Trades: how-to handbook

Auto demo: 2 fictional vehicle intakes linked to existing open jobs: Received and Authorised. Seeded authorization evidence is synthetic, not customer consent.

1. Administrator: select the compatible trades foundation, its parent modules and the optional auto-intake block. Select Auto repair front desk · intake & release in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes.
2. Open /pos-login, choose Auto repair front desk · intake & release 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 vehicles, Arrivals, Inspection, Authorised, Work in progress, QC, Released). Use Check in vehicle to create a record, or open History & next action on an existing one.
4. Create the authoritative trade job first. Attach the vehicle identifier, odometer and intake condition/keys evidence.
5. Progress to inspection. An owner or manager records actual customer work-authorization evidence; changed estimated amounts require fresh authorization through inspection.
6. Record work and QC. Release requires the authoritative job already completed and recipient/QC evidence. Quote approval and payment remain in their existing workflows.
7. Only an owner or manager can record work authorization. Staff must obtain that review. If the agreed job estimate changes, return to Inspection and obtain fresh actual authorization. Complete the original job before release; no automatic parts issue or payment occurs.
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: Vehicle intake and work/release controls only. No item-level authorization, bay planning, warranty engine, automatic parts issues or payment-release enforcement. This operational desk has no new payment engine.

Services demo: 3 site visits linked to an existing open job: Scheduled, Dispatched and Completed. Schedules are fixed examples from the seed date; check the actual date before demonstrating dispatch.

1. Administrator: select the compatible trades or professional-services foundation, its parent modules and the optional service-visits block. Select Services front desk · site dispatch in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes.
2. Open /pos-login, choose Services front desk · site dispatch 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 visits, Scheduled, Dispatched, On site, Completed). Use Schedule site visit to create a record, or open History & next action on an existing one.
4. Select an open job or service engagement, active staff member, site and visit window. The corresponding parent module must be selected.
5. Schedule the visit; active visits cannot overlap for the same staff member. Record dispatch and arrival with evidence.
6. Complete the visit with actual site evidence. Complete/review the authoritative job or engagement and issue eligible billing separately.
7. A visit completion does not complete the parent job or engagement. Record delivery checks and approved work in the Business portal, then use eligible commercial billing separately. Scheduling cannot overlap for the same staff member.
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: Site-visit scheduling and evidence only. No travel optimization, variations, retention/progress billing, native reception checkout or automatic parent completion. This operational desk has no new payment engine.

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.

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.

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.

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.

Assign site work and check technician scheduling conflicts.

1. Create a job for an active Customer contact and enter the site/work details and PHP estimate.
2. Assign an active technician and plan the work window. Resolve overlapping technician assignments.
3. Move the job through Scheduled and In progress while recording progress.
4. Record completion or cancellation and retain the job’s status history.

Before you proceed: Jobs are separate from property maintenance. Use Quotes & recurring visits for acceptance/crew, Job materials & costs for consumption/evidence, and Commercial invoices for billing and collections. Estimates alone do not post money.

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.

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.

Require evidence before completing a job.

1. Choose a draft or scheduled job in Industry operations; define required and optional checks before work starts.
2. Use Jobs & dispatch to start work. The assigned technician or an owner/manager records each check and evidence.
3. Complete required checks before completing the job. Completed/cancelled jobs cannot have their checks rewritten.

Before you proceed: No material stock issue, job costing, quote acceptance, customer signature or invoice is created.

Create invoices from approved work without billing it twice.

1. Open Commercial invoices with Finance access. Select approved service time, an accepted milestone, a completed job, or a won agency fee.
2. Use either time or milestone billing for a service engagement. Time uses saved approved rates; milestones and job contracts require the agreed price. Agency fees use the closed deal and an explicit billing contact.
3. Save the draft. A different owner/manager with Finance Edit checks source evidence and issues the invoice. Cancel unused drafts to release their source claims.

Before you proceed: Internal PHP records; no statutory certification or automated tax engine. Retainers and recurring service agreements are managed in Service contracts & retainers. Recognition there is limited to ended accepted milestones on independent invoice issue.

Preserve original invoices and record adjustment evidence.

1. Open an issued invoice and record the actual manually confirmed tender. Cash received and applied amounts are separate; external methods require a real reference and confirmation.
2. An owner/manager different from the invoice issuer records a credit within the uncredited invoice amount. Original invoice lines remain unchanged.
3. Refund only an available credit balance against the original payment and method. Review saved entries and cash change, then print or save PDF.

Before you proceed: No payment-provider execution or fiscal certification. Refunds cannot exceed original net payment.

Connect active jobs to shared material movements and reviewed costs.

1. Open Job materials & costs with Finance access. Material issue also requires Operations Edit and the inventory foundation.
2. Choose an in-progress job, product, warehouse and quantity. Serial issues require one selected serial. Reserved or ineligible expired stock cannot be consumed.
3. Submit supporting labor/subcontract/other cost records and external payroll/payable references. Another owner/manager reviews. Unknown material values remain explicit.

Before you proceed: Material issues post inventory expense only after approved weighted-average valuation. Other costs are management evidence and do not duplicate payroll/payable journals.

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.

Trades: customer quotes and repeat visits

1. Create an itemized quote before the job starts. Record sending evidence, then actual customer acceptance before starting quoted work.
2. Complete required delivery checks. Invoice lines must match the accepted quote total; the quote freezes the job customer and scope.
3. Create a repeat plan from a completed job. Pause, resume or reschedule it, then generate the next draft visit. Review and schedule that draft using existing conflict checks.

Before you proceed: Portal quote creation currently uses one priced work line; API supports up to 100. Sending and acceptance are recorded evidence, not electronic delivery/signature. Repeat generation creates drafts, not automatic dispatch.

Trades: multi-person job crew

1. Choose the draft/scheduled job in Quotes & recurring visits. Assign active crew members with a reason.
2. Schedule/start the job using the existing job workflow. Every assigned person is checked against lead/crew overlaps and approved leave.
3. Release crew while the job is draft/scheduled. Once work starts, crew history stays fixed; record completion evidence through delivery checks.

Before you proceed: A crew member occupies the entire job window. This does not optimize routes, split capacity by task or synchronize payroll rosters. Maximum 100 crew records per job.

Owner/manager: private client and owner access

1. Verify the active contact identity and authority, then issue a private seven-day link in Client & owner access. Copy the link only to the intended recipient through your established private channel.
2. The recipient opens the separate Client & owner portal. Their own eligible work, quotes, invoices, listings, briefs and unit resolutions appear; actual quote/milestone acceptance and eligible unit voting are available.
3. Revoke the grant when access is no longer needed. Access is rechecked on each request. Renew by issuing another link after identity review.

Before you proceed: Bearer links are credentials and are shown only once. No automatic invitation delivery, payment collection, owner staff powers or renter/POS credential reuse. Client sessions last two hours; links expire after seven days. Record limits are displayed in the portal.