# ERP User Guide A complete guide to using the ERP system for daily operations. --- ## Table of Contents 1. [Getting Started](#1-getting-started) 2. [Dashboard](#2-dashboard) 3. [Sales & Billing](#3-sales--billing) 4. [POS (Point of Sale)](#4-pos-point-of-sale) 5. [Inventory Management](#5-inventory-management) 6. [Purchases](#6-purchases) 7. [Accounting](#7-accounting) 8. [Banking](#8-banking) 9. [Reports](#9-reports) 10. [Setup & Administration](#10-setup--administration) 11. [Backups & Google Drive Sync](#11-backups--google-drive-sync) 12. [Keyboard Shortcuts](#12-keyboard-shortcuts) 13. [Mobile Usage](#13-mobile-usage) 14. [FAQ](#14-faq) --- ## 1. Getting Started ### Logging In 1. Open the ERP URL in your browser (e.g., `http://127.0.0.1:8123`) 2. Enter your email and password 3. Click **Sign In** ### Navigation - **Sidebar** (left): All modules are organized into collapsible groups — Sales, Inventory, Purchases, Accounting, Reports, Banking, Setup - **Hamburger menu** (top-left, three dashes): Toggle the sidebar open/closed - **Collapsible groups**: Click a group label (e.g., "Sales") to expand or collapse it - **Top bar**: Shows the current page name, action buttons, company switcher (for admins), and sign out ### Company Switching (Platform Admin) If you manage multiple companies, use the company dropdown in the top bar to switch between them. All data shown will be for the selected company. --- ## 2. Dashboard The dashboard (`/dashboard`) gives you an overview of your business: ### Key Metrics (Top Cards) - **Total Sales**: Sales amount for the current period - **Collections**: Money received from customers - **Purchases**: Total purchases for the period - **Expenses**: Total expenses recorded - **Cash & Bank Balance**: Total liquid funds - **Receivables**: Outstanding amount from customers - **Payables**: Outstanding amount to suppliers - **Stock Value**: Current inventory valuation - **Gross Profit**: Sales minus cost of goods sold - **Low Stock Items**: Products below reorder level - **Pending Estimates**: Unconverted estimates - **Overdue Invoices**: Invoices past their due date ### Setup Checklist Shows initial setup tasks (Chart of Accounts, Products, etc.) with checkmarks when complete. ### Quick Access Cards Shortcuts to frequently used pages like Sales Report, New Invoice, etc. --- ## 3. Sales & Billing ### 3.1 Estimates (Quotations) **Path**: Sales > Estimates (`/estimates`) - **Create Estimate**: Click "New Estimate" to create a quotation - Add customer, line items, quantities, prices, and tax - Estimates can be converted to invoices later - **Print**: Click the print icon to generate an A4 printout ### 3.2 Invoices **Path**: Sales > Invoices (`/invoices`) - **Create Invoice**: Click "New Invoice" - Select customer, add products, set quantities and prices - The system auto-calculates subtotal, tax, and grand total - **Post Invoice**: Click "Post" to finalize — this: - Generates a sequential invoice number - Posts to the general ledger (AR, Sales, Tax) - Updates stock (reduces inventory, calculates COGS) - **Print**: Print A4 or 80mm (thermal printer) format - **Cancel**: Cancel a posted invoice with a reason (creates a reversal entry) ### 3.3 Customers **Path**: Sales > Customers (`/customers`) - Add customers with name, address, phone, email, tax number - View customer balance (receivables) - Edit customer details anytime ### 3.4 Receipts (Customer Payments) **Path**: Sales > Receipts (`/receipts`) - Record payments received from customers - Supports split payments (cash + bank + cheque + card + mobile) - Allocate payments to specific invoices - Supports TDS (tax withholding) lines ### 3.5 Sales Returns **Path**: Sales > Sales Returns (`/sales-returns`) - Process customer returns - Creates stock receipt and GL reversal - Links back to the original invoice ### 3.6 Price Lists **Path**: Sales > Price Lists (`/price-lists`) - Create price lists for different customer tiers - Set quantity-based pricing breaks - Assign price lists to customers ### 3.7 Price Approvals **Path**: Sales > Price Approvals (`/price-approvals`) - When a sale is below the minimum price, it requires approval - View pending approvals and approve/reject them - All approvals are logged for audit --- ## 4. POS (Point of Sale) ### 4.1 Starting a POS Session **Path**: POS > Session (`/pos/session`) 1. Click **Open Session** 2. Count and enter the opening cash float 3. The session is now active ### 4.2 POS Billing **Path**: POS > Billing (`/pos`) 1. Select a customer (or use walk-in) 2. Scan or search for products to add to cart 3. Adjust quantities as needed 4. The cart auto-calculates totals and tax 5. Click **Charge** to complete the sale 6. Choose payment method(s): Cash, Card, Bank, Mobile, Cheque 7. Print the receipt (80mm thermal or A4) ### 4.3 Held Bills - During billing, you can **Hold** a bill to serve another customer - Resume held bills from the held bills list ### 4.4 Closing a Session 1. Go to POS > Session 2. Count and enter closing cash 3. The system shows expected vs. actual cash 4. Click **Close Session** to finalize 5. A session summary is generated showing total sales, cash, and variance ### 4.5 Offline Queue **Path**: POS > Offline Queue (`/pos/offline-queue`) - Bills created while offline are queued here - Click **Sync** to upload them when back online - Duplicate bills are automatically detected and skipped --- ## 5. Inventory Management ### 5.1 Products **Path**: Inventory > Products (`/products`) - Add products with: SKU, name, category, unit, cost price, sale price, tax rate - Set reorder level for low stock alerts - Track stock enabled/disabled per product - View current stock levels across warehouses ### 5.2 Stock Valuation **Path**: Inventory > Stock Valuation (`/stock`) - View current stock quantity and value for each product - Valuation uses WAC (Weighted Average Cost) by default - Filter by warehouse or product ### 5.3 Warehouses **Path**: Inventory > Warehouses (`/warehouses`) - Add warehouse/store locations - Each warehouse tracks its own stock - Used for multi-branch transfers ### 5.4 Stock Transfers **Path**: Inventory > Transfers (`/transfers`) - **Same-day transfer**: Quick transfer between warehouses - **In-transit transfer**: For multi-day transfers: 1. **Dispatch**: Stock leaves source warehouse (goes to in-transit) 2. **Receive**: Stock arrives at destination warehouse - Track in-transit transfers at Transfers > In-Transit ### 5.5 Stock Adjustments **Path**: Inventory > Adjustments (`/adjustments`) - Adjust stock quantities for damage, loss, or physical count corrections - Choose adjustment type (in or out) - Enter reason for audit trail - Posts to GL automatically --- ## 6. Purchases ### 6.1 Suppliers **Path**: Purchases > Suppliers (`/suppliers`) - Add suppliers with contact details and tax number - View supplier balance (payables) ### 6.2 Purchase Invoices **Path**: Purchases > Purchases (`/purchases`) - **Create Purchase**: Click "New Purchase" - Select supplier, add products, quantities, costs - **Post Purchase**: Finalizes the purchase: - Generates purchase number - Posts to GL (AP, Inventory, Tax) - Updates stock (increases inventory) ### 6.3 Purchase Orders **Path**: Purchases > Purchase Orders (`/purchase-orders`) - Create POs to order from suppliers - Convert PO to Goods Receipt when stock arrives - Partial receipts supported ### 6.4 Goods Receipts (GRN) **Path**: Purchases > Goods Receipts (`/goods-receipts`) - Record goods received from suppliers - Can be created from a PO or standalone - Convert GRN to a purchase invoice ### 6.5 Landed Cost **Path**: Purchases > Landed Cost (`/landed-cost`) - Allocate additional costs (freight, customs, insurance) to purchases - Allocation methods: by value, by quantity, or manual - Recalculates product cost after allocation ### 6.6 Supplier Payments **Path**: Purchases > Supplier Payments (`/supplier-payments`) - Record payments to suppliers - Click "New Payment" to create a payment - Supports full, partial, and advance payments - Allocate payments to specific purchase invoices ### 6.7 Purchase Returns **Path**: Purchases > Purchase Returns (`/purchase-returns`) - Process returns to suppliers - Creates stock reduction and GL reversal --- ## 7. Accounting ### 7.1 Chart of Accounts **Path**: Accounting > Chart of Accounts (`/accounts`) - View all GL accounts organized by type (Asset, Liability, Equity, Income, Expense) - Add new accounts - Group accounts (parent-child) for reporting ### 7.2 Journal Entries **Path**: Accounting > Journal Entry (`/journals/create`) - Manual journal entries for adjustments - Must be balanced (total debits = total credits) - Supports party (customer/supplier) tagging on AR/AP lines ### 7.3 General Ledger **Path**: Accounting > General Ledger (`/ledger`) - View all journal entries - Filter by account, date range, or reference - Drill down to individual entries ### 7.4 Period Close **Path**: Accounting > Period Close (`/period-close`) - Close accounting periods to prevent further postings - **Day Close**: Lock a specific day - **Month Close**: Lock an entire month - **Quarter Close**: Lock a quarter - **Year Close**: Lock the fiscal year - Closed periods block all postings (invoices, journals, etc.) ### 7.5 Fiscal Years **Path**: Accounting > Fiscal Years (`/fiscal-years`) - Create and manage fiscal years - Set start/end dates - Open or close fiscal years ### 7.6 Year-End Close **Path**: Reports > Year-End Close (`/reports/year-end-close`) - Close the fiscal year at year end - Transfers net income to retained earnings - Locks the year from further postings --- ## 8. Banking ### 8.1 Bank Accounts **Path**: Banking > Bank Accounts (`/bank-accounts`) - Add bank accounts with opening balances - View current balance per account - Each account links to a GL account ### 8.2 Transactions **Path**: Banking > Transactions (`/bank-transactions`) - View all bank transactions (deposits, withdrawals, transfers) - Filter by account, date, or type ### 8.3 Expenses **Path**: Banking > Expenses (`/expenses`) - **Create Expense**: Click "New Expense" - Select bank account, payee, expense category - Enter amount and date - Posts to GL automatically (expense account + bank account) ### 8.4 Bank Reconciliation **Path**: Banking > Reconciliation (`/bank-accounts/reconciliation`) - Reconcile bank statements with system records - Mark transactions as cleared - Shows reconciled vs. statement balance ### 8.5 Statement Import **Path**: Banking > Statement Import (`/bank-statements/import`) - Import bank statements from CSV files - Auto-matches transactions where possible ### 8.6 Cheque Deposits **Path**: Banking > Cheque Deposits (`/cheque-deposits`) - Group undeposited cheques for bank deposit - Records the deposit in the bank account --- ## 9. Reports ### 9.1 Sales Report **Path**: Reports > Sales Report (`/reports/sales`) - Period presets: Daily, Weekly, Monthly, Quarterly, Half-Yearly, Yearly, Custom - Group by: Day, Week, Month, Customer, Product, Salesperson - Shows: Invoices count, Subtotal, Tax, Grand Total, Gross Profit, Outstanding - Detailed breakdown table and recent invoices ### 9.2 Profit & Loss (Income Statement) **Path**: Reports > Profit & Loss (`/reports/profit-and-loss`) - Shows revenue, COGS, expenses, and net income - Select date range - Comparative view with prior periods ### 9.3 Balance Sheet **Path**: Reports > Balance Sheet (`/reports/balance-sheet`) - Shows assets, liabilities, and equity - As of a specific date - Comparative view available ### 9.4 Cash Flow **Path**: Reports > Cash Flow (`/reports/cash-flow`) - Shows cash inflows and outflows - Operating, investing, and financing activities ### 9.5 Trial Balance **Path**: Reports > Trial Balance (`/trial-balance`) - Lists all accounts with debit/credit balances - Total debits must equal total credits - Useful for verifying balanced books ### 9.6 VAT Registers **Path**: Reports > VAT Registers (`/reports/vat-registers`) - Sales VAT (output tax) and Purchase VAT (input tax) - Filter by period - Shows VAT payable/receivable ### 9.7 AR/AP Aging **Path**: Reports > AR/AP Aging (`/reports/aging`) - Aging buckets: Current, 1-30, 31-60, 61-90, 90+ days - Shows outstanding receivables and payables - Identify overdue invoices and bills ### 9.8 Gross Profit **Path**: Reports > Gross Profit (`/reports/gross-profit`) - Gross profit by product, category, or period - Shows margin percentage ### 9.9 Profit Analytics **Path**: Reports > Profit Analytics (`/reports/profit-analytics`) - Profit analysis by product, customer, or salesperson - Identify most profitable segments ### 9.10 Dead & Slow Stock **Path**: Reports > Dead & Slow Stock (`/reports/dead-slow-stock`) - Identifies products that haven't sold in a long time - Categories: Dead (never sold), Slow (sold but long ago) - Helps with inventory cleanup decisions ### 9.11 Customer Statement **Path**: Reports > Customer Statement (`/reports/customer-statement`) - Statement of account for a specific customer - Shows invoices, payments, and running balance - Can be sent to customers --- ## 10. Setup & Administration ### 10.1 Company Settings **Path**: Setup > Company (`/company`) - Edit company name, address, tax number, currency - Set fiscal year start - Configure date format (AD or BS — Nepali calendar) ### 10.2 Branches **Path**: Setup > Branches (`/branches`) - Create branches for multi-location operations - Each branch can have its own warehouses ### 10.3 Users **Path**: Setup > Users (`/users`) - Create user accounts for staff - Assign roles to users - Each user belongs to a company and optionally a branch ### 10.4 Roles & Permissions **Path**: Setup > Roles (`/roles`) - Create roles (e.g., Accountant, Cashier, Manager) - Assign granular permissions per role - Permissions control access to modules and actions ### 10.5 Settings **Path**: Setup > Settings (`/settings`) - Configure currency, decimal places - Set date format (AD/BS) - Configure tax rates - Set invoice numbering format ### 10.6 Subscription **Path**: Setup > Subscription (`/settings/subscription`) - View current subscription plan - See features included - Upgrade/downgrade plans ### 10.7 Import / Export **Path**: Setup > Import / Export (`/settings/import-export`) - Import data from CSV files (products, customers, suppliers) - Export data to CSV/Excel ### 10.8 API Tokens **Path**: Setup > API Tokens (`/settings/api-tokens`) - Generate API tokens for third-party integrations - Revoke tokens when no longer needed ### 10.9 Audit Trail **Path**: Setup > Audit Trail (`/audit`) - View all system actions (create, update, delete) - Filter by user, date, or action type - Full audit log for compliance --- ## 11. Backups & Google Drive Sync ### 11.1 Backup Management **Path**: Setup > Backups (`/backups`) ### Creating a Backup 1. Click **Create Backup** 2. Confirm the action 3. The system creates a gzipped SQL dump of the entire database 4. The backup appears in the list with size and date ### Downloading a Backup - Click **Download** next to any backup file - The file downloads as a `.sql.gz` file ### Deleting a Backup - Click **Delete** next to a backup - Confirm the deletion ### 11.2 Google Drive Sync Once Google Drive is connected (see SETUP.md for configuration): 1. **Connect**: Click "Connect Google Drive" and authorize 2. **Auto-sync toggle**: When enabled, every backup is uploaded to Google Drive automatically 3. **Real-time backup**: When enabled, a backup is created after every change (invoices, purchases, journals, etc.) and uploaded to Drive - A 2-minute quiet period applies — rapid changes produce one backup, not many - Requires a queue worker running (`php artisan queue:work --queue=backups`) ### 11.3 Restoring from Backup ```powershell # Extract the gzip gunzip backup_erp_2026-08-25_023930.sql.gz # Import to database mysql -u root -p erp < backup_erp_2026-08-25_023930.sql ``` --- ## 12. Keyboard Shortcuts | Shortcut | Action | |----------|--------| | `Alt + D` | Go to Dashboard | | `Enter` | Confirm dialog / submit form | | `Esc` | Close modal/dialog | --- ## 13. Mobile Usage The ERP is mobile-friendly and works on phones and tablets: ### Sidebar - Tap the **hamburger icon** (three dashes) in the top-left to open the sidebar - Tap the **X** inside the sidebar or tap outside to close it - Nav groups are collapsible — tap a group label to expand/collapse ### Tables - Tables scroll horizontally on small screens - Swipe left/right to see all columns ### Forms - Forms are responsive and stack vertically on mobile - All inputs are touch-friendly ### POS - POS billing works on tablets (recommended for counter use) - Touch-friendly product search and cart --- ## 14. FAQ ### Q: How do I cancel a posted invoice? A: Go to Sales > Invoices, find the invoice, and click "Cancel". Enter a reason. The system creates a reversal entry — the original invoice remains for audit but is marked as cancelled. ### Q: Can I edit a posted invoice? A: No. Posted financial documents are immutable (this is an accounting standard). To correct an error, cancel the invoice and create a new one. ### Q: How do I close a month to prevent further entries? A: Go to Accounting > Period Close, select the "Month" tab, and close the desired month. No postings will be allowed to that month afterward. ### Q: How does stock costing work? A: The system uses WAC (Weighted Average Cost) by default. Each time stock is received, the average cost is recalculated. COGS is calculated at the WAC rate when stock is sold. ### Q: How do I switch between companies? A: If you're a platform admin, use the company dropdown in the top bar. Select a company to view its data. ### Q: Why are some sidebar sections hidden? A: Sidebar sections are controlled by your subscription plan features and your role permissions. Contact your administrator to upgrade the plan or adjust your permissions. ### Q: How do I record a customer payment? A: Go to Sales > Receipts, click "New Receipt", select the customer, enter the payment amount and method, and allocate it to invoices. ### Q: How do I record an expense? A: Go to Banking > Expenses, click "New Expense", select the bank account and expense category, enter the amount, and save. ### Q: How do I see how much a customer owes me? A: Go to Reports > AR/AP Aging for a summary, or Reports > Customer Statement for a detailed statement for a specific customer. ### Q: How do I back up my data? A: Go to Setup > Backups and click "Create Backup". For automatic backups, enable Google Drive sync and/or set up scheduled backups (see SETUP.md). ### Q: What happens if the internet goes down while using POS? A: POS bills created while offline are stored in the Offline Queue. When back online, go to POS > Offline Queue and click "Sync" to upload them. ### Q: How do I change my password? A: Contact your system administrator. They can reset your password from Setup > Users. --- ## Support For technical support, contact your system administrator or refer to the SETUP.md file for configuration and troubleshooting.