Retail: how-to handbook

Water demo: 3 container issue/return movements. Review outstanding balances by customer and container type; the examples leave station-owned bottles outstanding.

1. Administrator: select the compatible retail foundation, its parent modules and the optional water-custody block. Select Water refilling POS · sales & custody in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes. Sales also requires Retail checkout access and its existing foundation prerequisites.
2. Open /pos-login, choose Water refilling POS · sales & custody in Workflow, then sign in with the account for this business. Business administration uses a separate login; a copied desk URL cannot change your signed workflow. On a phone use the same online browser route; use your device keyboard for form entry.
3. Choose the appropriate queue (Container movements). Use Record bottle exchange to create a record, or open History & next action on an existing one.
4. Select the existing active customer and a consistent station-owned container type.
5. Record issued bottles or physically received empties, with a custody note. Returns cannot exceed the outstanding quantity.
6. Review customer/type balances and history. Record opposite movements to correct custody; original movements stay visible.
7. Use Sales, payment & receipt for the existing Retail register: open your own cash session, review products and record actual manual tenders. Container custody is separate from that sale; a custody entry does not charge or refund a deposit.
8. Before changing desks or sales tabs, save the form or deliberately discard it. Switching is blocked while saving. If a record changed, refresh and review its latest version before retrying.

Before you proceed: Container quantities only. Customer-owned bottles, refundable deposit accounting, rider deliveries and cash handover are not handled here. This desk includes the existing Retail financial checkout separately; custody/packing and checkout are not one atomic transaction.

Retail demo: 3 handovers linked to existing sales orders, including Picking and Released examples. Inspect the original order before changing handover status.

1. Administrator: select the compatible retail foundation, its parent modules and the optional retail-handover block. Select Retail store POS · sales & packing in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes. Sales also requires Retail checkout access and its existing foundation prerequisites.
2. Open /pos-login, choose Retail store POS · sales & packing in Workflow, then sign in with the account for this business. Business administration uses a separate login; a copied desk URL cannot change your signed workflow. On a phone use the same online browser route; use your device keyboard for form entry.
3. Choose the appropriate queue (All handovers, Picking, Packed, Handed over). Use Create pick/pack sheet to create a record, or open History & next action on an existing one.
4. Select an existing confirmed or completed sales order. Create one pick/pack sheet with the picking instructions.
5. Verify the contents and record packed. Fulfill stock through the existing sales workflow; this sheet never deducts stock.
6. After the authoritative sales order is completed, verify the recipient and record handover evidence. Payment and deposit application remain in the existing order/checkout workflows.
7. Complete stock fulfillment through the authoritative sales order before release. Sales, payment & receipt opens the existing Retail register; it does not retrieve a handover as a cart or automatically apply its deposit. Avoid entering a second sale for an existing completed order.
8. Before changing desks or sales tabs, save the form or deliberately discard it. Switching is blocked while saving. If a record changed, refresh and review its latest version before retrying.

Before you proceed: Operational pick/pack evidence only. No per-line scan verification, order checkout retrieval, automatic deposit application or courier integration. This desk includes the existing Retail financial checkout separately; custody/packing and checkout are not one atomic transaction.

Typed operational records reuse existing customers, orders and jobs without posting stock or money.

1. Ask the administrator to select the appropriate optional specialist blocks plus the matching parent blocks. Use Business sign in with Operations View or Edit; the package label alone grants no access.
2. Open Operations → Specialist operations. Choose an eligible workflow, expand Step by step and open the public specialist handbook for the exact workflow instructions and current limits.
3. Find an existing customer/staff/source and save the specialised intake. Keep bag codes and source references. Every write is versioned/audited; custody movements are append-only.
4. Progress only through the displayed next actions and record evidence. Laundry release needs all bag codes; food pickup needs a ready order; retail handover needs completed fulfillment; vehicle release needs job completion.
5. Review history and use the original billing, stock, checkout and job workspaces for their authoritative actions. These operational records do not confirm payment or automatically complete another module.

Before you proceed: Operational annexes only. See the per-workflow handbook for missing specialist money/shift/device features. Seven dedicated operational desks are available through POS sign in when configured. Full specialist financial modes remain planned; no new payment/provider confirmation or workflow screenshot coverage.

Scan products and record confirmed tenders inside your own cash session.

1. Ask the owner to assign Retail checkout Edit and at least Operations View. Use the separate /pos-login entry and choose Retail checkout, or use the existing dashboard checkout. Use the authorised Workflow dropdown to change counters; discard unsaved work only when intended. An administrator can explicitly disable counter workflows without changing role permissions. Open your own cash session at the correct warehouse and enter the existing drawer float.
2. Choose your open session and add products by search or scanner. The register starts with Walk-in customer; selecting another customer updates the same sale. Payment remains visible beside the order list without a checkout modal. An optional order/table label does not reserve a dining table.
3. Prices and totals update automatically when the cart, customer or discount changes. If policy permits, apply a PHP amount or percentage discount with a reason. Add, edit or remove up to 10 cash, manually confirmed GCash/Maya/bank/card payments. Check the auto-filled remaining balance and cash-only change. Pricing changes clear entered payment records; confirmation waits for current server prices.
4. Confirm payment once and wait for the saved receipt; order, net line amounts, stock, payments and journals commit together. Return displayed cash change. A configured Electron desktop may print automatically; a failed print does not repeat checkout. Browser printing uses its system dialog. History provides search, original receipt reprint and authorized return/refund/reversal actions.
5. Use History to return original goods for a credit, refund available credit, or reverse an untouched completed sale. Cashiers request an independently approved manager action. The acting manager needs their own open cash session for cash refunds. At shift end count actual cash, close the session and review variance. Owner daily figures distinguish return-credit dates from refund-payment dates.

Before you proceed: Online only. Use Hardware & receipts in /pos for keyboard-scanner tests and 58/80 mm printer layouts. No automatic wallet charge, direct drawer control, payment terminal integration or fiscal certification. Existing drawer float is recorded without creating a cash funding journal.

Maintain bookstore, clothing, furniture, grocery, hardware and toy metadata.

1. Create the base SKU in Products & stock, then open Product families & scan labels.
2. Create a family for the relevant store type and save each SKU’s size, color, material, brand or book/age details. A variant remains a real stock SKU.
3. Register packaging with its scanner code and base quantity. The optional package price must resolve to whole cents per base unit.
4. Use printable labels to test EAN/ISBN and internal QR scanning. ISBNs are checked locally; seeded book metadata is not a live external lookup.

Before you proceed: Demo internal barcodes are not GS1-issued commercial product registrations. Product QR codes identify items and do not accept payments. RFID is not connected.

Record customer acceptance and protect stock before delivery.

1. Build a quote, choose the customer and expiry, and mark it sent after sharing it through your chosen channel.
2. Record customer acceptance to create a draft sale once. Confirm the sale in Retail sales before reserving or collecting a deposit.
3. Reserve remaining quantities at one warehouse. Fulfillment must use that warehouse unless the reservation is released.
4. Finance records the actual deposit before fulfillment. Issued invoices automatically consume available deposits; unapplied amounts can be refunded separately.
5. Schedule delivery and record dispatch. Record delivered only after goods have been fulfilled and an acknowledgment/proof reference is available.

Before you proceed: Acceptance, sending and proof are internal records. Email delivery and courier APIs are not connected; custom manufacturing is not automatically sourced from a sale.

Review counted quantities and eligible lot stock before replenishing.

1. Submit a physical count at the chosen location with a reason. Another eligible owner/manager reviews it against unchanged stock.
2. Configure a supplier min/target/pack rule and review on-hand, reserved and open purchase quantities before creating a purchase draft.
3. For a new product with no movement history, enable lot or serial tracking before receiving stock. Register receipt lots with optional expiry dates.
4. Choose a lot for tracked purchase receiving; serial receipts are one unit per serial. Review trace movements and exclude expired stock from sales.
5. Use a reviewed adjustment for disposal. Transfers retain lot provenance and customer returns restore the original sale lots.

Before you proceed: Do not silently convert existing stock to tracking. Tracked production receipts and existing-stock conversion need separate reviewed workflows. Replenishment drafts still require normal purchase approval.

Maintain employee details separately from login accounts.

1. Open Employees / HR and maintain the employee name, position, start date and active status.
2. Use Employee Scheduling to record planned work windows.
3. Only the owner uses Staff Management and Role Management to assign login access.
4. If Attendance & leave is enabled, the owner links an active employee to the correct staff account before personal submissions.

Before you proceed: Employee schedules are planned hours, not approved attendance or payroll inputs.

Start with your own account and the modules enabled for your business.

1. Sign in through Staff Login using your assigned email and current password.
2. Open Overview for your foundation dashboard. Use Business to review current positions, Needs attention and dated workload creation. Use System & workflow for foundation/data freshness and source queues. Open ERP apps to find enabled modules.
3. Select a 7, 30 or 90-day activity window and an authorized workspace. Expand Daily values to read the chart data or Export visible data for CSV. The date window applies to created-record activity, not the current/all-history cards. Use My profile to change your own details or credentials.
4. If a module is missing, ask the owner about department access and the platform administrator about foundation selection.

Before you proceed: Creation activity includes later cancelled records and is not revenue, completion or profit. Today is incomplete; a zero preceding period has no percentage comparison. Queues may overlap. System status does not measure hardware, infrastructure or gateway health. An expired subscription can make records read-only.

Give each staff member the department access needed for their work.

1. As owner, open Role Management and create or review a department role.
2. Choose None, View or Edit per department. Keep Finance and HR restricted to the appropriate staff.
3. Open Staff Management, create or review the account and assign its role.
4. Ask the staff member to refresh their portal and verify the visible modules. Staff can change their own credentials in My profile.

Before you proceed: Only owners manage staff accounts and roles. Foundation selection also controls which modules appear.

Maintain customer, vendor and staff identities without forcing them into renter records.

1. Open Contacts and search before creating a duplicate.
2. Choose a person or organization, enter the name and available contact details.
3. Assign the roles needed by your workflow, such as Customer or Vendor; a contact can have several roles.
4. Select that contact when creating a sale, purchase, engagement, job, membership or activity.

Before you proceed: A customer contact does not automatically create a renter account or a portal login.

Track physical quantities and move stock between locations.

1. Maintain SKU, unit, selling price, barcode and reorder level in Products & stock.
2. Open Warehouses & costing to review quantities by location. Add locations as needed.
3. Select product, source, destination and positive quantity to transfer stock. Source shortages are rejected.
4. For a count correction, an Operations and Finance editor records an adjustment with a reason. Positive valued adjustments require unit cost.
5. Only the owner with Operations and Finance edit can activate weighted-average costing after reviewing every stocked product cost and the offset account.

Before you proceed: Costing is optional and remains periodic until activated. Complete in-progress production first. Lot/serial tracking and expiry are covered in Inventory operations. Warehouse bins are not available.

Receive only the goods delivered and retain supplier documents.

1. Open Retail purchasing and draft an order for a Vendor contact with products, quantities and prices.
2. Submit the order. Another owner/manager with Operations and Finance edit approves new purchases.
3. Receive the delivered quantities into the correct warehouse. Partial receiving leaves the remainder open.
4. Open Invoices & returns to review the receipt and match an exact supplier invoice to that receipt.
5. Finance records actual supplier payments. Returned received items create a separate supplier credit; record a supplier refund only when a credit balance exists.

Before you proceed: Bill matching supports one exact receipt; price/tax variances and multi-receipt bills are not supported.

Fulfill available goods, issue internal documents and handle returns separately.

1. Draft a sale for a Customer contact; choose products, quantities, prices and optional due date.
2. Confirm the order and select the fulfillment warehouse. Ship the actual quantities; partial fulfillment leaves the rest open.
3. Open Invoices & returns and print the issued invoice or packing list. The issued product/contact details are snapshots.
4. Finance records the actual receipt against the issued balance.
5. For a return, select the issued document, enter the returned quantities and reason, and create a credit note. Finance records a refund only up to the resulting credit balance.

Before you proceed: Documents are internal business records, not statutory certification. Automatic tax calculation is not supplied. Checkout and cash sessions are available separately when Retail POS is selected.

Review posted journals across the tenant, then close a reviewed ended month.

1. Open Financial reports and choose the reporting month.
2. Review monthly income, cumulative trial balance and month-end balance sheet; export accounts for review.
3. Investigate missing transactions, unvalued stock or liabilities before relying on the reports.
4. Only an owner with Finance edit closes an ended month after reviewing reconciliation. New journals in that month are then blocked.

Before you proceed: There is no reopening or automatic profit-transfer workflow. Reports reflect recorded journals, not unrecorded taxes or opening balances.

Submit your own actual work and leave for independent HR review.

1. The owner links your active staff account to an active employee in Attendance & leave and sets the hourly rate.
2. Open My work & payslips. Clock in/out or submit a past completed shift with the actual break minutes.
3. Submit leave with kind, start/end dates and reason. Annual and sick leave use the allocated year balance.
4. Another owner/manager with HR edit reviews your submission. Check the resulting status and leave balance.
5. Review your own published payslips when retail payroll is enabled.

Before you proceed: Staff see their own attendance/leave; HR administrators review independently. Dated rosters, breaks, overtime/correction requests and indicators are available in Workforce planning. Indicators and configured rules are not a statutory premium engine.

Review pay inputs, approve independently and record payouts/remittances.

1. HR reviews actual attendance before payroll preparation. The owner may configure per-pay-period contribution rules in Attendance & leave.
2. Open Retail payroll and choose the period. Import approved attendance at the current linked hourly rates, or enter reviewed gross pay and deductions.
3. Review employee pay, deductions and employer contributions; save a draft.
4. Another eligible owner/manager approves. The reviewer cannot be the creator or an employee receiving pay in that run.
5. Record the actual net payout separately from contribution remittances. Print internal payslips; employees can read their own published statements.

Before you proceed: Configured contributions are not supplied statutory tables or government filings. Linked attendance cannot be reused in another active payroll.

Coordinate typed work with contacts, assignees, due dates and progress notes.

1. Choose or create the appropriate activity category.
2. Create an activity with title, category, optional contact/assignee and due date.
3. Review open and overdue work. Update progress as work moves forward.
4. Complete or cancel the activity and retain its history for follow-up.

Before you proceed: Activities do not generate donation accounting, specialized rentals or arbitrary custom ERP workflows.

Keep supporting business files beside the records they explain.

1. Open Documents and search for an existing file before uploading another copy.
2. Add the document and the available business reference using your allowed storage workflow.
3. Review access and the linked record before sharing the document outside your business.
4. Use the supporting document when reviewing contracts, repairs or other operational work.

Before you proceed: Stored signed files are not an electronic-signature workflow. Advanced versions, retention and approval automation are not implemented.

Use the same reviewed payroll engine across industry foundations.

1. Select Payroll, Workforce and Financial reports in the foundation. Assign HR and Finance access separately.
2. Resolve pending corrections and overtime, then load approved pay inputs. Premium amounts require separately reviewed calculation.
3. Create a draft with effective-dated configured rules. Split periods crossing a rule change.
4. A different owner or manager with HR and Finance Edit approves. A beneficiary cannot approve. Record actual payout and remittance references; staff view only their own payslips.

Before you proceed: No automatic statutory tables, tax annualization, government submission, bank transfer execution or premium calculation. Existing retail payroll records are reused.

Keep planned work separate from reviewed actual attendance.

1. HR assigns a dated Philippine-time shift with planned breaks and late grace. Overlapping shifts and approved leave conflicts are rejected. Overnight shifts retain their starting work date.
2. Staff use My work to clock in, and My shifts & requests to start and end breaks. End a recorded break before clock-out; recorded punches determine its minute total automatically.
3. Request overtime or an attendance correction with a reason. Missing clock-outs stay incomplete until corrected.
4. An independent owner or manager reviews the queue. Approved corrections return attendance for fresh review. Payroll-frozen attendance cannot be rewritten.

Before you proceed: Extra and night-window minutes are indicators, not statutory pay premiums. No biometric integration, geofencing, automatic stale approval or automatic clock-out.

Inspect inactive connections and signed delivery/reconciliation queues.

1. An owner/manager with Admin access opens Integration gateways. A trusted operator configures the per-business adapter and secret on the server.
2. Inspect outbound events before delivering/retrying. The adapter must honor the event idempotency key and verify the timestamp/HMAC contract.
3. Inspect incoming event payloads and record reconciliation evidence. They remain held for review and never automatically alter bookings, payments or filings.

Before you proceed: Provider-specific mappings, sandbox certification and operational activation remain required. Secret keys and adapter URLs are never returned to the browser.