Purchase Request in Mouna-Mo ERP System

Used to create purchase request. After the purchase request has a status of Approved, it can be shared to the vendor.

In case the purchase request has a status of Draft or Rejected, the purchase request cannot be shared with the vendor

Create Purchase Request

• Step 1. Create approval process for Purchase request ( if necessary) at approval setting.
• Step 2. Navigate to the Purchase Request menu under the Purchase module from the left sidebar and click the New button.

OR

• From the Projects link, select the project for which you want to make a purchase request. Then, go to the Purchase tab (a dropdown menu) and select Purchase Request (i.e., Project Name —> Purchase —> Purchase Request).

• Step 3. In the Add new Purchase request page, fill the following details:

1. Enter the Purchase Request Name.
2. Select the Project.
3. You can create a purchase request from Sales Estimate or Sale invoice and available items or enter arbitrary names for undefined items.
   Sale estimate: get estimates with states Draft , Send , Expired. Accepted (except Declined).
   Sale invoices: Get all invoices except the one with Draft and Cancelled status.
4. Select the Currency.
5. Select the Department.
6. Select Requester.
7. Select Share to vendor: After purchase request is selected Approved⇒ vendor can see this purchase request in their portal.
8. Enter the Description.

• Step 4. Click Save button
• Step 5. Approve purchase request (if there is an approval process)

1. Select Purchase request as Not yet approved -> Click View
2. Click Send approval request ⇒ notify you to send approval request successfully. Approvers receive approval request notifications via email and web

1. Log in to the approver account -> click on the notification requesting approval -> Click the Approve button -> enter the content in the Reason field (if any) -> select Approve or Deny. ⇒ successful approval notification ⇒ Purchase Request creators get notified.

• Step 6. After purchase request status is Approved -> allow View PDF, Send Request Quotation email and Share PR to vendor

Send Request Quotation email

• Step 1. Select the approved Purchase Request -> Click 
• Step 2. In the Send a purchase request popup, fill the following details:

1. Select the contacts to send this purchase request
2. Check/uncheck Attach a Purchase Request PDF
3. Enter the Additional content

• Step 3. Click Send

Share Purchase Request to vendor

• Step 1. Select the approved Purchase Request -> Click 
• Step 2. In the Share purchase requests to vendors, select the vendor and click Share button

==> these vendors will see this Purchase request in their portal.

Purchase Request Detail

Contains Purchase Request information and related quotations.

• Step 1. Go to Purchase Request menu under Purchase module from the left sidebar
• Step 2. Select a purchase request and click View

Compare Quotation: show all quotes created from purchase request. Used to compare quotation of vendors.

 

Setting Up Gmail with (yourname@mounamo.ng) Email on Mobile App

Mobile (Android and iOS)

Open the Gmail App:

• • Download and install the Gmail app from the Google Play Store (Android) or App Store (iOS) if you haven’t already.

Add Account:

• • Open the Gmail app.
  • Tap on your profile picture or initial in the top right corner.
  • Select “Add another account.”

Select Account Type:

• • Choose “Other” (not Google).

Enter Email Address:

• • Enter your custom domain email address (e.g., musa.jacob@mounamo.ng).
  • Tap “Next.”

Select Account Type:

• • Choose “Personal (IMAP).”

Enter Password:

• • Enter your email account password.
  • Tap “Next.”

Incoming Server Settings:

• • Username: Your full email address (e.g., musa.jacob@mounamo.ng).
  • Password: Your email account password.
  • Incoming Server: Use incoming IMAP server as follows – mail.mounamo.ng
  • Port: Use 993.
  • Security Type: SSL/TLS.
  • Tap “Next.”

Outgoing Server Settings:

• • SMTP Server: Use Outgoing or SMTP server as follows – mail.mounamo.ng
  • Port: Choose 465 or 587.
  • Security Type: SSL/TLS.
  • Username: Your full email address (e.g., musa.jacob@mounamo.ng).
  • Password: Your email account password.
  • Tap “Next.”

Account Options:

• • Adjust the sync frequency and notification settings as desired.
  • Tap “Next.”

Finish Setup:

• • Enter your name as you want it to appear on outgoing emails.
  • Tap “Next” to complete the setup.

Setting Up Gmail with IMAP on Desktop

Using Gmail Web Interface:

Open Gmail:

• • Go to Gmail and sign in with your Google account.

Go to Settings:

• • Click on the gear icon in the top right corner.
  • Select “See all settings.”

Accounts and Import:

• • Navigate to the “Accounts and Import” tab.
  • Scroll down to “Check mail from other accounts” and click “Add a mail account.”

Enter Email Address:

• • Enter your custom domain email address (e.g., musa.jacob@mounamo.ng) and click “Next.”

Select Import Method:

• • Choose “Import emails from my other account (POP3)” and click “Next.”

Enter Email Settings:

• • Username: musa.jacob@mounamo.ng
  • Password: Your email password
  • POP Server: The POP server address provided by Mouna-Mo email host i.e., mail.mounamo.ng
  • Port: Use 995
  • Check the box “Leave a copy of retrieved message on the server” if desired.
  • Check the box “Always use a secure connection (SSL)”.
  • Click “Add Account.”

Set Up Outgoing Server (SMTP):

• • Select “Yes, I want to be able to send mail as musa.jacob@mounamo.ng” and click “Next.”
  • Name: Enter your name as you want it to appear on sent emails.
  • SMTP Server: Use server address provided by Mouna-Mo email host i.e., mail.mounamo.ng
  • Username: musa.jacob@mounamo.ng
  • Password: Your email password
  • Port: Choose either 465 or 587
  • Check “Secured connection using SSL.”
  • Click “Add Account.”

Verify Your Email Address:

• • A verification email will be sent to your custom domain email address.
  • Open the verification email and click the provided link or enter the verification code in Gmail.

Finish Setup:

• • Your custom domain email should now be set up in Gmail, and you can manage your emails from the Gmail interface.

 

 

The Status Labels screen is used to create and manage statuses for Tasks. The data will be used for the Tasks menu screen

Add Status Label

• Step1: Select the New Status Label function available in the screen

• Step 2: The system displays the Add new Status popup screen -> Proceed to enter the necessary values

Edit Status Label

Select the Edit function corresponding to the data line to be edited

Delete Status Label

Select the Delete function corresponding to the data line to be deleted

 

The Teams screen is used to create and manage Teams. The data will be used for the Projects menu screen

1.2.1. Add Team

• Step 1: Select the New Team function available in the screen

• Step 2: The system will display the Add new Team Popup screen -> Proceed to enter the necessary values

1.2.2. Edit Team

Select the Edit function corresponding to the data line to be edited

1.2.3. Delete Team

Select the Delete function corresponding to the data line to be deleted

The Billing Categories screen is used to create and manage Project billing expense types

1.3.1. Add Billing Category

• Step 1: Select the New Billing Category function available in the screen

• Step 2: The system will display the New Billing Category Popup screen-> Proceed to enter the necessary values

*Explain:

• If you choose Billing Type as Fixed Rate, the Project will be billed at the default price. The Task’s recorded Timesheets will also not be displayed on the Dashboard and payment is not required
• If you choose Billing Type as Project Hours, the Project will be cost according to the number of hours it takes to complete the Project.

1.3.2. Edit Billing Category

Select the Edit function corresponding to the data line to be edited

1.3.3. Delete Billing Category

Select the Delete function corresponding to the data line to be deleted

 

The Construction Projects screen is used to create and manage construction projects for real estate developers

1.4.1. New Project

• Step 1: Select the New Project function available in the Construction Projects screen

• Step 2: The system will display the Add new project screen -> Proceed to enter the necessary values

*Explain:

• The Project tab screen includes the following fields:
  • The Parent Project field is used to select the parent Project
  • The Billing Category field retrieves data from the Billing Categories screen.
  • The Project Budget field is used to enter the Project’s Budget.
  • The Budget Threshold field is used to enter the budget limit. When costs are about to reach the limit, there will be a notification and SMS sent to the person in charge of the Project
  • The Expected Revenue field is used to enter the Project’s expected revenue
  • The Expected Cost field is used to enter the expected cost of the Project
  • The Contingency Funds field is used to enter the Project’s reserve fund when costs exceed the threshold limit
• The Project Settings screen will display fields related to the customer’s rights to the Project.

1.4.3 View thông tin Project

• Step 1: Select the View function corresponding to the Project that needs to view information

• Step 2: The system displays a screen containing all Project information

*Explain:

• The Overview screen will display information such as:
  • The Days Left field will display the number of days remaining to execute the Project
  • The Logged Hours field will display the total number of actual hours spent on the Project (Taken from the Task execution time).
  • Billable Hours will display the total number of actual hours spent performing the Task (When creating a Task, select Billable). If the Project is of the “Project Hours” type, the hours of implementation will be included in the cost of the Project by default without having to create an Invoice.
  • When creating a Task but not selecting the Billable field, the total number of actual hours spent performing the Task will be displayed in the Unbilled Hours field.
• The Tasks screen will display all Tasks and Subtasks related to the Project
• The Timesheets screen will display a list of Timesheets performing Tasks under the Project.
• The Milestones screen is used to create and manage Project Milestones
• The Files screen is used to create and manage Project-related files. When sharing files, it will be displayed in Documents
• The Discussions screen is used to create discussions related to the Project
• The Mapping setup screen is used to set up accounts to map Invoice, Discount, Payment, Expenses, Credit Note, Refund, Tax,… of the Project into Accounting. Note: For accounts used for mapping, you must create or import first at the Chart of Accounts screen.

1.4.4. Copy Project

The Copy Project function is used to copy data from the original Project such as: Tasks, Checklist of Tasks, Milestones, Members and sales information,…

1.4.5. Edit Project

Select the Edit function corresponding to the data line to be edited

1.4.6. Delete Project

Select the Delete function corresponding to the data line to be deleted

The Tasks screen is used to create and manage Tasks related to Project, Invoice, Customer, Estimate, Expense, Proposal,…

1.5.1. Add new Task

• Step 1: Select the New New Task function available in the screen

• Step 2: The system will display the Add New Task Popup screen -> Proceed to enter the necessary values

*Explain:

• If the Public field is selected, the Task will be visible for everyone to see. If not selected, the Task will only be displayed to those with rights such as the executor, creator, Admin, and Task watcher.
• If the Billable field is selected, the system will determine whether the Task can be billed
• The Attach Files function is used to upload files to the Task. The uploaded file will be displayed on the Task’s View information screen
• Hourly Rate is used to enter the amount per hour when performing a Task
• Estimated Time is used to enter the total expected execution time (hours).
• Estimates Value is used to enter the total expected value when performing the Task
• Start Date and Due Date are used to enter the start time and end time when executing the Task
• Status is used to select the status of the Task. This field data is taken from the Status Labels screen
• Priority is used to select the priority for the Task
• Repeat every is used to select the Task’s repetition time
• The Related to field is used to select objects such as creating tasks for Project, Task for Invoice, Task for Customer,…
• The Assignees Team field is used to select the Team to perform the Task. The data in this field is taken from the Team screen. Team members will be selected to perform the Task.
• When selecting the implementation staff and Followers, there will be a notification to the selected person (notification that the task has been successfully created, the task has changed its status,…)

1.5.2. Add new Sub Task

• Step 1: Select the New Sub Task function in the screen or Select the Add Sub Task function in each Task

• Step 2: The system will display the Add New Subtask Popup screen -> Proceed to enter the necessary values

1.5.3. Edit Task

Select the Edit function corresponding to the data line to be edited

1.5.4. Delete Task

Select the Delete function corresponding to the data line to be deleted

1.5.5. View Detail

• Step 1: Select the Task information you want to View information

• Step 2: The system will display a popup screen containing Task information

*Explain:

• Function is used to mark task completion
• Function is used to record real time when performing tasks

• Function is used for real-time statistics of Task execution

• Function is used to display Task subtasks
• The Hourly Rate field will display the hourly rate for executing the Task that was entered at Task creation
• The Estimate Task Value field will display the total expected value of the Task that was entered at the time of task creation
• The Actual Task Value field will display the actual value that the employee will receive when performing the task successfully. The system will take the Hourly Rate field (entered in the profile of the person performing the task) and multiply it by the actual number of hours the employee performed the task.
• The Estimate Task Time field displays the total estimated execution time (hours) entered when creating the task
• The Actual Task Time field will display the actual time the employee performed the Task. Actual time will be taken from employee Start Time – Stop Time or taken from Timesheets
• The Billable field will display: Billable or Not Billable. For Tasks that have selected Billable but are still displayed (Not Billable), it is because the Task has not been paid to the employee. (Create Invoice -> Select Customer -> Select Project -> Select Task and payment). After successful payment, the Task will display as Billable (Billed).
• The Your logged time field will display the actual time you performed the Task.
• The Total logged time field will display the total real time that employees performed the Task

1.5.8. Tasks Overview

Function used to display all Tasks as KanBan

2.1. Manage Budget

The BudgetMaster displays all projects and subprojects with real-time budget tracking, providing project financial information by milestones, tasks, subtasks and budget categories.

Click View to see actual project budget details

2.2. Budget Detail

To record costs in the Actual column of Budget categories, we need to create Expense for Project – Sub project – Budget Category – Milestone – Task – Subtask.

• When updating Project Budget, Budget Threshold, Expected Revenue, Expected Cost, Contingency Funds in the above screen, the data will also be updated in Construction Projects.

Profit = = *100 = 86.2165

Revenue Deviations = where n = total number of observations.

= = = 3,189.175

Revenue Deviations = =1,810.825

• Budget categories such as: Labors, Materials, Travels, Equipments, Fixed, Misc are fixed categories in the system. There is no function to create, edit, or delete budget categories.
• The Planned column: allows users to manually enter budget allocation for Milestones, Tasks, and Sub-Tasks-Budget Category.
• The Actual column: will automatically get the actual cost from the expense created related to the project – sub project – Budget Category – Milestone – Task – Subtask.
• The Budgeted column: is the total planned budget for each milestone, task, and sub-task.
• The Actual column: is the total actual budget for each milestone, task, and sub-task.
• The Balance column = Budgeted – Actual

Analysis Tool will offer advanced tools for conducting ‘what if’ analysis, enabling users to assess the impact of potential changes on project profitability, including changes in costs, schedules, resource allocation, etc.

We can create multiple models for one project.

2.3.1. Create Analysis Tool

• Step 1. Go to the Manage menu under the BudgetMaster in the left sidebar -> Select a project and click View

• Step 2. Select Analysis Tools button

Or go to the Analysis Tools menu under the BudgetMaster in the left sidebar.

1. Enter the Model Name
2. Enter data in the fields Budget Threshold, Expected Revenue, Expected Cost, Contingency Funds, Actual and Planned columns.
3. Project Budget = total planned amount of all tasks, subtasks and milestones.

• Step 3. Then select Save button
• Step 4. To create another model for the same project, select New Model button

2.3.2. Edit model

• Step 1. Select a model -> select View

• Step 2. Update and Save

2.3.3. Delete model

• Select a model -> select Delete -> Confirm to delete

2.4. Automated notifications for budget threshold breaches

The system will send notifications via email-SMS to the owner when Expense in the project exceeds the budget threshold.

The warning will be sent automatically after running the cron job

• SMS: send notification to owner’s phone number. The owner’s phone number is declared at Setup -> Staff -> Profile

• Email: send notification to owner’s email/ The owner’s email is declared at Setup -> Staff -> Profile

2.4.1. SMS configuration

Go to Setup menu -> select Settings menu -> select SMS -> select Africastalking -> fill in the information and save

2.4.2. Email template

• Step 1. Go to Setup menu -> select Email Templates menu

• Step 2. Find Projects and select Notification for Budget Threshold Breaches (Send to Owner)

• Step 3. Select the appropriate language and enter information into the email template and save

2.4.3. Send notification

• Step 1. Configure SMS and email templates
• Step 2. Assign project/subproject to an employee as owner

• Step 3. Owner needs to have enough email information and phone number

• Step 4. Create expenses for the project. If Actual > Budget Threshold, the system sends a warning to the owner

NOTE: The warning will be sent automatically after running the cron job

 

3.1.1. General Settings

The General Settings screen is used to set up automatically generated codes for the Property and Orders screen.

3.1.2. Property Types

The Property Types screen is used to create and manage Property Types. The data will be used for the Property screen

• Step 1: Select the Add function on the screen

• Step 2: The system will display the New Property Type popup -> Proceed to enter the necessary values.

3.1.3. Amenities

The Amenities screen is used to create and manage Amenities. Successfully created data will be used for the Property screen

• Step 1: Select the Add function on the screen.

• Step 2: The system will display the New Amenity popup-> Proceed to enter the necessary values

3.1.4. Permissions

The Permissions screen is used to authorize the screens of the Proptech module to employees

• Step 1: Select the Add function on the screen

• Step 2: The system will display the Add Permission popup -> Proceed to enter the necessary values

 

 

The Customers screen is used to create and manage customer information

3.2.1. Add Customer

• Step 1: Select the New Customer function available in the management screen

• Step 2: The system will display a screen containing customer information to collect -> Proceed to enter the necessary information

3.2.2. Import Customers

• Step 1: Select the Import Customers function available on the screen

• Step 2: The system will display the screen to Import files into the system -> Proceed to import customers

3.2.3. View Customer

Select the View function corresponding to the data you want to view information

3.2.4. Contacts

The Contacts screen is used to manage all contacts of all customers

• Step 1: Select the Contacts function in the screen

• Step 2: The system will display a screen containing all Contacts of all customers

3.2.5. Delete Customers

Select the Delete function corresponding to the data line to be deleted

 

 

The Property screen is used to create and manage assets..

3.3.1. Create Property

• Step 1: Select the New function in the Property screen

• Step 2: The system will display the Add new Property screen -> Proceed to add the necessary values

*Explain:

• Only Properties whose status is Active can be displayed on the Orders screen for use.
• When the Order is paid, the Property will automatically change to Sold status

3.3.2. Edit Property

Select the Edit function corresponding to the data line to be edited

3.3.3. View Property

• Step 1: Select the Property you want to view information about

• Step 2: The system will display a screen containing information related to the selected Property

*Explain:

• Images in the Information screen are added from the Gallery screen
• The Sub Properties screen will display a list of child Properties of this Property
• The Payment Plans screen in Finance is used to create payment plans for Property. When creating an Order, if the Order is confirmed, the system will automatically create an Invoice based on the Payment Plans created on this screen. The pre-created invoice will correspond to Plan1. The start date of Invoice 1 will be the Order creation date (Order Date). Due Date of Invoice 1 will be equal to Order Date + Time. The start date of Invoice 2 will be the Due Date of Invoice 1

For example:

1. Assume a property has two payment plans: Plan 1 (with a duration of 1 month) and Plan 2 (with a duration of 2 months).
2. When an order for a property is created and confirmed, the system generates two invoices, each reflecting the amounts specified in the two payment plans.
   • For Invoice 1 (corresponding to Plan 1):
     • The invoice date is the same as the order creation date (Order Date).
     • The due date is set to one month after the Order Date.
   • For Invoice 2 (corresponding to Plan 2):
     • The invoice date is the same as the due date of Invoice 1.
     • The due date is two months after the Invoice Date of Plan 2.

• The Expense screen is used to create and manage Expense related to Property.
• The Order screen will display a list of Orders created for the Property

• The Invoice screen will display a List of Invoices arising from the Order when selecting the corresponding Property
• The Document screen is used to upload Property-related files
• Gally screen is used to upload Property images. The image will also display on the Information screen
• The Map screen will display the Property’s location on the map according to the entered latitude and longitude

3.3.4. Delete Property

Select the Delete function corresponding to the data line to be deleted

 

 

3.4. Orders

• The Orders screen is used to create and manage Property buying and selling requests
• When the status of the Order is New, the Confirm Order and Cancel Order functions will be displayed. The Confirm Order function, when selected, will confirm the Order and the system will automatically create it
• Invoice according to Property’s Payment Plan
• The Cancel Order function is used to cancel an Order. When selecting this function, the system will automatically delete the Order’s self-generated Invoice (Invoice with Payment still allows deletion)
• But for Order to automatically delete all Invoices, you must set permission to delete all Invoices

3.4.1. Add Order

• Step 1: Select the New function in the screen

• Step 2: The system will display a screen containing the necessary values to create new data

3.4.2. Edit Order

Select the Edit function corresponding to the data line to be edited

Note: only Orders that have not yet generated Invoices can be edited

3.4.3. View Order

• Step 1: Select the Order you want to view information

• Step 2: The system will display a screen containing Order information

3.4.4. Delete Order

Select the Delete function corresponding to the data line to be deleted

 

3.5.1. Set up before implementation

To allow customers to pay with Paystack, we must follow these steps:

• Step 1: Access the link: https://dashboard.paystack.com/#/settings/developers , then proceed to register an account and enter the necessary information

• Step 2: After the registration information has been successfully verified, Select Setting -> select API Key & Webhooks screen -> Copy the information on the screen to put into the system

*Note: This is only information used to test online payments with Paystack.

Note: When you want to use real payments, you need to enter a value in the Secret key and select No for the Enable Test Mode field

3.5.2. Invoice management screen

3.5.3. Payment

 

 

Client Portal

Customers access their Account, then select Estateflow Protech

3.6.1. Property

The Property screen will display a list of Properties with Active status for customers to review

3.6.2. Orders

The Orders screen is used to create an manage customer orders.

The documentation for this part is coming soon!

3.6.3. Invoice

The screen will display Invoices related to the customer

 

Welcome to AfriFlowSoft’s EstateFlow ERP’s “Accounting & Bookkeeping” module – your comprehensive solution for financial management in the real estate and construction sectors.

This module boasts a user-friendly dashboard displaying key financial metrics and integrates smoothly with other essential modules, including Purchase and Inventory Management, and HR Payroll. Enjoy simplified transaction management and accurate financial recording with our banking section and transaction mapping.

Our module also provides functionalities like journal entries, account transfers, and detailed financial reports for effective budget management and planning. Dive into various reports for deep financial analysis, and utilize aging reports for monitoring payables and receivables.

Customizable settings enhance banking connectivity, making this module an indispensable tool for efficient financial operations and strategic decision-making.

MULTI-USER ACCESS AND PERMISSIONS

 1.1. Create a role and assign permissions

• Step 1. Go to Setups menu in the left sidebar -> select Roles
• Step 2. Select New Role

• Step 3. Enter role name and select permissions -> then select Save

• View (Own): employees belonging to this role only see transactions created by him or assigned to him.
• View ( Global): employees belonging to this role can see all transactions of the module

1.2. Update role and update permissions

• Step 1. Select a role and click Edit icon

• Step 2. update permission -> check “ Update all staff members permissions that are using this role” -> then select Save

Note: If “Update all staff members permissions that are using this role” is not selected, changing role permissions won’t affect current staff members permissions that are using this role.

 1.3. Assign permissions to specific employees

• Step 1. Go to Setups menu in the left sidebar -> select Staff
• Step 2. Select a staff and click View

• Step 3. Select Permissions tab -> update permission or select Role to have the system automatically select permissions according to the selected role-> then select Save

 

FIXED EQUIPMENT MODULE

7.1. Settings

7.1.1. Depreciations

To add a new depreciation to your organization:

• Step 1. Go to Settings menu under Fixed Equipment module from the left sidebar -> Select the Depreciations menu
• Step 2. Click on the Add button on the top.

• Step 3. In the Add Depreciations page, fill the following details:

Select Depreciation Method: Declining Balance Depreciation Method, Sum-of-the-Years-Digits Depreciation Method, Units of Production Depreciation Method, Double Declining Balance Method.

Enter the Depreciation Name.

Enter the Number of Months.

• Step 4. Click Save button

7.1.2. Suppliers

To add a new supplier to your organization:

• Step 1. Go to Settings menu under Fixed Equipment module from the left sidebar -> Select the Suppliers menu
• Step 2. Click on the Add button on the top.

• Step 3. In the Add Suppliers popup, fill the following details:

Enter the Supplier Name.

Enter the Address, City, State, Country, Zip Code

Enter the Contact Name

Enter the Phone Number

Enter the Fax

Enter the Email

Enter the URL

Enter the Note

Upload attachment file

• Step 4. Click Save button

7.1.3. Asset Manufacturers

To add a new manufacturer to your organization:

• Step 1. Go to Settings menu under Fixed Equipment module from the left sidebar -> Select the Asset Manufacturers menu
• Step 2. Click on the Add button on the top.

• Step 3. In the Add Asset Manufacturers popup, fill the following details:

Enter the Name.

Enter the URL

Enter the Support URL

Enter the Support Phone

Enter the Support Email

Upload image

• Step 4. Click Save button

7.1.4. Categories

To add a new category to your organization:

• Step 1. Go to Settings menu under Fixed Equipment module from the left sidebar -> Select the Categories menu
• Step 2. Click on the Add button on the top.

• Step 3. In the Add Category popup, fill the following details:

Enter the Category Name.

Enter the Category EULA

Choose the Use the primary default EULA instead: this function does not currently affect the system, only selects and displays off-screen for information.

Choose the Require users to confirm acceptance of assets in this category: this function does not currently affect the system, only selects and displays off-screen for information.

Choose the Send email to user on check in/check out : this function does not currently affect the system, only selects and displays off-screen for information.

Upload image

• Step 4. Click Save button

7.1.5. Status Labels

To add a new status label to your organization:

• Step 1. Go to Settings menu under Fixed Equipment module from the left sidebar -> Select the Status Labels menu
• Step 2. Click on the Add button on the top.

• Step 3. In the Add status labels popup, fill the following details:

Enter the Name.

Select the Status type: Deployable, Pending, Undeployable, Archived.

Enter the Chart color

Default Label: if checked, this is the default state when creating the asset.

• Step 4. Click Save button

7.1.6. Custom field

7.1.6.1. Add Field Set

To add a new fieldset to your organization:

• Step 1. Go to Settings menu under Fixed Equipment module from the left sidebar -> Select the Custom field menu
• Step 2. Click on the Add button on the top.
  
• Step 3. In the New fieldset popup, fill the following details:
  
  1. Enter the Name.
  2. Enter the Notes.
• Step 4. Click Save button

7.1.6.2. Add Custom Field

To add a new custom field for a fieldset to your organization:

• Step 1. Go to the Settings menu under the Fixed Equipment module from the left sidebar -> Select the Custom field menu.
• Step 2. Hover over the fieldset and click View
  
• Step 3. Click on the Add button
  
• Step 4. In the New custom field popup, fill in the following details:
  
  1. Enter the Title
  2. Select the Field type: Text Field, Number Field, Text Area, Select, Multi-Select, Check Box, Radio Button.
  3. Required: if selected, it is mandatory to enter data for this custom field.

7.1.7. Models

To add a new model to your organization:

• Step 1. Go to Settings menu under Fixed Equipment module from the left sidebar -> Select the Models menu
• Step 2. Click on the Add button on the top.
  
• Step 3. In the Add Model popup, fill the following details:
  
  1. Enter the Model Name.
  2. Select the Manufacturer.
  3. Select the Category. Only displays data of the asset category type.
  4. Enter the Model NO.
  5. Select the Depreciation
  6. Enter the EOL
  7. Select the Fieldset
  8. Enter the Note
  9. Upload the image
• Step 4. Click Save button

7.1.8. Permission

Users can access the modules based on their permission.

Admin: has unrestricted access to all the modules. You as an admin, can assign permission for roles or specific employees.

Add Permission

• Step 1. Go to Settings menu under Fixed Equipment module from the left sidebar.
• Step 2. Select Permission menu -> Click on the Add button.

• Step 3. In the Permissions page, fill the required details:
  

– Role: this set of permission applies to all employees of the selected role.
– Staff name: this set of permission applies to select staff.

Step 4. Click Save button

• Dashboard permission
  View: allow the user with a specific role to see the Dashboard menu but only the historical information of the activities that the employee directly performed on the asset data.
  View (Global): allow the user with a specific role to see the Dashboard menu and see all the historical information about the activities that the employee in the system does to the asset data.
  View and View (Global) permissions can only be selected in one of the two.
• Assets permission
  View : If activated, only view asset details and only see assets with Requestable selected.
  View (Global): employee can see all assets .
  View and View (Global) permissions can only be selected in one of the two.
  Create: allow employees to create assets.
  Edit: allow employees to edit assets.
  Delete allow employees to delete asset.
• Same for other features

7.1.9. Other settings

User must register google map key then enter “Google map API key” field -> click Save to save

Google map API key is used for the Location page. Once a location is entered, the system locates the location on the map and displays it in the Location details screen.

7.2. Locations

The Location page is used to create and manage another company location (company branch location if any) so that assets can be allocated from the headquarters company to the branch company.

The data in this screen will be used for the Assets.

Assets column: statistics on the number of fixed assets of this location (When creating fixed assets at the Assets menu, select this location).

Assets Assigned column: statistics of how many assets are allocated from another location to this location

7.2.1. Add New Location

To add a new location to your organization:

• Step 1. Go to Locations menu under Fixed Equipment module from the left sidebar

• Step 2. Click on the Add button on the top.
  
• Step 3. In the Add locations popup, fill the following details:
  
  1. Enter the Location name.
  2. Select the Parent (optional)
  3. Select the Manager: is used to select the manager of this location
  4. Enter the Address
  5. Enter the City
  6. Enter the State
  7. Select the Country
  8. Enter the Zip Code
  9. Select the Location currency. Currency is created at Setup-> Finance -> Currencies
  10. Upload image
• Step 4. Click Save button

7.2.2. Location Detail

• Step 1. Hover over the location and click View

7.3. Assets

The Assets menu is used to create and manage the company’s fixed assets. These assets can be checked-out to employees, customers, other assets, other locations and projects.

This screen will display all information related to fixed assets such as: Asset name, image, status, location (location of the asset to be checked out), default location ( where the asset was selected when creating a new one), number of check-out/check-in, etc…

7.3.1. Add New Asset

• Step 1. Go to Assets menu under Fixed Equipment module from the left sidebar
• Step 2. Click on the Add button on the top.
  
• Step 3. In the Add asset popup, fill the following details:
  
  1. Enter the Asset name.
  2. Select the Models
  3. Select the Status
  4. Select the Supplier
  5. Enter the Purchase date
  6. Enter the Order number
  7. Enter the Purchase cost
  8. Select the Locations
  9. Enter the Warranty
  10. Enter the Description
  11. Go to Serial Number tab, enter the serial number
      Click to add new row.
      
• Step 4. Click Save button

7.3.2. Bulk Upload Asset

Bulk Upload function: used to import multiple lines of fixed assets at the same time

• Step 1. Go to Assets menu under Fixed Equipment module from the left sidebar
• Step 2. Click on the Bulk Upload button on the top.
  
• Step 3. To ensure successful import (correct format, full columns) you should download the template file by clicking Download a sample button.
  
• Step 4. Enter the data you need to import into the downloaded file and save it.
• Step 5. Click the Choose File button under Choose excel file and choose a file -> click on the Import button

In case the import fails, the Download error file button will be displayed. To see the import error, click on the Download error file button to download the file and see the error.

7.3.3. Print QR code

Way 1: Print QR code for each asset

• Step 1. Go to Assets menu under Fixed Equipment module from the left sidebar
• Step 2. Hover over the asset and click Print QR code
  
• Step 3. Redirect to PDF page

Way 2: Print QR code for multiple assets at once

• Step 1. Go to Assets menu under Fixed Equipment module from the left sidebar
• Step 2. Select some assets to print QR code -> click on the Print QR code button

• Step 3. Redirect to PDF page

7.3.4. Asset Detail

• Step 1. Go to Assets menu under Fixed Equipment module from the left sidebar.
• Step 2. Hover over the asset and click View
  
• Step 3. Redirect to asset detail
  • Details tab
    
  • Assets tab
    Show a list of assets checked-out to this asset.
    
  • Maintenances tab
    Show the list of maintenance generated for this asset
    
  • History tab
    Manage activity history: create, update, check-out, check-in.
    
  • Files tab
    Upload attachment file
    

7.3.5. Check-out

You can check-out assets to employees or customers or other assets or locations or projects.

Show the Check-out button only when the asset has a state of type Deployable.

After each check-out or check-in, the action is recorded in the History tab in the asset details.

• Step 1. Go to Assets menu under Fixed Equipment module from the left sidebar
• Step 2. Select an asset that has a status of Deployable and click on Check-out button.
  

• Step 3. In the Check-out popup, fill in the following detail
  1. Select the Status
  2. Check-out to:
  Select the Staff: see information at the Check-out to column

Select the Customer: see information at the Check-out to column

Select the Asset: this asset will be displayed in asset detail which is selected to receive check-out.

Select the Location: this asset will show in the selected location detail

Select the Project: see information at the Check-out to column

3. Enter the Check-out date
4. Enter the Expected check-in date ( optional). This field is for storage only.
5. Enter the Notes

• Step 4. Click on the Check-out button

7.3.6. Check-in

Check-in function is used to recover assets that have been allocated to employees or customers or to another location or to another asset or project.

• Step 1. Go to Assets menu under Fixed Equipment module from the left sidebar
• Step 2. Select an asset anc click on the Check-in button.
  
• Step 3. In the Check-in popup, fill in the following detail
  
  1. Select the Status
  2. Select the locations (optional): Select the location where the recovered asset is received
  3. Enter the check-in date
  4. Enter the Notes
• Step 4. Click on the Check-in button

7.4. Maintenance

Maintenance costs will be added to the value of the asset to calculate depreciation.

To create a maintenance:

• Step 1. Go to Maintenances menu under the Fixed Equipment module
• Step 2. Click on the Add button
  
• Step 3. In the Create Asset Maintenance popup, fill in the following details:
  
  1. Select the Asset
  2. Select the Supplier
  3. Select the Maintenance: Maintenance, Repair, Upgrade, PAT test, Calibration, Software Support, Hardware Support
  4. Enter the Title
  5. Enter the Start date
  6. Enter the Completion date
  7. Warranty improvement: if selected, will display information to know if there is an improvement in maintenance (this function is currently only selected to display information, will improve business later)
  8. Enter the Cost: enter maintenance cost
  9. Enter the Note
• Step 4. Click on the Save button

7.5. Depreciations

7.6. Report

 

TAX COMPLIANCE

8.1. Create Tax

• Step 1. Go to Setup menu in the left sidebar -> select Finance menu -> select Tax Rates menu
• Step 2. Select New Tax button

• Step 3. Enter Tax Name and Tax Rate -> then select Save

8.2. Update Tax

• Step 1. Select a tax and click Edit icon
• Step 2. Update tax and select Save button

Note: If this tax is used by expenses transactions, you can’t update it.

8.3. Delete Tax

• Step 1. Select a tax and click Delete icon
• Step 2. Confirm to delete

 

DOCUMENT MODULE

File Management screen used to create and manage files

9.1. Sections

Each employee and customer will have 2 default display sections, Inbox and #Team. For the #Team section, everyone can see it and have full rights to operate. The Inbox section is for employees or customers only. When creating a new section, it will belong to the creator object itself

9.1.1. Create Section

• Step 1: Select the Document Management module -> Select the Create new Section function in the screen

• Step 2: The system will display the New section screen -> Proceed to enter the necessary values -> Select Save to save the action you just made

9.1.2. Edit Section

Select the Edit function corresponding to the Section to edit information

9.1.3. Shared Section

The shared section will show up in the Share to me screen for shared employees/customers

Select the Share function corresponding to the Section to share information

9.1.4. Download Section

Select the Download function corresponding to the Section to download information

9.1.5. Delete Section

Select the Delete function corresponding to the Section to delete information

9.2. Folders

After creating the Section, we proceed to create a Folder inside the Section or upload a File

9.2.1. New Folder

• Step 1: Select the Section to create a Folder -> Select the New Folder function

• Step 2: The system will display the New Folder screen -> Proceed to enter the necessary values -> Select Save to save the action you just made

9.2.2. Edit Folder

Select the Edit function corresponding to the Folder to edit information

9.2.3. Share Folder

• Step 1: At the File management screen -> Select the folder to Share -> Select the corresponding Share function

• – Step 2: The system will display the Share folder screen -> Proceed to select the necessary values -> Select Share to share to the selected object

* Explanation:

o The Share to area will have 3 cases: sharing for Staff, sharing for Customer and sharing for customer groups

o Permission will have 4 permissions:

• Preview only allows the shared file to see the shared file metadata information (cannot view the content, edit or download, …)
• Viewer only allows the shared person to see the file metadata information, view the file content and be able to download the file
• Editor will allow the person sharing the file to have full rights (Edit metadata, Share, Duplicate, Download, Upload, view file content, create Reminder)
• Upload only will only allow the person sharing the section to see the section and upload files to the section. Note: After the upload is successful, the staff can’t see the uploaded file in the section but only the section owner can see it.
• The Expiration function, if selected, allows you to choose the validity period that the shared object can receive. When the selected time expires, the system will automatically revoke the shared permission

9.2.4. Duplicate Folder

• Duplicate function is used to copy a folder into another copy and can save it in the desired location
• Have 2 way:
  • Method 1: At the File management screen -> Select the folder to duplicate -> Select the corresponding Duplicate function

• • Method 2: At the File management screen -> Select the folders to duplicate -> Select the Duplicate function available on the screen

9.2.5. Move Folder

• Move function is used to move the folder and save it at the desired location
• Have 2 way:
  • Method 1: At the File management screen -> Select the folder to move -> Select the corresponding Move function

• • Method 2: At the File management screen -> Select the folders to move -> Select the Move function available on the screen

9.2.6. Download Folder

• There are 2 ways to Download Folder
  • Method 1: Download a Folder: At the File management screen -> Select the folder to download -> Select the corresponding Download function

• • Method 2: Download multiple folders: At the File management screen -> Select the folders to download -> Select the Download function available on the screen

9.2.7. Delete Folder

• There are two ways to delete a folder:
  • Delete 1 Folder: In the File Management screen -> Select the Delete function corresponding to the Folder to delete information

• • Delete Multiple Folders: Select the folders to be deleted -> Select the Delete function available on the screen

9.3. Files

9.3.1. Upload Files

Select Document Management module -> Select File Management menu -> Select Upload function or Add more files function -> Proceed to select File to upload.

If the file upload is refused, go to Setup -> Settings -> Support -> General -> Enter the file extensions you want to upload

9.3.2. Edit File

• Step 1: In the File Management screen -> Select the Edit metadata function corresponding to the File to be edited

• Step 2: The system will display a screen containing the corresponding information of the File -> Enter the value to be edited -> Select Submit to save

9.3.3. View File

• Step 1: In the File Management screen -> Select the File you want to see detailed information

• Step 2: The system will display a screen containing the corresponding information of the file

* Explanation:

Chức năng Attach dùng để đính kèm file vào Project, Invoice, Customer, Estimate, Contract,… The data will be displayed on the File screen of the object Related

Reminder function is used to create a reminder schedule for File. The created reminder calendar will also be displayed in the Reminders area

The New Share function is used to share files with other objects. The created sharing history will be displayed in the Share to area

Lock File function is used to lock the file so that no one can edit or upload a new version of the file, only the person who locks the file can manipulate it. Everyone can lock the file, but only the person who locked the file can unlock the file. The system will display a line of information for users to know who is Lock File

The Upload new Version function is used to upload a new file for the old file, the system will record the version update history and still store the old version file. You can download or update the desired version or delete the file of any version

View in Word function is used to view the content of Word files

Edit Metadata function is used to edit information for the corresponding File

The Edit in Word function is used to edit the content inside the Word File

View In Word / Excel / Video function, .. used to preview the content of the files

The Audit Log area will display the history of File-related activities. For example: Upload file, edit, move, upload new version, …

9.3.4. Remind Files

Reminder function is used to create a reminder schedule for File. Run cron job to send email automatically

Reminder that is emailed successfully will automatically delete the created reminder calendar.

First, go to Setup -> Email Templates -> Search to the email template area of the Document -> Select Reminder to update the email template when the system sends the Reminder

Once the email has been sent successfully, the reminder will also automatically disappear

– Step 1: In the File Management screen -> Select the File you want to create Remind

Step 2: Select the New Reminder function available in the View file screen-> The system will display the Create Reminder screen -> Enter the necessary information -> select Submit to save the action you just madeØ Reminder function is used to create a reminder schedule for File. Run cron job to send email automatically

* Explanation:

o The Date field is used to select the date the system sends the reminder email

o The Email field is used to enter the email address that needs to be reminded by the system

o Message is used to enter a message when the system sends a reminder to the mail

o After creating successfully, Reminder will be displayed in the View file screen, you can also edit and delete Reminder.

9.3.5. Share files

File sharing history will be displayed in the View File screen

– Step 1: In the File Management screen -> Select the Share function corresponding to the File to share information

• Step 2: The system will display the Share folder screen -> Proceed to select the necessary values -> Select Share to share to the selected object

* Explanation:

• The Share to area will have 3 cases: sharing for Staff, sharing for Customer and sharing for customer groups
• Permission will have 4 permissions:
  • Preview only allows the shared file to see the shared file metadata information (cannot view the content, edit or download, …)
  • Viewer only allows the shared person to see the file metadata information, view the file content and be able to download the file
  • Editor will allow the person sharing the file to have full rights (Edit metadata, Share, Duplicate, Download, Upload, view file content, create Reminder)
• The Expiration function, if selected, allows you to choose the validity period that the shared object can receive. When the selected time expires, the system will automatically revoke the shared permission

9.3.6. Duplicate files

• Duplicate function is used to copy a file into another and can save it in the desired location
• Have 2 way:
  • Method 1: At the File management screen -> Select the File to duplicate -> Select the corresponding Duplicate function

• • Method 2: At the File management screen -> Select the files to duplicate -> Select the Duplicate function available on the screen

9.3.7. Move files

• Move function is used to move the file and save it at the desired location
• Have 2 way:
  • Method 1: At the File management screen -> Select the File to move -> Select the corresponding Move function

• • Method 2: At the File management screen -> Select the files to move -> Select the Move function available on the screen

9.3.8. Download files

• There are 2 ways to Download File
  • Method 1: Download a File: At the File management screen -> Select the File to download -> Select the corresponding Download function

• • Method 2: Download multiple folders: At the File management screen -> Select the folders to download -> Select the Download function available on the screen

9.3.9. Delete files

• There are 2 ways to Download File
  • Method 1: Download a File: At the File management screen -> Select the File to download -> Select the corresponding Download function

• • Method 2: Download multiple folders: At the File management screen -> Select the folders to download -> Select the Download function available on the screen

9.4. Share to me

The Share to me screen is used to display Sections / Folders / Files shared by other employees

 

MFA MODULE

10.1.1. General settings

• If the Enable Multi Factor Authentication field is allowed, it will use all 3 elements of authentication in the system such as: authentication through Google Authenticator, authentication via Whatsapp and authentication via SMS.
• Delete old history field (Login & Send code) after … month: if you enter the number of months in this field, the system will delete the data beyond the current date of the system in the Reports screen
• Clear logs function: The system will delete all login history with authentication factor and delete all history of sending code to log in for accounts

10.1.2. Set up confirmation through Google Authenticator

• The Enable Google Authenticator field, if allowed, will be able to use authentication through Google Authenticator, but provided that the Enable Multi Factor Authentication field in the General settings screen is also allowed.
• The Enable Google Authenticator field is for employees, when this function is enabled and the Enable Google Authenticator field is enabled, employees in the Employee group will be able to use the authentication function with Google Authenticator.
• The Enable Google Authenticator field for managers is similar to that for employees, when this function is enabled and the Enable Google Authenticator field is enabled, employees in the management group will be able to use the authentication function with Google Authenticator.

10.1.3. Confirmation settings through Whatsapp

• The Enable Whatsapp field, if allowed, will be able to use authentication via Whatsapp, but provided that the Enable Multi Factor Authentication field in the General settings screen is also allowed.
• Whatsapp. Similar to Google Authenticator, Users can enable authentication via Whatsapp if you check to this checkbox.
• Please enter the full information below when you activate Whatsapp. If the information is missing, the security code will not be sent to the user when they enable authentication via whatsapp.
• Click here to view how to connect your Twilio number to your WhatsApp business profile.
• You need to create a Whatsapp message template similar to the one you configured in the “Whatsapp message template” field. Click here to see how to create it.

10.1.4. Confirmation settings via SMS

The Enable SMS field, if allowed, will be able to use authentication via Whatsapp, but provided that the Enable Multi Factor Authentication field in the General settings screen is also allowed.

You can configure SMS sending via Twilio, Clickatell, MSG91.

Note: Only 1 active SMS gateway is allowed.

10.2. For normal users

10.2.1. Google Authenticator

• Go to MFA Management menuMFA -> MFA management -> Activate the authentication method you want to use and click submit.

• You can only enable authentication via Google Authenticators when your role is authorized by the administrator to use this feature.
• Once activated you can generate your secret key by “clicking refresh button”.

• After saving the settings, “View qr code” button will be displayed. Click on it to view the QR code & Scan it with Google Authenticator app to get the login code.

• For Google Authenticator, you need to install Google Authenticator app (Android & IOS) to use this feature.
• Scan the QR code using the Google Authenticator app and you will receive a login code.
• Login codes will be refreshed every 30 seconds. Please enter it before this time expires.

10.2.2. Whatsapp & SMS

• For Whatsapp & SMS, you need to enter your phone number & whatsapp phone number when you activate it. You need to enter a phone number with the correct format of your country. Example with my country: +84123456789.

• When you activate Whatsapp & SMS, you will receive the login code via whatsapp & sms.

10.3. Report

10.3.1. Report Login History Via MFA

• The screen is used to display the history of logging into the system using verification functions such as authentication through Google Authenticator, authentication via Whatsapp and authentication via SMS.
• Select the Reports menu -> select the Login History Via MFA screen -> Proceed to filter the data so that the system displays the desired data.

10.3.2. Report Security Code Sending History

• The screen is used to display the history of sending codes when verifying via Whatsapp and authenticating via SMS.
• Select the Reports menu -> select the Security Code Sending History screen -> Proceed to filter the data so that the system displays the desired data.

10.3.3. Chart Report Usage statistics for Login Frequency

• The screen is used to represent the amount of history logged into the system by functions via the bar chart
• Select the Reports menu -> select the Usage statistics for Login Frequency screen -> Proceed to filter the data so that the system displays the desired data.

 

INVENTORY MODULE

11.1. Setting

11.1.1. Item Settings

Go to Settings menu under Inventory module from the left sidebar -> Select General Settings -> Items tab

The data set in the Items tab will be used for Add Item form.

• Default Profit Rate (%): this value is automatically populated in the Default Profit Rate (%) field.
• Sale price: In Add Items page, the selling price is automatically calculated based on the formula of the selected option. There are 2 options:
  • Calculate the selling price using the cost and profit rate:
    • Selling price = Purchase price * ( 1 + profit radio)
      Ex: Default Profit Rate (%) = 13, Purchase price = $100
      ==> Selling price = 100 * ( 1 + 0.13) = $113
  • Calculate the selling price using the sellings and profit rate:
    • Selling price = Purchase price / ( 1 – profit radio)
      Ex: Default Profit Rate (%) = 13, Purchase price = $100
      ==> Selling price = 100 / ( 1 – 0.13) = $114.94
  • Fractional portion ( Number of digits rounded): used to round the item’s selling price
    Ex: Fractional portion ( Number of digits rounded) = 2
    Selling price = $155,747 ≈ $155.75
  • Integer portion ( Number of digits rounded): used to round the item’s selling price
    Ex: Integer portion ( Number of digits rounded) = 1
    Selling price = $154,59 ≈ $160
• Barcode: there are 2 options:
  • Use SKU code as Barcode:
    • If you check “Use SKU code as Barcode”: in Add New Item page, Commodity Barcode is the same as the SKU code ( i.e. after submitting Add New Item page, the Barcode field data will copy from the SKU code field).
    • If you don’t check “Use SKU code as Barcode”: after submitting Add New Item page, the data of the SKU code field does not affect the data of the Barcode field
      Attention: the data of previously created items is not changed when this option is updated
  • Display a short description below the printed barcode: if you check this option, when print Barcode, short description will show and display only the first 30 characters of the brief description .
  • Display price when print barcode: if you check this option, when print barcode, selling price is displayed.
• If there are more than X products, search will be displayed on the product selection box:
  • If the number of existing items is >X => you must enter the search keyword
  • If the number of existing items is < X => alway display the item in drop list
• Update the “Do not update inventory numbers” attribute in the product to “Uncheck.”: Click update to uncheck “Do not update inventory numbers” attribute for all items

11.1.2. Receiving & Delivery Settings

Go to Settings menu under Inventory module from the left sidebar -> Select General Settings -> Receiving & Delivery tab

The data set in the tab Receiving & Delivery will be used for Inventory receiving voucher menu and Inventory delivery voucher menu.

• Allow delete of Inventory receipt voucher or Inventory delivery voucher (after approval):
  • If you enable this setting, the approved inventory receiving voucher and inventory delivery voucher will display the Delete option => after deletion, decreasing the inventory quantity (if deleting the inventory receiving voucher) /increasing the inventory quantity (if deleting the inventory delivery voucher) and delete the transaction history in the Inventory History menu.
  • If you disable this setting, hide the Delete option in Inventory receiving voucher and Inventory delivery voucher menu so the Inventory receiving voucher and Inventory delivery voucher (after approval) can’t be deleted.
• Export method: FIFO ( First In, First Out): Items that are stocked first will be selected to be delivered first.
• Inventory receiving voucher:
  • If check Create an inventory receipt when the Purchase Order is approved and select the warehouse in Select the warehouse to auto-receive inventory generated from purchase orders field: automatically generate inventory receipt as soon as the purchase order is approved and import to the selected warehouse.
  • If check Create an inventory receipt when the Purchase Order is approved but do not select the warehouse to auto-receive inventory generated from purchase orders: inventory receipt is not generated automatically.
  • If uncheck Create an inventory receipt when the Purchase Order is approved but select the warehouse in Select the warehouse to auto-receive inventory generated from purchase orders field: inventory receipt is not generated automatically.
  • It is mandatory to select a Purchase order when entering an Inventory receipt: If you are active this setting, in the Inventory receiving voucher form, the Purchase order field is mandatory and shows an asterisk.
• Inventory delivery voucher:
  • Create an inventory delivery voucher note when the Invoice is created: if you enable this setting when the invoice is created, it will automatically generate a corresponding Goods delivery note, and the delivery note will be automatically approved in case the inventory is still enough and will be in the status of Not yet approval if the inventory quantity is not enough.
  • When canceling an Invoice, automatically delete the corresponding Inventory delivery generated from the Invoice: if you enable this setting when the invoice is canceled, it will automatically delete the corresponding Inventory delivery generated from the Invoice. To cancel an invoice: Sales -> Invoices -> View detail invoice -> click More -> Mark as Cancelled.
  • When unchecked, the invoice cancellation and the Inventory delivery will be automatically generated: if you enable this setting when an invoice is unmarked as canceled, it will automatically generate a corresponding Inventory delivery note.
  • It is mandatory to select a Purchase order when entering an Inventory delivery: if you enable this setting when creating an Inventory delivery voucher, the Purchase order field is mandatory and shows an asterisk.

11.1.3. Receiving – Exporting return order Setting

Go to Settings menu under Inventory module from the left sidebar -> Select General Settings menu -> Receiving-Exporting return order -> enter content -> click Save button

• The warehouse receives return order: Select the default warehouse to import from the return order (the return order comes from Omni sale).
• Return policies & Information: enter the content of the return policy (used to display in the Add Delivery return purchasing goods and Add receipt return order pages).

11.1.4. PDF Setting

Go to Settings menu under Inventory module from the left sidebar -> Select General Settings -> PDF tab

This data set in the tab PDF will be used for Inventory delivery voucher PDF

• General:
  • Display “Warehouse name”, “Lot number”, “Sign information” in the PDF of Inventory delivery; Display “Sign information” in the PDF of Inventory receipt: if you enable this setting when printing the PDF of the Inventory delivery voucher, it will show “Warehouse name”, “Lot number”, “Sign information” in the PDF
  • Show item custom fields on pdf: if you enable this setting, custom field displayed in PDF of invoice. (Don’t use this option anymore)
• Inventory delivery voucher:
  • Display Unit price, Subtotal, Total payment in the PDF of Inventory delivery: if you enable this setting, unit price, subtotal, and total payment will show in the PDF of Inventory delivery.
  • Display “Outstanding” in the PDF of Inventory delivery: if you enable this setting, the PDF of Inventory delivery will show Outstanding.
  • Shortened form pdf: used to shorten the PDF if the product has a serial number
  • If “Shortened form pdf” is unchecked, each serial number is 1 line
    
  • If “Shortened form pdf” is selected, the product’s serial numbers are displayed as shown below.
    

11.1.5. Shipments Setting

Go to Settings menu under Inventory module from the left sidebar -> Select General Settings -> Shipment tab

Option Display Shipment information on Client Portal: if checked, allows the client to see shipment information. Conversely, if unchecked, hides the shipment information from the client’s view.

11.1.6. Serial Numbers Setting

• If “Products by Serial” is enabled
  • The Add/Edit inventory receiving voucher screen will display a popup to enter the serial number “Enter the serial number”
    
  • The Add/Edit inventory delivery voucher screen will display a popup to select the serial number
    
  • The Add/Edit Loss & adjustment screen will display a popup to enter the serial number
    
• If “Products by Serial” is disabled
  • When importing the warehouse does not display the popup to enter the serial number.
  • When selecting an item to export, the system automatically selects the serial number and cannot be changed.
  • When selecting an item to adjust inventory, the system does not display a popup to enter the serial number

11.1.7. Commodity Type Setting

This data will be used for the Commodity Type combobox in Add/Edit Item page.

11.1.7.1. Add New Commodity Type

To add a new commodity type to your organization:

• Step 1. Go to Settings menu under Inventory module from the left sidebar.
  
• Step 2. Select Commodity Type menu -> Click on the Add commodity type button.
  
• Step 3. In the Add commodity type page, fill the following details:
  
  1. Enter the Commodity type code.
  2. Enter the Commodity type name.
  3. Enter the Order: Commodity type with a smaller order will show up on top in the Commodity Type combobox
  4. Check/ uncheck Display: if you check this option, Commodity type is Display that will be displayed in the Commodity Type combobox ( Items menu -> Add/Edit item form ). Opposite, Commodity type is Not display that will not be displayed.
  5. Enter the Note.
• Step 4. Click Save button

11.1.7.2. Edit Commodity Type

To edit the details of an existing commodity type:

• Step 1. Go to Settings menu under Inventory module from the left sidebar
• Step 2. Select Commodity Type menu -> Hover over the commodity type to be edited and click Edit
  
• Step 3. Make the necessary changes and click Save button
  

11.1.7.3. Delete commodity type

If a commodity type is no longer operational, you can delete it. To delete a commodity type:

• Step 1. Go to Settings menu under Inventory module from the left sidebar
• Step 2. Select Commodity Type menu -> Hover over the commodity type to be deleted and click Delete
  
• Step 3. Confirm your selection in the following pop-up. The commodity type will be deleted.
  

11.1.8. Commodity Group Setting

This data will be used for the Commodity Group combobox in Add/Edit Item page.

11.1.8.1. Add New Commodity Group

To add a new commodity group to your organization:

• Step 1. Go to Settings menu under Inventory module from the left sidebar.
  
• Step 2. Select Commodity Group menu -> Click on the Add commodity group button.
  
• Step 3. In the Add commodity group page, fill the following details:
  
  1. Enter the Commodity group code.
  2. Enter the Commodity group name.
  3. Enter the Order: Commodity group with a smaller order will show up on top in the Commodity Group combobox
  4. Check/ uncheck Display: if you check this option, Commodity group is Display that will be displayed in the Commodity Group combobox ( Items menu -> Add/Edit item form ). Opposite, Commodity group is Not display that will not be displayed.
  5. Enter the Note.
• Step 4. Click Save button

11.1.8.2. Edit Commodity Group

To edit the details of an existing commodity group :

• Step 1. Go to Settings menu under Inventory module from the left sidebar
• Step 2. Select Commodity Group menu -> Hover over the commodity group to be edited and click Edit
  
• Step 3. Make the necessary changes and click Save button
  

11.1.8.3. Delete commodity group

If a commodity group is no longer operational, you can delete it. To delete a commodity group:

• Step 1. Go to Settings menu under Inventory module from the left sidebar
• Step 2. Select Commodity Group menu -> Hover over the commodity group to be deleted and click Delete
  
• Step 3. Confirm your selection in the following pop-up. The commodity group will be deleted.
  

11.1.9. Sub Groups Setting

This data will be used for the Sub Group combobox in Add/Edit Item page.

11.1.9.1. Add New Sub Group

To add a new sub group to your organization:

• Step 1. Go to Settings menu under Inventory module from the left sidebar.
  
• Step 2. Select Sub Groups menu -> Click on the Add Sub Group button.
  
• Step 3. In the Add Sub group page, fill the following details:
  
  1. Enter the Subgroup code.
  2. Enter the Subgroup name.
  3. Double click to select Group name. Group name get data from Commodity group menu. Only Commodity group that are Display are displayed in the Group name column
  4. Enter the Order: Sub group with a smaller order will show up on top in the Sub group combobox
  5. Check/ uncheck Display: if you check this option, Sub group is Display that will be displayed in the Sub Group combobox ( Items menu -> Add/Edit item form ). Opposite, sub group is Not display that will not displayed.
  6. Enter the Note.
• Step 4. Click Save button

11.1.9.2. Edit Sub Group

To edit the details of an existing sub group :

• Step 1. Go to Settings menu under Inventory module from the left sidebar
• Step 2. Select Sub Groups menu -> Hover over the sub group to be edited and click Edit
  
• Step 3. Make the necessary changes and click Save button
  

11.1.9.3. Delete sub group

If a sub group is no longer operational, you can delete it. To delete a sub group:

• Step 1. Go to Settings menu under Inventory module from the left sidebar
• Step 2. Select Sub Groups menu -> Hover over the sub group to be deleted and click Delete
  
• Step 3. Confirm your selection in the following pop-up. The sub group will be deleted.
  

11.1.10. Units Setting

This data will be used for the Unit combobox in Add/Edit Item page.

11.1.10.1. Add New Units

To add a new unit to your organization:

• Step 1. Go to Settings menu under Inventory module from the left sidebar.
  
• Step 2. Select Units menu -> Click on the Add unit button.
  
• Step 3. In the Add unit page, fill the following details:
  
  1. Enter the Unit code.
  2. Enter the Unit name.
  3. Enter Unit symbol
  4. Enter the Order: Unit with a smaller order will show up on top in the Unit combobox
  5. Check/ uncheck Display: if you check this option, Unit is Display that will be displayed in the Unit combobox ( Items menu -> Add/Edit item form ). Opposite, the unit is Not display that will not displayed.
  6. Enter the Note.
• Step 4. Click Save button

11.1.10.2. Edit Unit

To edit the details of an existing unit :

• Step 1. Go to Settings menu under Inventory module from the left sidebar
• Step 2. Select Units menu -> Hover over the unit to be edited and click Edit
  
• Step 3. Make the necessary changes and click Save button
  

11.1.10.3. Delete unit

If an unit is no longer operational, you can delete it. To delete an unit:

• Step 1. Go to Settings menu under Inventory module from the left sidebar
• Step 2. Select Units menu -> Hover over the unit to be deleted and click Delete
  
• Step 3. Confirm your selection in the following pop-up. The unit will be deleted.
  

11.1.11. Set minimum and maximum inventory values

The Commodity code and Commodity Name and SKU code fields will retrieve data from the Items page to display a list of all items in the system.

Minimum inventory value and Maximum inventory Qty will be displayed in the Minimum stock and maximum stock columns (Item management screen)

Minimum inventory value: used to filter products with stock equal to or less than the minimum inventory ( by Minimum stock in Items menu) and display inventory alert on the Item management screen (red color for items with less than minimum inventory qty)

Maximum inventory Qty: used to filter products with stock equal to or more than the maximum inventory ( by Maximum stock in Items menu)

11.1.12. Prefix Setting

• Step1. Go to Settings menu under Inventory module from the left sidebar.
• Step 2. Select Prefix Settings menu -> Enter data into the fields and Save
• Next Inventory received Number: Set this field to 1 if you want to start from the beginning. This number will automatically increase by 1 unit after an Inventory received note is created
• Next Inventory delivery Number: Set this field to 1 if you want to start from the beginning. This number will automatically increase by 1 unit after an Inventory delivery note is created and decrease by one unit after an Inventory delivery note is deleted
• Next Internal delivery Number : Set this field to 1 if you want to start from the beginning. This number will automatically increase by 1 unit after an Internal delivery note is created and decrease by one unit after an Internal delivery note is deleted
• Next Packing List Number: Set this field to 1 if you want to start from the beginning. This number will automatically increase by 1 unit after a Packing List is created and decrease by one unit after a Packing List is deleted
• SKU prefix: The string SKU [prefix] is automatically added before the SKU code that the user enters at the Add New Item screen. This prefix is only displayed after the item is saved successfully.

11.1.13. Approval Settings

Create approval workflows for types: Inventory receiving voucher, Inventory delivery voucher, Internal delivery note, Loss & adjustment, Packing list, Order return

– Approval process for 1 person

Once the corresponding ticket is created and approved, the person selected for approval will receive a web and email approval request notification. Only the person specified in the approval process can make the approvals. corresponding vote. Send a notification to the ticket creator after completing the approval.

– Signature process for 1 person

Once the corresponding slip is created and approval is submitted, the person selected to sign will receive a web and email signature request notification.

Only the person designated in the approval process can sign the respective forms.

Send a notification to the ticket creator after completing the signature.

– Approval process for multi-person

Once the corresponding ticket is created and the approval request is submitted, only the first person in the approval process receives the approval request notification via web and email. Where the first person in the approval process is approved, the next person in the process will receive a notification requesting approval via email and web. Where the first person in the approval process is Rejected, the next person in the process does not receive the approval request message and does not show the approval button in the ticket details. Only people in the process have the authority to approve votes.

– Signature process for multi-person

After the corresponding ticket is created and approved, only the first person in the process receives the approval request message via web and email. Where the first person in the process agrees to sign the next person in the process will receive a notification requesting approval via email and web In case the first person in the approval process does not sign, the next person in the process does not receive the approval request notification and does not display the sign button in the ticket details. Only those in the process have the right to sign the ballot

– Process with both approval and signature for multiple people

Once the corresponding ticket is created and the approval request is submitted, only the first person in the process receives the approval/signing request via web and email. In case the first person in the process agrees to Approve/sign, the next person in the process will receive an approval/sign request via email and web. In case the first person in the Reject/ approval process does not sign, the next person in the process does not receive the approval/signing request message and the approve/sign button is not displayed in the slip details. Only those in the process have the authority to approve/sign the ballot.

11.1.13.1. Add New Approval Setting

To add a new approval to your organization:

• Step 1. Go to Settings menu under Inventory module from the left sidebar.
  
• Step 2. Select Approval Settings menu -> Click on the New approval setting button.
  
• Step 3. In the New approval setting page, fill the following details:
  
  1. Enter the Subject.
  2. Select Related: Inventory receiving voucher, Inventory delivery voucher, Internal delivery note, Loss & adjustment, Packing list, Order return
  3. Select staff
  4. Select action: approve or sign
  5. Click to add another approver to the process
     Click to remove a approver from the process
• Step 4. Click Save button

11.1.13.2. Edit approval setting

To edit the details of an existing approval :

• Step 1. Go to Settings menu under Inventory module from the left sidebar
• Step 2. Select Approval Settings menu -> Select approval setting need to be edited and click Edit
  
• Step 3. Make the necessary changes and click Save button

11.1.13.3. Delete approval

Transaction after auto-generated is approved

• Step 1. Go to Settings menu under Inventory module from the left sidebar
• Step 2. Select Approval Settings menu -> Select the approval need to be deleted and click Delete
  
• Step 3. Confirm your selection in the following pop-up. The approval will be deleted.
  

11.1.14. Inventory Permission

Users can access the modules based on their permission.

Admin: has unrestricted access to all the modules. You as an admin, can assign permission for role or specific employees.

11.1.14.1 Add Permission

• Step 1. Go to Settings menu under Inventory module from the left sidebar.
  
• Step 2. Select Permissions menu -> Click on the Add button.
  
• Step 3. In the Add Permissions page, fill the following details:
  
  – Role: this set of permission applies to all employees of the select role.
  – Staff name: this set of permission applies to select staff.
  – Inventory delivery voucher: Change serial number: when the inventory delivery voucher has not been approved, any employee who is granted this permission can choose another serial number to export.
• Step 4. Click Save button

11.1.14.2. Edit Permission

To edit the details of an existing permission:

• Step 1. Go to Settings menu under Inventory module from the left sidebar
• Step 2. Select Permissions menu -> Select permission need to be edited and click Edit
  
• Step 3. Make the necessary changes and click Save button

11.1.14.3. Delete permission

• Step 1. Go to Settings menu under Inventory module from the left sidebar
• Step 2. Select Permissions menu -> Select the permission need to be deleted and click Delete
  
• Step 3. Confirm your selection in the following pop-up. The approval will be deleted.
  

11.1.15. Inventory Reset Data

All related data: Inventory receiving voucher, Inventory delivery voucher,Packing list, Internal delivery note, Loss & adjustment, Inventory history will be deleted.

Tasks related to Inventory receiving , Inventory delivery are also deleted.

11.2. Warehouse

You can add a warehouse where you keep the goods. You can choose a warehouse to export (sell) or receive (purchase) goods. You can also move inventory between warehouses.

12.2.1. Warehouse custom fields

12.1.1.1. Add custom field

To add a new custom field to your organization:

• Step 1. Go to Setups menu
  
• Step 2. Select Custom Fields menu -> Click on the New Custom Field button.
  
• Step 3. In the Add new custom field page, fill the following details:
  
  1. Select Belongs to is Warehouse.
  2. Enter the Field Name.
  3. Select Type
  4. Enter Default Value
  5. Enter Order
• Step 4. Click Save button

12.1.1.2. Add warehouse custom fields

• Step 1. Go to Settings menu under Inventory module from the left sidebar
• Step 2. In the Add custom fields for the warehouse page, fill the following details:
  
  1. Select a custom field
  2. Select warehouse name
• Step 3. Click Save button

12.1.1.3. Edit warehouse custom field

• Step 1. Go to Settings menu under Inventory module from the left sidebar
• Step 2. Select Warehouse custom fields menu -> Select warehouse custom field need be edited and click Edit
  
• Step 3. Make the necessary changes and click the Save button.

12.1.1.4. Delete warehouse custom field

• Step 1. Go to Settings menu under Inventory module from the left sidebar
• Step 2. Select Warehouse custom field menu -> Select warehouse custom field need to be deleted and click Delete
  
• Step 3. Confirm your selection in the following pop-up. The warehouse custom field will be deleted.
  

 

12.2.2. Add New Warehouse

To add a new warehouse to your organization:

• Step 1. Go to the Warehouse menu under the Inventory module from the left sidebar.
  
• Step 2. Click on the Add a warehouse button on the top.
  
• Step 3. In the Add warehouse page, fill the following details:
  
  1. Enter the Warehouse code.
  2. Enter the Warehouse name.
  3. Enter the Order: the order this Warehouse will show up in the Inventory combo box on the related screens. It is similar to A-Z.
  4. Enter the Warehouse address, City, Province, Postal Code, and Country.
  5. Enter the Note.
  6. Check/uncheck the Display option. If you check this option, this warehouse will be displayed in the Warehouse combo box. Opposite, this warehouse will not be displayed.
  7. Check/uncheck Hide Warehouse when out of stock (on Inventory/items menu) option. If you check, hide out-of-stock warehouses on the Items management page.
  8. Custom fields tab: Alway empty in Add form. The warehouse custom field is only visible in the Edit screen and displays the custom fields assigned to the warehouse itself.
• Step 4. Click Save button

12.2.3. Edit Warehouse and assign to staff

To edit the details of an existing warehouse:

• Step 1. Go to Settings menu under Inventory module from the left sidebar
• Step 2. Select Warehouse custom fields menu -> assign necessary custom fields for warehouse
• Step 3. Go to the Warehouse menu under the Inventory module from the left sidebar.
• Step 4. Hover over the warehouse to be edited and click Edit
  
• Step 5. Make the necessary changes.
  Admin will assign the warehouse to the employee at the Edit popup.
  Employees only manage the inventory assigned warehouses, create inventory receiving voucher, inventory delivery voucher, internal delivery notes, and loss & adjustment for assigned warehouses.
  
• Step 6. Go to the custom fields tab, the custom fields assigned in step 2 will show up here.
  
• Step 7. Click Save

12.2.4. Delete warehouse

If a warehouse is no longer operational, you can delete it. To delete a warehouse:

• Step 1. Go to the Warehouse menu under the Inventory module from the left sidebar.
• Step 2. Hover over the warehouse to be deleted and click Delete
  
• Step 3. Confirm your selection in the following pop-up. The warehouse will be deleted.
  

 

12.2.5. Warehouse Detail

To view the details of an existing warehouse:

• Step 1. Go to the Warehouse menu under the Inventory module from the left sidebar.
• Step 2. Hover over the warehouse to see details and click View
  

Status column: displays Unsafe inventory when the current inventory is less than the minimum inventory (configured in settings).

11.3. Items

item to use for sale, purchase, inventory.

11.3.1. Create Item

To create an item:

• Step 1. Go to the Inventory module in the left sidebar and select Items menu.
  
• Step 2. Click Add button.
  
• Step 3. In the Add Item page, enter the Commodity Code, Commodity Name, Sale Price, Units and other details:
  Properties tab
  
  – Warranty (month): send a notification to the admin when the warranty period is over. Sent at the beginning of the day, right after it expires – Do not update inventory numbers ( Stock quantity is not updated when an Inventory receipt or Inventory delivery is created for this item): If you enable this setting when creating an item, this Product does not need to be stocked (so inventory-related operations will not need to check inventory).
  – Can be sold: If you enable this setting when creating an item, this item will be used for the Sales module.
  – Can be purchased: If you enable this setting when creating an item, this item will be only used for the Purchase module.
  – Can be Inventory: If you enable this setting when creating an item, this item will be only used for the Inventory module.Variation tab: create product variations. Unable to add/remove variant attributes after the item already exists.
  
  Click to add a line variation name and variation option.
  Click to delete a line variation name and variation option.
  For example, create product MacBook Air 13’ 2020 M1 with variants
  Variant Name: Memoryzone
  Variant options: 256GB, 512GB
  => get 2 product variations MacBook Air 13’ 2020 M1 256GB, MacBook Air 13’ 2020 M1 512GB

  Custom fields tab: show custom fields created for item in Custom Field Setting
  

11.3.2. Edit Items

Unable to add/remove variant attributes after the item already exists.

To edit the details of an existing item:

• Step 1. Go to the Inventory module in the left sidebar and select Items menu
• Step 2. Hover over the item need to be edited and click Edit
  
• Step 3. Make the necessary changes and click Save button

11.3.3. Delete Items

If the product has variant products, you should delete the variant products first, then delete the parent product.

You can delete individual items or delete multiple items at once

• Hover over the item you want to delete and click Delete
  
  Confirm your selection in the following pop-up. The item will be deleted.
  
• Select the items to be deleted and press Bulk action.
  
  Select Mass delete -> click Confirm button.
  

11.3.4. Import Items

To know the format of the import, i.e. the columns and data to be included in the import file, you can download the sample import file which we’ll be looking at in the steps below.

• Step 1. Go to the Inventory module in the left sidebar and select Items menu
• Step 2. click Import items button
  
• Step 3. To ensure successful import (correct format, full columns) you should download the template file by clicking Download a sample button.
  
• Step 4. Enter the data you need to import into the downloaded file and save it.
• Step 5. Click the Choose File button under Choose excel file and choose a file
  
• Step 6. Click Import
  In case the import fails, the Error file download button will be displayed. To see the import error, click Error file download button to download the file and see the error
  

11.3.5. Import variation product

Import product variation function allows you to import the variation product of a predefined product in case you create a product with manual variation outside the management screen but cannot create it (this is the case you declare properties from variation, and from these properties, too many variation products are generated, and the system cannot afford to generate all these variations, so the import function below must be used). Note: If your excel file has many lines of data, we recommend you to split the file into smaller files (maybe <200 lines each), to ensure the file is successfully imported into the system.

• Step 1. You need to make the parent product available in the Items screen
• Step 2. From the properties declared for the product variation (width:10,20, height:30,40,length:40,50), you need to determine what combinations of variation products will be generated from these above attribute product 1: width:10; height:30; length:40 product 2: width:10; height:30; length:50 product 3: width:10; height:40; length:40 product 4: width:10; height:40; length:50 product 5: width:20; height:30; length:40 product 6: width:20; height:30; length:50 product 7: width:20; height:40; length:40 product 8: width:20; height:40; length:50 To quickly generate a list of product variants in Excel, refer to the following link: https://exceloffthegrid.com/list-of-all-possible-combinations-using-power-query/
• Step 3. To ensure successful import (correct format, full columns) you should download the template file by clicking Download a sample button.
  
• Step 4. Enter the data you need to import into the downloaded file and save it.
  Parent ID: the id of the parent product, you can see it on the link in the product detail page, it’s a number
  Attributes: is a group of product attributes, where “name”: “replace with attribute name”, “option”: “replace with attribute value”, similar to the rest of the attributes of the product.
• Step 5. Click the Choose File button under Choose excel file and choose a file -> click Import
  
  It is necessary to ensure the accuracy of data before entering into the system, after successful import you can view the list of variants outside the Items management page or at the variations tab in the product details page.
  

11.3.6. Add Opening Stock

• Step 1: Hover over the item to add opening stock-> click hyperlink “Add opening stock”
• In the Add opening stock page, select warehouse, Lot number, Expiry Date, Inventory → click Save button.
  Note: For items already in stock, only the inventory quantity can be updated, Lot number and Expiry Date cannot be edited.

11.3.7. Import Opening Stock

• Step 1. click Import opening stock button.
• Step 2. To ensure successful import (correct format, full columns) you should download the template file by clicking Download a Sample button
• Step 3. Enter the data you need to import into the downloaded file and save it.
• Step 4. Click the Choose File button under Choose excel file and choose a file -> click Import
  

In case the import fails, the Error file download button will be displayed. To see the import error, click the Error file download button to download the file and see the error.

11.3.8. Add/Update Serial Number

Used to update or add the serial number to an items.

• Step 1. Go to Items menu under Inventory module from the left sidebar
• Step 2. Click the Serial numbers button.
  The screen below will display items that can be added or updated with serial numbers: Add serial number for items, update serial numbers for items.
  
  In case of filtering items by type “Add Serial numbers for Items”: display items with inventory quantity > 0 but not enough serial number (inventory 1 has 1 serial number) => add serial number for items that do not have enough or it is possible to update existing serial numbers.
  
  In case of filtering by type “Update Serial numbers for items”: display items with inventory > 0 and have enough serial numbers => allow updating serial numbers of these items.
  
• Step 3. Select the item to import Serial number, then click “Export the selected item” -> Click Download items list.
  
• Step 4. Open the downloaded file and update the serial number on the file → Select this file and press Import
  
  Do not add any columns or rows to the file downloaded from the system. Only the value of the Serial Number column (the blue column) can be updated, not the orange column value.
  In the above excel file
  ID column = 0 means this item does not have a serial number. ID column = 1 means this item already has a serial number and can be updated.
  (*)commodity_id column : get from the id column of the items table
  (*)Warehouse column : get the corresponding item’s inventory. get from warehouse_id column of warehouse table
  (*)inventory_manage_id column : id retrieved in inventory_manage table (inventory table)
  (*)Commodity Name column : displays the names of selected items that have inventory > 0.
  (*)Serial number column : allows adding/updating Serial numberIn case the import fails, the Error file download button will be displayed. To see the import error, click Error file download to download the file and see the error.
  

 

11.3.9. Manage Serial Number

The serial number management page: manages all transactions related to that serial number, such as: Inventory receiving voucher, Inventory delivery voucher, Internal delivery note, Packing list, Lost & Adjustment.

• Go to Items menu under Inventory module from the left sidebar -> click Serial numbers -> click Manage serial number
  
• Select the serial number to view related transactions and click Detail
  

11.3.10. Manage Expired

• Step 1. When creating inventory receiving voucher or adding opening stock or import opening stock to an item, you must enter an Expiry Date
• Step 2. Click on Commodity Name to view expired

Or go to Item detail -> Expiry Date tab to view expired

11.3.11. Print Barcode

Prepare data: Go to Settings menu under Inventory module from the left sidebar -> Select the General menu -> Select Items tab -> Select the information to display when printing barcodes.

11.3.11.1. Print All

• Step 1. Click the Barcode Printing button.
  
• Step 2. Check the Select all -> click Confirm button.
  

11.3.11.2. Print Item Selected

• Step 1. Click Barcode Printing button
  
• Step 2. Check Select item ->search and select items -> click Confirm button

11.3.12. Export the selected items

Used to update information of multiple items at the same time.

• Step 1. To export all the data of Items -> select the function to display the number of items on 1 page: “All” → Select all items → click Export the selected item → click Download items list

To export some items → select some items → click Export the selected item → click Download items list

• Step 2. After exporting, you can edit the information in the file. then use the Import product function to import into the system.

11.3.13. Clone Items

• Step 1. Select the items to be cloned and press Bulk action.
  
• Step 2. Check “Clone this items” -> click Confirm button

11.3.14. Change Item Purchase Price

Adjust the purchase price of multiple items at the same time by a certain percentage

Enter a positive value if you want to increase the purchase price, enter a negative value if you want to decrease the purchase price.

• Step 1. Select the items to be changed purchase price and press Bulk action.
  
• Step 2. Choose change item purchase price and click Confirm button
  
  Enter value > 0 to increase purchase price.
  Enter value < 0 to reduce purchase price

11.3.15. Change Item Selling Price

• Step 1. Select the items to be changed selling price and press Bulk action.
  
• Step 2. Choose change item selling price and click Confirm button
  
  Enter value > 0 to increase selling price.
  Enter value < 0 to reduce selling price.

11.3.16. Edit Tag Item

Go to Setup-> Settings-> Tags -> Edit and click [Save Settings]

11.3.17. Delete Tag Item

Click icon X. Confirm your selection in the following pop-up. The tag will be deleted.

Item Detail

• Step 1. Go to the Inventory module in the left sidebar and select Items menu
• Step 2. Hover over the item and click View
  
  In the Item Detail page:
  
• General info : displays the information entered in the General info tab in the Add Items form
• Detail: Displays the information entered in the Properties tab in the Add Items form
• Description: data is entered in the Description field at the General info tab in the Add Items form
• Long Description: the data is entered in the Long description field in the Properties tab in the Add Items form.
• Stock Inventory tab: display product inventory by warehouse, Lot number, Expiry date.
  
• Expiry Date tab: displays expired products if the Expiry date is entered when entering the warehouse for the product
  
• Transaction history Tab : record the history of inventory import, export, warehouse transfer, inventory adjustment, display beginning inventory, ending inventory through each transaction.
  
• Custom fields tab: display the custom fields of the item.
  
• Variants tab: display product variations
  

11.4. Inventory receiving voucher

11.4.1. Create Inventory Receiving Voucher

• Step 1. Create an approval process for Inventory receiving voucher ( if necessary) at approval setting.
• Step 2. Go to Inventory receiving voucher menu under Inventory module from the left sidebar -> click Delivery docket button
  
• Step 3. In the Inventory receiving voucher page, fill in the required details:
  
  1. Enter the Accounting date and Voucher Date
  2. Select the Warehouse name
  3. You can create an inventory receiving voucher by selecting purchase order or available items.
  4. Select the Project
  5. Enter quantity, unit price, Lot number, Date Manufacturer, Expiry Date for each item.
  Click to add the item to inventory receiving.
  Click to remove the item from inventory receiving.
• Step 4. Save inventory receiving and approve ( if there is an approval process)
  Go to inventory receiving voucher detail -> click Send a request for approval
  
  After Inventory receiving voucher has Approved status ==> increase inventory for products

11.4.2. Add serial number in inventory receiving voucher

• Step 1. Go to Settings menu under Inventory module from the left sidebar -> Select General -> Select Serial numbers -> Enable Product by serial
  
• Step 2. In the Add Inventory receiving voucher page, click
  
• Step 3. Enter the serial number and click Save
  

11.4.3. Create an inventory receiving voucher when the purchase order is approved.

Go to Settings menu -> Receiving & Delivery tab-> check option “ Create an inventory receipt when the Purchase Order is approved” and “ Select the warehouse to auto-receive inventory generated from purchase orders”.

11.4.4. Update inventory receiving voucher

Only unapproved stock receipts can be edited

• Step 1. Go to Inventory receiving voucher menu under Inventory module from the left sidebar
• Step 2. Select the inventory receiving voucher need to be edited and click Edit
  
• Step 3. Make the necessary changes and click the Save button.

 

11.4.5. Delete Inventory Receiving Voucher

If you check the option “Allow delete of Inventory receipt voucher or Inventory delivery voucher (after approval)” allows you to delete approved inventory receiving.

Deleting an inventory receiving with approved status ⇒ reduces the inventory of the items in the inventory receiving voucher, and the corresponding serial numbers (if any) are also deleted.

11.4.6. Create the task for inventory receiving voucher

• Step 1. View Inventory receiving voucher detail by click Delivery docket code hyperlink
  
• Step 2. Select Tasks tab -> click New Task button
  
• Step 3. In the Add new task page, fill in the required details and click Save
  

11.5. Inventory delivery voucher

11.5.1. Create Inventory Delivery Voucher

• Step 1. Create approval process for Inventory delivery voucher ( if necessary) at approval setting.
• Step 2. Go to Inventory delivery voucher menu under Inventory module from the left sidebar -> click Export slip button
  
• Step 3. In the Inventory delivery voucher page, fill in the required details:
  
  1. Enter the Accounting date and Voucher Date
  2. You can create an inventory delivery voucher by selecting invoice or available items or Purchase order ( if “It is mandatory to select a Purchase order when entering an Inventory delivery” is activated at General Setting – Receiving & Delivery. Purchase orders that have been approved and status is Completely Delivered will be selected to generate the inventory delivery voucher).
  
  3. Select the project
  4. Select warehouse name , quantity for each item.
  Click to add the item to inventory delivery .
  Click to remove the item from inventory delivery.
• Step 4. Save inventory delivery and approve ( if there is an approval process)
  After Inventory delivery voucher has Approved status ==> decrease inventory for products

11.5.2. Select the serial number in inventory delivery voucher

• Step 1. Go to Settings menu under Inventory module from the left sidebar -> Select General -> Select Serial numbers -> Enable Product by serial
  
• Step 2. In the Add Inventory delivery voucher page, select the available item -> click -> Select the serial number -> click Save button.
  
• If you create an inventory delivery voucher from a purchase order and sale invoice, the system automatically selects available serial numbers and prioritizes export according to FIFO. And you can only change the serial number in the edit inventory delivery voucher page.To be able to change the serial number, you need to create an approval process for the inventory delivery voucher.
  

11.5.3. Create an inventory delivery voucher when the invoice is created.

Go to Settings menu -> Receiving & Delivery tab-> check option “Create an inventory delivery voucher note when the Invoice” is created.

11.5.4. Update inventory delivery voucher

Only unapproved inventory delivery voucher can be edited. To be able to change the serial number, you need to create an approval process for the inventory delivery voucher.

• Step 1. Go to Inventory delivery voucher menu under Inventory module from the left sidebar
• Step 2. Select the inventory delivery voucher need to be edited and click Edit
  
• Step 3. Make the necessary changes and click Save button.
  – Inventory delivery voucher is created from Purchase order
  
  – Inventory delivery voucher is created from Sale invoice
  
  – Inventory delivery voucher is created from the available item.
  

11.5.5. Delete Inventory Delivery Voucher

If you check the option “Allow delete of Inventory receipt voucher or Inventory delivery voucher (after approval)” allows you to delete approved inventory delivery .

Deleting an inventory delivery with approved status ⇒ return the product and the serial number to the warehouse.

11.5.6. Send a delivery note to customer

• Step 1. View Inventory delivery voucher detail by click Inventory delivery voucher code hyperlink -> click
  
• Step 2. In the Send a delivery note by email popup, fill in the required details -> click Save button.
  

11.5.7. Create Task for the Inventory Delivery Voucher

• Step 1. View Inventory delivery voucher detail by click Inventory delivery voucher code hyperlink
  
• Step 2. Select Tasks tab -> click New Task button.
  
• Step 3. In the Add new task page, fill in the required details and click Save
  

11.5.8. Create the Shipping Log

• Step 1. View Inventory delivery voucher detail by click Inventory delivery voucher code hyperlink
  
• Step 2. Select Shipping Log tab -> enter shipping log and click Save button.
  

11.6. Packing lists

11.6.1. Create Packing list

An Inventory delivery voucher can be created one or multi packing list until the quantity is full.

• Step 1. Create an approval process for packing list ( if necessary) at approval setting.
• Step 2. Go to the Packing lists menu under Inventory module from the left sidebar -> click Add button.
  
• Step 3. In the Add Packing List page, fill in the required details:
  
  1. Select the Inventory delivery voucher is approved
  2. Enter the other details
  3. Click to remove the item from the packing list
• Step 4. Save the packing list
  Save & Send Request button: used to save packing list and send approval requests.
  Save button: used to save a packing list but does not send a request for approval.
• Step 5. Approving packing list ( if any)

11.6.2. Update Packing list

Only update the packing list with Not yet approved status.

• Step 1. Go to Packing lists menu under Inventory module from the left sidebar
• Step 2. Select the packing list need to be edited and click Edit
  
• Step 3. Make the necessary changes and click Save button.

11.6.3. Delete Packing list

Only delete packing list with Not yet approved status.

• Step 1. Select the packing list need to be deleted and click Delete
• Step 2. Confirm your selection in the following pop-up. The packing list will be deleted
  

11.6.4. Packing List Detail

• Select the packing list and click View
  
• You can create shipping log for the packing list at Shipping Log tab
  

11.7. Internal delivery note

Used to move items from one warehouse to another.

11.7.1. Create an internal delivery note

• Step 1. Create approval process for internal delivery note ( if necessary) at approval setting.
• Step 2. Go to the Internal delivery note menu under Inventory module from the left sidebar -> click Add button.
  
• Step 3. In the Add Internal delivery note page, fill in the required details:
  
  1. Select the available item
  2. Select the From stock name
  3. Select To stock name
  4. Enter the Quantity
  5. Click to add the item to internal delivery note
  Click to remove the item from internal delivery note
• Step 4. Click Save button
• Step 5. Go to internal delivery note detail -> click Send approve request and approve it( if any).

11.7.2. Edit an internal delivery note

Only update internal delivery note with Not yet approved status.

• Step 1. Go to Internal delivery note menu under Inventory module from the left sidebar
• Step 2. Select the internal delivery note need to be edited and click Edit
  
• Step 3. Make the necessary changes and click Save button.

11.7.3. Delete an internal delivery note

Only delete internal delivery note with Not yet approved status.

• Step 1. Select the internal delivery note need to be deleted and click Delete
  
• Step 2. Confirm your selection in the following pop-up. The internal delivery note will be deleted
  

11.7.4. Internal Delivery Note Detail

• Select the inventory delivery note and click View
  

11.8. Loss & adjustment

A quantity adjustment is made when the recorded stock does not match the actual available stock in your warehouse. You’ll be able to record stock for losses or increase.

11.8.1. Create Loss & Adjustment

• Step 1. Create an approval process for Loss & Adjustment ( if necessary) at approval setting.
• Step 2. Go to the Loss & Adjustment menu under the Inventory module from the left sidebar -> click Add button.
  
• Step 3. In the Add Loss & adjustment page, fill in the required details:
  
  1. Select Type: Loss or Adjustment increase
  2. Select the warehouse
  3. Select the item
  4. Enter Lot number and Expiry Date ( if any)
  5. Enter Stock quantity
  6. Click to add the item
  Click to remove the item
• Step 4. Click Save button
• Step 5. Go to loss & adjustment detail -> click Send approve request and approve it( if any).

11.8.2. Adjust stock for serial number

• Step 1. Go to General Setting -> Serial numbers -> Enable Products by serial
• Step 2. In the Add Loss & adjustment page
  
  Type = Adjustment increase, enter the serial number in Enter the serial number page
  Type = Loss, enter the serial number in Enter the serial number of the damaged or lost product; otherwise, the system will automatically get a random serial number page. If not entered, the system will automatically select the serial number.
  

11.8.3. Edit Loss & Adjustment

Only update loss & adjustment with Draft status.

• Step 1. Go to Loss & adjustment menu under Inventory module from the left sidebar
• Step 2. Select the loss & adjustment need to be edited and click Edit
  
• Step 3. Make the necessary changes and click the Save button.

11.8.4. Delete Loss & Adjustment

Deleting loss & Adjustment does not change the product’s inventory.

• Step 1. Select the loss & adjustment need to be deleted and click Delete
  
• Step 2. Confirm your selection in the following pop-up. The loss & adjustment will be deleted
  

11.8.5. Loss & Adjustment Detail

Select a loss & adjustment and click View button

11.9. Receiving-Exporting return order

11.9.1. Receipt Return Order

Used to import stock from sales return order of customer or delivery notes.

11.9.1.1. Create Receipt Return Order

• Step 1. Create approval process for Receiving-Exporting return order ( if necessary) at approval setting.
• Step 2. Go to Receiving-Exporting return order menu under Inventory module from the left sidebar -> click Add button -> Select Receipt return order
  
• Step 3. In the Add receipt return order page, fill in the required details:
  
  1. Select Related type: Manual
  2. Select Return type: Partially or Fully
  3. Click to remove the item from receipt return order
• Step 4. Save the receipt return order
  Save & Send Request button: used to save receipt return order and send approval requests.
  Save button: used to save receipt return order but does not send a request for approval.
• Step 5. Approving receipt return order( if any)
  After the receipt return order is approved → an inventory receiving voucher is automatically generated. There are 2 cases that will happen.
  • Case 1: Inventory receiving voucher with no approval process:
    • If in the setting, there is a pre-selected warehouse receives return order, the inventory receiving voucher is automatically approved and import stock to warehouse receives return order.
      
    • If the warehouse receives return order has not been selected in the settings, the inventory receiving voucher is automatically approved, and the system automatically generates a new warehouse.
  • Case 2: Inventory receiving voucher has an approval process
    You can change to another warehouse at the Edit inventory receiving voucher page -> proceed to approve the inventory receiving voucher.

11.9.1.2. Edit Receipt Return Order

Only update receipt return order with Not yet approved status.

11.9.1.3. Delete Receipt Return Order

Only delete receipt return order with Not yet approved status.

11.9.1.4. Receipt Return Order Detail

Receipt return order can be viewed as PDF, print or download.

11.9.2. Delivery Return Purchasing Goods

Used to export stock from purchase return order or inventory receiving voucher.

11.9.2.1. Create Delivery Return Purchasing Goods

• Step 1. Create approval process for Receiving-Exporting return order ( if necessary) at approval setting.
• Step 2. Go to Receiving-Exporting return order menu under Inventory module from the left sidebar -> click Add button -> Select Delivery return purchasing goods
  
• Step 3. In the Add Delivery return purchasing goods page, fill in the required details:
  
  1. Select Related type: Manual or Purchasing Return Order
  2. Select Return type: Partially or Fully
• Step 4. Save the delivery return purchasing good
  Save & Send Request button: used to save delivery return purchasing good and send approval requests.
  Save button: used to save delivery return purchasing good but does not send a request for approval.
  • Delivery Return Purchasing Goods with no approval process: Delivery Return Purchasing Goods automatically approve -> Go to Delivery Return Purchasing Goods detail -> click Create Inventory Delivery Voucher button -> In the Select warehouse to create Inventory Delivery Voucher, select the Warehouse name
    
    Check and approve the newly created delivery note
  • Delivery Return Purchasing Goods with approval process: approve Delivery Return Purchasing Goods and select warehouse to create Inventory Delivery Voucher
    
    Check and approve the newly created delivery note.

11.9.2.2. Edit Delivery Return Purchasing Goods

Only update delivery return purchasing goods with Not yet approved status.

11.9.2.3. Delete Delivery Return Purchasing Goods

Only delete delivery return purchasing goods with Not yet approved status.

11.9.2.4. Delivery Return Purchasing Goods Detail

Delivery return purchasing good can be viewed as PDF, print or download.

11.10. Inventory history

Inventory history: records all transactions related to changes in product inventory: “Inventory receiving voucher”, “Inventory delivery voucher”, “Internal delivery note”, “Loss & Adjustment”.

11.11 Report

• Stock Summary Report

The Stock Summary report displays the details of all your item’s opening stock, quantity sold (Export In Period), purchased (Import In Period), and closing stock (calculated as Opening Stock + Quantity In – Quantity Out) for a given period. This report is generated based on the accounting stock of your inventory items and can be filtered based on warehouse locations.

• Inventory Analytics

Profit Rate Differences = ((Profit Rate Inventory – Default Profit Ratio ) / Default Profit Ratio) * 100

Profit Rate Inventory = [(sale price / Average Cost of Inventory) – 1] * 100 ( Calculate the selling price using the cost and profit rate)

Profit Rate Inventory = [1 – (Average Cost of Inventory / sale price)] * 100 (Calculate the selling price using the selling price and profit rate)

• Inventory Valuation Report

The report calculates the expected profit based on the purchase and sale price of the item.

Inventory = Closing Stock

Expected Profit = Amount Sold – Amount Purchased

• Warranty period report

Warranty period is calculated from the date of creation of delivery note + warranty (month)

To get the data for this report, first need to declare the warranty (month) for the product.
Next, Create the inventory delivery voucher and select the product above.

 

PURCHASE MODULE

12.1. Settings

12.1.1. General Settings

• Step1. Go to the Settings menu under the Purchase module from the left sidebar.

Step 2. Select General Settings menu -> Enter data into the fields and Save

• General Information

  • Purchase order number prefix: used to configure the code for purchase order
  • Next purchase order number: used to configure the order number of the purchase order, from the configured number, when creating a new purchase order, the order number will automatically increase by 1 unit. Set this field to 1 if you want to start from the beginning.
  • Purchase request number prefix: used to configure the code for the purchase request
  • Next purchase request number: used to configure the order number of the purchase request, from the configured number, when creating a new purchase request, the order number will automatically increase by 1 unit. Set this field to 1 if you want to start from the beginning.
  • Purchase invoice prefix: used to configure the code for purchase invoice – Debit note prefix: used to configure the code for the debit note
  • Hour of day to perform automatic purchase invoice operations: invoice recurring will be automatically generated at the hour according to this option.
  • Shipping Information: used to configure the shipment information displayed in the PDF of Purchase order

 

• Other Information

  • Terms & Conditions: create default content for Terms & Conditions such as: Add Quotation, Add Purchase order, Add Debit Note, Add Invoice
  • Vendor note: create default content for Vendor note such as: Add Quotation, Add Purchase order, Add Debit Note, Add Invoice
  • PDF Purchase Logo: used to add logo displayed in PDF files of Purchase Order, Purchase Request, Quotation. Debit Notes

12.1.2. Purchase Options

Step 1. Go to the Settings menu under the Purchase module from the left sidebar.

Step 2. Select Purchase Option menu

• Not creating Purchase request, Quotation: If you enable this setting, the Quotation field is hidden in the Add purchase order page.
• Load items by vendor: If you enable this setting, when creating a purchase order or quotation, the items will load according to the selected vendor. Conversely, if this setting is not enabled, all existing items will be displayed.
• Only show prefix & number on Purchase order number field: If you enable this setting, the Purchase order number field consists of 3 components: prefix – number – vendor code. If you do not enable this setting, the Purchase order number field includes the following components: prefix – number – month – year – vendor code
• Allow vendor to register: if activated, the vendor portal (/purchase/authentication_vendor) will display the Register button
  
• Show TAX per item: show tax column in PDF, Purchase Order detail and Quotation detail.
• Send email welcome for new contact: if this feature is enabled, when there is a new contact, the system will automatically send a welcome email to the newly created contact.
• Reset purchase order number every month: if you enable this feature, the Purchase order number will automatically reset at the beginning of the month
• RESET DATA: All data related to Purchase request, Quotation, Purchase order, Contract, Purchase invoice, Debit Note, return order are deleted. Payments related to Purchase invoice are deleted. Does not affect the Inventory module. Setting data, items are not deleted. Tasks related to Purchase order, Quotation, Purchase invoice, Contract are also deleted.

12.1.3. Unit

12.1.3.1. Add New Units

To add a new unit to your organization:

• Step 1. Go to Settings menu under Purchase module from the left sidebar.
  
• Step 2. Select Units menu -> Click on the Add unit button.
  
• Step 3. In the Add unit page, fill the following details:
  
  1. Enter the Unit code.
  2. Enter the Unit name.
  3. Enter Unit symbol
  4. Enter the Order: Unit with a smaller order will show up on top in the Unit combo box
  5. Check/ uncheck Display: if you check this option, Unit is Display that will be displayed in the Unit combo box. Opposite, unit is Not display that will not be displayed.
  6. Enter the Note.
• Step 4. Click Save button

12.1.3.2. Edit Unit

To edit the details of an existing unit :

• Step 1. Go to Settings menu under Purchase module from the left sidebar
• Step 2. Select Units menu -> Hover over the unit to be edited and click Edit
  
• Step 3. Make the necessary changes and click Save button
  

12.1.3.3. Delete unit

If an unit is no longer operational, you can delete it. To delete an unit:

• Step 1. Go to Settings menu under Purchase module from the left sidebar
• Step 2. Select Units menu -> Hover over the unit to be deleted and click Delete
  
• Step 3. Confirm your selection in the following pop-up. The unit will be deleted.
  

12.1.4. Commodity Group

This data will be used for the Commodity Group combo box

12.1.4.1. Add New Commodity Group

To add a new commodity group to your organization:

• Step 1. Go to Settings menu under Purchase module from the left sidebar.
  
• Step 2. Select Commodity Group menu -> Click on the Add commodity group button.
  
• Step 3. In the Add commodity group page, fill the following details:
  
  1. Enter the Commodity group code.
  2. Enter the Commodity group name.
  3. Enter the Order: Commodity group with a smaller order will show up on top in the Commodity Group combo box
  4. Check/ uncheck Display: if you check this option, Commodity group is Display that will be displayed in the Commodity Group combo box. Opposite, Commodity group is Not display that will not be displayed.
  5. Enter the Note.
• Step 4. Click Save button

12.1.4.2. Edit Commodity Group

To edit the details of an existing commodity group :

• Step 1. Go to Settings menu under Purchase module from the left sidebar
• Step 2. Select Commodity Group menu -> Hover over the commodity group to be edited and click Edit
  
• Step 3. Make the necessary changes and click Save button
  

12.1.4.3. Delete commodity group

If a commodity group is no longer operational, you can delete it. To delete a commodity group:

• Step 1. Go to Settings menu under Purchase module from the left sidebar
• Step 2. Select Commodity Group menu -> Hover over the commodity group to be deleted and click Delete
  
• Step 3. Confirm your selection in the following pop-up. The commodity group will be deleted.
  

12.1.5. Sub Groups

This data will be used for the Sub Group combo box in Add/Edit Item page.

12.1.5.1. Add New Sub Group

To add a new sub group to your organization:

• Step 1. Go to Settings menu under Purchase module from the left sidebar.
  
• Step 2. Select Sub Groups menu -> Click on the Add Sub Group button.
  
• Step 3. In the Add Sub group page, fill the following details:
  
  1. Enter the Subgroup code.
  2. Enter the Subgroup name.
  3. Double click to select Group name. Group name get data from Commodity group menu. Only Commodity group that are Display are displayed in the Group name column
  4. Enter the Order: Sub group with a smaller order will show up on top in the Sub group combobox
  5. Check/ uncheck Display: if you check this option, Sub group is Display that will be displayed in the Sub Group combobox ( Items menu -> Add/Edit item form ). Opposite, sub group is Not display that will not be displayed.
  6. Enter the Note.
• Step 4. Click Save button

12.1.5.2. Edit Sub Group

To edit the details of an existing sub group :

• Step 1. Go to Settings menu under Purchase module from the left sidebar
• Step 2. Select Sub Groups menu -> Hover over the sub group to be edited and click Edit
  
• Step 3. Make the necessary changes and click Save button
  

12.1.5.3. Delete sub group

If a sub group is no longer operational, you can delete it. To delete a sub group:

• Step 1. Go to Settings menu under Purchase module from the left sidebar
• Step 2. Select Sub Groups menu -> Hover over the sub group to be deleted and click Delete
  
• Step 3. Confirm your selection in the following pop-up. The sub group will be deleted.
  

12.1.6. Permissions

Users can access the modules based on their permission.

Admin: has unrestricted access to all the modules. You as an admin, can assign permission for role or specific employees.

12.1.6.1. Add Permission

• Step 1. Go to Settings menu under Purchase module from the left sidebar.
  
• Step 2. Select Permissions menu -> Click on the Add button.
  
• Step 3. In the Add Permissions page, fill the following details:

– Role: this set of permission applies to all employees of the select role.
– Staff name: this set of permission applies to select staff.

• Step 4. Click Save button

12.1.6.2. Edit Permission

To edit the details of an existing permission:

• Step 1. Go to Settings menu under Purchase module from the left sidebar
• Step 2. Select Permissions menu -> Select permission need to be edited and click Edit
  
• Step 3. Make the necessary changes and click Save button

12.1.6.3. Delete permission

• Step 1. Go to Settings menu under Purchase module from the left sidebar
• Step 2. Select Permissions menu -> Select the permission need to be deleted and click Delete
  
• Step 3. Confirm your selection in the following pop-up. The permission will be deleted.
  

12.1.7. Currency Rates

Used to get online currency rates and manage Currency rate log.

Go to Settings menu under Purchase module from the left sidebar -> Select Currency Rates menu.

12.1.7.1. General tab

• Maximum number of storage days: the maximum number of days to store the currency exchange rate update log (ie, the currency rate log lines that are stored after X time will automatically be deleted at the beginning of the next day). In the case of value = 0, this function is disabled, meaning the currency conversion log is not automatically cleared
• Automatically get currency rates: used to automatically update the online currency rate at 6pm every day and log in the Currency Rate logs tab
  • If this option is enabled: the currency rate is automatically updated at 18:00 every day
  • If this option is disabled: currency rates are not automatically updated.
• Get Online currency rates: when this button is clicked, the new online currency rates are updated and logged in the Currency Rate logs tab

12.1.7.2. Currency Rate logs tab

Used to record currency exchange rate updates.

12.1.8. Approval

Create approval workflows for types: Purchase request, Purchase Order, Quotation, Payment requests.

12.1.8.1. Add New Approval Setting

To add a new approval to your organization:

• Step 1. Go to Settings menu under Purchase module from the left sidebar.
  
• Step 2. Select Approval menu -> Click on the New approval setting button.
  
• Step 3. In the New approval setting page, fill the following details:
  
  1. Enter the Subject.
  2. Select Related: Purchase request, Purchase Order, Quotation, Payment requests.
  3. Select Staff
  4. Select action: approve or sign
  5. Click to add another approver to the process
     Click to remove a approver from the process
• Step 4. Click Save button

12.1.8.2. Edit approval setting

To edit the details of an existing approval :

• Step 1. Go to Settings menu under Purchase module from the left sidebar
• Step 2. Select Approval Settings menu -> Select approval setting need to be edited and click Edit
  
• Step 3. Make the necessary changes and click Save button.

12.1.8.3. Delete approval

• Step 1. Go to Settings menu under Purchase module from the left sidebar
• Step 2. Select Approval Settings menu -> Select the approval need to be deleted and click Delete
  
• Step 3. Confirm your selection in the following pop-up. The approval will be deleted.
  

12.2. Items

Used to manage and add new items for purchase.

12.2.1. Create Item

To create an item

• Step 1. Go to the Purchase module in the left sidebar and select Items menu
  
• Step 2. Click Add button
  
• Step 3. In the Add Item page, enter the Commodity Code, Commodity Name, Sale Price, Units and other details:
  
• Step 4. Click Save

12.2.2. Import Items

To know the format of the import, i.e. the columns and data to be included in the import file, you can download the sample import file which we’ll be looking at in the steps below.

• Step 1. Go to the Purchase module in the left sidebar and select Items menu
• Step 2. click Import items button
  
• Step 3. To ensure successful import (correct format, full columns) you should download the template file by clicking Download Sample button
  
• Step 4. Enter the data you need to import into the downloaded file and save it.
• Step 5. Click the Choose File button under Choose excel file and choose a file
  
• Step 6. Click Import
  In case the import fails, the ERROR FILE DOWNLOAD button will be displayed. To see the import error, click Error file download to download the file and see the error
  
  -> Then go to the last column in the file (Error column) to see the exact error that caused the import of the item to fail
  

12.2.3. Edit Items

To edit the details of an existing item:

• Step 1. Go to the Purchase module in the left sidebar and select Items menu
• Step 2. Hover over the item need to be edited and click Edit
  
• Step 3. Make the necessary changes and click Save button

12.2.4. Delete Items

You can delete individual items or delete multiple items at once

• Hover over the item you want to delete and click Delete
  
  Confirm your selection in the following pop-up. The item will be deleted.
  
• Select the items to be deleted and press Bulk action.
  
  Select Mass delete -> click Confirm button.
  

12.2.5. Clone Items

Select the items to be cloned and press Bulk action -> Select “Clone this items”

12.2.6. Change Item Selling Price

Select the items to be changed selling price and press Bulk action.

Choose change item selling price and click Confirm button

12.2.7. Change Item Purchase Price

Select the items to be changed purchase price and press Bulk action.

Choose change item purchase price and click Confirm button

12.3. Vendor

12.3.1. Vendor Category

Used for a create new vendor page (Vendor menu).

To add a new vendor category to your organization:

• Step 1. Go to Settings menu under Purchase module from the left sidebar.
  
• Step 2. Select Vendor Category menu -> Click on the New button.
  
• Step 3. In the New vendor category page, fill the following details:
  
  1. Enter the Name.
  2. Enter the Description
• Step 4. Click Save

12.3.2. Custom Field

• Vendor

Step 1. Go to Setup -> Custom field -> click New Custom Field Step 2. Choose “Field Belong to” : Vendors

• Vendor Contact

Choose “Field Belong to” = Vendor’s Contacts

12.3.3. Create Vendor

To create a new vendor:

• Step 1. Go to the Purchase module in the left sidebar and select Vendor menu
  
• Step 2. Click the New Vendor button
  
• Step 3. Enter Vendor code and Company
  Select Vendor category and Currency
  
• Step 4. You can add other details such as their Custom fields, Billing & Shipping and Return Policies by navigating through the different tabs at the top of the page.
• Step 5. Click Save or Save and create contact

12.3.5. Vendor Detail

• Step 1. Go to the Purchase module in the left sidebar and select Vendor menu
• Step 2. Select a vendor and click View

Manage general information and transactions of a vendor.

12.3.6. Assign Admin

Used to assign staff to be in charge of vendor
These employees will receive notifications for all vendor-related transactions: quotation sent from the vendor.

Step 1. Go to vendor detail -> Vendor admins tab -> click Assign Admin

Step 2. Select a or more staffs and click Save

12.3.7. Create Vendor’s Contact

To create a new contact:

• Step 1. Go to the Purchase module in the left sidebar and select Vendor menu
• Step 2. Move the mouse to the vendor that needs to add the contact and click Contacts
  
  Or go to vendor detail -> select Contacts menu -> Click New Contact menu
  
• Step 3. Enter the First Name, Last Name, Email and Password
  
  Email is unique
  Check “Primary Contact” to make this contact the primary contact. This contact can see Profile Company and edit it. Opposite, If disable this option, this contact can’t see Profile Company and edit it. Each vendor has only a primary contact.

12.4. Vendor Registration

• Step 1. Go to admin portal
• Step 2. Go to the Purchase module in the left sidebar and select Settings menu
• Step 3. Select Purchase Options menu -> Enable “Allow vendors to register”
  
• Step 4. If we need to add some information to the registration form, we can create custom fields belong to vendors
• Step 5. Go to vendor portal “/purchase/authentication_vendor” → click Register
  
  In the Register page, enter information in the fields → then check “I agree to the Terms & Conditions” → Then click Register
  
  After successfully submitting the registration, wait for the admin’s approval
• Step 6. Go to Vendor menu -> Click Confirm registration to approve the vendor account registration request.

Or you can confirm in the account details

Or you can confirm in the account details

After being confirmed, this account will receive a confirmation email that the account has been activated.

12.5. Vendor-Items

When creating Quotation, Purchase order, Debit note and Purchase Invoice transactions, if “Load items by vendor” option is enabled, the item is loaded according to the selected vendor.

• Step 1. Go to the Purchase module in the left sidebar and select Vendor-Items menu
  
• Step 2. Click New button
  
• Step 3. In the Vendor-Items page, fill the following details:
  
  1. Select a Vendor
  2. Select the Group Items and Items
• Step 4. Click Save
  After successful saving, this item will be displayed in the corresponding vendor’s Public items tab

12.6. Purchase request

Used to create purchase request. After the purchase request has a status of Approved, it can be shared to the vendor.

In case the purchase request has a status of Draft or Rejected, the purchase request cannot be shared with the vendor

12.6.1. Create Purchase Request

• Step 1. Create approval process for Purchase request ( if necessary) at approval setting.
• Step 2. Go to Purchase request menu under Purchase module from the left sidebar -> Click New button
• Step 3. In the Add new Purchase request page, fill the following details:
  
  1. Enter the Purchase Request Name.
  2. Select the Project.
  3. You can create a purchase request from Sales Estimate or Sale invoice and available items or enter arbitrary names for undefined items.
  Sale estimate: get estimates with states Draft , Send , Expired. Accepted (except Declined).
  Sale invoices: Get all invoices except the one with Draft and Cancelled status.
  4. Select the Currency.
  5. Select the Department.
  6. Select Requester.
  7. Select Share to vendor: After purchase request is selected Approved⇒ vendor can see this purchase request in their portal.
  8. Enter the Description.
• Step 4. Click Save button
• Step 5. Approve purchase request (if there is an approval process)
  1. Select Purchase request as Not yet approved -> Click View
  2. Click Send approval request ⇒ notify you to send approval request successfully. Approvers receive approval request notifications via email and web
  
  3. Log in to the approver account -> click on the notification requesting approval -> Click the Approve button -> enter the content in the Reason field (if any) -> select Approve or Deny. ⇒ successful approval notification ⇒ Purchase Request creators get notified.
  
• Step 6. After purchase request status is Approved -> allow View PDF, Send Request Quotation email and Share PR to vendor
  

 

12.6.2. Send Request Quotation email

• Step 1. Select the approved Purchase Request -> Click
• Step 2. In the Send a purchase request popup, fill the following details:
  
  1. Select the contacts to send this purchase request
  2. Check/uncheck Attach a Purchase Request PDF
  3. Enter the Additional content
• Step 3. Click Send
  

12.6.3. Share Purchase Request to vendor

Step 1. Select the approved Purchase Request -> Click

Step 2. In the Share purchase requests to vendors, select the vendor and click Share button

==> these vendor will see this Purchase request in their portal.

12.6.4. Purchase Request Detail

Contains Purchase Request information and related quotations.

• Step 1. Go to Purchase Request menu under Purchase module from the left sidebar
• Step 2. Select a purchase request and click View
  Compare Quotation: show all quotes created from purchase request. Used to compare quotations of vendors.
  

12.7. Quotations

Quotations can be created in both admin portal and vendor portal.

You can create quotations from available items or approved purchase request.

12.7.1. Create Quotation

• Step 1. Create approval process for Quotation ( if necessary) at approval setting.
• Step 2. Go to Quotations menu under Purchase module from the left sidebar -> Click New button
• Step 3. In the Add Quotations page, fill the following details:
  
  1. Select the Vendor
  2. Create quotation by selecting Purchase request or available items
  Select an item and click to add this item to quotation.
  Click to remove this item from quotation.
  
  3. Select the Currency
  4. Select Buyer
  5. Select Estimate Date and Expiry Date
• Step 4. Click Save button ==> Quotation is successfully created and displayed in the corresponding vendor portal account.
• Step 5. Approve quotation (if there is an approval process)
  1. Select Quotations as Draft -> Click View
  2. Click Send approval request ⇒ notify you to send approval request successfully. Approvers receive approval request notifications via email and web
  
  3. Log in to the approver account -> click on the notification requesting approval -> Click the Approve button -> enter the content in the Reason field (if any) -> select Approve or Deny.
  If you are an admin, you can update the status of quotation to approved or rejected.
  

12.7.2. Add comment in quotation

To make the exchange between the buyer and the vendor more convenient, you can use the Discuss tab for the buyer and the vendor to enter the content to be exchanged. Both buyers and vendors can see each other’s comments.

When the admin or vendor sends a comment -> the message is sent to the other party.

• Step 1. Go to detail quotations -> select Discuss tab
  
• Step 2. Enter the content -> click Add Comment button.
  

12.7.3. Add Task for quotation

This feature is only visible in the employee view. You can create some task for this quotation by clicking New Task button

12.7.4. Add Attachment

This feature is only visible in the employee view. You can attach the file related to this quote

12.7.5. Send an email and attach quotation

Step 1. Go to Quotations detail -> click

Step 2. In the Send a quote popup, fill the following details:

1. Select the contact
2. Check Attach a Purchase Quotation PDF
3. Enter the Additional content

Step 3. Click Send button

12.8. Purchase Order

Used to create a purchase order to send to the vendor for the purpose of purchasing.

Can create Purchase order without creating Purchase request, Quotation if Not create Purchase request, Quotation is enabled.

Purchase orders can be created from the following types:

• Purchase order is created from an existing item
• Purchase order generated from Estimates
• Purchase order created from Purchase request
• Purchase order created from Sales invoice

12.8.1. Add Custom Field

Choose “Field Belong to” = Purchase Order

12.8.2. Create Purchase Order and Approval Process

You can create multiple Purchase Orders from a purchase request or an Estimate or a sale invoice.

• Step 1. Create approval process for Quotation ( if necessary) at approval setting.
• Step 2. Go to Purchase Order menu under Purchase module from the left sidebar -> Click New button
• Step 3. In the Add Purchase Order page, fill the following details:
  
  1. Enter Purchase order description
  2. Select a Vendor
  3. Select a purchase request or a estimate or sale invoice or available item
  Select a item and click to add this item to quotation.
  
  Click to remove this item from quotation.
  
  4. Fill the shipping information and other required details.
• Step 4. Click Save button
• Step 5. Approve purchase order (if there is an approval process)
  1. Select purchase order as Draft -> Click View
  2. Click Send approval request ⇒ notify you to send approval request successfully. Approvers receive approval request notifications via email and web
  
  3. Log in to the approver account -> click on the notification requesting approval -> Click the Approve button -> enter the content in the Reason field (if any) -> select Approve or Deny.
  
  If you are an admin, you can update the status of quotation to approved or rejected or canceled.
  
• Step 6. After the purchase order has an approved status, this purchase order will be displayed in the corresponding vendor portal.
• Step 7. Go to vendor portal -> Select Purchase order menu -> confirm this purchase order and update delivery date
  
• Step 8. Update the delivery status of Purchase order
  

12.8.3. Purchase Order Detail

Select the purchase order to view details and click View

Click Refresh Order Value to update order value according to the item’s current purchase price. This button is only visible when the purchase order has Draft, Rejected and Canceled status.

12.8.3.1. Payment Record

Allow direct payment on this purchase order and record bill payment transactions related to this purchase order provided that the purchase order has been approved. There are 2 cases:

• In case the Purchase order has no purchase invoice, when creating a payment, the system automatically creates a Purchase Invoice for that PO with the amount that the user entered in the payment.
  Step 1. Create approval process for Payment request ( if necessary) at approval setting.
  Step 2. Go to purchase order detail -> Select Payment Record tab -> click Payment button
  
  Step 3. Enter the amount to pay, Select Payment Date and Payment Mode -> then click Save
  
  Step 4. Go to payment detail to check payment status
  
  Step 5. Send approval request and proceed with the approval according to the established process.
  
• In case the Purchase order already has an invoice, when clicking Payment, the Purchase invoice is automatically filled in for payment
  • Step 1. Create approval process for Payment request ( if necessary) at approval setting.
  • Step 2. Go to purchase order detail -> Select Payment Record tab -> click Payment button
    
  • Step 3. Select purchase invoice, enter the amount, select Payment Date and Payment Mode -> then click Save
    
  • Step 4. Go to payment detail to check payment status
    
  • Step 5. Send approval request and proceed with the approval according to the established process.
    

12.8.3.2. Reminders

Use to set reminders to not forget vendor -related issues.

Calendar reminders will be displayed in web notifications and sent to selected employees only

If there is a check option “Send also an email for this reminder”: the reminder is sent via email.

• Step 1. Go to Reminders tab -> click Set Estimate Reminder
  
• Step 2. Fill in required details and click Save
  

12.8.3.3. Task

Buyer creates tasks related to this Purchase order. Vendor can’t see these tasks.

12.8.3.4. Discuss

To make the exchange between the buyer and the vendor more convenient, we use the Discuss tab for the buyer and the vendor to enter the content to be exchanged. Both buyers and vendors can see each other’s comments. (Purchase Order does not need to be approved, the vendor can still see it)

When admin or vendor sends a comment -> the message is sent to the other party.

12.8.3.5. Notes

Buyer creates multiple notes related to this purchase order. Vendor can’t see these notes

Allow editing, deleting note

12.3.4. Import Vendor

To import vendor from other systems:

• Step 1. Go to the Purchase module in the left sidebar and select Vendor menu
• Step 2. Click Import items button
  
• Step 3. To ensure successful import (correct format, full columns) you should download the template file by clicking Download a Sample button.
  
• Step 4. Enter the data you need to import into the downloaded file and save it.
• Step 5. Click the Choose File button under Choose excel file and choose a file
  
• Step 6. Click Import
  In case the import fails, the ERROR FILE DOWNLOAD button will be displayed. To see the import error, click Error file download to download the file and see the error
  ==> Then go to the last column in the file (Error column) to see the exact error that caused the import of the item to fail

12.8.3.6. Attachment

Used to attach files related to this purchase order. Both buyer and vendor can attach files and see all attached files for this purchase order

12.8.4. Convert Purchase Order to Expense

• Step 1: Go to Purchase Order menu -> Click CONVERT button
• Step 2. Enter data in required field and click Save

• Step 3. Click View Expense to view Expense details
  

12.9. Contracts

Allows the buyer to create a contract related to the approved purchase order and this contract will be displayed in the Contract menu of the respective vendor.

12.9.1. Create Contract

Create contracts for suppliers and buyers to sign.

• Step 1. Go to Contracts menu
• Step 2. Click New and fill in required details and click Save. After saving, the contract is displayed in the vendor portal
  Signed status field: has 2 options: Not signed and Signed
  – If you select Not signed: display the SIGN button to sign the contract. All employees authorized for the Contract menu can sign contracts
  
  – If Signed is selected: do not display the SIGN button, the Sign button position changes to Signed.
  

 

12.9.2. Sign

Step 1. Go to contract detail -> click Sign

Step 2. Draw a signature and press Sign

12.9.3. Discuss

To make the exchange between the buyer and the vendor more convenient, we use the Discuss tab for the buyer and the vendor to enter the content to be exchanged. Both buyers and vendors can see each other’s comments.

When 1 or buyer send a comment -> send a notification to the other party.

Allow edit, delete discussion

12.10. Debit Notes

12.10.1. Create New Debit Note

• Step 1. Go to Debit Notes menu under Purchase module from the left sidebar -> Click New Debit Note button
  
• Step 2. In the Add New Debit Note page, fill the following details:

1. Select the Vendor
2. Select the Discount type
3. Enter the Debit Note Date
4. Select or enter the item, enter the Qty and Rate. Then click
Click to remove the item from the debit note.
Note: If the Load items by vendor option is enabled –> Select item only loads the items belonging to the selected vendor.
If the Load items by vendor option is disabled–> Select item loads all items.

• Step 3. Click Save button

12.10.2. Edit Debit Note

• Step 1. Select a debit note to edit and click Edit.
  
• Step 2. Make the necessary changes and click Save button

12.10.3. Delete Debit Note

Only debit notes that have not been invoiced debited and refund are allowed to be deleted.

• Step 1. Hover over a Debit Note -> click Debit Note Number hyperlink
• Step 2. Click MORE -> click Delete
• Step 3. Confirm your selection in the following pop-up. The debit note will be deleted.
  

12.10.4. Void

Conditions for using the Void feature : Debit note is not closed, no Invoices Debited, no Refunds and staff have the right to edit debit note.

After being void, debit note can not generate refund

• Step 1. Hover over a Debit Note -> click Debit Note Number hyperlink
• Step 2. Click MORE -> click Void

==> Result:

12.10.5. Cancel Void

• Click MORE -> click Mark as Open

12.10.6. Refund

• Step 1: Hover over a Debit Note -> click Debit Note Number hyperlink
• Step 2. Click More -> Refund
  
• Step 3. Enter the Refunded Amount, enter Date and select Payment Mode -> click Save
  

You can edit and delete refund at Refunds tab

12.10.7. Create Invoice Debited

Debit Note is only applied to the invoice related to that vendor.

• Step 1. Hover over a Debit Note -> click Debit Note Number hyperlink
• Step 2: Click Apply to invoice
• Step 3. Enter amount to debit -> click Apply button Note: Amount to Debit must be less than or equal to Remaining debit.

12.10.8. Delete Invoice Debited

• Go to Invoices Debited tab to delete
  

12.11. Invoices

12.11.1. Add Custom Field

Choose “Field Belong to” = Purchase invoice

12.11.2. Create Purchase Invoice

You can create Purchase Invoice from Purchase order, Contract or available items.

• Step 1. Go to Invoices menu under Purchase module from the left sidebar -> Click New button
  
• Step 2. In the Add Invoice page, fill in the required details:
  
  1. Select the Vendor
  2. Select the Contract: select a contract only when it has been created from a purchase order.
  
  – Or you select the Purchase Order
  
  – Or you select the available item
  
  3. Enter the Invoice Date
• Step 3. Click Save button

12.11.3. Edit Purchase Invoice

From the invoice management -> select the invoice to edit and click Edit

Or view invoice details -> click

12.11.4. Delete Purchase Invoice

When deleting the invoice, the applied debit is also deleted -> refund the applied amount to the corresponding Debit Note

From the invoice management -> select the invoice to delete and click delete

12.11.5. Applied debit

Used to reduce the payment amount of the invoice.

• Step 1. View unpaid or partially paid invoice details
• Step 2. Click Apply Debits
  
  Debit available = total amount remaining of debit Notes currently open. Debit available is calculated by vendor
• Step 3. Enter Amount to Debit and click Apply Show only debit notes (Open status) belonging to the vendor of the invoice being viewed

12.11.6. Delete Applied debits

• Go to Applied debits tab -> click and confirm to delete
  

12.11.7. Payment Record

Allow partial payment or full payment of invoice value.

• Step 1. View Unpaid or Partially paid invoice detail
• Step 2. Click Payment button
• Step 3. In the New Payment page, Enter the Amount, enter Payment Date, select Payment Mode and click Save
• Step 4. Approve the payment if the Payment Request approval process has been set up in the approval setting.

12.11.8. Delete Payment Record

• Go to Payment Record tab -> click and confirm to delete
  

12.12. Order Returns

12.12.1. Create Order return

Prepare Data:

• Purchase Order with Approved status and return request time within X days after delivery date and delivery status is Completely Delivered and Order Status is Delivered.
  
• Set Return Policies in vendor detail
  
• Step 1. Go to Order Returns menu under Purchase module from the left sidebar -> Click New button
  
• Step 2. In the Add New Order Return page, fill in the requested details:
  
  1. Select the Purchase Order
  2. Select Return type: Fully or Partially
  If you choose Partially: you can edit the quantity item or delete items.
  
  If you choose Fully: Do not allow to edit the quantity item or delete items
  
• Step 3. Click the Save button.
  Each Purchase order can only create 1 return order and cannot edit the return order after being saved(including admin).
  
  Return order after being saved will be in Draft state, and it will be displayed in the Order Return menu at the respective vendor portal.
  
• Step 4. Go to vendor portal -> Order Return menu -> view order return detail -> click Confirm or Reject
  
  If Vendor chooses Reject → the order return status changes to Canceled → admin cannot create refund
  If Vendor selects Confirm → the order return status changes to Confirmed -> allows admin to create a refund.
  
• Step 5. Go to Inventory module → Receiving-Exporting return order menu -> Click Add button and select Delivery return purchasing goods
• Step 6. Select Purchasing Return Order and select Related data -> Save.
• Step 7. If Receiving-Exporting return order has an approval process ==> Approve Receiving-Exporting return order and choose warehouse to create Delivery voucher -> Click Save. If Receiving-Exporting return order does not have an approval process ==> click Create Inventory Delivery Voucher button and select warehouse to create Inventory Delivery Voucher.
• Step 8. System automatically redirects to Inventory delivery management, approves Inventory delivery (if there is an Inventory Delivery approval in the setting).

12.12.2. Delete Order Return

• Step 1. Go to Order Return detail -> Click More -> Select Delete
  
• Step 2. Confirm your selection in the following pop-up. The order return will be deleted
  

12.12.3. Create Refund

Multiple refunds can be created until the purchase order return is fully refunded.

Refund can only be generated when Order return has Confirm status

• Step 1. View order return details is Confirm status.
• Step 2. Click More -> click Refund
  
• Step 3. Enter the Refunded Amount, Date and Payment Mode -> Click Save button
  

12.12.4. Edit Refund

• Step 1. View order return details -> Select Refunds tab
• Step 2. Click
  
• Step 3. Make the necessary changes and click Save button
  

12.12.5. Delete Refund

• Step 1. View order return details -> Select Refunds tab
• Step 2. Click
  
• Step 3. Confirm your selection in the following pop-up. The refund will be deleted
  

12.13. Reports

• Cost of import goods for each item

Display the purchase price of each item according to each PO. Report data displays by time (This month, Last month, This Year, Last year, All Time…) and currency. Filtering by currency will display Purchase Orders in that currency.

• PO voucher report

Show all POs by filter period (This month, Last month, This year, Last year, All time…).The report shows which vendor the PO belongs to, which department, which project, what is the PO status, the delivery status, and the payment status related to the PO.

• Purchase order Report

This report shows which vendor PO belongs to, which department, PO status, total PO value without tax, total tax for each PO, and total taxable PO value. Data is filtered by currency and time, filtering by which currency will show POs in that currency.

• Purchase Invoices Report

Statistics of Purchase Invoices created from Purchase Order or Contract by currency and filter time.

• Purchase statistics by number of purchase orders

Statistics of the number of POs in all states by month of the year.

• Purchase statistics by cost

Statistics of total PO value including tax by month

12.14. Vendor portal

12.14.1. Dashboard

Statistics on the number of contracts, purchase orders, quotations.

12.14.2. Items

Use to create item and share item for admin portal.
The items on the Private items tab are items only this vendor can see.
The items in the Public item tab are the items that have been shared with the admin portal or the items that have been assigned by the admin to the vendor.

12.14.2.1. To Create an items:

• Step 1. Go to Items -> Click Add New button
  
• Step 2. Fill in the requested details and click Save
  

12.14.2.2. To edit the details of an existing item:

• Step 1. Select the item and click

• Step 2. Make the necessary changes and click Save button

12.14.2.3. To delete the item

• Step 1. Select the item and click
  
• Step 2. Confirm your selection in the following pop-up. The item will be deleted.
  
  If the item has been shared to admin, after deleting, this item will only be deleted in the vendor portal, in the admin portal it will not be deleted

12.14.2.4. Item Detail

• Step 1. Select the item and click
  

12.14.2.5. Share item to admin
Select the item and click

Item after being shared is displayed in the Public Items tab of the vendor portal, the Items menu and the Vendor-Items menu of the admin portal.

12.14.3. View Purchase Request

Display shared purchase requests

Vendor can attach files to a purchase request or convert to quotation

The admin can also view the attachments added by the vendor.

Vendors can only delete their files. If a purchase request is shared with multiple vendors, the vendors can see each other’s attachments.

12.14.4.Create Quotation

Step 1. Go to Quotations menu -> click Add new button

Step 2. Select the Purchase request or available items, and fill in the requested details -> Click Save

⇒ after vendor successfully created quotation -> admin assign of vendor received notification

12.14.5. View Purchase Order

Vendor can view Purchase order details, attach files and discuss with admin portal. Vendor can confirm and update delivery date.

If checked, the vendor accepts the purchase order and the terms and conditions of the purchase order

Update delivery date.

12.14.6. Contract

Manage the contracts created by admin portal and sign the contract.

To sign the contract, go to contract detail -> click Sign -> draw signature and click Sign

Vendor and admin can also discuss on contract

12.14.7. Purchase Invoice

Vendor can create purchase invoice from purchase order or contract.

Step 1. Go to Invoices menu -> click Add New

Step 2. Fill in the requested details and click Save

12.14.8. Order Return

Vendor confirm or reject for return order

 

5.1.1 Proposals

To create Proposal

• Step 1. Go to Proposals under the Sales module in the left sidebar -> Select New Proposal

• Step 2. Fill in the information and save

5.1.2 Estimate

To create estimate

• Step 1. Go to Estimates under the Sales module in the left sidebar -> Select Create New Estimate

• Step 2. Fill in the information and save

5.1.3 Payments

This screen manages payments generated from Estateflow Proptech/Invoices

5.1.4 Credit Notes

To create credit note

• Step 1. Go to Credit Notes under the Sales module in the left sidebar -> Select New Credit Note

• Step 2. Fill in the information and save

 

5.2.1 Create Expense category

• Step 1. Go to Setup menu in the left sidebar -> select Finance menu -> select Expenses Categories -> then select New Category button.

• Step 2. Enter category name and save

5.2.2 Create Expense

• Step 1. Go to Expenses menu in the left sidebar -> select Record Expense

• Step 2. Fill in the information and save

5.2.3 Edit expense

• Step 1. Click Edit or

• Step 2. Update expense and Save

5.2.4 Expense detail

Click View to to to expense detail

5.2.5 Clone expense

Go to expense detail and click

5.2.6 Convert expense to invoice

• Step 1. Go to expense detail and click Convert To Invoice button

• Step 2. Select Convert or Convert and save as draft -> select Confirm

5.2.7 Delete expense

Click Delete or

Payment mode and payment gateway are used to pay transactions

5.3.1 Create payment mode

• Step 1. Go to Setup menu in the left sidebar -> select Finance menu -> select Payment Modes-> then select New Payment Mode button.

• Step 2. Fill in the information and save

Invoices Only: This payment mode is only used for invoices

Expense Only: This payment mode is only used for expenses

5.3.2 Create payment gateway

• Step 1. Go to Setup menu in the left sidebar -> select Settings menu -> select Payment Gateways-> select a payment gateway and active

• Step 2. Fill in the information and select Save Settings

To create currency

• Step 1. Go to Setup menu in the left sidebar -> select Finance menu -> select Currencies -> then select New Currency button.

• Step 2. Fill in the information and save

HR PAYROLL MODULE

13.1. Pre-setting

13.1.1. Income Tax Rates

• Income Tax Rates screen is used to enter and manage employee’s personal income tax
• Select the HR Payroll Module -> Select Income Tax Rates -> Enter the values for the fields -> Click Save to save the data you just manipulated. The data input in this screen will be used for the Income taxes screen which is used to calculate the employee’s personal income tax.

* Note: The formula will be calculated as follows:

For example, the corresponding columns From value, To value, Tax Rate, Equivalent Value and Effective Rate are abcde, then we have:

o (ba)*%c+d1 outputs the field value d2

o (d*100) / b outputs the field value e

For example, if we have an income of 7,890,000, the tax is calculated as follows: the first 5 million will be calculated as 5% = 5,000,000 * 5% = 250,000 and the remaining amount will be calculated on the second line as 2,890,000 *10% = 289,000. So the total amount to pay tax is 250,000 + 289,000 = 539,000 VND

13.1.2. Income Tax Rebates

The Income Tax Rebates screen is used to declare the corresponding personal income tax refund. Values must be entered fixed from low to high, for example internship salary, basic salary, probationary salary, official salary…

* Note : Line Total 2 = Total 1 + Value 2.

Select the HR Payroll Module -> Select Income Tax Rebates -> Enter the values for the fields -> Click Save to save the data you just manipulated. The input data of this screen will be used for the Employees menu screen.

* Explanation: The code field is used to enter the code of the tax refund. When an employee is allowed to refund tax, at the Employee screen -> Income rebate code field, enter the tax refund code, then the employee will be refunded the correct value of the Total field corresponding to the tax refund code entered.

13.1.3. Earning list

Earning list screen is used to create a list of non-fixed income types of employees such as overtime pay, holiday bonuses, point allowances, etc.

The data in this screen will be used for the Payroll columns screen

Select the HR Payroll Module -> Select Earning list -> Enter values for the fields -> Click Save to save the data you just manipulated. The input data of this screen will be used for the Salary Deductions list, Payroll columns and Employees menu screens.

13.1.4. Salary Deductions List

• The Salary Deductions List screen is used to create and manage salary deductions, such as lunch allowance, travel expenses, phone bills, etc.
• The data in this screen will be used for the Payroll columns screen
• Select the HR Payroll Module -> Select Salary Deduction List -> Enter the values for the fields -> Click Save to save the data you just manipulated. The input data of this screen will be used for the Deductions menu screen.
• The Basis field data is taken from the Earnings list screen and has two additional values, Fixed amount and Gross. If the Basis field selects Gross, the Rate field must enter the value of %. If the remaining values are selected, the Rate field will enter the corresponding amount.

For example: If the Basis field selects data from the Earning list as Basic salary and the rate field enters 0.2 and at the Employee screen enters the Basic salary field as 100,000, then the Salary Deduction will be calculated as 100,000*0.2

If the Basis field selects the Gross value , it will be calculated based on the column value “Gross Pay – pre-tax salary – this is the default column declared in “Payroll column: with formula type – meaning the value will be calculate based on the formula the user entered when creating the template” => after having the Gross pay value => calculate salary deduction based on % rate

If the Basis field selects the Amount: value, the rate will be considered the corresponding amount

13.1.5. Insurance List

The Insurance List screen is used to create and manage insurance types, for example social insurance, health insurance or accident insurance, etc.

Will this screen be used for the Payroll columns screen

Select the HR Payroll Module -> Select Insurance List -> Enter values for the fields -> Click Save to save the data you just manipulated. The input data of this screen will be used for the Insurance menu screen.

* Note: If the Basis field selects Gross, the Rate field must enter the value of %. If the Fixed amount value is selected, the Rate field will enter the corresponding amount.

13.1.6. Payroll columns

This screen is used to add columns used to calculate salary for employees – is the input value for Payslip templates screen when creating salary form

* Note: Only self-created data lines can be deleted, the default displayed lines can only be edited.

Select HR Payroll Module -> Select payroll columns -> ADD

* Note: In the Taking method field, there will be 3 options:

• Retrieve payroll column data from the system (data is taken at the Earning list screen, Salary Deductions List and Insurance) -> When creating a salary form in the Payslip templates screen, this payroll column field will automatically update according to the data contained in the Payslip templates screen. system.
• Create payroll column data from the formula -> When creating a salary form in the Payslip templates screen, this payroll column field must enter the formula to calculate the desired value.
• Create payroll column data from constants -> When creating a salary form in the Payslip templates screen, this payroll column field must enter the constant to calculate the desired value.

The Order display in payslip field is used to enter the display order of the column to be created. The smaller the sequence number, the closer the column will be displayed to select when creating data in the Payslip templates screen

13.1.7. PDF Payslip Templates

PDF Payslip Templates screen to use to design PDF Payslip Templates to use for Payslip’s PDF

* Note: After having the Payslip Template, we proceed to create the PDF template. Because the PDF template will belong to the corresponding Payslip Template

– Step 1: Select Settings -> Select PDF Payslip Template screen -> Select New PDF Payslip Template function

• Step 2: The system will display the Add New PDF Payslip Template screen used to design PDF templates for Payslip’s PDF

* Explanation:

The Payslip Template field is taken from the Payslip Template menu screen

Available merge fields area is used to select column values displayed on PDF -> Select values and designs in the CONTENT area

If you don’t create a PDF template for Payslip’s PDF, the PDF will display the same fixed template as ever

• Result:

• Step 3: Select the Payslips menu screen -> Select Add or you can edit the information of old Payslips -> Select Payslip Template -> Select PDF Payslip Template so that when creating Payslip and viewing it on PDF, the PDF will be displayed like the template created

* The PDF of the Payslip screen (Admin and staff) will both display the same as the selected template

• Result:

13.1.8. Permissions

This screen is used for admin to create and manage permissions for employees of the company’s human resources or accounting departments so that they can easily manage salary information of employees in the company through the HR payroll module.

* Explanation:

• The right to View (Own) is a right that can only see information on the corresponding menu screen, with the information on the screen only related to the assigned screen employee and the employee has no right to add, delete or edit data. is on the screen. Note: When selecting the View (Own) permission, the View (Global) permission cannot be selected.
• The View (Global) right is the right to have only the information visible on the respective screen, with the information on the screen relevant to the screened employee and all other employees and the employee has no other permissions. add, delete, edit data on the screen. Note: When selecting the View (Global) permission, the View (Own) permission cannot be selected.
• Create permission allows employees to create new data on the screen but not edit or delete this data. Note: must assign View permission (own or Global) so that staff can see the menu to perform other assigned rights.
• Edit permission allows employees to edit data information on the corresponding screen but cannot create new or delete data. Note: must assign View permission (own or Global) so that staff can see the menu to perform other assigned rights.
• The Delete permission allows employees to delete data information on the respective screen but not create or edit data. Note: must assign View permission (own or Global) so that staff can see the menu to perform other assigned rights.

13.1.9. Reset data

Go to the HR Payroll module -> Settings -> Select Reset data. When the Reset Data function is selected, all data of the Employees, Attendance, Commissions, Deductions, Bonus kpi, Insurance, Payslips templates, Payslip, Income taxes screens will be deleted.

13.2. Employees

• Manually enter the value: Proceed to point the mouse at the cell to edit data -> Enter value -> Select Save function to save the newly added data
• Import value: At the Employees screen -> select the Import Excel function

13.3. Attendance

Go to the HR Payroll Module -> Select the Attendance menu.

• This screen is used to manage employee working time.
• The data at this screen will be used to calculate the Payslip menu screen when creating payroll
  • Actual working time of probation contract (hours) column: actual working hours of probationary contract -> Mapping with Employee screen to know which contract the employee is in that month -> After selecting the calculation function then the system will calculate the working hours of the probationary contract to display in this column. The value of this field will be used for the Probation contract field of the Payslip screen

• • Actual working time of formal contract (hours) column: actual working hours of official contract -> Mapping with Employee screen to know which contract the employee is in that month -> After selecting the calculation function then the system will calculate the working hours of the official contract to display in this column. The value of this field will be used for the Formal contract field of the Payslip . screen
  • The Paid leave time (hours) column data is used to enter the number of hours that the employee is not working but is still receiving wages. The value of this field will be used for the Paid Leave Time field of the Payslip . screen
  • The Unpaid leave time (hours) column data is used to enter the number of hours that the employee is not working and not receiving wages. The value of this field will be used for the Unpaid Leave Time field of the Payslip screen
  • The column data Standard working time of the month is the standard working time field in the month in which the employee works. This column data is synchronized from the Standard working time of the month value of the Data integration screen in Settings. The value of this column will be used for the Standard working time field of the Payslip screen
• From all the above fields, the system will calculate the employee’s working hours in the month. For example, if you work 184 hours/month, the employee will receive 10,000,000, but if the employee only works 180 hours, the employee will only receive 9,782,608.

13.3.1. Attendance Screen

Attendance screen used to create and manage employee attendance

Timesheet Leaves function is used to navigate to the Manage Timesheet Leaves screen

We can create data by manually entering or importing data

• Manually enter the value

Proceed to point the mouse at the cell to edit data -> Enter a value -> Select the Save function to save the newly added data -> Then select the Calculate function to calculate for the Actual working time of formal contract, Paid column and Unpaid leave time.

The Paid leave time and Unpaid leave time columns can be synchronized from the Manage Timesheet Leaves screen (in the Timesheet Leaves function) -> select Update and Calculate to save the synchronization value

• Import value: At the Attendance screen -> select the Import Excel function

13.3.2. Manage Timesheet Leaves screen

The Manage Timesheet Leaves screen is used to create and manage employee time off (paid leave and unpaid leave) to synchronize with the Attendance screen

Go to the Attendance screen -> Select the Timesheet Leaves function -> The system will display the Manage Timesheet Leaves screen

• Proceed to point the mouse at the cell to edit data -> Enter value -> Select the Save function to save the newly added data -> Then select the Calculate function to calculate the Paid leave time and Unpaid leave time columns.
• The input value will be according to the formula PL:number of rest hours (eg PL:8) corresponding to 8 hours of paid leave or UPL:number of rest hours (eg UPL:4) corresponding to 4 hours of rest without Payroll. If you have just taken a leave of absence with pay and without salary, you can enter a space separated by a ; (eg: PL:4;UPL:4)

13.4. Commissions

Go to the HR Payroll Module -> Select the Commissions menu. This screen is used to manage the amount of commission received by the employee.

We can create data by manually entering or importing data

13.5. Deductions

• Go to the HR Payroll Module -> Select the Deductions menu.
• This screen is used to manage employee deductions.
• The data at this screen will be used to calculate the Payslip menu screen when creating payroll
• The value columns of the display are synchronized with the Salary Deductions List screen in Settings.
• Proceed to enter the value and select the Save function to save the performed operations

13.6. Bonus kpi

Go to the HR Payroll Module -> Select the Bonus KPI menu.

– This screen is used to manage employee bonuses.

– Proceed to enter the value in the Bonus kpi column -> select Save to save the data you just manipulated.

13.7. Insurance

Go to the HR Payroll Module -> Select the Insurance menu.

– This screen is used to manage employee insurance expenses.

– The value columns of the screen are synchronized with the Insurance List screen in Settings.

– Proceed to enter values in the columns if there are changes -> select Save to save the data you just manipulated.

13.8. Payslips templates

The salary template created on this screen will be used for the Payslips menu screen when creating payroll for employees

13.8.1. Create a new payslip template

• Step 1: Go to HR Payroll module -> Select menu Payslip Template -> Select function ADD

• Step 2: The system will display the New payslip template screen -> Proceed to enter the necessary values -> select Save to save the action just done or select Close to close the screen and cancel the operation

* Note:

An employee can only be included in one salary sample, if employee A has been selected for salary sample 1, then employee A cannot be selected for salary sample 2.

Except for the staff field, if the corresponding employee is selected, the employee will not be able to apply this salary form when making payroll, but must create another salary form and select this employee again to be able to make payroll.

The data displayed in the Select the column displayed in the pay slip field is taken from the Payroll columns screen in Settings.

The data in the Department name field is taken from the Setup -> Support -> Departments module

The data in the Staff and Except for staff fields is taken from the Setup -> Staff module.

• Step 3: After creating a new salary form -> The system will display a salary form screen including the selected excel fields in the Select the column displayed in the payslip field -> Edit the fields using the formula for calculation (formula field). -> Click Save to save the entered formula

* Attention:

• Columns displaying the System line are not allowed to enter values because these fields when creating payroll, the system will proceed to get the values present in the system to display.
• The columns display the formula line -> enter the formula to calculate the value for this column
• Columns display the Constant line -> proceed to enter the constant to display the value for this column when creating the payroll
• Download function is used to download this excel file
• Back function is used to return to the main screen

13.8.2. Edit salary sample formula

• Step 1: At the Payslip template screen -> Select the corresponding line you want to edit the formula -> Select View detail

• Step 2: The system will display an Excel screen containing the selected data fields in the Select the column displayed in the payslip field -> Edit fields using formulas to calculate (formula field). -> Click Save to save the entered formula

13.8.3. Edit salary form information

At the screen -> Payslip template -> Select the corresponding line you want to edit information -> Select Edit

13.8.4. Delete salary form

At the Payslip template screen -> Select the corresponding line you want to delete -> Select Delete

13.9. Payslip

The monthly payroll created in this screen will display the detailed amount of the employee’s accounts from the formula calculated in the Payslips templates screen and from the synchronized data from the system. If the payroll is closed, on the Payroll screen in the HRProfile menu, the employee can see his/her monthly salary details.

Can create multiple payslips per month for employees

Payslips can be generated according to the desired period of the month (cannot generate payslips from month to month)

Payslip opening status is displayed when payroll has not been finalized

Function in the screen used to reopen closed payroll

The function in the screen is used to download the PDF payroll to the computer

13.9.1. Create a new monthly payroll

• Step 1: Go to HR Payroll module -> Select Payslips menu -> Select ADD function

• Step 2: The system will display the New payslip screen-> Proceed to enter the necessary values -> select Save to save the action just done or select Close to close the screen and cancel the operation

* Note:

• The data displayed in the Payslip template field is taken from the Payslip template menu screen.
• PDF Payslip Template data is taken from the PDF Template screen based on the selected Payslip Template
• Time Range is used to select the amount of time to generate payslips
• Add more business: If you choose to calculate salary by time period, the values of the Commission screen, KPI, insurance, … are not taken by time period, you can create a new column to store the calculation formula. value of parameter

13.9.2. Edit formula

• Step 1: At the Payslips screen -> Select the corresponding line you want to edit -> Select View.

• Step 2: The system will display an Excel screen containing the selected data fields in the Select the column displayed in the payslip field and the calculated and synchronized values from the system -> Proceed to edit the used fields constants -> Click Save to save the formula you just entered

* Note: Payslip Closing function is used to close the payroll.

13.9.3. Delete payroll

At the Payslips screen -> Select the corresponding line you want to delete -> Select Delete

13.10. Income taxes

* Note: The Income taxes column will take the data from the Personal Income Tax column in the employee’s closed payslip to display. To get the value of the Personal Income Tax column, we must enter the formula for the Taxable salary column in the payslip. From the value of the Taxable salary column, the system will automatically calculate the Personal Income Tax column according to the formula created in Settings

This screen is used to display the employee’s personal income tax amount for the month and year.

– If at the Employees screen, we enter the Income tax rate field with the value A corresponding to the conditions for calculating personal income tax for employees , the system will take the corresponding monthly salary (the “Taxable salary” column in the salary table) closed by the employee in the Payslips screen and calculated according to the formula set in the Income Tax Rates screen in Settings.

– After the calculation, the employee’s personal income tax amount will be displayed in the Income taxes column.

– The Tax for year column is the personal income tax amount in the year of the respective employee (total of months).

13.11. Reports

13.11.1. Payroll report

Go to the HR Payroll module -> select Payroll report. Payroll report will show employee salary overview

We can perform data search by time, department, employee name, etc.

13.11.2. Income summary report (report monthly income)

Go to the HR Payroll module -> select Income summary report. Income summary report will display the employee’s working time overview.

We can perform data search by time, department, employee name, etc.

13.11.3. Insurance cost summary report

Go to the HR Payroll module -> select Insurance cost summary report. Insurance cost summary report will show an overview of insurance costs by department.

We can perform data search by time, department, employee name, etc.

13.11.4. Payslip

Go to the HR Payroll module -> select Payslip. Payslip will show an overview of the employee’s salary for the year.

We can perform data search by time, employee name, etc.

13.11.5. Department payslip

Go to HR Payroll module -> select Department Payslip. Department Payslip will display an overview chart of the salaries of the departments.

You can perform a time-based data search.