Knowledge Base

Truebooks-ERP Knowledge Base

Complete User Guide for Navigation and Data Entry

Table of Contents

  1. System Overview
  2. Getting Started
  3. Complete Navigation Menu Reference
  4. User Roles and Permissions
  5. General Ledger Module
  6. Accounts Receivable (Sales) Module
  7. Accounts Payable (Purchase) Module
  8. Inventory Module
  9. Reports
  10. Financial Period Management
  11. Year-End Closing
  12. Bank Reconciliation
  13. Approval Workflow Management
  14. Workflow Diagrams
  15. Troubleshooting & FAQ

1. System Overview

1.1 What is Truebooks-ERP?

Truebooks-ERP is a comprehensive, production-ready multi-tenant SaaS ERP (Enterprise Resource Planning) system designed for small to medium businesses. It provides complete business management functionalities including:

  • Financial Management - General Ledger, Chart of Accounts, Bank Reconciliation
  • Sales Management - Complete sales cycle from customer enquiry to invoice
  • Purchase Management - Complete procurement cycle from supplier enquiry to bill payment
  • Inventory Management - Stock tracking, adjustments, and valuation

1.2 Multi-Tenant Architecture

The system supports multiple independent businesses (tenants) on a single platform:

  • Each tenant has completely isolated data
  • Tenants cannot see or access other tenants' data
  • Data is secured using PostgreSQL Row Level Security (RLS)
  • Each user belongs to a specific tenant

1.3 Technology Stack

Component Technology
Backend .NET 8, ASP.NET Core Web API
Frontend Blazor Server with MudBlazor UI
Database PostgreSQL with Row Level Security
Real-time SignalR for live dashboard updates
Reports QuestPDF (PDF), EPPlus (Excel)

1.4 Key Features

  • Dual Authentication: Cookie-based for web UI, JWT tokens for API access
  • Multi-Currency Support: Handle transactions in multiple currencies with automatic exchange rate fetching
  • Automatic Voucher Numbering: Centralized, atomic document number generation
  • Document Workflow: Full traceability from enquiry to final documents
  • Soft Delete/Void: Audit trail preservation - documents are voided, not deleted
  • Real-time Dashboards: Live KPI updates via SignalR
  • Professional Exports: PDF and Excel exports with company branding

2. Getting Started

2.1 Logging In

  1. Navigate to the application URL
  2. Enter your email address
  3. Enter your password
  4. Click Login

Upon successful login, you will see:

  • Your email address in the top-right corner
  • Your tenant/company name below your email
  • The main navigation drawer on the left

The left navigation drawer organizes features into four main modules:

Module Icon Description
General Ledger Bank icon Financial accounts, journals, bank management
Account Receivables Point of Sale icon Sales and customer management
Account Payables Credit Card icon Purchases and supplier management
Inventory Inventory icon Items, stock, pricing management

Each module contains three sub-sections:

  • Settings - Master data configuration
  • Transactions - Day-to-day operations
  • Reports - Analysis and reporting

2.3 Understanding the Dashboard

Access the Dashboard via the navigation menu. It displays:

  • Key Performance Indicators (KPIs): Revenue, expenses, profit margins
  • Recent Transactions: Latest activity across modules
  • Pending Approvals: Items awaiting your action
  • Charts: Visual representation of business metrics

2.4 First-Time Setup Checklist

Before using the system, complete these setup steps in order:

  1. Company Profile (Settings > Company Profile)
  2. Branches (System > Settings > Branches)
  3. Departments (System > Settings > Departments)
  4. Currencies (System > Settings > Currencies)
  5. Chart of Accounts (General Ledger > Settings > Chart of Accounts)
  6. Tax Codes (System > Tax Setup > Manage Tax Codes)
  7. Bank Accounts (General Ledger > Settings > Bank Accounts)
  8. Voucher Numbering (General Ledger > Settings > Voucher Numbering)
  9. Unit of Measures (Inventory > Settings > UOM)
  10. Item Categories (Inventory > Settings > Item Categories)
  11. Items (Inventory > Settings > Item Master)
  12. Customer Categories (Account Receivables > Settings > Customer Categories)
  13. Customers (Account Receivables > Settings > Manage Customer)
  14. Supplier Categories (Account Payables > Settings > Supplier Categories)
  15. Suppliers (Account Payables > Settings > Manage Supplier)

3. Complete Navigation Menu Reference

This section provides a comprehensive reference for all navigation menus available in Truebooks-ERP. The navigation structure is organized into logical modules, each containing Settings, Transactions, and Reports sub-sections where applicable.

3.1 Top-Level Navigation Items

Menu Item Icon Path Description Access Level
Home Home / Landing page with system overview All Users
Dashboard Dashboard /dashboard Real-time KPIs, charts, and business metrics All Users

3.2 General Ledger Module

The General Ledger module is the foundation of the financial system. All transactions eventually flow into the GL through journal entries.

3.2.1 Settings

Menu Item Icon Path Description
Chart of Accounts Account Tree /master-data/chart-of-accounts Define the complete hierarchical structure of all financial accounts
Control Accounts Wallet /settings/control-accounts Configure default GL accounts for AR, AP, inventory, and other modules
Voucher Numbering List Numbered /master-data/voucher-numbering Set up automatic document numbering patterns for all transaction types
Bank Accounts Bank /bank-accounts Set up company bank accounts for transactions and reconciliation

Note: Branches, Departments, and Currencies have been moved to System > Settings. Tax-related settings (Tax Codes, US State Tax Rates, Nexus Management, Tax Exemption Certificates) are now under System > Tax Setup.

3.2.2 Transactions

Menu Item Icon Path Description
Cash and Bank Transactions Credit Card /cash-bank-transactions Record receipts, payments, and bank transfers
Journal Voucher Post Add /gl/journal-entry Create manual journal entries for adjustments and corrections
Bank Reconciliation Compare /bank-reconciliation Match bank statements with system transactions

3.2.3 Reports - Registers

Menu Item Icon Path Description
Chart of Accounts Account Tree /reports/chart-of-accounts View complete chart of accounts in hierarchical format
Cash and Bank Register Book /reports/cash-bank-register Detailed transaction history for cash and bank accounts

3.2.4 Reports - Trial Balance

Menu Item Icon Path Description
TB (Standard) Table /reports/trial-balance-standard Standard trial balance with debit/credit columns
TB (With Opening Balances) View List /reports/trial-balance-detail Trial balance showing opening, movement, and closing balances
TB (Group-wise) Account Tree /reports/trial-balance-grouped Trial balance organized by account groups
TB (Month-wise) Calendar /reports/trial-balance-monthly Monthly breakdown of trial balance figures

3.2.5 Reports - Profit & Loss

Menu Item Icon Path Description
P&L (Period-wise) Date Range /reports/profit-loss/period Profit and loss statement for selected periods
P&L (Item-wise) View List /reports/profit-loss/itemwise Profit and loss broken down by item/product

3.2.6 Reports - Balance Sheet

Menu Item Icon Path Description
BS (Vertical) View Agenda /reports/balance-sheet/vertical Balance sheet in vertical (traditional) format
BS (Horizontal) View Column /reports/balance-sheet/horizontal Balance sheet in horizontal (T-account) format
BS (Group-wise) Account Tree /reports/balance-sheet/groupwise Balance sheet organized by account groups

3.2.7 Reports - Cash Flow

Menu Item Icon Path Description
Direct Method Call Made /reports/cash-flow/direct Cash flow statement using direct method
Indirect Method Call Received /reports/cash-flow/indirect Cash flow statement using indirect method

3.2.8 Reports - Other Financial

Menu Item Icon Path Description
Fund Flow Statement Swap /reports/fund-flow Statement of changes in financial position
Account Ledger - Detailed View List /reports/account-ledger-detailed Detailed transaction listing for any GL account
Account Ledger - Summary Summarize /reports/account-ledger-summary Summary of account activity with opening/closing balances

3.2.9 Period Management

Menu Item Icon Path Description
Financial Periods Date Range /gl/financial-periods Manage fiscal years and accounting periods
Year-End Closing Event Busy /gl/year-end-closing Execute year-end closing procedures

3.2.10 GL Knowledge Base

Menu Item Icon Path Description
GL Knowledge Base Menu Book /knowledge-base General Ledger documentation and user guide

3.3 Account Receivables (AR) Module

The AR module manages the complete sales cycle from customer enquiry through invoice and payment collection.

3.3.1 Settings

Menu Item Icon Path Description
Manage Customer People /master-data/customers Create and maintain customer master records
Customer Categories Label /master-data/customer-categories Organize customers into categories for pricing and reporting
Customer Credit Approval Approval /master-data/customers/pending-approvals Review and approve customer credit limit requests

3.3.2 Transactions

Menu Item Icon Path Description
Sales Enquiry Contact Mail /ar/sales-enquiry Record initial customer interest and requirements
Sales Quotation Request Quote /ar/sales-quotation Create formal price quotations for customers
Sales Order Request Assignment /ar/sales-order-request Submit sales orders for approval workflow
Sales Order Request Approval Approval /ar/sales-order-approval Review and approve sales order requests (Admin only)
Sales Order Shopping Bag /ar/sales-order Create confirmed sales orders for fulfillment
Sales Invoice Receipt /ar/sales-invoice Generate invoices for completed sales
Delivery Note Shipping /ar/delivery-note Record goods dispatched to customers
Sales Return Return /ar/sales-return Process customer returns and credit notes

3.3.3 Reports - Registers

Menu Item Icon Path Description
Sales Enquiry Register Contact Mail /reports/sales-enquiry-register List of all sales enquiries with status
Sales Quotation Register Request Quote /reports/sales-quotation-register List of all quotations with conversion status
Sales Order Register Shopping Bag /reports/sales-order-register List of all sales orders with fulfillment status
Sales Invoice Register Receipt /reports/sales-invoice-register List of all invoices with payment status
Delivery Note Register Shipping /reports/delivery-note-register List of all delivery notes

3.3.4 Reports - Statements

Menu Item Icon Path Description
Customer Ledger Wallet /reports/customer-ledger Detailed transaction history for each customer
Customer Statement Article /reports/customer-statement Printable statement showing customer balance
Customer Aging Timeline /reports/customer-aging Age analysis of outstanding receivables

3.4 Account Payables (AP) Module

The AP module manages the complete procurement cycle from supplier enquiry through bill payment.

3.4.1 Settings

Menu Item Icon Path Description
Manage Supplier People /master-data/suppliers Create and maintain supplier master records
Supplier Categories Label /master-data/supplier-categories Organize suppliers into categories for reporting
Supplier Credit Approval Approval /master-data/suppliers/pending-approvals Review and approve supplier credit applications

3.4.2 Transactions

Menu Item Icon Path Description
Purchase Enquiry Contact Mail /ap/purchase-enquiry Record purchase requirements to suppliers
Purchase Quotation Request Quote /ap/purchase-quotation Manage supplier quotations and price comparisons
Purchase Order Request Assignment /ap/purchase-order-request Submit purchase orders for approval workflow
Purchase Order Request Approval Approval /ap/purchase-order-approval Review and approve purchase order requests (Admin only)
Purchase Invoice Description /ap/purchase-bills Record supplier invoices/bills for payment

3.4.3 Reports - Registers

Menu Item Icon Path Description
Purchase Enquiry Register Contact Mail /reports/purchase-enquiry-register List of all purchase enquiries with status
Purchase Quotation Register Request Quote /reports/purchase-quotation-register List of all supplier quotations received
Purchase Order Register Shopping Bag /reports/purchase-order-register List of all purchase orders with receipt status
Purchase Invoice Register Receipt /reports/purchase-invoice-register List of all supplier invoices with payment status

3.4.4 Reports - Statements

Menu Item Icon Path Description
Supplier Ledger Wallet /reports/supplier-ledger Detailed transaction history for each supplier
Supplier Statement Article /reports/supplier-statement Printable statement showing supplier balance
Supplier Aging Timeline /reports/supplier-aging Age analysis of outstanding payables

3.5 Inventory Module

The Inventory module manages items, stock movements, pricing, and warehouse operations.

3.5.1 Settings

Menu Item Icon Path Description
Item Master Category /inventory/items Create and maintain product/service master records
Item Categories Label /inventory/categories Organize items into categories for reporting
Item Groups Category /master-data/item-groups Define item groups for classification
Item Brand Verified /master-data/brands Manage product brands
Item Colours Palette /master-data/colours Define item color variants
Item Size Format Size /master-data/sizes Define item size variants
UOM Straighten /inventory/uoms Configure units of measure and conversions
Location Management Warehouse /inventory/locations Set up warehouses, zones, and bin locations
Manage Serial Numbers QR Code /inventory/serial-numbers Track and manage serial/batch numbers
Price Schedules Price Check /inventory/price-schedules Create customer-specific or date-based pricing
Bulk Price Management Money /inventory/bulk-price-management Mass update item prices across categories

3.5.2 Transactions

Menu Item Icon Path Description
Goods Receipt Notes Inventory /inventory/grn-list Record goods received from suppliers
Delivery Note Shipping /ar/delivery-note Record goods dispatched to customers
Stock Transfer Swap /inventory/stock-transfers Move inventory between locations
Stock Adjustment Edit /inventory/stock-adjustments Adjust stock quantities for corrections

3.5.3 Reports - Registers

Menu Item Icon Path Description
GRN Register Inventory /reports/grn-register List of all goods received notes
Delivery Note Register Shipping /reports/delivery-note-register List of all delivery notes issued
Stock Transfer Register Swap /reports/stock-transfer-register List of all inter-location transfers
Stock Adjustment Register Edit Note /reports/stock-adjustment-register List of all stock adjustments made
Stock Movement Register Swap Vert /reports/stock-movement-register Comprehensive item movement history
Stock Value Register Assessment /reports/stock-value-register Current stock valuation by item/location

3.6 Security Module (Admin Only)

The Security module provides comprehensive access control and audit capabilities. This module is only visible to users with administrative privileges.

Menu Item Icon Path Description
Role Management Admin Panel /security/roles Create and configure user roles with permissions
Permission Catalog Key /security/permissions View all available system permissions
User Role Assignment Manage Accounts /security/user-roles Assign roles to users
User Branch Access Account Tree /security/user-branches Control which branches users can access
Security Audit Log History /security/audit-log View security-related audit trail

3.7 System Module (Admin Only)

The System module provides administrative tools for monitoring and maintaining the application. This module is only visible to users with administrative privileges.

3.7.1 Settings

Menu Item Icon Path Description
Branches Business /settings/branches Manage company branches and locations for multi-location operations
Departments Domain /settings/departments Create and manage departments for cost center tracking
Currencies Dollar /master-data/currencies Define currencies for multi-currency transactions

3.7.2 Tax Setup

Menu Item Icon Path Description
Manage Tax Codes Percent /master-data/tax-codes Configure tax rates and tax calculation rules
US State Tax Rates Map /settings/us-state-tax-rates Manage US state-specific sales tax rates
Nexus Management Hub /settings/nexus Configure tax nexus for multi-state tax compliance
Tax Exemption Certificates Verified /settings/tax-exemptions Manage customer tax exemption certificates

3.7.3 Other System Tools

Menu Item Icon Path Description
Module Configuration Extension /admin/modules Enable/disable and configure system modules
System Diagnostics Monitor Heart /settings/system-diagnostics Real-time system health monitoring, resource usage, database status, and performance metrics via SignalR 
Home (/)
Dashboard (/dashboard)

General Ledger
├── Settings
│   ├── Chart of Accounts
│   ├── Control Accounts
│   ├── Voucher Numbering
│   └── Bank Accounts
├── Transactions
│   ├── Cash and Bank Transactions
│   ├── Journal Voucher
│   └── Bank Reconciliation
├── Reports
│   ├── Registers
│   │   ├── Chart of Accounts
│   │   └── Cash and Bank Register
│   ├── Trial Balance
│   │   ├── TB (Standard)
│   │   ├── TB (With Opening Balances)
│   │   ├── TB (Group-wise)
│   │   └── TB (Month-wise)
│   ├── Profit & Loss
│   │   ├── P&L (Period-wise)
│   │   └── P&L (Item-wise)
│   ├── Balance Sheet
│   │   ├── BS (Vertical)
│   │   ├── BS (Horizontal)
│   │   └── BS (Group-wise)
│   ├── Cash Flow
│   │   ├── Direct Method
│   │   └── Indirect Method
│   ├── Fund Flow Statement
│   └── Statements
│       ├── Account Ledger - Detailed
│       └── Account Ledger - Summary
├── Period Management
│   ├── Financial Periods
│   └── Year-End Closing
└── GL Knowledge Base

Account Receivables
├── Settings
│   ├── Manage Customer
│   ├── Customer Categories
│   └── Customer Credit Approval
├── Transactions
│   ├── Sales Enquiry
│   ├── Sales Quotation
│   ├── Sales Order Request
│   ├── Sales Order Request Approval (Admin)
│   ├── Sales Order
│   ├── Sales Invoice
│   ├── Delivery Note
│   └── Sales Return
└── Reports
    ├── Registers
    │   ├── Sales Enquiry Register
    │   ├── Sales Quotation Register
    │   ├── Sales Order Register
    │   ├── Sales Invoice Register
    │   └── Delivery Note Register
    └── Statements
        ├── Customer Ledger
        ├── Customer Statement
        └── Customer Aging

Account Payables
├── Settings
│   ├── Manage Supplier
│   ├── Supplier Categories
│   └── Supplier Credit Approval
├── Transactions
│   ├── Purchase Enquiry
│   ├── Purchase Quotation
│   ├── Purchase Order Request
│   ├── Purchase Order Request Approval (Admin)
│   └── Purchase Invoice
└── Reports
    ├── Registers
    │   ├── Purchase Enquiry Register
    │   ├── Purchase Quotation Register
    │   ├── Purchase Order Register
    │   └── Purchase Invoice Register
    └── Statements
        ├── Supplier Ledger
        ├── Supplier Statement
        └── Supplier Aging

Inventory
├── Settings
│   ├── Item Master
│   ├── Item Categories
│   ├── Item Groups
│   ├── Item Brand
│   ├── Item Colours
│   ├── Item Size
│   ├── UOM
│   ├── Location Management
│   ├── Manage Serial Numbers
│   ├── Price Schedules
│   └── Bulk Price Management
├── Transactions
│   ├── Goods Receipt Notes
│   ├── Delivery Note
│   ├── Stock Transfer
│   └── Stock Adjustment
└── Reports
    └── Registers
        ├── GRN Register
        ├── Delivery Note Register
        ├── Stock Transfer Register
        ├── Stock Adjustment Register
        ├── Stock Movement Register
        └── Stock Value Register

Security (Admin Only)
├── Role Management
├── Permission Catalog
├── User Role Assignment
├── User Branch Access
└── Security Audit Log

System (Admin Only)
├── Settings
│   ├── Branches
│   ├── Departments
│   └── Currencies
├── Tax Setup
│   ├── Manage Tax Codes
│   ├── US State Tax Rates
│   ├── Nexus Management
│   └── Tax Exemption Certificates
├── Module Configuration
└── System Diagnostics

3.9 User Profile Menu

The user profile menu appears in the top-right corner of the application and provides quick access to personal settings.

Menu Item Icon Description
Profile Person View and edit your personal profile settings
Company Profile Business Access company settings (Admin only)
Logout Logout Sign out of the application

3.10 App Bar Features

The application bar (top navigation) includes:

Feature Description
Menu Toggle Expand/collapse the left navigation drawer
Branch Indicator Shows current working branch (if multi-branch enabled)
Period Selector Quick access to change working financial period with dropdown showing available periods and status
Notifications Badge showing count of pending notifications
User Menu Profile options, company settings, and logout

3.11 Access Control by Role

Module/Feature Owner Admin Accountant Sales Person Inventory Clerk
Home & Dashboard Full Full Full Full Full
Knowledge Base Full Full Full Full Full
GL Settings Full Full View None None
GL Transactions Full Full Full None None
GL Reports Full Full Full View View
AR Settings Full Full Full View None
AR Transactions Full Full Full Full None
AR Reports Full Full Full Full None
AP Settings Full Full Full None View
AP Transactions Full Full Full None Full
AP Reports Full Full Full None Full
Inventory Settings Full Full View View Full
Inventory Transactions Full Full None None Full
Inventory Reports Full Full Full Full Full
Security Module Full Full None None None
System Module Full Full None None None

4. User Roles and Permissions

3.1 Available Roles

Role Description
Owner Full system access, all permissions
Admin Administrative access, most permissions except system-level
Accountant Financial transactions, GL, billing
Sales Person Sales module access
Inventory Clerk Inventory operations

3.2 Permission Matrix

Feature Owner Admin Accountant Sales Person Inventory Clerk
Company Settings ✓ ✓ ✗ ✗ ✗
Chart of Accounts ✓ ✓ ✓ ✗ ✗
Journal Entries ✓ ✓ ✓ ✗ ✗
Bank Reconciliation ✓ ✓ ✓ ✗ ✗
Customer Management ✓ ✓ ✓ ✓ ✗
Credit Approval ✓ ✓ ✗ ✗ ✗
Sales Transactions ✓ ✓ ✓ ✓ ✗
Sales Order Approval ✓ ✓ ✗ ✗ ✗
Supplier Management ✓ ✓ ✓ ✗ ✗
Purchase Transactions ✓ ✓ ✓ ✗ ✓
Inventory Management ✓ ✓ ✗ ✗ ✓
GRN Processing ✓ ✓ ✗ ✗ ✓
Void Documents ✓ ✓ ✗ ✗ ✗
View Reports ✓ ✓ ✓ ✓ ✓
Export Reports ✓ ✓ ✓ ✓ ✓

4. General Ledger Module

The General Ledger (GL) module is the foundation of your financial system. All transactions eventually flow into the GL through journal entries.

4.1 Settings

4.1.1 Chart of Accounts

Navigation: General Ledger > Settings > Chart of Accounts

The Chart of Accounts (COA) is the backbone of your accounting system. It organizes all financial accounts into categories.

Account Types:

Type Description Normal Balance
Asset What you own (Cash, Inventory, Equipment) Debit
Liability What you owe (Loans, Payables) Credit
Equity Owner's investment and retained earnings Credit
Revenue Income from sales and services Credit
Expense Costs of doing business Debit

Creating a New Account:

  1. Click + Add Account button
  2. Fill in the form:
    • Account Code: Unique identifier (e.g., 1000, 4100)
    • Account Name: Descriptive name (e.g., "Cash in Hand")
    • Account Type: Select from dropdown
    • Parent Account: Optional, for hierarchical grouping
    • Description: Optional details
    • Is Active: Enable/disable the account
    • Allow Posting: Whether transactions can be posted directly
  3. Click Save

Best Practices:

  • Use a consistent numbering scheme (e.g., 1xxx for Assets, 2xxx for Liabilities)
  • Create parent accounts for grouping (e.g., "Current Assets" as parent of "Cash")
  • Mark summary accounts as "Allow Posting = No"

Export Options (from Chart of Accounts List):

  • Export PDF: Professional formatted report with company branding and hierarchical layout
  • Export Excel: Complete account listing for analysis and backup

4.1.2 Voucher Numbering

Navigation: General Ledger > Settings > Voucher Numbering

Configure automatic document numbering for all transaction types.

Transaction Types Available:

  • Sales Enquiry, Sales Quotation, Sales Order, Sales Invoice
  • Purchase Enquiry, Purchase Quotation, Purchase Order, Purchase Bill
  • Goods Received Note (GRN), Delivery Note
  • Journal Entry, Receipt, Payment
  • Stock Adjustment, Stock Transfer

Setting Up Numbering:

  1. Click on a transaction type or + Add New
  2. Configure:
    • Prefix: Text before the number (e.g., "INV-", "SO-")
    • Suffix: Text after the number (optional)
    • Starting Number: First number in sequence
    • Current Number: Next number to be used
    • Padding: Number of digits (e.g., 5 = 00001)
    • Reset Pattern: None, Yearly, Monthly, Daily
  3. Click Save

Example Configurations:

Document Prefix Padding Reset Result
Sales Invoice INV- 5 Yearly INV-00001
Purchase Order PO- 4 None PO-0001
GRN GRN/2024/ 4 Yearly GRN/2024/0001

4.1.3 Manage Currency

Navigation: General Ledger > Settings > Manage Currency

Set up currencies for multi-currency transactions.

Creating a Currency:

  1. Click + Add Currency
  2. Enter:
    • Currency Code: ISO code (e.g., USD, EUR, GBP)
    • Currency Name: Full name (e.g., "US Dollar")
    • Symbol: Display symbol (e.g., $, €, £)
    • Decimal Places: Usually 2
    • Is Base Currency: Mark ONE currency as base
  3. Click Save

Important Notes:

  • Only one currency can be marked as "Base Currency"
  • The base currency is used for all internal calculations
  • Exchange rates are fetched automatically when creating transactions
  • Exchange rates can be manually overridden on each transaction

4.1.4 Manage Tax Codes

Navigation: General Ledger > Settings > Manage Tax Codes

Configure tax rates for sales and purchases.

Creating a Tax Code:

  1. Click + Add Tax Code
  2. Fill in:
    • Tax Code: Short identifier (e.g., "GST18", "VAT20")
    • Tax Name: Descriptive name (e.g., "GST 18%")
    • Tax Rate: Percentage (e.g., 18.00)
    • Tax Type: Sales, Purchase, or Both
    • GL Account: Account for tax payable/receivable
    • HSN/SAC Code: Optional tax classification code
    • Is Active: Enable/disable
  3. Click Save

Tax Calculation:

  • Taxes are calculated automatically on document lines
  • Tax = (Line Total × Tax Rate) / 100
  • Tax amounts appear in the document totals

4.1.5 Bank Accounts

Navigation: General Ledger > Settings > Bank Accounts

Manage your company's bank accounts for transactions and reconciliation.

Adding a Bank Account:

  1. Click + Add Bank Account
  2. Enter:
    • Account Name: Friendly name (e.g., "Main Operating Account")
    • Bank Name: Name of the bank
    • Account Number: Bank account number
    • Account Type: Checking, Savings, etc.
    • GL Account: Link to Chart of Accounts
    • Opening Balance: Starting balance
    • Opening Balance Date: As of date
    • Is Active: Enable/disable
  3. Click Save

4.2 Transactions

4.2.1 Cash and Bank Transactions

Navigation: General Ledger > Transactions > Cash and Bank Transactions

Record all cash receipts, payments, and bank transfers.

Transaction Types:

Type Category Description
Receipt GL General receipt to GL account
Payment GL General payment from GL account
Receipt PartyReceipt Receipt from customer
Payment PartyPayment Payment to supplier

Creating a Transaction:

  1. Click + New Transaction
  2. Select Transaction Type (Receipt/Payment)
  3. Select Category:
    • GL: For general transactions
    • PartyReceipt: For customer payments (shows customer list)
    • PartyPayment: For supplier payments (shows supplier list)
  4. Fill in:
    • Date: Transaction date
    • Reference: Optional reference number
    • Bank/Cash Account: Select account
    • Party: Customer or Supplier (if party transaction)
    • Amount: Transaction amount
    • Description: Transaction details
  5. For party transactions, Allocate to open invoices/bills
  6. Click Save

Allocation Grid (for PartyReceipt/PartyPayment):

  • Shows list of outstanding invoices/bills
  • Enter amount to allocate against each
  • Remaining amount becomes advance payment

4.2.2 Journal Voucher

Navigation: General Ledger > Transactions > Journal Voucher

Record direct journal entries for adjustments, corrections, and special transactions.

Creating a Journal Entry:

  1. Click + New Journal
  2. Enter header information:
    • Entry Date: Date of the journal
    • Reference: Optional reference
    • Description: Purpose of the entry
  3. Add journal lines (minimum 2):
    • Account: Select GL account
    • Description: Line description
    • Debit: Debit amount (or leave blank)
    • Credit: Credit amount (or leave blank)
  4. Verify that Total Debits = Total Credits
  5. Click Save (Draft) or Post (Finalize)

Rules:

  • Every entry must balance (Debits = Credits)
  • Each line can only have Debit OR Credit, not both
  • Posted entries cannot be edited (must be reversed)

4.2.3 Bank Reconciliation

Navigation: General Ledger > Transactions > Bank Reconciliation

Match your bank statement with system transactions.

Reconciliation Process:

  1. Select Bank Account
  2. Set Statement End Date and Statement Ending Balance
  3. The system displays:
    • Unreconciled Transactions: From your records
    • Opening Balance: Last reconciled balance
    • Cleared Balance: Sum of matched transactions
    • Difference: Should be zero when complete
  4. Mark transactions as Cleared by checking the checkbox
  5. For bank charges or adjustments, use Add Adjustment
  6. When difference is zero, click Complete Reconciliation

Import Bank Statement:

  1. Click Import CSV
  2. Upload your bank statement in CSV format
  3. System attempts automatic matching based on:
    • Amount
    • Date (within 3 days)
    • Reference number
  4. Review matches and confirm or manually match

4.3 Reports

4.3.1 Chart of Accounts Report

Navigation: General Ledger > Reports > Chart of Accounts

View the complete chart of accounts in a hierarchical format.

Features:

  • View account hierarchy
  • Filter by account type
  • Export to PDF: Professional formatted report
  • Export to Excel: Full data export

4.3.2 Cash and Bank Register

Navigation: General Ledger > Reports > Cash and Bank Register

View detailed transaction history for cash and bank accounts.

Filtering Options:

  • Account: Select specific bank/cash account
  • Transaction Type: Receipt, Payment, or All
  • Date Range: Predefined (This Month, Last Month, etc.) or Custom

Report Shows:

  • Date, Voucher Number, Description
  • Party Name (if applicable)
  • Receipt Amount, Payment Amount
  • Running Balance

Features:

  • Summary totals at top
  • Flexible date range filtering
  • Account-specific views

5. Accounts Receivable (Sales) Module

The Accounts Receivable (AR) module manages the complete sales cycle from initial customer enquiry through to payment collection.

5.1 Sales Workflow Overview

Sales Enquiry → Sales Quotation → Sales Order Request → Sales Order → Delivery Note → Sales Invoice
                                                                                            ↓
                                                                                    Sales Return (if needed)

Each stage can be:

  • Created independently
  • Converted from the previous stage (carrying forward all data)
  • Tracked back to its source document

5.2 Settings

5.2.1 Manage Customer

Navigation: Account Receivables > Settings > Manage Customer

Creating a Customer:

  1. Click + Add Customer
  2. Basic Information Tab:
    • Customer Code: Unique identifier
    • Customer Name: Company or individual name
    • Customer Type: Individual, Company, Government
    • Category: Select from customer categories
    • Contact Person, Email, Phone
  3. Address Tab:
    • Billing Address
    • Shipping Address (can copy from billing)
  4. Financial Tab:
    • Preferred Currency
    • Payment Terms (Net 30, etc.)
    • Credit Limit
    • Tax Registration Number
  5. Settings Tab:
    • Default Tax Code
    • Price List (Retail, Wholesale, Special)
    • Is Active
  6. Click Save

Credit Approval Workflow:

  • If credit limit is set, it requires approval
  • Sales person requests credit approval
  • Admin/Owner approves or rejects
  • Status: Pending → Approved/Rejected

5.2.2 Customer Categories

Navigation: Account Receivables > Settings > Customer Categories

Organize customers into categories for reporting and pricing.

Creating a Category:

  1. Click + Add Category
  2. Enter:
    • Category Code
    • Category Name
    • Description
    • Default Price List
    • Is Active
  3. Click Save

5.2.3 Customer Credit Approval

Navigation: Account Receivables > Settings > Customer Credit Approval

For Admin/Owner Only:

  • View pending credit requests
  • See customer details and requested limit
  • Click Approve or Reject
  • Add comments for rejection

5.3 Transactions

5.3.1 Sales Enquiry

Navigation: Account Receivables > Transactions > Sales Enquiry

The first step in the sales process - record customer interest.

Creating a Sales Enquiry:

  1. Click + New Enquiry
  2. Header Section:
    • Enquiry Number: Auto-generated
    • Enquiry Date: Defaults to today
    • Customer: Select from dropdown
    • Valid Until: Expiry date
    • Currency: Defaults to customer's preferred or base currency
    • Contact Person, Email, Phone
  3. Line Items Section:
    • Click + Add Item
    • Search by item code, name, or scan barcode
    • Enter Quantity
    • Unit Price (auto-filled from price list)
    • Tax Code (optional)
    • The system calculates Line Total
  4. Notes Section: Add any special requirements
  5. Click Save (Draft) or Submit

Status Flow:

  • Draft: Can be edited
  • Submitted: Locked for editing, awaiting response
  • Converted: Converted to quotation
  • Cancelled/Voided: No longer active

Converting to Quotation:

  1. Open the submitted enquiry
  2. Click Convert to Quotation
  3. System creates a new quotation with all data copied
  4. Enquiry status changes to "Converted"

5.3.2 Sales Quotation

Navigation: Account Receivables > Transactions > Sales Quotation

Formal price quote sent to customer.

Creating a Sales Quotation:

  1. Click + New Quotation (or convert from enquiry)
  2. Header Section:
    • Quotation Number: Auto-generated
    • Quotation Date: Defaults to today
    • Customer: Select customer
    • Valid Until: Quote expiry date
    • Currency & Exchange Rate
    • Source Enquiry: Shows if converted (read-only)
  3. Line Items: Add items with quantities and prices
  4. Terms & Conditions: Standard or custom terms
  5. Notes: Additional information
  6. Click Save or Submit

Status Flow:

  • Draft: Editable
  • Submitted: Sent to customer
  • Accepted: Customer agreed
  • Rejected: Customer declined
  • Converted: Converted to order
  • Cancelled/Voided: No longer active

Actions:

  • Submit: Lock and mark as sent
  • Accept: Customer agreed to quote
  • Reject: Customer declined (enter reason)
  • Convert to Order Request: For approval workflow
  • Convert to Order: Direct order creation (if no approval needed)

5.3.3 Sales Order Request

Navigation: Account Receivables > Transactions > Sales Order Request

Request approval before creating a confirmed order.

Creating a Sales Order Request:

  1. Click + New Request (or convert from quotation)
  2. Fill in order details similar to quotation
  3. Add justification if needed
  4. Click Submit for Approval

Approval Process:

  • Request goes to Admin/Owner
  • Reviewer can Approve or Reject
  • Approved requests can be converted to Sales Orders

5.3.4 Sales Order Request Approval (Admin Only)

Navigation: Account Receivables > Transactions > Sales Order Request Approval

Reviewing Requests:

  1. View pending requests list
  2. Click to open request details
  3. Review:
    • Customer information
    • Items and quantities
    • Pricing
    • Terms
  4. Click Approve or Reject
  5. Add comments if needed

5.3.5 Sales Order

Navigation: Account Receivables > Transactions > Sales Order

Confirmed order ready for fulfillment.

Creating a Sales Order:

  1. Click + New Order (or convert from quotation/request)
  2. Header:
    • Order Number: Auto-generated
    • Order Date: Defaults to today
    • Customer: Select customer
    • Expected Delivery Date
    • Currency
    • Shipping Address
  3. Line Items: Products/services ordered
  4. Terms & Shipping: Payment terms, shipping method
  5. Click Save or Approve

Status Flow:

  • Draft: Editable
  • Approved: Ready for delivery
  • Partially Delivered: Some items shipped
  • Fully Delivered: All items shipped
  • Cancelled/Voided: Order cancelled

Fulfillment Tracking:

  • View ordered vs. delivered quantities
  • System automatically updates status based on delivery notes

5.3.6 Delivery Note

Navigation: Account Receivables > Transactions > Delivery Note

Record goods shipped to customer.

Creating a Delivery Note:

  1. Click + New Delivery Note
  2. Header:
    • DN Number: Auto-generated
    • DN Date: Dispatch date
    • Sales Order: Select the order to fulfill
    • Warehouse: Source warehouse
  3. Line Items (auto-populated from order):
    • Ordered Quantity (read-only)
    • Previously Delivered (read-only)
    • Quantity to Deliver: Enter actual quantity
    • Serial Numbers: If item requires serial tracking
  4. Shipping Details:
    • Shipping Method
    • Tracking Number
    • Carrier
  5. Click Save and Confirm

Effects:

  • Reduces inventory in selected warehouse
  • Updates sales order fulfillment status
  • Creates inventory movement record

5.3.7 Sales Invoice

Navigation: Account Receivables > Transactions > Sales Invoice

Bill the customer for delivered goods/services.

Invoice Types:

Type Description
Credit Invoice Standard invoice with payment terms
Cash Invoice Immediate payment required
Proforma Invoice Quote-like, not posted to GL

Creating a Sales Invoice:

  1. Click + New Invoice
  2. Header:
    • Invoice Number: Auto-generated
    • Invoice Date: Billing date
    • Due Date: Payment due date
    • Customer: Select customer
    • Invoice Type: Credit/Cash/Proforma
    • Currency & Exchange Rate
    • Reference Delivery Note or Sales Order
  3. Line Items:
    • Item: Select product/service
    • Description: Auto-filled, can edit
    • Quantity: Number of units
    • Unit Price: Price per unit
    • Tax Code: Apply tax
    • Line Total: Auto-calculated
  4. Summary:
    • Subtotal: Before tax
    • Tax Amount: Calculated tax
    • Total: Final amount
  5. Click Save (Draft) or Post

Posting the Invoice:

  • Creates journal entry in GL
  • Debits Accounts Receivable
  • Credits Sales Revenue
  • Credits Tax Payable
  • Updates customer balance

Stock Validation:

  • System checks available stock before posting
  • Prevents overselling
  • Shows warning if insufficient stock

5.3.8 Sales Return

Navigation: Account Receivables > Transactions > Sales Return

Process customer returns and credit notes.

Creating a Sales Return:

  1. Click + New Return
  2. Select Source Invoice
  3. Line Items (from invoice):
    • Select items being returned
    • Enter return quantity
    • Select reason for return
  4. Warehouse: Where returned goods go
  5. Click Save and Process

Effects:

  • Creates credit note
  • Reverses GL entries
  • Returns inventory to warehouse
  • Updates customer balance

5.4 Best Practices for Sales

  1. Always start with Enquiry for better tracking
  2. Use quotation validity dates to manage follow-ups
  3. Leverage the approval workflow for large orders
  4. Create delivery notes before invoicing for accurate inventory
  5. Use multi-currency for international customers
  6. Set up customer categories for pricing automation

6. Accounts Payable (Purchase) Module

The Accounts Payable (AP) module manages the complete procurement cycle from supplier enquiry through to payment.

6.1 Purchase Workflow Overview

Purchase Enquiry → Purchase Quotation → Purchase Order Request → Purchase Order → GRN → Purchase Invoice
                                                                           ↓
                                                              (Direct supplier invoice)

Note: The workflow can follow different paths:

  • Full Workflow: Enquiry → Quotation → Order → GRN → Invoice (for inventory purchases)
  • Direct Purchase: Supplier → Purchase Invoice (for services and expenses without PO)

6.2 Settings

6.2.1 Manage Supplier

Navigation: Account Payables > Settings > Manage Supplier

Creating a Supplier:

  1. Click + Add Supplier
  2. Basic Information:
    • Supplier Code: Unique identifier
    • Supplier Name: Company name
    • Category: Select supplier category
    • Contact Person, Email, Phone
  3. Address:
    • Primary Address
    • Shipping Address
  4. Financial:
    • Preferred Currency
    • Payment Terms
    • Credit Limit (if applicable)
    • Tax Registration Number
  5. Settings:
    • Default Tax Code
    • Is Active
  6. Click Save

Credit Approval Workflow:

  • Similar to customer credit approval
  • Request → Admin Review → Approve/Reject

6.2.2 Supplier Categories

Navigation: Account Payables > Settings > Supplier Categories

Organize suppliers for analysis and reporting.

Creating a Category:

  1. Click + Add Category
  2. Enter Code, Name, Description
  3. Click Save

6.3 Transactions

6.3.1 Purchase Enquiry

Navigation: Account Payables > Transactions > Purchase Enquiry

Request pricing from suppliers.

Creating a Purchase Enquiry:

  1. Click + New Enquiry
  2. Header:
    • Enquiry Number: Auto-generated
    • Enquiry Date: Today
    • Supplier: Select supplier
    • Valid Until: Response deadline
    • Currency
  3. Line Items:
    • Add items you want to purchase
    • Enter required quantities
  4. Notes: Special requirements
  5. Click Save or Submit

Converting: Convert to quotation when supplier responds

6.3.2 Purchase Quotation

Navigation: Account Payables > Transactions > Purchase Quotation

Record supplier's price offer.

Creating a Purchase Quotation:

  1. Click + New Quotation (or convert from enquiry)
  2. Enter supplier's quoted prices
  3. Add terms and conditions
  4. Click Save or Accept/Reject

Actions:

  • Accept: Supplier offer accepted
  • Reject: Decline the quote
  • Convert to Order: Create purchase order

6.3.3 Purchase Order Request

Navigation: Account Payables > Transactions > Purchase Order Request

Request approval before issuing purchase order.

Process:

  1. Create request with items and quantities
  2. Submit for approval
  3. Admin reviews and approves/rejects
  4. Approved requests become purchase orders

6.3.4 Purchase Order Approval (Admin Only)

Navigation: Account Payables > Transactions > Purchase Order Request Approval

Review and approve pending purchase requests.

6.3.5 Purchase Invoice

Navigation: Account Payables > Transactions > Purchase Invoice

Record supplier bills for goods and services received.

Note: Purchase Invoices can be created:

  • Against a GRN (for inventory purchases)
  • Directly from supplier invoice (for services and expenses)

Creating a Purchase Invoice:

  1. Click + New Invoice
  2. Header:
    • Bill Number: Supplier's invoice number
    • Bill Date: Invoice date from supplier
    • Due Date: Payment due date
    • Supplier: Select supplier
    • Currency & Exchange Rate
  3. Line Items:
    • Item: Select product (if inventory) or leave blank for expense
    • Description: Invoice line description
    • Quantity and Unit Price
    • Tax Code: Applicable tax
    • Expense Account: For non-inventory items
  4. Summary: Subtotal, Tax, Total
  5. Click Save (Draft) or Post (Finalize)

Posting Effects:

  • Debits Inventory/Expense accounts
  • Credits Accounts Payable
  • Updates supplier balance
  • Creates journal entry in GL

7. Inventory Module

The Inventory module manages your products, stock levels, pricing, and inventory movements.

7.1 Settings

7.1.1 Item Master

Navigation: Inventory > Settings > Item Master

Central repository for all products and services.

Creating an Item:

  1. Click + Add Item
  2. Basic Information:
    • Item Code: Unique SKU
    • Item Name: Product name
    • Item Type: Product or Service
    • Description: Detailed description
    • Barcode: Optional barcode
    • HSN/SAC Code: Tax classification
  3. Categorization:
    • Categories: Multiple category assignments
    • Item Group: Group classification
    • Brand: Manufacturer/brand
    • Model, Design
    • Size, Colour: Variant attributes
  4. Inventory Settings (for Products):
    • Track Inventory: Enable stock tracking
    • Requires Serial Tracking: For serialized items
    • Costing Method: FIFO, LIFO, Average, Specific
    • Reorder Level: Minimum stock warning
    • Reorder Quantity: Suggested order quantity
  5. Pricing:
    • Standard Cost: Default purchase price
    • Default Selling Price: Default sale price
  6. Accounts:
    • Inventory Account: Asset account for stock
    • COGS Account: Cost of goods sold
    • Sales Account: Revenue account
    • Purchase Account: Expense/cost account
  7. Unit of Measure:
    • Default UOM: Base unit
    • UOM Conversions: For multiple units
  8. Click Save

Export Options (from Item List page):

  • Export PDF: Professional formatted report with company branding
  • Export Excel: Full data export for analysis

7.1.2 Item Categories

Navigation: Inventory > Settings > Item Categories

Organize items into categories.

Creating a Category:

  1. Click + Add Category
  2. Enter:
    • Category Code
    • Category Name
    • Parent Category (for hierarchy)
    • Description
    • Is Active
  3. Click Save

7.1.3 Item Groups

Navigation: Inventory > Settings > Item Groups

Alternative grouping for items.

7.1.4 Item Brand, Colours, Sizes

Navigation: Inventory > Settings > Item Brand / Colours / Sizes

Create lookup values for item variants.

7.1.5 UOM (Unit of Measure)

Navigation: Inventory > Settings > UOM

Define units for measuring items.

Creating a UOM:

  1. Click + Add UOM
  2. Enter:
    • UOM Code: Short code (PCS, KG, LTR)
    • UOM Name: Full name (Pieces, Kilograms)
    • Description
  3. Click Save

Common UOMs:

Code Name Use Case
PCS Pieces Individual items
KG Kilograms Weight-based
LTR Liters Liquids
MTR Meters Length
BOX Box Packaged goods
CTN Carton Bulk packaging

7.1.6 Manage Serial Numbers

Navigation: Inventory > Settings > Manage Serial Numbers

Track and manage serialized inventory.

Features:

  • View all serial numbers by item
  • Track serial number status (Available, Sold, Reserved)
  • View serial number history

7.1.7 Price Schedules

Navigation: Inventory > Settings > Price Schedules

Set up multi-tier pricing.

Creating a Price Schedule:

  1. Click + New Schedule
  2. Enter:
    • Item: Select item
    • Price Tier: Retail, Wholesale, Special
    • Price: Amount
    • Effective Date: When price starts
    • Expiry Date: When price ends (optional)
    • Minimum Quantity: For quantity breaks
  3. Click Save

Price Hierarchy: The system uses this priority for pricing:

  1. Special price for specific customer
  2. Wholesale price (if customer qualifies)
  3. Retail price
  4. Item default selling price

7.1.8 Bulk Price Management

Navigation: Inventory > Settings > Bulk Price Management

Adjust prices across multiple items at once.

Features:

  • Filter items by category, brand, group
  • Apply percentage increase/decrease
  • Apply flat amount adjustment
  • Preview changes before applying
  • Reversible changes

7.2 Transactions

7.2.1 Goods Receipt Notes (GRN)

Navigation: Inventory > Transactions > Goods Receipt Notes

Record receipt of goods from purchase orders.

Creating a GRN:

  1. Click + New GRN
  2. Header:
    • GRN Number: Auto-generated
    • GRN Date: Receipt date
    • Purchase Order: Select the PO
    • Warehouse: Receiving warehouse
  3. Line Items (from PO):
    • Ordered Quantity (read-only)
    • Previously Received (read-only)
    • Quantity Received: Actual quantity
    • Serial Numbers: For serialized items
  4. Notes: Any discrepancies
  5. Click Save and Confirm

Effects:

  • Increases inventory in warehouse
  • Updates purchase order status
  • Creates GL entry (Debit Inventory, Credit GRN Suspense)

7.2.2 Delivery Note

Navigation: Inventory > Transactions > Delivery Note

(Same as AR module - records goods shipped out)

7.2.3 Stock Adjustment

Navigation: Inventory > Transactions > Stock Adjustment

Adjust inventory for corrections, damages, or counting.

Adjustment Types:

Type Effect Common Uses
Increase Adds stock Found items, stock corrections
Decrease Removes stock Damages, losses, write-offs

Creating an Adjustment:

  1. Click + New Adjustment
  2. Header:
    • Adjustment Number: Auto-generated
    • Adjustment Date: When adjustment occurred
    • Warehouse: Affected warehouse
    • Adjustment Type: Increase or Decrease
    • Reason: Why adjustment is needed
  3. Line Items:
    • Item: Select item
    • Quantity: Amount to adjust
    • Unit Cost: Value per unit
    • Serial Numbers: For serialized items
  4. Click Save and Post

Effects:

  • Updates inventory quantities
  • Creates GL entry for cost adjustment

7.3 Reports

7.3.1 GRN Register

Navigation: Inventory > Reports > GRN Register

View all goods receipt notes.

Filters:

  • Date Range (This Month, Last Month, etc.)
  • Supplier
  • Warehouse

Sorting:

  • By GRN Number
  • By Date
  • By Value

7.3.2 Stock Adjustment Register

Navigation: Inventory > Reports > Stock Adjustment Register

View all stock adjustments.

Filters:

  • Date Range
  • Warehouse
  • Adjustment Type (Increase/Decrease)

7.3.3 Stock Movement Register

Navigation: Inventory > Reports > Stock Movement Register

Comprehensive view of all inventory movements.

Movement Types Shown:

  • GRN (Inward)
  • Delivery Note (Outward)
  • Stock Adjustment (Inward/Outward)
  • Stock Transfer (Inward/Outward)

Filters:

  • Date Range
  • Warehouse
  • Item
  • Movement Type

Summary:

  • Total Inward Quantity
  • Total Outward Quantity
  • Total Inward Value
  • Total Outward Value

7.3.4 Stock Value Register

Navigation: Inventory > Reports > Stock Value Register

Current inventory valuation.

Filters:

  • Warehouse
  • Category
  • Include Zero Stock

Shows:

  • Item Code and Name
  • Warehouse
  • Quantity on Hand
  • Reserved Quantity
  • Available Quantity
  • Average Cost
  • Total Value
  • Reorder Status

Summary:

  • Total Items
  • Total Quantity
  • Total Value
  • Items Below Reorder Level

7.4 Location Management

Navigation: Inventory > Settings > Locations

Manage physical storage locations for inventory (warehouses, showrooms, and third-party stock points).

7.4.1 Location Types

Type Description Use Case
Warehouse Primary storage facility Main stock storage, bulk storage
Showroom Display/retail location Customer-facing locations, demo stock
ThirdParty External storage Consignment, vendor-managed inventory

7.4.2 Creating a Location

  1. Click + Add Location
  2. Fill in the details:
    • Location Code: Unique identifier (e.g., WH-001)
    • Location Name: Descriptive name
    • Location Type: Warehouse, Showroom, or ThirdParty
    • Address: Physical address (optional)
    • Contact Person: Location manager/contact (optional)
    • Contact Phone: Contact phone number (optional)
    • Contact Email: Contact email address (optional)
    • Is Active: Enable/disable the location
  3. Click Save

7.4.3 Managing Locations

List View Features:

  • Filter by Type (Warehouse, Showroom, ThirdParty)
  • Filter by Status (Active, Inactive)
  • Search by name or code
  • View all locations in a sortable grid

Actions:

  • Edit: Modify location details
  • Deactivate/Activate: Toggle active status
  • Inactive locations cannot be used for new transactions

7.5 Stock Transfer

Navigation: Inventory > Transactions > Stock Transfer

Transfer physical stock between locations with full approval workflow and audit trail.

7.5.1 Stock Transfer Workflow

┌─────────┐    ┌──────────┐    ┌───────────┐    ┌───────────┐
│  Draft  │ -> │ Approved │ -> │ In Transit │ -> │ Completed │
└─────────┘    └──────────┘    └───────────┘    └───────────┘
     │              │                │
     └──────────────┴────────────────┴─> Cancelled
Status Description Who Can Do
Draft Initial creation, can be edited Creator
Approved Ready for dispatch Owner, Admin
InTransit Stock dispatched from source Dispatching staff
Completed Stock received at destination Receiving staff
Cancelled Transfer cancelled Owner, Admin

7.5.2 Creating a Stock Transfer

  1. Navigate to Inventory > Transactions > Stock Transfer
  2. Click + New Transfer
  3. Fill in header details:
    • Transfer Date: Date of the transfer request
    • From Location: Source location (stock will be deducted)
    • To Location: Destination location (stock will be added)
    • Notes: Optional remarks
  4. Add line items:
    • Click Add Item
    • Select Item from dropdown (only Products shown, not Services)
    • Enter Requested Quantity
    • Add notes per line if needed
  5. Click Save (creates as Draft)

7.5.3 Processing a Stock Transfer

Approval (Admin/Owner):

  1. Find the draft transfer in the list
  2. Click the checkmark (✓) icon
  3. Confirm the approval
  4. Status changes to "Approved"

Dispatch (Any authorized user):

  1. Find the approved transfer
  2. Click the truck (🚚) icon
  3. Confirm dispatch
  4. Status changes to "In Transit"
  5. Stock is deducted from the source location

Completion (Receiving staff):

  1. Find the in-transit transfer
  2. Click the check (✓) icon
  3. Confirm receipt
  4. Status changes to "Completed"
  5. Stock is added to the destination location

Cancellation:

  • Transfers can be cancelled at any stage before completion
  • Admin/Owner only
  • Requires providing a cancellation reason
  • If cancelled after dispatch, stock is restored to source location

7.5.4 Quantity Tracking

Stock Transfers track three quantity fields per line item:

Field Description When Set
Requested Qty Amount originally requested At creation
Dispatched Qty Amount actually sent At dispatch
Received Qty Amount actually received At completion

This allows tracking of:

  • Partial dispatches
  • Transit losses/damages
  • Discrepancies between sent and received quantities

7.6 Stock Transfer Register

Navigation: Inventory > Reports > Stock Transfer Register

Comprehensive report of all stock transfers with filtering and summary statistics.

Filters:

  • Date Range (predefined options or custom)
  • Status (All, Draft, Approved, InTransit, Completed, Cancelled)
  • From Location
  • To Location

Summary Cards:

  • Total Transfers (in selected period)
  • Completed Transfers
  • In Transit
  • Total Items Transferred

Grid Columns:

  • Transfer Number
  • Date
  • From Location
  • To Location
  • Item Count
  • Status (with color-coded chip)
  • Requested/Approved/Dispatched/Received Dates
  • View action

8. Reports

All modules include comprehensive reports with filtering and sorting capabilities.

8.1 Common Report Features

Date Range Selection:

Option Description
This Month Current calendar month
Last Month Previous calendar month
This Quarter Current quarter (Q1-Q4)
Last Quarter Previous quarter
This Year Current calendar year
Last Year Previous calendar year
All Time No date filter
Custom Specify start and end dates

Sorting Options:

  • Click column header to sort
  • Toggle ascending/descending
  • Multiple sort options available

Export Capabilities:

  • Export functionality is available on select master data pages (Chart of Accounts, Item Master)
  • See Section 8.6 for pages with export support

Future Enhancements:

  • Click-to-edit navigation from register reports (planned)
  • PDF/Excel export for all register reports (planned)

8.2 Sales Reports

Report Location Purpose Features
Sales Enquiry Register AR > Reports All sales enquiries Date filter, Customer filter, Sorting
Sales Quotation Register AR > Reports All quotations Date filter, Customer filter, Status filter
Sales Order Register AR > Reports All sales orders Date filter, Customer filter, Status filter
Sales Invoice Register AR > Reports All sales invoices Date filter, Customer filter, Status filter
Delivery Note Register AR > Reports All delivery notes Date filter, Customer filter

8.3 Purchase Reports

Report Location Purpose Features
Purchase Enquiry Register AP > Reports All purchase enquiries Date filter, Supplier filter
Purchase Quotation Register AP > Reports All purchase quotations Date filter, Supplier filter
Purchase Order Register AP > Reports All purchase orders Date filter, Supplier filter, Status filter
Purchase Invoice Register AP > Reports All purchase invoices Date filter, Supplier filter, Status filter

8.4 Inventory Reports

Report Location Purpose Features
GRN Register Inventory > Reports Goods receipt history Date filter, Supplier filter, Warehouse filter
Stock Adjustment Register Inventory > Reports All adjustments Date filter, Warehouse filter, Type filter
Stock Movement Register Inventory > Reports All inventory movements Date filter, Item filter, Movement type filter
Stock Value Register Inventory > Reports Current stock valuation Warehouse filter, Category filter, Zero stock toggle
Delivery Note Register Inventory > Reports Goods dispatch history Date filter, Customer filter

8.5 GL Reports

Report Location Purpose Features
Chart of Accounts GL > Reports Account structure PDF Export, Excel Export
Cash and Bank Register GL > Reports Cash/bank transactions Date filter, Account filter, Type filter

8.6 Master Data with Export

The following master data pages support PDF and Excel export:

Page Location Export Features
Chart of Accounts GL > Settings PDF Export, Excel Export
Item Master Inventory > Settings PDF Export, Excel Export

9. Financial Period Management

The Financial Period Management module allows you to manage fiscal years and control when transactions can be posted.

9.1 Overview

Navigation: General Ledger > Settings > Financial Periods

A financial period represents a fiscal year with defined start and end dates. The system uses these periods to:

  • Control when transactions can be posted
  • Organize financial data for reporting
  • Enable year-end closing processes

9.2 Creating a Financial Period

  1. Navigate to General Ledger > Settings > Financial Periods
  2. Click + New Period
  3. Enter:
    • Period Name: Descriptive name (e.g., "FY 2024")
    • Start Date: First day of the fiscal year
    • End Date: Last day of the fiscal year
    • Notes: Optional description
  4. Click Save

9.3 Period Status

Status Description Posting Allowed Who Can Post
Not Opened Period not yet activated No N/A
Open Active period, all operations allowed Yes All users
Soft Closed Temporarily closed for adjustments Yes (with permission) Admin, Owner
Hard Closed Permanently closed after year-end Yes (auditors only) Auditor
Archived Historical period, read-only No N/A

9.4 Working Period Selection

The system provides a Working Period Selector in the application header that allows users to:

  1. View Current Period: Shows the currently selected working period
  2. Switch Periods: Change to a different open or soft-closed period
  3. Auto-Default: Automatically defaults to the current date's period on login

When entering transactions, dates are validated against the working period and user's role permissions.

9.5 Soft Close and Reopen

Soft Closing a Period:

  1. Select the period from the list
  2. Click Soft Close
  3. Confirm the action

This prevents regular users from posting transactions while allowing Admins and Owners to still post adjustments.

Reopening a Soft-Closed Period:

  1. Select the soft-closed period
  2. Click Reopen
  3. Confirm the action
  4. System records an audit log entry with user and reason

9.6 Prior Period Adjustments

The system supports posting adjustments to prior periods when authorized:

Period Status Who Can Adjust Audit Tracking
Open All users Standard entry
Soft Closed Admin, Owner Marked as prior period adjustment
Hard Closed Auditor only Marked as prior period adjustment with audit reason

Prior period adjustments are:

  • Automatically flagged with IsPriorPeriodAdjustment = true
  • Tracked with an adjustment reason
  • Visible in audit reports

9.7 Role-Based Permissions

Posting Permissions by Period Status

Action User Accountant Inventory Clerk Admin Owner Auditor
Post to Open Period ✓ ✓ ✓ ✓ ✓ ✓
Post to Soft-Closed ✗ ✗ ✗ ✓ ✓ ✗
Post to Hard-Closed ✗ ✗ ✗ ✗ ✗ ✓

Period Management Permissions

Action User Accountant Admin Owner Auditor
View Periods ✗ ✗ ✓ ✓ ✓
Create Period ✗ ✗ ✓ ✓ ✗
Open Period ✗ ✗ ✓ ✓ ✗
Soft Close ✗ ✗ ✓ ✓ ✗
Hard Close ✗ ✗ ✓ ✓ ✗
Reopen Soft-Closed ✗ ✗ ✓ ✓ ✗
Reopen Hard-Closed ✗ ✗ ✗ ✓ ✗
Reopen Archived ✗ ✗ ✗ ✗ ✓

9.8 Audit Trail

All period status changes are logged in the Period Status Change Log:

Information Captured Description
Previous Status Status before the change
New Status Status after the change
Changed By User ID and name
User Role Role at time of change
Changed At Timestamp
Reason Optional justification

Viewing Audit Logs:

  1. Navigate to General Ledger > Settings > Financial Periods
  2. Select a period
  3. Click View Audit Log

This provides complete traceability for compliance and audit purposes.

9.9 Transaction Date Validation

When entering transactions, the system validates dates against period rules:

  1. Date Range Check: Ensures date falls within a defined period
  2. Period Status Check: Verifies the period allows posting
  3. Role Permission Check: Confirms user has permission for that period status
  4. Warning Display: Shows warnings for dates requiring elevated permissions

If a transaction date requires elevated permissions, the user sees a warning message indicating which role is needed to proceed.

Note: Financial Period Management is primarily managed by Admin and Owner roles, with special Auditor access for post-close adjustments.

10. Year-End Closing

The Year-End Closing process finalizes a fiscal year and generates closing journal entries to transfer net income to Retained Earnings.

10.1 Overview

Navigation: General Ledger > Settings > Year-End Closing Wizard

The year-end closing process is a guided 5-stage wizard that:

  1. Validates the fiscal year is ready for closing
  2. Closes income and expense accounts to Retained Earnings
  3. Captures subledger balances (AR/AP) for audit purposes
  4. Captures inventory snapshots for audit purposes
  5. Finalizes the closing

Important - Dynamic Opening Balances: Opening balances for subsequent years are calculated dynamically in real-time from all prior transactions. This means:

  • Prior period adjustments automatically flow through to all future years
  • No need to re-run year-end closings when adjustments are made
  • Reports always show accurate, up-to-date opening balances

10.2 Prerequisites

Before starting year-end closing, configure the following:

  1. Required Control Accounts (Settings > Control Accounts):

    • Accounts Receivable Control Account
    • Accounts Payable Control Account
    • Inventory Control Account
    • Retained Earnings Account
    • Opening Balance Equity Account
    • COGS Account (optional)

  2. Recommended (warnings if incomplete):

    • All transactions posted (no draft journal entries)
    • Bank reconciliations complete
    • AR/AP control accounts match subledger totals

Note: The validation stage will display warnings for incomplete items but may allow proceeding with certain discrepancies. Critical requirements (control accounts) must be configured.

10.3 Control Account Settings

Navigation: Settings > Control Accounts

Configure the GL accounts used in year-end closing:

Setting Purpose
AR Control Account Links to customer receivables
AP Control Account Links to supplier payables
Inventory Control Account Links to inventory value
Retained Earnings Receives net income from closing
Opening Balance Equity Used for opening balance adjustments
COGS Account Cost of Goods Sold (optional)

10.4 The 5-Stage Closing Process

Stage 1: Validate

The system checks:

  • ✓ All required control accounts are configured
  • ✓ No unposted journal entries exist in the period
  • ✓ AR Control Account balance matches customer subledger total
  • ✓ AP Control Account balance matches supplier subledger total
  • ✓ Inventory Control Account balance matches inventory value

If validation fails: The wizard displays specific issues that must be resolved before continuing.

Stage 2: Close Income/Expense Accounts

The system:

  1. Calculates total balances for all Revenue accounts (Account Type = Revenue)
  2. Calculates total balances for all Expense accounts (Account Type = Expense)
  3. Creates a closing journal entry:
    • Debits all Revenue accounts (zeroing them)
    • Credits all Expense accounts (zeroing them)
    • Net difference posted to Retained Earnings account

Result: All revenue and expense accounts have zero balance. Net income/loss is in Retained Earnings.

Stage 3: Snapshot Subledgers

The system captures:

  • Customer Balances: Outstanding amounts for each customer
  • Supplier Balances: Outstanding amounts for each supplier

These snapshots are stored for historical reference and opening balance generation.

Stage 4: Snapshot Inventory

The system captures:

  • Inventory Quantities: Stock on hand by item and location
  • Inventory Values: Standard cost × quantity for each item
  • Total Inventory Value: Sum of all item values

Stage 5: Finalize Closing

The system finalizes the year-end closing:

  1. Marks the closing as ready for completion
  2. Updates closing notes to confirm dynamic opening balance configuration
  3. The period is prepared for final hard-close

Note on Opening Balances: Unlike traditional systems that generate static opening journal entries, Truebooks-ERP calculates opening balances dynamically:

  • Balance Sheet accounts (Assets, Liabilities, Equity) carry forward their cumulative balances from all prior transactions
  • Revenue and Expense accounts automatically start at zero for each fiscal year
  • Any prior period adjustments automatically update subsequent years' opening balances

Result: The fiscal year is ready to be marked as completed.

10.5 Prior Period Adjustments

Truebooks-ERP supports prior period adjustments without requiring year-end closing to be re-run:

How It Works:

  1. Enter a journal entry with a date in a prior fiscal year
  2. The transaction is posted to the appropriate period (if period status allows)
  3. Opening balances for all subsequent years are automatically updated
  4. No need to cascade year-end closings

Example Scenario:

  • FY 2022, 2023, and 2024 have been closed
  • An adjustment is discovered that needs to be posted to FY 2022
  • When the adjustment is posted to 2022:
    • Reports for 2022 immediately reflect the change
    • Opening balances for 2023 automatically include the adjustment
    • Opening balances for 2024 automatically include the adjustment
    • Opening balances for 2025 automatically include the adjustment

API Endpoint for Opening Balances:

  • GET /api/OpeningBalance/{fiscalYear} - Retrieve calculated opening balances for any fiscal year
  • GET /api/OpeningBalance/account/{accountId}?asOfDate={date} - Get opening balance for a specific account
  • GET /api/OpeningBalance/retained-earnings/{fiscalYear} - Get retained earnings carry forward

10.6 Rollback Capability

Each stage can be individually rolled back if needed:

  1. Navigate to the Year-End Closing Wizard
  2. Select the completed stage
  3. Click Rollback
  4. The system reverses the stage's effects

Important: Stages must be rolled back in reverse order (Stage 5 first, then Stage 4, etc.)

10.7 After Year-End Closing

Once all 5 stages are complete:

  1. The fiscal period is marked as Hard Closed
  2. No transactions can be posted to the closed period
  3. The new fiscal period is ready for use
  4. Opening balances are in place

10.8 Troubleshooting

Issue Solution
"Control accounts not configured" Go to Settings > Control Accounts and set all required accounts
"Unposted journal entries exist" Post or void all draft journal entries in the period
"AR Control doesn't match subledger" Check for missing customer invoices or incorrect postings
"AP Control doesn't match subledger" Check for missing supplier bills or incorrect postings
"Stage already completed" Use Rollback to undo and re-run if needed

11. Bank Reconciliation

Bank reconciliation matches your bank statement with transactions recorded in the system to ensure accuracy and identify discrepancies.

11.1 Overview

Navigation: General Ledger > Transactions > Bank Reconciliation

The reconciliation process:

  1. Imports bank statement (CSV format)
  2. Suggests matches between statement lines and system transactions
  3. Allows manual matching for unmatched items
  4. Records adjustments for bank charges/interest
  5. Completes reconciliation when balanced

11.2 Starting a Reconciliation

  1. Navigate to General Ledger > Transactions > Bank Reconciliation
  2. Click + New Reconciliation
  3. Select the Bank Account to reconcile
  4. Enter:
    • Statement Date: The ending date of your bank statement
    • Statement Ending Balance: The closing balance from your statement
  5. Click Start

11.3 Importing Bank Statement

  1. Click Import Statement
  2. Upload your bank statement CSV file
  3. Configure column mapping:
    • Transaction Date: Date column
    • Description: Description/reference column
    • Debit Amount: Withdrawals column
    • Credit Amount: Deposits column
    • Balance: Running balance column (optional)
  4. Click Import

The system:

  • Parses the CSV using your column mapping
  • Creates a hash of the file to prevent duplicate imports
  • Creates individual line hashes to detect duplicate transactions

11.4 Matching Transactions

Match Suggestions: The system suggests potential matches based on:

  • Amount: Within $0.01 tolerance
  • Date: Within 3 days of transaction date
  • Reference: Matching reference numbers or descriptions

Matches are given a confidence score (0.0 to 1.0):

  • 0.9+: High confidence match
  • 0.7-0.9: Medium confidence - review recommended
  • Below 0.7: Low confidence - careful review needed

Auto-Match Feature (Optional):

  • Click Auto-Match to automatically match high-confidence items (0.9+)
  • This is an explicit action - the system does not auto-match without user confirmation
  • Review auto-matched items before completing reconciliation

Manual Matching:

  1. Select an unmatched statement line
  2. View suggested system transactions
  3. Click Match to confirm a match
  4. Or click Create Adjustment for bank charges/interest

11.5 Handling Discrepancies

Discrepancy Solution
Bank charge not in system Create adjustment entry
Interest not in system Create adjustment entry
Missing deposit Record the receipt in Cash & Bank Transactions
Missing payment Record the payment in Cash & Bank Transactions
Wrong amount Correct the original transaction, then match

Creating an Adjustment:

  1. Click Add Adjustment
  2. Enter:
    • Date: Transaction date
    • Description: e.g., "Bank Service Charge"
    • Amount: Charge or interest amount
    • GL Account: Expense/income account
  3. Click Save

11.6 Completing Reconciliation

When the difference between:

  • Statement Ending Balance and
  • System Ending Balance (after matching)

is zero, you can complete the reconciliation:

  1. Verify all items are matched or adjusted
  2. Click Complete Reconciliation
  3. The reconciliation is locked and recorded

11.7 Match Reversal

If a match was made incorrectly:

  1. Open the reconciliation (if not yet completed)
  2. Find the matched transaction
  3. Click Unmatch
  4. The statement line returns to unmatched status

11.8 Reconciliation Status

Status Description
In Progress Reconciliation started, matching ongoing
Completed All items matched, balance confirmed

11.9 Best Practices

  1. Reconcile regularly - Weekly or at least monthly
  2. Import statements promptly - Before transactions are forgotten
  3. Review low-confidence matches - Don't auto-accept all suggestions
  4. Document adjustments - Add clear descriptions for bank charges
  5. Complete reconciliations - Don't leave them in progress indefinitely

13. Approval Workflow Management

The Approval Workflow Management system provides a comprehensive, multi-level approval process for financial and operational documents. It enables organizations to enforce authorization policies, ensure segregation of duties, and maintain a complete audit trail of all approval decisions.

13.1 Overview

Purpose: Control and track the approval of critical business documents such as Purchase Orders, Sales Orders, Customer Credit Limits, Supplier Credit Applications, and Journal Entries.

Key Benefits:

  • Financial Control: Enforce spending limits and approval authorities
  • Segregation of Duties: Ensure proper checks and balances
  • Compliance: Meet regulatory and audit requirements
  • Visibility: Real-time tracking of approval status
  • Audit Trail: Complete history of all approval decisions
  • Flexibility: Configurable approval hierarchies based on amount thresholds

13.2 Approval Workflow Components

The approval system consists of several interconnected components:

Component Description
Approval Request The main container for an approval workflow instance
Approval Steps Individual approval stages within a request
Workflow Configuration Rules defining who can approve what and at which thresholds
User Delegation Temporary assignment of approval authority
Approval History Complete audit log of all actions taken

13.3 Document Types Supporting Approval

The following document types can be configured for approval workflows:

Document Type Navigation Path Typical Use Case
Purchase Order Account Payables > Transactions > Purchase Orders Multi-level approval based on PO value
Sales Order Account Receivables > Transactions > Sales Orders High-value order approval
Customer Credit Limit Account Receivables > Settings > Customer Credit Approval Credit limit requests
Supplier Credit Account Payables > Settings > Supplier Credit Approval Supplier credit applications
Journal Entry General Ledger > Transactions > Journal Entries High-value adjustments

13.4 Approval Statuses

Documents in the approval workflow progress through these statuses:

Status Description Actions Available
Pending Awaiting action from an approver Approve, Reject, Delegate
Approved Current step has been approved Proceeds to next step (if any)
Rejected Request has been declined Workflow ends, document returned
Delegated Reassigned to another approver New approver sees request
Cancelled Workflow cancelled by requestor No further action
Completed All approval steps are complete Document proceeds to final status

13.5 Workflow Configuration

Navigation: System > Settings > Approval Workflow Configuration

13.5.1 Setting Up Approval Rules

  1. Navigate to System > Settings > Approval Workflow Configuration
  2. Click + New Rule
  3. Configure the following:
Field Description Example
Document Type Type of document this rule applies to Purchase Order
Minimum Amount Lower threshold for this rule 0.00
Maximum Amount Upper threshold for this rule 10,000.00
Approver Role Role required to approve Manager
Approver User Specific user (optional) -
Sequence Order in multi-step approvals 1
Is Active Whether rule is currently active Yes
  1. Click Save

13.5.2 Multi-Level Approval Setup

For documents requiring multiple approvals, create sequential rules:

Example: Purchase Order Approval Hierarchy

Sequence Amount Range Approver Role
1 $0 - $5,000 Manager
2 $5,001 - $25,000 Manager + Director
3 $25,001 - $100,000 Manager + Director + VP
4 $100,001+ Manager + Director + VP + CFO

Configuration Steps:

  1. Create a rule for Sequence 1: Manager approval for all amounts
  2. Create a rule for Sequence 2: Director approval for amounts > $5,000
  3. Create a rule for Sequence 3: VP approval for amounts > $25,000
  4. Create a rule for Sequence 4: CFO approval for amounts > $100,000

The system automatically determines which approval steps are required based on the document amount.

13.6 User Delegation

Navigation: System > Settings > My Delegations

User delegation allows approvers to temporarily assign their approval authority to another user (e.g., during vacation or illness).

13.6.1 Creating a Delegation

  1. Navigate to System > Settings > My Delegations
  2. Click + New Delegation
  3. Fill in the following:
Field Description
Delegate To User who will receive approval authority
Start Date When delegation becomes active
End Date When delegation expires
Document Types Which document types are delegated (all or specific)
Notes Reason for delegation
  1. Click Save

13.6.2 Delegation Rules

  • Only your own approval authority can be delegated
  • Delegations are time-bound (must have start and end dates)
  • Delegatee receives real-time notifications for new approvals
  • Original approver can still approve if available
  • Delegations can be cancelled at any time

13.7 Submitting Documents for Approval

13.7.1 Purchase Order Approval Process

  1. Create Purchase Order: Navigate to Account Payables > Transactions > Purchase Orders
  2. Enter Details: Complete all required fields (Supplier, Items, Quantities, Prices)
  3. Save as Draft: Click Save to create draft PO
  4. Submit for Approval: Click Submit for Approval
  5. Confirmation: System confirms submission and shows pending status

The system automatically:

  • Identifies required approvers based on PO amount
  • Creates approval steps in the correct sequence
  • Sends notifications to first-level approvers
  • Updates document status to "Pending Approval"

13.7.2 Tracking Approval Status

The document displays:

  • Current approval step number
  • Total steps required
  • Status of each step (Pending/Approved/Rejected)
  • Approver name for each step
  • Timestamps for all actions

13.8 My Approvals Dashboard

Navigation: Dashboard > My Approvals (or Account Payables > Transactions > Purchase Order Approval)

13.8.1 Viewing Pending Approvals

The My Approvals dashboard shows:

  • All documents awaiting your approval
  • Document type and reference number
  • Requestor name and department
  • Amount and submission date
  • Days pending
  • Priority indicators

13.8.2 Taking Action

For each pending approval, you can:

Approve:

  1. Review document details
  2. Add optional comments
  3. Click Approve
  4. Document moves to next step (or completes if final step)

Reject:

  1. Review document details
  2. Enter rejection reason (required)
  3. Click Reject
  4. Document returns to requestor with rejection status

Delegate:

  1. Select another user with appropriate authority
  2. Add delegation notes
  3. Click Delegate
  4. Selected user receives approval request

Request Information:

  1. Enter question for requestor
  2. Click Request Info
  3. Approval is paused until response received

13.9 Purchase Order Approval Lifecycle

The complete PO approval workflow:

┌─────────────────────────────────────────────────────────────────────────┐
│                    PURCHASE ORDER APPROVAL WORKFLOW                      │
├─────────────────────────────────────────────────────────────────────────┤
│                                                                          │
│  ┌──────────────┐                                                       │
│  │ CREATE PO    │    User creates Purchase Order                        │
│  │ (Draft)      │    Status: Draft                                      │
│  └──────┬───────┘                                                       │
│         │ Submit for Approval                                            │
│         ▼                                                                │
│  ┌──────────────┐                                                       │
│  │ PENDING      │    System creates ApprovalRequest                     │
│  │ APPROVAL     │    Identifies approvers based on amount               │
│  └──────┬───────┘    Notifies first approver                            │
│         │                                                                │
│         ▼                                                                │
│  ┌──────────────┐    ┌──────────────┐                                   │
│  │ STEP 1       │───▶│ APPROVED?    │                                   │
│  │ (Manager)    │    └──────┬───────┘                                   │
│  └──────────────┘           │                                            │
│         │                   │                                            │
│    Approved            Rejected                                          │
│         │                   │                                            │
│         ▼                   ▼                                            │
│  ┌──────────────┐    ┌──────────────┐                                   │
│  │ STEP 2       │    │ REJECTED     │    Workflow ends                  │
│  │ (Director)   │    │ PO Draft     │    Returns to requestor           │
│  └──────┬───────┘    └──────────────┘                                   │
│         │                                                                │
│    Approved                                                              │
│         │                                                                │
│         ▼                                                                │
│  ┌──────────────┐                                                       │
│  │ ALL STEPS    │    All required approvals obtained                    │
│  │ COMPLETE     │                                                       │
│  └──────┬───────┘                                                       │
│         │                                                                │
│         ▼                                                                │
│  ┌──────────────┐                                                       │
│  │ APPROVED     │    PO is ready for processing                         │
│  │ PO           │    Status: Approved                                   │
│  └──────────────┘                                                       │
│                                                                          │
└─────────────────────────────────────────────────────────────────────────┘

13.10 Real-Time Notifications

The approval system provides real-time notifications via SignalR:

Event Notification To Channel
New Approval Request Designated approver(s) Browser toast + Dashboard
Approval Completed Requestor Browser toast + Email (if configured)
Rejection Requestor Browser toast + Email (if configured)
Delegation Received Delegatee Browser toast
Approval Reminder Approver (after X days) Browser toast

Dashboard Indicators:

  • Pending approval count badge on navigation menu
  • "Pending Approvals" section on main dashboard
  • Color-coded urgency (red for overdue, yellow for approaching deadline)

13.11 Approval History and Audit Trail

Every approval action is recorded with:

Field Description
Action Approve, Reject, Delegate, Request Info, Cancel
User Who performed the action
Timestamp When the action occurred (UTC)
IP Address IP address of the user
Comments Any notes or reasons provided
Document Snapshot Key document values at time of action

Viewing Approval History:

  1. Open the document (e.g., Purchase Order)
  2. Click Approval History tab
  3. View chronological list of all actions
  4. Export to PDF for audit purposes

13.12 Best Practices

Configuration

  1. Start Simple: Begin with basic approval rules, add complexity as needed
  2. Test Thoroughly: Verify rules with test documents before going live
  3. Review Regularly: Audit approval configurations quarterly
  4. Document Policies: Maintain written approval policies that match system configuration

Operations

  1. Respond Promptly: Act on approvals within 24-48 hours
  2. Use Comments: Add context when approving or rejecting
  3. Plan Absences: Set up delegations before vacations
  4. Escalate When Needed: Contact admins for urgent approvals requiring bypass

Security

  1. Limit Approvers: Only assign approval authority to appropriate users
  2. Enforce Segregation: Requestors should not approve their own requests
  3. Monitor Activity: Review approval logs for unusual patterns
  4. Audit Access: Regularly review who has approval authority

13.13 Troubleshooting

Issue Solution
"No approvers found" Verify workflow configuration exists for document type and amount
Approval stuck in pending Check if approver is active; verify delegation if approver is absent
Cannot submit for approval Ensure document is complete and saved; check user permissions
Wrong approver assigned Review workflow configuration rules and sequences
Delegation not working Verify delegation dates are current; check document type includes delegation
Notifications not received Check browser notification permissions; verify SignalR connection

14. Workflow Diagrams

14.1 Complete Sales Workflow

┌─────────────────────────────────────────────────────────────────────────┐
│                         SALES WORKFLOW                                    │
├─────────────────────────────────────────────────────────────────────────┤
│                                                                           │
│  ┌──────────────┐                                                        │
│  │ SALES        │    Customer expresses interest                         │
│  │ ENQUIRY      │    Status: Draft → Submitted → Converted/Cancelled     │
│  └──────┬───────┘                                                        │
│         │ Convert                                                         │
│         ▼                                                                 │
│  ┌──────────────┐                                                        │
│  │ SALES        │    Formal price quote to customer                      │
│  │ QUOTATION    │    Status: Draft → Submitted → Accepted → Converted    │
│  └──────┬───────┘                                                        │
│         │ Convert (with or without approval)                              │
│         ▼                                                                 │
│  ┌──────────────┐    ┌──────────────┐                                    │
│  │ SALES ORDER  │───▶│ SALES ORDER  │  Admin approves or rejects         │
│  │ REQUEST      │    │ APPROVAL     │                                    │
│  └──────┬───────┘    └──────┬───────┘                                    │
│         │                   │ Approve                                     │
│         ▼                   ▼                                             │
│  ┌──────────────┐                                                        │
│  │ SALES        │    Confirmed customer order                            │
│  │ ORDER        │    Status: Draft → Approved → Partially/Fully Delivered│
│  └──────┬───────┘                                                        │
│         │ Create                                                          │
│         ▼                                                                 │
│  ┌──────────────┐                                                        │
│  │ DELIVERY     │    Ship goods to customer (reduces inventory)          │
│  │ NOTE         │    Can be partial delivery                             │
│  └──────┬───────┘                                                        │
│         │ Create                                                          │
│         ▼                                                                 │
│  ┌──────────────┐                                                        │
│  │ SALES        │    Bill the customer (posts to GL)                     │
│  │ INVOICE      │    Status: Draft → Posted → Paid                       │
│  └──────┬───────┘                                                        │
│         │ (if returns)                                                    │
│         ▼                                                                 │
│  ┌──────────────┐                                                        │
│  │ SALES        │    Process customer returns (credit note)              │
│  │ RETURN       │    Restores inventory, reverses GL                     │
│  └──────────────┘                                                        │
│                                                                           │
└─────────────────────────────────────────────────────────────────────────┘

14.2 Complete Purchase Workflow

┌─────────────────────────────────────────────────────────────────────────┐
│                         PURCHASE WORKFLOW                                 │
├─────────────────────────────────────────────────────────────────────────┤
│                                                                           │
│  ┌──────────────┐                                                        │
│  │ PURCHASE     │    Request pricing from suppliers                      │
│  │ ENQUIRY      │    Status: Draft → Submitted → Converted               │
│  └──────┬───────┘                                                        │
│         │ Convert                                                         │
│         ▼                                                                 │
│  ┌──────────────┐                                                        │
│  │ PURCHASE     │    Record supplier's price offer                       │
│  │ QUOTATION    │    Status: Draft → Submitted → Accepted → Converted    │
│  └──────┬───────┘                                                        │
│         │ Convert (with or without approval)                              │
│         ▼                                                                 │
│  ┌──────────────┐    ┌──────────────┐                                    │
│  │ PURCHASE     │───▶│ PURCHASE     │  Admin approves or rejects         │
│  │ ORDER REQ    │    │ ORDER APPR   │                                    │
│  └──────┬───────┘    └──────┬───────┘                                    │
│         │                   │ Approve                                     │
│         ▼                   ▼                                             │
│  ┌──────────────┐                                                        │
│  │ PURCHASE     │    Confirmed order to supplier                         │
│  │ ORDER        │    Status: Draft → Approved → Partially/Fully Received │
│  └──────┬───────┘                                                        │
│         │ Receive                                                         │
│         ▼                                                                 │
│  ┌──────────────┐                                                        │
│  │ GOODS        │    Receive goods (increases inventory)                 │
│  │ RECEIVED     │    Can be partial receipt                              │
│  │ NOTE (GRN)   │                                                        │
│  └──────┬───────┘                                                        │
│         │ Invoice                                                         │
│         ▼                                                                 │
│  ┌──────────────┐                                                        │
│  │ PURCHASE     │    Record supplier bill (posts to GL)                  │
│  │ INVOICE      │    Status: Draft → Posted → Paid                       │
│  └──────────────┘                                                        │
│                                                                           │
└─────────────────────────────────────────────────────────────────────────┘

14.3 Inventory Flow

┌─────────────────────────────────────────────────────────────────────────┐
│                         INVENTORY FLOW                                    │
├─────────────────────────────────────────────────────────────────────────┤
│                                                                           │
│         INWARD                           OUTWARD                          │
│         ──────                           ───────                          │
│                                                                           │
│  ┌──────────────┐                 ┌──────────────┐                       │
│  │ GRN          │   ───────▶      │ DELIVERY     │   ───────▶            │
│  │ (Purchase)   │   + Stock       │ NOTE (Sales) │   - Stock             │
│  └──────────────┘                 └──────────────┘                       │
│                                                                           │
│  ┌──────────────┐                 ┌──────────────┐                       │
│  │ SALES        │   ───────▶      │              │                       │
│  │ RETURN       │   + Stock       │              │                       │
│  └──────────────┘                 └──────────────┘                       │
│                                                                           │
│  ┌──────────────┐                 ┌──────────────┐                       │
│  │ STOCK ADJ    │   ───────▶      │ STOCK ADJ    │   ───────▶            │
│  │ (Increase)   │   + Stock       │ (Decrease)   │   - Stock             │
│  └──────────────┘                 └──────────────┘                       │
│                                                                           │
└─────────────────────────────────────────────────────────────────────────┘

Note: Stock Transfer functionality (moving stock between warehouses) exists in the data model but is not currently exposed in the user interface.

15. Troubleshooting & FAQ

15.1 Common Issues

Q: I can't see some menu items

A: Menu items are role-based. Check your user role:

  • Sales Order Approval is only visible to Admin/Owner
  • Company Settings requires Admin/Owner access
  • Contact your administrator for role changes

Q: Document number shows error

A: Voucher numbering might need configuration:

  1. Go to General Ledger > Settings > Voucher Numbering
  2. Ensure the document type has a configuration
  3. Check that Current Number is not conflicting

Q: Invoice won't post - insufficient stock

A: The system validates stock before posting:

  1. Check stock levels in Stock Value Register
  2. Create GRN first if stock needs to be received
  3. Adjust warehouse if stock is in different location

Q: Exchange rate not updating

A: Exchange rates are fetched when:

  1. Creating new documents with foreign currency
  2. Rates can be manually overridden on each document
  3. Check internet connectivity for auto-fetch

Q: Can't delete a document

A: Documents cannot be deleted for audit trail:

  1. Use Void action instead
  2. Only Admin/Owner can void documents
  3. Voided documents remain visible but are marked as void

Q: Customer credit limit exceeded

A: Credit limit validation prevents overselling:

  1. Request credit limit increase
  2. Admin must approve new credit limit
  3. Alternatively, use Cash Invoice type

15.2 Best Practices

Data Entry

  1. Complete setup in order - Master data before transactions
  2. Use consistent codes - Establish naming conventions
  3. Enter data daily - Don't batch weeks of transactions
  4. Verify totals - Check document totals before saving

Document Flow

  1. Follow the workflow - Don't skip stages
  2. Convert documents - Use convert feature for traceability
  3. Create delivery before invoice - Ensures accurate stock
  4. Reconcile regularly - Weekly bank reconciliation recommended

Security

  1. Use strong passwords - Minimum 8 characters
  2. Log out when done - Especially on shared computers
  3. Report suspicious activity - Contact administrator

15.3 Keyboard Shortcuts

Shortcut Action
Enter Save / Submit form
Escape Cancel / Close dialog
Tab Move to next field
Shift+Tab Move to previous field
Ctrl+S Save document (where applicable)

15.4 Getting Help

If you encounter issues not covered in this guide:

  1. Check the system logs (Admin only)
  2. Contact your system administrator
  3. Refer to the technical documentation in replit.md

Version History

Version Date Changes
1.1 November 2024 Added Financial Period Management, Year-End Closing, and Bank Reconciliation sections
1.0 November 2024 Initial knowledge base release

This knowledge base is maintained as part of the Truebooks-ERP project. For technical documentation, see replit.md.
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