inventory/unitofmeasures	Required on Step 2 — base UoM for all qty fields.
Category	/inventory/categories	Auto-fills default tax from category on select.
Product Group	/inventory/productgroups	Auto-fills default UoM from group on select.
Brand	/inventory/brands	Optional — reporting and filtering.
Tax rates / groups	Financials → Taxation	Step 3 tax multi-select.
Suppliers	Procurement → Suppliers	Step 1 supplier linkage + auto-reorder PO.
GL mappings	Financials GL mappings	Default accounts unless product-level override set.

For size/colour variant products, use Product Templates (/inventory/product-templates) or enable Variants on Step 3 during registration — the system generates child SKUs from attribute combinations.

Product Type — options (Step 1)

Type	Stock tracked	Typical use
Raw Material	Yes	Inputs for manufacturing or assembly.
Finished Good	Yes	Standard sellable inventory item — most retail SKUs.
Service	No	Non-stockable — labour, consulting, delivery fee lines.
Consumable	No	Internal use (office supplies) — not sold or tracked in stock.
Semi-Finished	Yes	WIP / intermediate manufacturing stage.
Asset	Separate	Fixed assets (machinery) — not regular inventory.
Packaging Material	Yes	Cartons, labels used to pack finished goods.
By-Product	Yes	Secondary output from manufacturing process.

Wizard Step 1 — Identification

Field	Required	Description
Product Name	Yes	Display name on invoices, POs, POS, and reports. Changing name triggers SKU auto-suggestion if SKU was auto-generated.
Specification	No	Short technical spec or model description — shown on product view.
SKU	Yes	Unique stock-keeping unit code. Auto-generated from product name via backend when left empty — uniqueness validated against database. Used in bulk import, opening stock, and reports.
Barcode	No	Primary scan code for POS and document line barcode scan. QR scanner button simulates a scan for testing.
HSN	No*	Harmonized System Nomenclature code — required for GST India e-invoice on taxable goods.
Product Type	Yes	Controls whether stock is tracked and which modules list the item (see table above).

Supplier Linkage (optional table — Add Supplier button)

Column	Required	Description
Supplier	Per row	Vendor from Procurement supplier master.
Supplier Product Code	No	Vendor's own catalogue/SKU reference for this item.
Purchase Price	No	Supplier-specific buy price — used as reference on PO lines.
Lead Time (Days)	No	Expected delivery days from this supplier.
Min Order Qty	No	Minimum quantity this supplier accepts per order.
Preferred	No	Checkbox — only one preferred supplier per product. Used by Auto Reorder on Step 4 to select PO vendor.

Wizard Step 2 — Categorization

Field	Required	Description
Product Group	No	Bundle for pricing tiers and reporting. Quick-add (+) opens dialog. On select, backend may auto-fill default UoM if base UoM empty.
Unit of Measure	Yes	Base UoM for stock qty, opening stock, and inventory transactions. If UoM type is Weight, product becomes weight-based — enables scale read on procurement GRN and weight POS.
Brand	No	Brand master link — quick-add (+) dialog. Inactive brands show (Inactive) badge in edit mode.
Category	No	Category master link — quick-add (+) dialog. On select, backend auto-fills default tax on Step 3 if no tax selected yet.
Warranty Period	No	Numeric warranty duration — feeds /inventory/warranty-claims module.
Purchase UoM	No	Alternate unit for buying — e.g. buy in Carton while base UoM is Piece. Default: Same as Base UoM.
Sales UoM	No	Alternate unit for selling — e.g. sell in Box while base is Piece. Default: Same as Base UoM.
UoM Conversion Factor	Conditional	Shown when Purchase UoM is set — e.g. 1 Carton = 12 Pieces. Applied automatically on PO receipt and SO shipment qty conversion.

Wizard Step 3 — Pricing & Tax

Core pricing

Field	Required	Description
Purchase Price	Yes	Standard buy price in base currency (BC) — drives inventory valuation and COGS. Helper text confirms BC context.
Sale Price	Yes	Default sell price in BC — used on Billing/POS lines unless branch or customer rate overrides.
Costing Method	Yes	FIFO · LIFO · Weighted Average — determines how unit cost is calculated on stock moves and Product Valuation Report.
Discount Type	No	Default line discount from Inventory discount types — quick-add (+) dialog.
Tax Inclusive / Exclusive	Yes	Tax Inclusive = sale price includes tax. Tax Exclusive = tax added on top — enables tax multi-select below.
Select Tax	Conditional	Multi-select taxes and tax groups (shown when Tax Exclusive). Chips show Sales/Purchase scope. Effective tax rate preview alert sums percentage taxes.

Foreign Currency Purchase Price (expandable panel)

Field	Required	Description
Purchase Currency	No	Foreign currency for imported cost — clearable to use base currency only.
Foreign Purchase Price	No	Unit cost in FC — disabled until currency selected.
Exchange Rate to Base	No	Base per 1 FC unit — auto-loads from exchange rates when currency/date changes. Progress bar while loading.
BC Equivalent alert	Read-only	Shows computed base-currency purchase price after FX conversion — this value feeds Purchase Price (BC).

Variants (registration only — Add Variants button)

Field	Description
Attribute Name	Variant dimension — e.g. Colour, Size, Material.
Attribute Values	Each value row: Value text + optional Price Adjustment (+/− from base sale price).
Variant count preview	Success alert shows how many SKUs will be generated (Cartesian product of all attribute values) on save.

Remove Variants clears all attribute rows. Variant child SKUs are created on save — template parent cannot receive stock directly.

GL Account Overrides (expandable — accountant use)

Field	GL role	Fallback
Income Account	Sales revenue on invoice	Global GL mapping by product group/category
COGS Account	Cost of goods sold on shipment	Global mapping
Inventory Account	Inventory asset on receipt/adjustment	Global mapping
Purchase Account	Purchase expense (non-stock items)	Global mapping

Resolution order at posting: Product override → Product Group → Category → Global mapping.

Branch-Specific Pricing (Add Branch Price button)

Column	Description
Branch	Branch for price override.
Sale Price	Branch sell price — blank uses default Sale Price.
Purchase Price	Branch buy price — blank uses default Purchase Price.

Wizard Step 4 — Inventory Behaviour

Setting	Type	Description
Serial Number Tracking	Toggle	Each unit gets unique serial — mandatory entry on procurement GRN (Received) and enforced on picking for serial products.
Batch Number Tracking	Toggle	Lot/batch grouping with expiry — batch dialog on GRN; FEFO picking uses batch expiry.
Available for Sale	Toggle	When on, product appears in Billing quotation/order/invoice and POS product pickers.
Product Status	Select	Draft (work in progress) · Active (operational) · Obsolete (no new transactions) · Discontinued (phased out). Only Active products appear on new documents.
Expiry Date	Date	Product-level expiry for perishable items — complements batch expiry on transactions.
Alert Threshold	Number	Low-stock alert quantity — triggers inventory alerts when on-hand falls below this level (separate from reorder policy min).

Reorder Policy (expandable panel on Step 4)

Field	Required	Description
Min Stock Level	If auto-reorder	Trigger point — when stock falls below, reorder suggestion/PO is generated.
Max Stock Level	If auto-reorder	Target ceiling after reorder — must be greater than min.
Reorder Quantity	If auto-reorder	Qty to order each time policy fires.
Lead Time (Days)	If auto-reorder	Supplier delivery lead time for planning.
Auto Reorder Enabled	No	When on, system can auto-create procurement PO when stock hits minimum — uses Preferred supplier from Step 1.
Preferred supplier alert	Read-only	Info chip showing which supplier will be used for auto PO.

Wizard Step 5 — Media & Extras

Product Image

Detail	Description
Upload	Click or drag image — PNG, JPG, WEBP accepted. Preview shown immediately.
Usage	Displayed on product view and POS terminal product grid.
Validation error	Shown below upload area if file type/size invalid.

Multi-Barcodes (Add Barcode button)

Column	Description
Barcode Type	EAN-13 · EAN-8 · UPC-A · Code128 · QR · DataMatrix · Other.
Barcode Value	Scannable code — multiple packaging levels (case, inner pack, unit).

Primary Barcode on Step 1 is the default scan field; multi-barcode table adds alternate codes resolved during POS/Billing barcode scan.

Customer-Specific Pricing (Add Rate button)

Column	Description
Customer Type	Free-text customer segment name — e.g. Wholesale, VIP, Distributor.
Price	Special sell price for that customer type — applied when customer matches segment rules.

Field	Required	Description
Internal Notes	No	Staff-only notes — not printed on customer documents. Multi-line text area.

Click Save Product on Step 5. Set status Active on Step 4 before go-live. Post opening stock via Branch Opening Stock.

Edit product (/inventory/products/edit/{id})

Same 5-step wizard pre-filled with existing data. Differences from registration:

• Variants section not shown on edit — manage variants via Product Templates.
• Inactive product groups, brands, categories, discount types show (Inactive) badge but remain selectable for historical products.
• Supplier rows, branch prices, barcodes, and multi-rates load from saved product.

Field impact — where each setting is used

Field / setting	Billing / POS	Procurement	Stock / WMS	Financials
SKU / Barcode	Line scan, search	PO/GRN lines, bulk import	Opening stock, transfers	—
Product Type = Service	Sellable, no stock check	PO as expense line	No stock moves	Revenue only
Sale / Purchase Price	Default line price	Default PO cost	Opening stock valuation	COGS calculation
Costing Method	—	Receipt cost layer	Transfer/adjustment cost	Valuation report
Tax / HSN	Invoice tax, compliance	Input tax on GRN	—	Tax GL accounts
Serial / Batch tracking	—	GRN serial/batch entry	Picking serial scan	—
Auto Reorder + Preferred supplier	—	Auto PO creation	Reorder suggestions	—
GL overrides	Revenue account	Purchase account	Inventory account	Journal posting

Recommended first product checklist

1. Step 1: Name, SKU, Finished Good type, primary barcode.
2. Step 2: Base UoM (Piece/kg), category with default tax.
3. Step 3: Purchase + sale price, costing method, tax exclusive + VAT tax.
4. Step 4: Available for Sale on, Status = Active, set alert threshold.
5. Step 5: Upload image (optional), Save Product.
6. Verify on /inventory/products list → post opening stock.
7. Test on Billing invoice line and POS scan.

Step 7 — Reorder Policies

Menu: Inventory → Reorder Policies  |  Route: /inventory/reorderpolicies

Minimum/maximum stock rules per product. Drives low-stock alerts and WMS reorder suggestions. Requires products (Step 6). Stock quantities help but are not required to create policies.

1. Click Add Policy, select product and branch/warehouse scope.
2. Set minimum, maximum, and reorder quantity.
3. Enable Auto reorder if procurement integration should suggest POs.
4. Use Trigger Auto Reorders to evaluate all policies on demand.

Step 8 — Alerts & Warranty Claims

Routes: /inventory/alerts · /inventory/warranty-claims

Alerts — active low-stock and policy violations; badge appears on the top bar notification icon. Warranty Claims — track customer warranty returns linked to serialised or warrantied products.

Step 9 — Inventory reports & analytics

Menu: Inventory → Reports  |  Route: /inventory/reports

Report	Route
Reports hub	/inventory/reports
Dashboard snapshot	/inventory/reports/dashboard-snapshot
Product master register	/inventory/reports/product-master-register
Category & brand summary	/inventory/reports/category-brand-summary
Alert summary	/inventory/reports/alert-summary
Warranty claims report	/inventory/reports/warranty-claims-report
Inventory analytics	/inventory/analytics
Inventory aging	/inventory/aging