# Business ERP: all industry and specialized workflow handbooks

Updated 25 October 2026. Eight industries and seven specialist operational desks. Public instructions describe available modules, not access grants or certification. No credentials are included.

# Real estate & property services: how-to handbook

Updated 22 October 2026.

Run property rentals, hotel stays, agency sales, owner associations and selected property-service packages using distinct workflows.

Cross-industry kitchen/room connections require both food and hotel modules. Public documentation describes delivered capabilities. The signed-in guide is limited by the saved foundation and staff access. Optional shared workforce/payroll/financial modules require separate selection and appropriate access.

## Using your workspace

1. POS & front desk has a Workflow dropdown showing only configured, authorised and delivered counters. Owners and platform administrators select workflows in the foundation setup; role permissions remain separate. Switching warns about unsaved counter work and is blocked while saving. Reload if another tab changes the POS sign-in. Seven specialized operational desks are available when their optional blocks and counter workflows are enabled: Water, Salon, Laundry, Food pickup, Auto repair, Retail handover and Services dispatch. Water/Retail also reuse existing sales checkout; the other five do not have a new financial payment engine. Boarding House stays in Real Estate. See /docs/specialist-operations for individual desk guides and demo practice.
2. My profile, Messages and Notifications are in the top-right header; message and notification badges show important updates. Use the top section buttons to choose General, Operations, Finance, Marketing, Human Resources or Administration. Open a workspace in the row below. Long rows scroll horizontally with full labels; All workspaces opens a grouped list of authorized links. On phones the section row also scrolls.
3. The overview shows only authorized foundation modules. Use Activity period for created-record trends and Workspace to narrow summaries. Use Line / Bars and Inspect day for exact daily activity, or expand Daily values. Compare current and previous equal-length periods. Status/composition charts show current or historical source metrics as labelled and do not change with Activity period; open All source metrics for exact underlying values. Charts label overlapping counts, and unavailable data is not treated as zero.
4. Products & stock and Customer jobs & dispatch use tables on desktop and labelled records on phones. Use Choose columns, click a sortable desktop heading, then Save view. Sorting covers only the loaded page; use the workspace search/status filter and Previous / Next for other records.
5. In Diagram view, choose Step by Step for numbered instruction cards, available demo screenshots and illustrated references. Use Enlarge image for a readable full-size view. Steps without an approved image explicitly say Screenshot pending. Older navigation is labelled; follow the current written instruction.
6. Saved table views belong to your account in this browser. They do not change permissions or other staff views. Reset view restores the table defaults. No transaction or customer records are stored in these preferences.

## First setup

1. **Owner / manager:** Select the property package and actual property modes; enter units, monthly rents and separate owner-approved nightly rates where stays are enabled.
2. **Owner:** Assign staff and cashier capabilities. Keep lease collections and hotel checkout separate.
3. **Operations:** Maintain contacts, leases and agreed reservations; use verified owner representation for association units.

## Daily work

1. **Operations:** Review occupancy, arrivals, room readiness, maintenance and upcoming lease obligations.
2. **Agency team:** Maintain seller mandates, buyer requirements, viewings, offers and next follow-ups.
3. **Reception / Finance:** Use the correct dedicated POS workspace for hotel stays or long-term lease collections and retain receipt evidence.
4. **Association manager:** Review cases, dated owner representatives and eligible resolutions using independent decisions.

## Closing and review

1. **Finance:** Reconcile receipts and approved hotel cash counts; review posting-day locks before closing.
2. **Finance:** Review source-linked agency fees, approved commission splits and budget variance.
3. **Owner / manager:** Revoke expired contact access and review open maintenance, overdue balances and missing approvals.

## Current limits

- Nightly prices are independent from monthly rent; no guessed conversion.
- Hotel day review is not a full tax/night-audit engine. Booking channels and e-signature providers remain unconnected. Served kitchen orders can be transferred to in-house rooms only after independent review.
- Association governance uses the configured one-vote-per-unit model; full fund accounting and bank reconciliation remain unfinished.

## Client and owner self-service

1. Ask the business to verify your contact identity and provide a private access link. Open it privately; it is a credential and expires after seven days.
2. Review only your own records. Open sent quote lines before confirming acceptance, review delivered milestones before accepting, and cast only your eligible unit ballot.
3. Check issued invoice amounts and saved payment evidence. Arrange payments through the business; the contact portal does not collect money.
4. Sign out on shared devices. If access expires or is revoked, ask the business for another verified link.

This contact portal is separate from staff/POS credentials and monthly rental customer accounts. Monthly rental customers use the existing real-estate customer login.

Only perform actions allowed by your foundation and department role.

In the online guide, choose Diagram view → Step by Step for numbered visual instructions. Images below are site-relative links; open this handbook on the ERP website to view them. Demo screenshots and illustrated references are labelled separately; missing images are explicitly pending.

## Shared inventory: store variants and scan labels

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

### Flow chart

```mermaid
flowchart LR
  n0["Base SKU"]
  n1["Store family"]
  n2["Variant / metadata"]
  n3["Packaging code"]
  n4["Print / scan"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operations
  participant p1 as System
  p0->>p1: Create family and details
  p1->>p0: Validate ISBN and uniqueness
  p0->>p1: Register packaging code
  p1->>p0: Generate printable labels
```

1. Create the base SKU in Products & stock, then open Product families & scan labels.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Register packaging with its scanner code and base quantity. The optional package price must resolve to whole cents per base unit.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Shared inventory: counts, replenishment and lot expiry

Review counted quantities and eligible lot stock before replenishing.

### Flow chart

```mermaid
flowchart LR
  n0["Count / inspect"]
  n1["Independent review"]
  n2["Check replenishment"]
  n3["Receive with lots"]
  n4["Review trace"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operations
  participant p1 as Reviewer
  participant p2 as System
  p0->>p2: Submit stock count
  p1->>p2: Approve unchanged count
  p0->>p2: Create reviewable replenishment draft
  p0->>p2: Receive lot / serial stock
  p2->>p0: Allocate eligible sale lots by expiry
```

1. Submit a physical count at the chosen location with a reason. Another eligible owner/manager reviews it against unchanged stock.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Configure a supplier min/target/pack rule and review on-hand, reserved and open purchase quantities before creating a purchase draft.

*Screenshot pending for this step. Follow the numbered instruction.*
3. For a new product with no movement history, enable lot or serial tracking before receiving stock. Register receipt lots with optional expiry dates.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Choose a lot for tracked purchase receiving; serial receipts are one unit per serial. Review trace movements and exclude expired stock from sales.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Use a reviewed adjustment for disposal. Transfers retain lot provenance and customer returns restore the original sale lots.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Real estate: lease and contract records

Keep rental terms and supporting agreements linked to the correct occupant.

### Flow chart

```mermaid
flowchart LR
  n0["Renter / space"]
  n1["Lease terms"]
  n2["Contract reference"]
  n3["Renew / move out"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operations
  participant p1 as System
  participant p2 as Finance
  p0->>p1: Save lease terms
  p1->>p0: Validate occupancy
  p0->>p1: Link agreement
  p2->>p1: Review final charges
```

1. Review the renter identity and available property/unit or bed.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Open Leases and enter dates, rent, deposit and advance terms; check existing occupancy before saving.

![Illustrated Leases list and New Lease entry with sample data](/docs/staff/leases.png)

*Illustrated reference: Illustrated entry point. The screenshot does not show entered lease terms or a completed save. Earlier navigation may appear. Follow the current numbered instruction.*
3. Open Contracts to reference the agreement for the saved lease. Update rental terms in Leases rather than rewriting a document reference.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Review the lease before renewal or move-out and use enabled finance controls for final charges and refunds.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** An uploaded signed agreement does not provide electronic signing or signer verification.

## CRM: leads and follow-ups

Track inquiries and the next action without assuming every lead is a retail customer.

### Flow chart

```mermaid
flowchart LR
  n0["Inquiry"]
  n1["Lead"]
  n2["Follow up"]
  n3["Update stage"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  p0->>p1: Save inquiry
  p0->>p1: Schedule follow-up
  p1->>p0: Show current lead stage
  p0->>p1: Record outcome
```

1. Open Leads and search for an existing inquiry before creating another.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Record contact details, stage and the next follow-up date.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Update the stage and follow-up as the inquiry progresses.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Use lead-to-renter conversion only for an actual rental customer; other industry contacts belong in Contacts.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Renter conversion is a property workflow. Agency opportunities, viewings, offers, closure and pipeline reports are available separately when Agency foundations are selected.

## Real estate: operational calendar

Review property events and open the record behind each event.

### Flow chart

```mermaid
flowchart LR
  n0["Choose date"]
  n1["Filter events"]
  n2["Open record"]
  n3["Update source"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  p0->>p1: Request calendar events
  p1->>p0: Show linked dates
  p0->>p1: Open source record
  p0->>p1: Save source update
```

1. Open Operational Calendar and use Previous, Today or Next.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Filter the event category or select a date to review the day.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Open an event to review its linked move-in, follow-up, due date or maintenance record.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Update the original record when dates change; verify actual payment to settle a due balance.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Planned dates do not record actual hours. Reading a reminder does not settle a payment.

## Shared staff: employee records and schedules

Maintain employee details separately from login accounts.

### Flow chart

```mermaid
flowchart LR
  n0["Employee record"]
  n1["Planned schedule"]
  n2["Login role"]
  n3["Optional workforce link"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as HR
  participant p1 as Owner
  participant p2 as System
  p0->>p2: Save employee and schedule
  p1->>p2: Assign staff account role
  p1->>p2: Link employee if workforce enabled
  p2->>p0: Show allowed HR records
```

1. Open Employees / HR and maintain the employee name, position, start date and active status.

![Employee creation dialog with fictional apprentice name and position](/guides/screenshots/employees-form.jpg)

*Demo screenshot: Maintain the employee record separately from login access. This prepared form was cancelled without creating the extra employee. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Use Employee Scheduling to record planned work windows.

![Planned Monday employee schedule from nine to five](/guides/screenshots/employees-schedule.jpg)

*Demo screenshot: Use Employee Scheduling for planned hours. These hours are not approved attendance or payroll inputs; this example was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Only the owner uses Staff Management and Role Management to assign login access.

![Owner account review with role selection for a synthetic staff member](/guides/screenshots/roles-staff-account.jpg)

*Demo screenshot: Only the owner reviews staff login permissions. Employee records and staff accounts are separate; this example did not save account changes. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. If Attendance & leave is enabled, the owner links an active employee to the correct staff account before personal submissions.

![Employee-to-account identity and hourly-rate setup](/guides/screenshots/workforce-identity.jpg)

*Demo screenshot: Link the employee to the correct staff account. The example uses existing synthetic links and a demo rate; the form was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Real estate: bank reconciliation and credits

Match actual statement movements and preserve original receipts.

### Flow chart

```mermaid
flowchart LR
  n0["Import statement"]
  n1["Review match"]
  n2["Confirm"]
  n3["Credit / refund record"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Finance
  participant p1 as System
  p0->>p1: Import statement rows
  p1->>p0: Suggest matching records
  p0->>p1: Confirm actual match
  p0->>p1: Record explicit settlement
```

1. Open Bank reconciliation and select the bank/e-wallet account and a consistent label.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Import statement CSV with external_id,date,amount,reference; positive amounts are receipts and negative amounts vendor payments.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Review and confirm the correct verified transaction. An import alone does not create a payment.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Use Credits & settlements for explicit credit applications and actual refunds, with a reason and external reference.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Review the resulting statement and journal. Reconciled records retain their history; use a separate adjustment when required.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Do not use a statement import as proof that an invoice is paid. Identical external IDs are replay-safe; changed details conflict.

## Sign in and find your workspace

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

### Flow chart

```mermaid
flowchart LR
  n0["Staff Login"]
  n1["Overview"]
  n2["Enabled apps"]
  n3["Your records"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Owner
  p0->>p1: Sign in
  p1->>p0: Load foundation and access
  p0->>p2: Request missing access
  p2->>p1: Review department role
```

1. Sign in through Staff Login using your assigned email and current password.

![Business Login with empty email and password fields](/guides/screenshots/access-business-login.jpg)

*Demo screenshot: Use the business entry for staff access. The dedicated POS login and public industry handbook links are available below; no credentials are shown. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
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.

![Property foundation overview with business dashboard and authorized workspace filters](/guides/screenshots/access-overview.jpg)

*Demo screenshot: Open Overview for the selected foundation. The example shows a synthetic tenant and a seven-day creation-activity window. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![System and workflow dashboard for property spaces](/guides/screenshots/access-system-overview.jpg)

*Demo screenshot: Use System & workflow to inspect source records. These snapshot values are not infrastructure-health measures. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
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.

![Overview period and workspace selectors with export action](/guides/screenshots/access-overview.jpg)

*Demo screenshot: Choose the activity window and an authorized workspace before inspecting or exporting visible data. The date filter does not alter all-history snapshots. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. If a module is missing, ask the owner about department access and the platform administrator about foundation selection.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Owner: staff and role management

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

### Flow chart

```mermaid
flowchart LR
  n0["Define role"]
  n1["Choose access"]
  n2["Assign staff"]
  n3["Verify portal"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Owner
  participant p1 as System
  participant p2 as Staff
  p0->>p1: Save department role
  p0->>p1: Assign account role
  p2->>p1: Refresh portal
  p1->>p2: Show allowed modules
```

1. As owner, open Role Management and create or review a department role.

![Owner role editor with department and checkout capability selectors](/guides/screenshots/roles-permissions.jpg)

*Demo screenshot: Open Role Management as owner. This is an unsaved example; the existing role table below retains its previous settings. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Choose None, View or Edit per department. Keep Finance and HR restricted to the appropriate staff.

![Unsaved operations role example with Finance and HR set to No access](/guides/screenshots/roles-permissions.jpg)

*Demo screenshot: Choose the access required for the job. This draft shows General View, Operations Edit and no Finance, HR or checkout access. It was cancelled without changing any role. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Open Staff Management, create or review the account and assign its role.

![Demo Technician account review with assigned permission role](/guides/screenshots/roles-staff-account.jpg)

*Demo screenshot: Review the account and its permission role before saving. The broad synthetic capture role shown is for documentation fixtures, not a recommended staff preset. Password field is empty; no account change was saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Ask the staff member to refresh their portal and verify the visible modules. Staff can change their own credentials in My profile.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared contacts

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

### Flow chart

```mermaid
flowchart LR
  n0["Search contact"]
  n1["Create or update"]
  n2["Assign roles"]
  n3["Link to work"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  p0->>p1: Search existing identities
  p0->>p1: Save contact and roles
  p0->>p1: Link business record
  p1->>p0: Return linked record
```

1. Open Contacts and search before creating a duplicate.

![Shared directory search returning the synthetic Demo Customer contact](/guides/screenshots/contacts-search.jpg)

*Demo screenshot: Search the shared directory before creating a duplicate identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Choose a person or organization, enter the name and available contact details.

![Contact identity form showing person type and synthetic email](/guides/screenshots/contacts-identity-roles.jpg)

*Demo screenshot: Review the name, person or organization type and available contact details. This example edits an existing demo identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Assign the roles needed by your workflow, such as Customer or Vendor; a contact can have several roles.

![Contact editor with both customer and vendor roles selected](/guides/screenshots/contacts-identity-roles.jpg)

*Demo screenshot: One contact may have several business roles. These contact roles do not create login permissions; this screenshot shows unsaved selections. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Select that contact when creating a sale, purchase, engagement, job, membership or activity.

![Activity form selecting Demo Customer as its linked contact](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Choose the existing contact inside the relevant workflow. This example links it to an activity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Real estate: property to lease

Set up accommodation spaces before rental agreements.

### Flow chart

```mermaid
flowchart LR
  n0["Property"]
  n1["Units / beds"]
  n2["Renter"]
  n3["Lease"]
  n4["Contract"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operations
  participant p1 as System
  participant p2 as Finance
  p0->>p1: Save property and spaces
  p0->>p1: Save renter and lease
  p1->>p0: Validate availability
  p2->>p1: Review billing records
```

1. Open Properties and create the property with its business details.

![Property business-details dialog with fictional annex name and address](/guides/screenshots/property-setup.jpg)

*Demo screenshot: Enter property business details before adding units. This screenshot shows a prepared form; the extra property was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Add units and, where applicable, beds. Review capacity and availability.

![Demo property unit list showing monthly rates and vacant availability](/guides/screenshots/property-units.jpg)

*Demo screenshot: Review the available units and their monthly rents. Nightly pricing is a separate setup and is not shown in this monthly-rental view. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. If Leases is enabled, create or review the renter and select the correct available space.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Save the lease terms, dates, rent, deposit and advance. Keep signed contract references in Contracts/Documents.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Review property operations and due dates from the appropriate enabled workspace.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Lease and billing steps require their own selected blocks. Hotel bookings remain separate from monthly leases.

## Real estate: billing and collection

Collect against the correct renter invoice and verify actual payment.

### Flow chart

```mermaid
flowchart LR
  n0["Review invoice"]
  n1["Payment proof"]
  n2["Verify receipt"]
  n3["Balance / journal"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Finance
  participant p1 as Renter
  participant p2 as System
  p0->>p2: Issue invoice
  p1->>p2: Submit payment proof
  p0->>p2: Verify actual receipt
  p2->>p0: Update balance and journal
```

1. Open Accounting and review the invoices for the renter, charges, amount and due date.

![Illustrated invoice list with sample paid and unpaid invoices](/docs/staff/accounting.png)

*Illustrated reference: Illustrated invoice review reference only; current billing and collection controls may differ. Earlier navigation may appear. Follow the current numbered instruction.*
2. Issue the appropriate invoice using the existing property billing workflow.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Review submitted payment proof or record the actual payment with its channel and reference.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Verify payment only after confirming the money was received; partial payments leave a balance.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Review the renter statement and accounting journal. Use separate credit/refund records rather than rewriting the original receipt.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Submitting proof or marking a reminder read does not settle an invoice.

## Real estate: hotel and short stays

Keep guest reservations and room readiness separate from leases.

### Flow chart

```mermaid
flowchart LR
  n0["Reservation"]
  n1["Availability"]
  n2["Inspect room"]
  n3["Check in"]
  n4["Checkout / turnover"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Reception
  participant p1 as System
  participant p2 as Housekeeping
  p0->>p1: Save reservation
  p2->>p1: Record inspection
  p0->>p1: Check in guest
  p0->>p1: Checkout and turnover
```

1. Within the real estate foundation, the owner enables the relevant hotel or short-stay mode and assigns properties.

![Demo nightly-rate dialog for room A102 with an empty nightly-price field](/guides/screenshots/business-portal-nightly-rate.jpg)

*Demo screenshot: Owner nightly-rate setup reference. Enter an approved nightly price; monthly rent is independent. No example price is prescribed. Earlier navigation may appear. Follow the current numbered instruction.*
2. Open the enabled workspace and create a reservation with unit, guest, dates and rate.

![Demo hotel room register with dates and available room tiles](/guides/screenshots/hotel-room-register.jpg)

*Demo screenshot: Dedicated hotel room register used to review dates and availability before booking. This demo room still needs a nightly rate and inspection. Earlier navigation may appear. Follow the current numbered instruction.*
3. Review availability and record room readiness as Dirty, Clean and Inspected.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Check in only when the room is ready, then check out and track the next turnover.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** External booking-channel synchronization is not connected. These modes do not appear for non-real-estate foundations.

## Real estate: association assessments

Distinguish a unit owner from the occupant and bill the linked account.

### Flow chart

```mermaid
flowchart LR
  n0["Unit identities"]
  n1["Assessment"]
  n2["Issue invoice"]
  n3["Verify collection"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operations
  participant p1 as Finance
  participant p2 as System
  p0->>p2: Link owner and occupant
  p0->>p2: Create assessment
  p1->>p2: Issue invoice
  p1->>p2: Verify payment
```

1. Use the enabled association workspace and select the unit.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Record the owner separately from the occupant and link the resident billing account.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Create dues or an assessment with description, amount and due date.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Finance staff issue the invoice and follow the standard verification and collection workflow.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** The owner must enable Association mode. Owner and occupant names are not interchangeable.

## Real estate: maintenance and planning

Turn a property issue into assigned work and retain its history.

### Flow chart

```mermaid
flowchart LR
  n0["Issue"]
  n1["Assign"]
  n2["Schedule"]
  n3["Work"]
  n4["Review completion"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as Contractor
  participant p2 as System
  p0->>p2: Record issue and assignment
  p0->>p1: Coordinate repair
  p0->>p2: Update progress
  p0->>p2: Record completion
```

1. Open Maintenance and review the property/unit and reported issue.

![Illustrated maintenance request list with example statuses](/docs/staff/maintenance.png)

*Illustrated reference: Illustrated request review reference. Current Maintenance may use status columns rather than this older list layout. Earlier navigation may appear. Follow the current numbered instruction.*
2. Assign the vendor or responsible staff and record the intended work dates.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Update the work status as the repair progresses and record labor/material details available in the form.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Review the completed repair and its linked documents. Use the enabled Operational Calendar to review scheduled work.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Calendar schedules are planned work; actual employee time belongs in attendance or an enabled time-entry module.

## Shared inventory: warehouses and costing

Track physical quantities and move stock between locations.

### Flow chart

```mermaid
flowchart LR
  n0["Catalog"]
  n1["Warehouse balance"]
  n2["Transfer / adjustment"]
  n3["Stock history"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operations
  participant p1 as Owner / Finance
  participant p2 as System
  p0->>p2: Check location quantity
  p0->>p2: Request transfer
  p2->>p0: Validate and record both movements
  p1->>p2: Review opening valuation
```

1. Maintain SKU, unit, selling price, barcode and reorder level in Products & stock.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Open Warehouses & costing to review quantities by location. Add locations as needed.

![Demo warehouse quantity view with product search and stock by location](/guides/screenshots/retail-warehouse-upgrade.jpg)

*Demo screenshot: Review stock quantities by location. The opening-valuation button does not mean costing has been activated. Earlier navigation may appear. Follow the current numbered instruction.*
3. Select product, source, destination and positive quantity to transfer stock. Source shortages are rejected.

*Screenshot pending for this step. Follow the numbered instruction.*
4. For a count correction, an Operations and Finance editor records an adjustment with a reason. Positive valued adjustments require unit cost.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Only the owner with Operations and Finance edit can activate weighted-average costing after reviewing every stocked product cost and the offset account.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Shared finance: reports and period closing

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

### Flow chart

```mermaid
flowchart LR
  n0["Select month"]
  n1["Review journals"]
  n2["Reconcile"]
  n3["Owner closes month"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Finance
  participant p1 as Owner
  participant p2 as System
  p0->>p2: Request monthly reports
  p2->>p0: Return posted balances
  p0->>p1: Review reconciliation
  p1->>p2: Close ended month
```

1. Open Financial reports and choose the reporting month.

![Financial reports with October reporting month selected](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Choose the reporting month. This view contains only synthetic documentation transactions. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Review monthly income, cumulative trial balance and month-end balance sheet; export accounts for review.

![Monthly income, month-end balance sheet and cumulative trial balance](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Review the income, balance sheet and trial balance and export accounts for reconciliation. Example figures are not production business results. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Investigate missing transactions, unvalued stock or liabilities before relying on the reports.

![Posted-journal statements with accounting completeness warning](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Investigate missing costs, unvalued stock, liabilities and taxes before relying on the report. The demo stock remains unvalued and periodic. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Only an owner with Finance edit closes an ended month after reviewing reconciliation. New journals in that month are then blocked.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared workforce: your attendance and leave

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

### Flow chart

```mermaid
flowchart LR
  n0["Linked employee"]
  n1["Submit actual time / leave"]
  n2["Independent review"]
  n3["Own records / payslip"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Employee
  participant p1 as HR reviewer
  participant p2 as System
  p0->>p2: Submit time or leave
  p1->>p2: Approve or reject
  p2->>p0: Publish status and balance
  p0->>p2: Read own payslip
```

1. The owner links your active staff account to an active employee in Attendance & leave and sets the hourly rate.

![Workforce identity form selecting demo employee and matching account](/guides/screenshots/workforce-identity.jpg)

*Demo screenshot: The owner maintains the employee/account link and reviewed hourly rate. These values are synthetic documentation data. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Open My work & payslips. Clock in/out or submit a past completed shift with the actual break minutes.

![Own completed-shift form with start, end and sixty break minutes](/guides/screenshots/workforce-completed-shift.jpg)

*Demo screenshot: Submit the actual completed shift for independent review. This synthetic example covers 09:00–17:00 with a 60-minute break. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Submit leave with kind, start/end dates and reason. Annual and sick leave use the allocated year balance.

![Annual leave request with matching dates and demonstration reason](/guides/screenshots/workforce-leave-form.jpg)

*Demo screenshot: Choose the leave type, dates and reason, then submit for independent review. This request uses a synthetic employee only. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Another owner/manager with HR edit reviews your submission. Check the resulting status and leave balance.

![Different reviewer inspecting submitted attendance and leave](/guides/screenshots/workforce-review.jpg)

*Demo screenshot: An independent demo reviewer checks the dates and actual hours before approving or rejecting. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![Approved demo attendance and one-day annual leave with updated balance](/guides/screenshots/workforce-approved.jpg)

*Demo screenshot: After independent approval the statuses are approved and annual leave has 11 of 12 days remaining. No payroll or payout was created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
5. Review your own published payslips when retail payroll is enabled.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Food & hospitality: kitchen orders

Run dine-in and takeaway orders through kitchen preparation.

### Flow chart

```mermaid
flowchart LR
  n0["Menu / tables"]
  n1["New order"]
  n2["Preparing"]
  n3["Ready"]
  n4["Served"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Service staff
  participant p1 as Kitchen
  participant p2 as System
  p0->>p2: Create order
  p1->>p2: Set preparing
  p1->>p2: Set ready
  p0->>p2: Record served
```

1. Maintain menu items and PHP prices. Set up dining tables for dine-in service.

![Demo Rice Meal menu item form with category and PHP price](/guides/screenshots/food-menu-form.jpg)

*Demo screenshot: Create an available menu item and its PHP price. No payment is recorded here. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![Demo Table 1 setup with four seats](/guides/screenshots/food-table-form.jpg)

*Demo screenshot: Create an active dining table and record its seating capacity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Create an order with the actual items and quantities; choose dine-in/table or takeaway.

![Dine-in order form with Demo Table 1, guest and one meal](/guides/screenshots/food-new-order.jpg)

*Demo screenshot: Select the table, guest, item and quantity, then review the menu total before sending to the kitchen. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Move the order from New to Preparing, then Ready when the kitchen finishes.

![Demo kitchen order in preparing status](/guides/screenshots/food-preparing.jpg)

*Demo screenshot: Move a new order into preparation when kitchen work begins. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![Demo kitchen order ready for handover](/guides/screenshots/food-ready.jpg)

*Demo screenshot: Mark the prepared order ready, then hand it over before marking served. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Record Served when handed over. Cancel only before serving and review table availability.

![Demo dine-in order retained with served status](/guides/screenshots/food-served.jpg)

*Demo screenshot: Served records the handover. This kitchen action does not create an invoice or payment. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

**Before you proceed:** Kitchen orders do not collect payments, calculate tax, deduct ingredients or post finance.

## Professional services: engagement and actual time

Track customer work and independently reviewed actual minutes.

### Flow chart

```mermaid
flowchart LR
  n0["Customer"]
  n1["Engagement"]
  n2["Actual time"]
  n3["Review"]
  n4["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Consultant
  participant p1 as Reviewer
  participant p2 as System
  p0->>p2: Create engagement / time
  p1->>p2: Review another user’s time
  p2->>p0: Publish review outcome
  p0->>p2: Update engagement status
```

1. Select an active Customer contact and create an engagement with its staff lead and PHP hourly rate.

![Demo consultation engagement form with client, lead and hourly rate](/guides/screenshots/services-engagement-form.jpg)

*Demo screenshot: Choose the customer and lead, enter the agreed planning rate and save the draft before activation. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Staff record actual dates/minutes against the engagement. These are time entries, not planned schedules.

![Own actual-time submission for the demo consultation](/guides/screenshots/services-time-form.jpg)

*Demo screenshot: Record the actual work date, minutes and description. Another owner or manager must review the submission. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. An eligible owner/manager with Operations edit reviews another person’s submitted time; self-approval is rejected.

![Independent reviewer form for a submitted demo time entry](/guides/screenshots/services-time-review.jpg)

*Demo screenshot: A different demo reviewer enters evidence in the review note before approving. Self-approval remains blocked. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Review accepted time and progress, then complete or cancel the engagement when appropriate.

![Completed demo engagement with one approved hour](/guides/screenshots/services-completed.jpg)

*Demo screenshot: Review accepted time before completing the engagement. Completion alone does not bill the customer. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

**Before you proceed:** Actual time requires independent review. Only approved billable time is selectable in Commercial invoices; agreed monthly contracts use accepted period milestones instead. Time entries do not automatically create wages or execute payments.

## Trades: customer job and dispatch

Assign site work and check technician scheduling conflicts.

### Flow chart

```mermaid
flowchart LR
  n0["Customer job"]
  n1["Assign technician"]
  n2["Schedule"]
  n3["In progress"]
  n4["Completed"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Dispatcher
  participant p1 as Technician
  participant p2 as System
  p0->>p2: Save job and assignment
  p2->>p0: Validate schedule conflicts
  p0->>p1: Coordinate site work
  p0->>p2: Record completion history
```

1. Create a job for an active Customer contact and enter the site/work details and PHP estimate.

![Demo garden job form with customer, site, technician and estimate](/guides/screenshots/trades-job-form.jpg)

*Demo screenshot: Record the customer, site and work description. The estimate is a planning amount. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Assign an active technician and plan the work window. Resolve overlapping technician assignments.

![Draft demo job and scheduling transition with technician and work window](/guides/screenshots/trades-dispatch.jpg)

*Demo screenshot: Review the assigned technician and planned window, then record the scheduling note. Conflicting scheduled work is rejected. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Move the job through Scheduled and In progress while recording progress.

![In-progress job history and completion-notes form](/guides/screenshots/trades-completion-form.jpg)

*Demo screenshot: Record progress and completion evidence in the status history. The selected completed status is still a draft transition in this image. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Record completion or cancellation and retain the job’s status history.

![Completed demo job with scheduled, in-progress and completion history](/guides/screenshots/trades-completed-history.jpg)

*Demo screenshot: Review the retained status changes and completion notes. This job completion does not collect payment. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

**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.

## Other industries: business activities

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

### Flow chart

```mermaid
flowchart LR
  n0["Category"]
  n1["Activity"]
  n2["Assign / due date"]
  n3["Progress"]
  n4["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Coordinator
  participant p1 as Assigned staff
  participant p2 as System
  p0->>p2: Save assigned activity
  p1->>p2: Update progress
  p2->>p0: Show status and overdue flags
  p1->>p2: Record completion
```

1. Choose or create the appropriate activity category.

![Demo activity form with Community coordination category](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Choose or enter the relevant activity category. The contact and assignee shown are synthetic documentation records. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Create an activity with title, category, optional contact/assignee and due date.

![Activity setup showing title, category, linked customer, assignee and due date](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Link the appropriate contact and staff member and set the due date. No specialized industry financial workflow is created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Review open and overdue work. Update progress as work moves forward.

![In-progress demo community activity with contact, assignee and due date](/guides/screenshots/activities-progress.jpg)

*Demo screenshot: Review the saved activity and due date, then use Progress history / update to record work. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Complete or cancel the activity and retain its history for follow-up.

![Completed demo community activity with retained progress notes](/guides/screenshots/activities-completed.jpg)

*Demo screenshot: Complete or cancel after the work is resolved, keeping the progress history for follow-up. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Shared documents

Keep supporting business files beside the records they explain.

### Flow chart

```mermaid
flowchart LR
  n0["Find file"]
  n1["Upload / reference"]
  n2["Review access"]
  n3["Use linked record"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  p0->>p1: Find document
  p0->>p1: Save file reference
  p1->>p0: Apply tenant and access checks
  p0->>p1: Open supporting document
```

1. Open Documents and search for an existing file before uploading another copy.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Add the document and the available business reference using your allowed storage workflow.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Review access and the linked record before sharing the document outside your business.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Use the supporting document when reviewing contracts, repairs or other operational work.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared payroll: draft, review and pay

Use the same reviewed payroll engine across industry foundations.

### Flow chart

```mermaid
flowchart LR
  n0["Review time"]
  n1["Draft"]
  n2["Independent approval"]
  n3["Payout"]
  n4["Payslip"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Payroll staff
  participant p1 as Reviewer
  participant p2 as Employee
  p0->>p1: Submit reviewed draft
  p1->>p0: Approve and freeze posting
  p0->>p2: Publish own payslip
```

1. Select Payroll, Workforce and Financial reports in the foundation. Assign HR and Finance access separately.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Resolve pending corrections and overtime, then load approved pay inputs. Premium amounts require separately reviewed calculation.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Create a draft with effective-dated configured rules. Split periods crossing a rule change.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Workforce: shifts, breaks and approvals

Keep planned work separate from reviewed actual attendance.

### Flow chart

```mermaid
flowchart LR
  n0["Assign roster"]
  n1["Record actual time"]
  n2["Request"]
  n3["Review"]
  n4["Pay input"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as HR reviewer
  participant p1 as Staff
  participant p2 as System
  p0->>p2: Assign dated shift
  p1->>p2: Record time and breaks
  p1->>p0: Submit correction
  p0->>p2: Review evidence
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Request overtime or an attendance correction with a reason. Missing clock-outs stay incomplete until corrected.

*Screenshot pending for this step. Follow the numbered instruction.*
4. An independent owner or manager reviews the queue. Approved corrections return attendance for fresh review. Payroll-frozen attendance cannot be rewritten.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Agency: viewings and sales progression

Link property opportunities to contacts and agents.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record work"]
  n2["Review evidence"]
  n3["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load linked records
  p0->>p1: Record work evidence
  p2->>p1: Review according to role
  p1->>p0: Enforce completion controls
```

1. Open Industry operations with Operations and Marketing access; create a property opportunity with asking price and dated follow-up.

![Demo agency opportunity form with title, property and buyer contact fields](/guides/screenshots/industry-agency-controls.jpg)

*Demo screenshot: Opportunity setup reference. Use your actual property, contact and commercial terms; the screenshot does not show a saved opportunity. Earlier navigation may appear. Follow the current numbered instruction.*
2. Schedule a viewing; overlapping agent appointments are rejected. After the appointment record completed feedback.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Record the offer, contract stage and evidence. An owner or manager confirms won; closed opportunities cancel remaining scheduled viewings.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Pipeline commission is a forecast. Actual fees use Commercial invoices and independently approved commission splits/payouts in Industry financial controls. Legal transfer, e-signature and publication providers remain unconnected.

## Association: reviewed community cases

Track internal architectural, violation and board requests.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record work"]
  n2["Review evidence"]
  n3["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load linked records
  p0->>p1: Record work evidence
  p2->>p1: Review according to role
  p1->>p0: Enforce completion controls
```

1. Select a unit in an association-enabled property and record the case details.

*Screenshot pending for this step. Follow the numbered instruction.*
2. A different owner or manager reviews the submitted case with an approval or rejection note.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Resolve an approved case with completion evidence. Use assessments separately when authorized; this case never imposes a fine.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Case submissions and decisions remain staff workflows. Owners can view eligible resolutions and cast their own unit votes through private Client & owner access links; this does not grant them staff case administration or board powers.

## Services: budgets and deliverable acceptance

Compare approved time to budgets and review milestones.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record work"]
  n2["Review evidence"]
  n3["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load linked records
  p0->>p1: Record work evidence
  p2->>p1: Review according to role
  p1->>p0: Enforce completion controls
```

1. Choose an existing open engagement in Industry operations and save planned hours and fee budget.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Add dated deliverables, activate the engagement, and submit evidence as work is delivered.

*Screenshot pending for this step. Follow the numbered instruction.*
3. A different owner or manager accepts or rejects; rejected work can be resubmitted. Accept every milestone before completing the engagement.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Approved time value uses saved hourly rates; it is not labor cost, invoiced revenue, profit or statutory accounting.

## Trades: execution checklist and handover

Require evidence before completing a job.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record work"]
  n2["Review evidence"]
  n3["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load linked records
  p0->>p1: Record work evidence
  p2->>p1: Review according to role
  p1->>p0: Enforce completion controls
```

1. Choose a draft or scheduled job in Industry operations; define required and optional checks before work starts.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Use Jobs & dispatch to start work. The assigned technician or an owner/manager records each check and evidence.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Complete required checks before completing the job. Completed/cancelled jobs cannot have their checks rewritten.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Hotel: daily operational exceptions

Review rooms, arrivals, departures and readiness.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record work"]
  n2["Review evidence"]
  n3["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load linked records
  p0->>p1: Record work evidence
  p2->>p1: Review according to role
  p1->>p0: Enforce completion controls
```

1. Open Industry operations and choose Hotel daily operations with Operations access.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Select the operational date and review arrivals, due/overdue departures, missing nightly rates and inspection queue.

![Demo hotel daily operations with date, room exceptions and inspection queue](/guides/screenshots/industry-hotel-operations.jpg)

*Demo screenshot: Select the operational date and review missing rates, readiness and arrival/departure exceptions. Earlier navigation may appear. Follow the current numbered instruction.*
3. Resolve booking and readiness work through the hotel register or property workspace, then refresh the report.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Live operational snapshot, not historical occupancy or full night audit. Separate hotel cash sessions and posting-day review/locks are available under Industry financial controls.

## Commercial: source-linked invoicing

Create invoices from approved work without billing it twice.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. Open Commercial invoices with Finance access. Select approved service time, an accepted milestone, a completed job, or a won agency fee.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Commercial: payments, credits and refunds

Preserve original invoices and record adjustment evidence.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
2. An owner/manager different from the invoice issuer records a credit within the uncredited invoice amount. Original invoice lines remain unchanged.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Refund only an available credit balance against the original payment and method. Review saved entries and cash change, then print or save PDF.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Trades: stock consumption and actual cost evidence

Connect active jobs to shared material movements and reviewed costs.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. Open Job materials & costs with Finance access. Material issue also requires Operations Edit and the inventory foundation.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Choose an in-progress job, product, warehouse and quantity. Serial issues require one selected serial. Reserved or ineligible expired stock cannot be consumed.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Submit supporting labor/subcontract/other cost records and external payroll/payable references. Another owner/manager reviews. Unknown material values remain explicit.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Agency: commission splits and payout

Approve fee splits and keep partial payout evidence.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. Open Industry financial controls and choose a won opportunity. Enter distinct active staff beneficiaries with agreed amounts within the agency fee.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Another owner/manager with Finance Edit who is not a beneficiary approves the expense/payable posting.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Record actual partial payouts with method, reference and confirmation. Review each beneficiary balance before further payout.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Manual payouts only. Customer credits do not automatically claw back already approved commissions; statutory withholding is not calculated.

## Association: annual budgets and recorded expenses

Compare operating and reserve plans against existing property expenses.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. Create a draft for an association-enabled property/year with distinct fund categories and planned amounts.

*Screenshot pending for this step. Follow the numbered instruction.*
2. A different owner/manager with Finance Edit approves using the actual external board/budget reference.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Classify recorded matching property/year expenses once; inspect planned, actual and variance by category.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Management budgets/classification, not statutory board voting, reserve cash transfers, full fund accounting or automatic spending authorization.

## Hotel: independent credits and refunds

Reverse charges and record refunds with source limits.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. Open Industry financial controls and select the guest folio. Request credit against the original charge with evidence.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Another owner/manager with Finance Edit reviews. Refunds require available guest credit, an original payment and actual refund confirmation/reference. For cash refunds open your own cash session before requesting.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Review the resulting credit/refund entries and updated balance. Pending cash refund requests must be approved/rejected before closing that cash session.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** No automatic payment-provider refund. Actual refund operator and independent reviewer remain separate.

## Hotel: reception cash sessions

Reconcile actual drawer cash without broad Finance access in POS.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. In Hotel POS open your own session using the existing drawer float. The owner can require sessions through hotel financial controls.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Record manual cash receipts; expected cash uses applied amounts, not cash received before change. Cash refunds attach to their actual operator’s session.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Count actual cash and close your own session. A different owner/manager with Finance Edit reviews the count and variance.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Opening float is an existing-cash record, not a funding journal. No drawer hardware bridge or automatic cash discrepancy journal.

## Hotel: daily posting review and lock

Save hotel totals and enforce a correction boundary.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. Close and independently review hotel cash sessions first. Review charge/payment/credit/refund evidence for the Manila posting date.

*Screenshot pending for this step. Follow the numbered instruction.*
2. An owner/manager with Finance Edit records a posting-day close and reconciliation note. Closing today blocks subsequent hotel financial entries until the next Manila date.

*Screenshot pending for this step. Follow the numbered instruction.*
3. A different owner/manager can reopen for documented corrections. Reconcile accounting statements separately.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Daily review/lock, not a full hotel night-audit engine. Agreed room charges still post once at check-in; no nightly accrual, tax engine or business-date rollover.

## Administration: provider gateways

Inspect inactive connections and signed delivery/reconciliation queues.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. An owner/manager with Admin access opens Integration gateways. A trusted operator configures the per-business adapter and secret on the server.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Inspect outbound events before delivering/retrying. The adapter must honor the event idempotency key and verify the timestamp/HMAC contract.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Inspect incoming event payloads and record reconciliation evidence. They remain held for review and never automatically alter bookings, payments or filings.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Agency: seller mandates and buyer matching

Agency: seller mandates and buyer matching

### Flow chart

```mermaid
flowchart LR
  n0["Configure"]
  n1["Validate"]
  n2["Review"]
  n3["Track"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Planner
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record plan
  p1->>p0: Validate scope and limits
  p2->>p1: Review evidence
```

1. Open Listings & buyer matching; choose an active property/unit and seller contact with the owner role. Record the signed mandate reference and expiry.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Record a buyer brief with city, property type, bedrooms and budget. Match against active unexpired mandates; review the property manually before offering.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Withdraw or mark a listing sold with evidence. Review pipeline and agent follow-up counts.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Matching is a rule-based shortlist, not valuation or legal due diligence. External publishing and e-signatures require a configured provider.

## Services: capacity and billable utilization

Services: capacity and billable utilization

### Flow chart

```mermaid
flowchart LR
  n0["Configure"]
  n1["Validate"]
  n2["Review"]
  n3["Track"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Planner
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record plan
  p1->>p0: Validate scope and limits
  p2->>p1: Review evidence
```

1. Configure each staff member’s available minutes for the actual date. No standard workday is assumed.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Allocate open engagement work within capacity; approved leave blocks new positive allocations. Set an allocation to zero to release it.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Mark actual time billable or non-billable before submission. Another eligible reviewer approves it. Compare approved billable minutes with configured capacity.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Daily planning is separate from payroll/rosters. Non-billable time cannot be selected for commercial billing. Reports show at most 5,000 rows over 63 days.

## Trades: customer quotes and repeat visits

Trades: customer quotes and repeat visits

### Flow chart

```mermaid
flowchart LR
  n0["Configure"]
  n1["Validate"]
  n2["Review"]
  n3["Track"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Planner
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record plan
  p1->>p0: Validate scope and limits
  p2->>p1: Review evidence
```

1. Create an itemized quote before the job starts. Record sending evidence, then actual customer acceptance before starting quoted work.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Complete required delivery checks. Invoice lines must match the accepted quote total; the quote freezes the job customer and scope.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Association: owner representation and resolutions

Association: owner representation and resolutions

### Flow chart

```mermaid
flowchart LR
  n0["Configure"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Retain history"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record actual evidence
  p2->>p1: Independently review
  p1->>p0: Publish outcome
```

1. An Operations owner/manager records dated owner representation for each association unit, with ownership/co-owner authority evidence. End the old inclusive date before adding a new representative.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Create a resolution with explicit eligibility date, voting deadline, quorum and approval percentages. Open it only after every unit has one authorized representative; the electorate and names are frozen.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Record actual ballot references once per unit. After the deadline a different eligible manager checks evidence and closes the resolution. Print the result and minutes.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** One authorized representative and vote per unit. Staff may record verified ballot evidence; eligible contacts may cast their own vote using private portal links. No weighted interests, secret ballots or automatic legal certification. Abstentions count for quorum and are excluded from yes/no approval.

## Hotel: assigned cleaning and independent inspection

Hotel: assigned cleaning and independent inspection

### Flow chart

```mermaid
flowchart LR
  n0["Configure"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Retain history"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record actual evidence
  p2->>p1: Independently review
  p1->>p0: Publish outcome
```

1. An Operations owner/manager assigns the latest dirty/clean vacant-room task to active staff with Operations Edit and records a due time.

*Screenshot pending for this step. Follow the numbered instruction.*
2. The assigned cleaner records actual completion. A different Operations owner/manager inspects or rejects it with evidence. Rejected cleaning returns to the cleaner.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Only an inspected result updates shared readiness. Cancel stale assignments when a later turnover supersedes them; inspect the current task before check-in.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Turnover only, not occupied-room housekeeping or payroll. Staff see their own assignments. Active assignments cannot be bypassed by the POS ready shortcut.

## Services: actual project expenses

Services: actual project expenses

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record actual evidence"]
  n2["Validate authority"]
  n3["Review outcome"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record authorized request
  p1->>p0: Validate scope and limits
  p2->>p1: Review actual evidence
```

1. Select an active/completed engagement in Service capacity and record actual expense date, amount and unique supporting receipt reference.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Another Operations owner/manager reviews the evidence. Self-approval and duplicate active receipt references are rejected.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Use the financial/payroll workflow for actual reimbursement or supplier payment, keeping the same supporting reference.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** These are project management expense records. Approval does not create a payable, payment, tax credit or accounting journal; the latest 500 are displayed.

## Trades: multi-person job crew

Trades: multi-person job crew

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record actual evidence"]
  n2["Validate authority"]
  n3["Review outcome"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record authorized request
  p1->>p0: Validate scope and limits
  p2->>p1: Review actual evidence
```

1. Choose the draft/scheduled job in Quotes & recurring visits. Assign active crew members with a reason.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Schedule/start the job using the existing job workflow. Every assigned person is checked against lead/crew overlaps and approved leave.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Release crew while the job is draft/scheduled. Once work starts, crew history stays fixed; record completion evidence through delivery checks.

*Screenshot pending for this step. Follow the numbered instruction.*

**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

Owner/manager: private client and owner access

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record actual evidence"]
  n2["Validate authority"]
  n3["Review outcome"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record authorized request
  p1->>p0: Validate scope and limits
  p2->>p1: Review actual evidence
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Revoke the grant when access is no longer needed. Access is rechecked on each request. Renew by issuing another link after identity review.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Services: monthly contracts and reviewed client advances

Generate agreed monthly delivery periods and apply independently reviewed advances to earned invoices.

### Flow chart

```mermaid
flowchart LR
  n0["Agreed contract"]
  n1["Independent activation"]
  n2["Ended accepted period"]
  n3["Issued invoice"]
  n4["Reviewed advance application"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Preparer
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record agreement or advance evidence
  p2->>p1: Approve original evidence independently
  p1->>p0: Post balanced liability/application journals
  p0->>p1: Inspect recognition and remaining advances
```

1. Use a fresh active engagement with no milestones or active billing. Record a signed calendar-month agreement, fixed monthly fee and number of periods. Another Finance/Operations owner or manager activates it.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Generate each monthly delivery milestone on demand. Future periods cannot be submitted/accepted. Use delivery workflows for actual evidence and independent or client acceptance. Bill only accepted ended periods at the agreed fee; another Finance reviewer issues the invoice.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Record an actual advance receipt with net amount, tender/reference and cash handed over where applicable. Another Finance owner/manager checks and posts the receipt to client-advance liability. Cash change is returned separately from the net advance.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Apply a posted original receipt to an issued contract invoice. Another Finance reviewer posts it only within the current invoice and original receipt balances. No second cash receipt is created.

*Screenshot pending for this step. Follow the numbered instruction.*
5. After a credit adjustment, reverse only the credited part of an original application back into the advance balance. Refund only an unapplied original receipt through its original tender, with actual refund evidence and another reviewer.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Fixed-fee whole calendar months, no automatic background billing. Recognition posts on independent invoice issue after ended-period acceptance; no over-time progress, variable consideration, multiple performance obligations, tax or foreign currency. Advance events are immutable after review. Do not treat unapplied advances as revenue.

## Hotel and kitchen: reviewed source charges to a guest room

Transfer one served kitchen order to an in-house guest folio after independent review.

### Flow chart

```mermaid
flowchart LR
  n0["Served kitchen order"]
  n1["Actual room authorization"]
  n2["Independent review"]
  n3["One guest charge"]
  n4["Existing settlement"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Finance preparer
  participant p1 as Finance reviewer
  participant p2 as System
  p0->>p2: Submit actual source and room authorization
  p1->>p2: Verify and approve or reject
  p2->>p0: Save source charge and journal once
```

1. Enable food, stays and property finance, and use Finance access. Preparing a transfer also requires Operations Edit. Open Kitchen to guest room from ERP apps.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Find the actual served kitchen order and in-house room separately. Check the saved items, guest and full order ID. Record the guest/room authorization and confirm the order has not been billed through another route.

*Screenshot pending for this step. Follow the numbered instruction.*
3. A different owner or manager with Finance Edit verifies the frozen item prices, actual guest authorization and current room before approving. Reject an incorrect request rather than altering its evidence.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Approval creates one source-linked guest charge and balanced receivable/revenue posting. No payment is recorded. Collect through the existing guest balance workflow.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Use existing hotel credits/refunds for corrections; a posted source stays claimed. Do not add this order again as a manual service or retail sale.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Explicit reviewed transfer, not automatic outlet routing. Requires a checked-in open folio allowing charges. No ingredient consumption, restaurant taxes or duplicate-manual-entry detection. Source and final review evidence are immutable.

## Agency: offer revisions and verified acceptance

Keep each real offer and decision as evidence before contract progression.

### Flow chart

```mermaid
flowchart LR
  n0["Completed viewing"]
  n1["Numbered offer terms"]
  n2["Independent actual decision"]
  n3["Contract price freeze"]
  n4["Manager closure"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Agent
  participant p1 as Independent manager
  participant p2 as System
  p0->>p2: Record actual terms as new revision
  p1->>p2: Verify buyer and seller decision
  p2->>p0: Permit matching accepted contract progression
```

1. Use Marketing and Operations access, open Offers & revisions, and choose the opportunity after a completed viewing with feedback.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Record the actual offer price, conditions, source reference and agreed expiry if there is one. Each change creates an immutable numbered revision; older terms remain in history.

*Screenshot pending for this step. Follow the numbered instruction.*
3. A different owner or manager with Marketing and Operations Edit records verified buyer/seller acceptance or rejection, including the actual reference, parties and decision date.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Return to Industry operations. Only the latest accepted, unexpired offer with a matching price can progress to contract. A later counteroffer requires another review.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Contract-stage prices are frozen. Legacy open contracts require explicit acceptance evidence for their existing price before new closure; no historic approval is invented.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** A decision reference is evidence, not an electronic signature. No automated negotiation or listing publication. New revisions supersede older terms; expiry applies before contract entry. Closed opportunities remain read-only.



## Offline purchase and activation

Desktop supports its installed packages; native Android permanent activation requires 1.3.0-preview and currently supports Retail and Water Refilling. This does not make cloud browser pages available offline.

1. Open the existing local business and its License & local package page. Expired trial records are retained; do not reinstall or create another business.
2. Copy the activation request and send it privately to support using any available device. Confirm the platform, exact installed version, supported package and agreed payment.
3. Super Admin opens Offline licenses, verifies the request, ownership and payment, then generates a signed permanent key without requiring a cloud tenant.
4. Transfer the key to the original device, paste/import it, verify the preview and apply the local package. Existing business records remain.
5. Permanent use covers the purchased version; updates/support and Cloud are separate. Keep local backups. Device replacement, rebinding or package changes require support review.

Full customer and administrator instructions: /docs/offline-activation.


## Local item pictures

Desktop 0.4.1: Products & stock → Add product → Save, then Edit → Choose local picture (JPEG/PNG/WebP, up to 2 MB). Android 1.4.0-preview: Business Owner → Catalog → create an item → Item picture → Camera or Choose photo; unlock Owner again after Camera, then Save picture locally. Photos stay in local database/encrypted owner backups. Cloud item pictures use a placeholder; no local picture URL or bytes are uploaded. Native limit: 1,000 pictures, with the existing 20 MB backup limit. Keep backups before updates; purchased-version licenses need compatible update terms.


---

# Retail: how-to handbook

Updated 22 October 2026.

Manage products, shared stock, purchasing, sales, cashier checkout and reviewed workforce/payroll.

Cross-industry kitchen/room connections require both food and hotel modules. Public documentation describes delivered capabilities. The signed-in guide is limited by the saved foundation and staff access. Optional shared workforce/payroll/financial modules require separate selection and appropriate access.

## Using your workspace

1. POS & front desk has a Workflow dropdown showing only configured, authorised and delivered counters. Owners and platform administrators select workflows in the foundation setup; role permissions remain separate. Switching warns about unsaved counter work and is blocked while saving. Reload if another tab changes the POS sign-in. Seven specialized operational desks are available when their optional blocks and counter workflows are enabled: Water, Salon, Laundry, Food pickup, Auto repair, Retail handover and Services dispatch. Water/Retail also reuse existing sales checkout; the other five do not have a new financial payment engine. Boarding House stays in Real Estate. See /docs/specialist-operations for individual desk guides and demo practice.
2. My profile, Messages and Notifications are in the top-right header; message and notification badges show important updates. Use the top section buttons to choose General, Operations, Finance, Marketing, Human Resources or Administration. Open a workspace in the row below. Long rows scroll horizontally with full labels; All workspaces opens a grouped list of authorized links. On phones the section row also scrolls.
3. The overview shows only authorized foundation modules. Use Activity period for created-record trends and Workspace to narrow summaries. Use Line / Bars and Inspect day for exact daily activity, or expand Daily values. Compare current and previous equal-length periods. Status/composition charts show current or historical source metrics as labelled and do not change with Activity period; open All source metrics for exact underlying values. Charts label overlapping counts, and unavailable data is not treated as zero.
4. Products & stock and Customer jobs & dispatch use tables on desktop and labelled records on phones. Use Choose columns, click a sortable desktop heading, then Save view. Sorting covers only the loaded page; use the workspace search/status filter and Previous / Next for other records.
5. In Diagram view, choose Step by Step for numbered instruction cards, available demo screenshots and illustrated references. Use Enlarge image for a readable full-size view. Steps without an approved image explicitly say Screenshot pending. Older navigation is labelled; follow the current written instruction.
6. Saved table views belong to your account in this browser. They do not change permissions or other staff views. Reset view restores the table defaults. No transaction or customer records are stored in these preferences.

## First setup

1. **Stock manager:** Create products, variants, scan aliases and opening stock at the correct warehouse. Configure lot/serial tracking before using it.
2. **Owner:** Assign Retail checkout access, Operations access and separate Finance/HR permissions.
3. **Finance / HR:** Review the chosen inventory costing policy and employee links before posting transactions or payroll.

## Daily work

1. **Cashier:** Open your own cash session, select the customer, scan or search products and review quantities.
2. **Cashier:** Record actual manual split tenders, check cash handed over/change and complete once; retain the saved receipt.
3. **Purchasing / stock:** Approve purchase orders independently and receive actual quantities; review lots, counts and replenishment.
4. **Sales / Finance:** Manage quotes, reservations, deliveries and bounded returns/refunds through their source records.

## Closing and review

1. **Cashier / Finance:** Count the actual drawer and close your own session; Finance reviews exceptions and refunds.
2. **Finance:** Reconcile balances, supplier bills and recorded journals before financial period close.
3. **HR / reviewer:** Approve actual time, prepare payroll, obtain independent approval and record actual payouts/remittances.

## Current limits

- Payments remain manually confirmed; scanning a product QR does not accept a payment.
- Offline checkout, native terminal/drawer/scales integration and statutory certification are not delivered.
- Unknown periodic-stock costs must not be treated as zero-cost profit.

Only perform actions allowed by your foundation and department role.

In the online guide, choose Diagram view → Step by Step for numbered visual instructions. Images below are site-relative links; open this handbook on the ERP website to view them. Demo screenshots and illustrated references are labelled separately; missing images are explicitly pending.

## Water refilling POS · specialized workflow

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

### Flow chart

```mermaid
flowchart LR
  n0["Record bottle exchange"]
  n1["Review linked records"]
  n2["Progress permitted stages"]
  n3["Record handover / completion"]
  n4["Review audit history"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Owner / manager
  p2->>p1: Configure matching foundation and workflow
  p0->>p1: Sign in to the selected desk
  p0->>p1: Save intake and permitted progress
  p1->>p0: Validate source and retain audit history
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Choose the appropriate queue (Container movements). Use Record bottle exchange to create a record, or open History & next action on an existing one.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Select the existing active customer and a consistent station-owned container type.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Record issued bottles or physically received empties, with a custody note. Returns cannot exceed the outstanding quantity.

*Screenshot pending for this step. Follow the numbered instruction.*
6. Review customer/type balances and history. Record opposite movements to correct custody; original movements stay visible.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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 store POS · specialized workflow

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

### Flow chart

```mermaid
flowchart LR
  n0["Create pick/pack sheet"]
  n1["Review linked records"]
  n2["Progress permitted stages"]
  n3["Record handover / completion"]
  n4["Review audit history"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Owner / manager
  p2->>p1: Configure matching foundation and workflow
  p0->>p1: Sign in to the selected desk
  p0->>p1: Save intake and permitted progress
  p1->>p0: Validate source and retain audit history
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Select an existing confirmed or completed sales order. Create one pick/pack sheet with the picking instructions.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Verify the contents and record packed. Fulfill stock through the existing sales workflow; this sheet never deducts stock.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Specialist operations: seven optional workflows

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

### Flow chart

```mermaid
flowchart LR
  n0["Select enabled workflow"]
  n1["Find existing source"]
  n2["Record intake"]
  n3["Progress with evidence"]
  n4["Review history / shared handoff"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Administrator
  p2->>p1: Enable optional module and preserve existing roles
  p0->>p1: Create typed intake
  p1->>p0: Check source and reservation/custody rules
  p0->>p1: Record permitted progress and evidence
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Retail: online checkout and cash reconciliation

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

### Flow chart

```mermaid
flowchart LR
  n0["Open session"]
  n1["Scan / review cart"]
  n2["Confirm tender"]
  n3["Atomic checkout"]
  n4["Count and close"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Cashier
  participant p1 as System
  participant p2 as Finance
  p0->>p1: Open own cash session
  p0->>p1: Submit cart and manual tenders
  p1->>p0: Confirm invoice and stock posting
  p0->>p1: Close with actual cash count
  p2->>p1: Review variance
```

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.

![Till opening form with MAIN warehouse and zero opening float](/guides/screenshots/retail-pos-open-session.jpg)

*Demo screenshot: Open your own session at the correct stock location. The example starts an isolated documentation till with zero float. Captured before the unified checkout upgrade. Treat this as an earlier interface reference; follow the current numbered instruction. New checkout/history screenshots remain pending.*
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.

![Current retail register with demo customer, session and scanned notebook](/guides/screenshots/retail-pos-cart.jpg)

*Demo screenshot: Choose the customer and session and scan the product code. The item and total shown are still an unposted draft. Captured before the unified checkout upgrade. Treat this as an earlier interface reference; follow the current numbered instruction. New checkout/history screenshots remain pending.*
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.

![Cash tender form showing one hundred received, sixty-five applied and thirty-five change](/guides/screenshots/retail-pos-tender.jpg)

*Demo screenshot: Review cash received, applied amount, change and remaining balance. This is a synthetic demonstration, with no external payment provider. Captured before the unified checkout upgrade. Treat this as an earlier interface reference; follow the current numbered instruction. New checkout/history screenshots remain pending.*
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.

![Saved documentation-demo receipt showing cash received and change](/guides/screenshots/retail-pos-receipt.jpg)

*Demo screenshot: Wait for the saved receipt before beginning another sale. This sample invoice, stock and ledger entry belongs only to the isolated documentation tenant; no real customer transaction occurred. Captured before the unified checkout upgrade. Treat this as an earlier interface reference; follow the current numbered instruction. New checkout/history screenshots remain pending.*
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.

![Closing-count form for the documentation till](/guides/screenshots/retail-pos-close-session.jpg)

*Demo screenshot: Count actual cash before closing. The sample count is sixty-five after returning the displayed change. Captured before the unified checkout upgrade. Treat this as an earlier interface reference; follow the current numbered instruction. New checkout/history screenshots remain pending.*

![Closed demo till with expected and counted sixty-five and zero difference](/guides/screenshots/retail-pos-reconciled.jpg)

*Demo screenshot: Review the saved expected, counted and variance values. The synthetic till is closed with zero variance. Captured before the unified checkout upgrade. Treat this as an earlier interface reference; follow the current numbered instruction. New checkout/history screenshots remain pending.*

**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.

## Shared inventory: store variants and scan labels

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

### Flow chart

```mermaid
flowchart LR
  n0["Base SKU"]
  n1["Store family"]
  n2["Variant / metadata"]
  n3["Packaging code"]
  n4["Print / scan"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operations
  participant p1 as System
  p0->>p1: Create family and details
  p1->>p0: Validate ISBN and uniqueness
  p0->>p1: Register packaging code
  p1->>p0: Generate printable labels
```

1. Create the base SKU in Products & stock, then open Product families & scan labels.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Register packaging with its scanner code and base quantity. The optional package price must resolve to whole cents per base unit.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Retail: quotes, deposits and delivery

Record customer acceptance and protect stock before delivery.

### Flow chart

```mermaid
flowchart LR
  n0["Quote"]
  n1["Record acceptance"]
  n2["Reserve / deposit"]
  n3["Fulfill"]
  n4["Deliver / acknowledge"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Sales
  participant p1 as Finance
  participant p2 as System
  p0->>p2: Record accepted quote
  p0->>p2: Reserve warehouse stock
  p1->>p2: Record customer deposit
  p2->>p1: Apply deposit to issued invoice
  p0->>p2: Record delivery proof
```

1. Build a quote, choose the customer and expiry, and mark it sent after sharing it through your chosen channel.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Record customer acceptance to create a draft sale once. Confirm the sale in Retail sales before reserving or collecting a deposit.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Reserve remaining quantities at one warehouse. Fulfillment must use that warehouse unless the reservation is released.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Finance records the actual deposit before fulfillment. Issued invoices automatically consume available deposits; unapplied amounts can be refunded separately.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Schedule delivery and record dispatch. Record delivered only after goods have been fulfilled and an acknowledgment/proof reference is available.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Shared inventory: counts, replenishment and lot expiry

Review counted quantities and eligible lot stock before replenishing.

### Flow chart

```mermaid
flowchart LR
  n0["Count / inspect"]
  n1["Independent review"]
  n2["Check replenishment"]
  n3["Receive with lots"]
  n4["Review trace"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operations
  participant p1 as Reviewer
  participant p2 as System
  p0->>p2: Submit stock count
  p1->>p2: Approve unchanged count
  p0->>p2: Create reviewable replenishment draft
  p0->>p2: Receive lot / serial stock
  p2->>p0: Allocate eligible sale lots by expiry
```

1. Submit a physical count at the chosen location with a reason. Another eligible owner/manager reviews it against unchanged stock.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Configure a supplier min/target/pack rule and review on-hand, reserved and open purchase quantities before creating a purchase draft.

*Screenshot pending for this step. Follow the numbered instruction.*
3. For a new product with no movement history, enable lot or serial tracking before receiving stock. Register receipt lots with optional expiry dates.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Choose a lot for tracked purchase receiving; serial receipts are one unit per serial. Review trace movements and exclude expired stock from sales.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Use a reviewed adjustment for disposal. Transfers retain lot provenance and customer returns restore the original sale lots.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Shared staff: employee records and schedules

Maintain employee details separately from login accounts.

### Flow chart

```mermaid
flowchart LR
  n0["Employee record"]
  n1["Planned schedule"]
  n2["Login role"]
  n3["Optional workforce link"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as HR
  participant p1 as Owner
  participant p2 as System
  p0->>p2: Save employee and schedule
  p1->>p2: Assign staff account role
  p1->>p2: Link employee if workforce enabled
  p2->>p0: Show allowed HR records
```

1. Open Employees / HR and maintain the employee name, position, start date and active status.

![Employee creation dialog with fictional apprentice name and position](/guides/screenshots/employees-form.jpg)

*Demo screenshot: Maintain the employee record separately from login access. This prepared form was cancelled without creating the extra employee. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Use Employee Scheduling to record planned work windows.

![Planned Monday employee schedule from nine to five](/guides/screenshots/employees-schedule.jpg)

*Demo screenshot: Use Employee Scheduling for planned hours. These hours are not approved attendance or payroll inputs; this example was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Only the owner uses Staff Management and Role Management to assign login access.

![Owner account review with role selection for a synthetic staff member](/guides/screenshots/roles-staff-account.jpg)

*Demo screenshot: Only the owner reviews staff login permissions. Employee records and staff accounts are separate; this example did not save account changes. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. If Attendance & leave is enabled, the owner links an active employee to the correct staff account before personal submissions.

![Employee-to-account identity and hourly-rate setup](/guides/screenshots/workforce-identity.jpg)

*Demo screenshot: Link the employee to the correct staff account. The example uses existing synthetic links and a demo rate; the form was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Sign in and find your workspace

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

### Flow chart

```mermaid
flowchart LR
  n0["Staff Login"]
  n1["Overview"]
  n2["Enabled apps"]
  n3["Your records"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Owner
  p0->>p1: Sign in
  p1->>p0: Load foundation and access
  p0->>p2: Request missing access
  p2->>p1: Review department role
```

1. Sign in through Staff Login using your assigned email and current password.

![Business Login with empty email and password fields](/guides/screenshots/access-business-login.jpg)

*Demo screenshot: Use the business entry for staff access. The dedicated POS login and public industry handbook links are available below; no credentials are shown. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
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.

![Property foundation overview with business dashboard and authorized workspace filters](/guides/screenshots/access-overview.jpg)

*Demo screenshot: Open Overview for the selected foundation. The example shows a synthetic tenant and a seven-day creation-activity window. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![System and workflow dashboard for property spaces](/guides/screenshots/access-system-overview.jpg)

*Demo screenshot: Use System & workflow to inspect source records. These snapshot values are not infrastructure-health measures. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
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.

![Overview period and workspace selectors with export action](/guides/screenshots/access-overview.jpg)

*Demo screenshot: Choose the activity window and an authorized workspace before inspecting or exporting visible data. The date filter does not alter all-history snapshots. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. If a module is missing, ask the owner about department access and the platform administrator about foundation selection.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Owner: staff and role management

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

### Flow chart

```mermaid
flowchart LR
  n0["Define role"]
  n1["Choose access"]
  n2["Assign staff"]
  n3["Verify portal"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Owner
  participant p1 as System
  participant p2 as Staff
  p0->>p1: Save department role
  p0->>p1: Assign account role
  p2->>p1: Refresh portal
  p1->>p2: Show allowed modules
```

1. As owner, open Role Management and create or review a department role.

![Owner role editor with department and checkout capability selectors](/guides/screenshots/roles-permissions.jpg)

*Demo screenshot: Open Role Management as owner. This is an unsaved example; the existing role table below retains its previous settings. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Choose None, View or Edit per department. Keep Finance and HR restricted to the appropriate staff.

![Unsaved operations role example with Finance and HR set to No access](/guides/screenshots/roles-permissions.jpg)

*Demo screenshot: Choose the access required for the job. This draft shows General View, Operations Edit and no Finance, HR or checkout access. It was cancelled without changing any role. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Open Staff Management, create or review the account and assign its role.

![Demo Technician account review with assigned permission role](/guides/screenshots/roles-staff-account.jpg)

*Demo screenshot: Review the account and its permission role before saving. The broad synthetic capture role shown is for documentation fixtures, not a recommended staff preset. Password field is empty; no account change was saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Ask the staff member to refresh their portal and verify the visible modules. Staff can change their own credentials in My profile.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared contacts

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

### Flow chart

```mermaid
flowchart LR
  n0["Search contact"]
  n1["Create or update"]
  n2["Assign roles"]
  n3["Link to work"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  p0->>p1: Search existing identities
  p0->>p1: Save contact and roles
  p0->>p1: Link business record
  p1->>p0: Return linked record
```

1. Open Contacts and search before creating a duplicate.

![Shared directory search returning the synthetic Demo Customer contact](/guides/screenshots/contacts-search.jpg)

*Demo screenshot: Search the shared directory before creating a duplicate identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Choose a person or organization, enter the name and available contact details.

![Contact identity form showing person type and synthetic email](/guides/screenshots/contacts-identity-roles.jpg)

*Demo screenshot: Review the name, person or organization type and available contact details. This example edits an existing demo identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Assign the roles needed by your workflow, such as Customer or Vendor; a contact can have several roles.

![Contact editor with both customer and vendor roles selected](/guides/screenshots/contacts-identity-roles.jpg)

*Demo screenshot: One contact may have several business roles. These contact roles do not create login permissions; this screenshot shows unsaved selections. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Select that contact when creating a sale, purchase, engagement, job, membership or activity.

![Activity form selecting Demo Customer as its linked contact](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Choose the existing contact inside the relevant workflow. This example links it to an activity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Shared inventory: warehouses and costing

Track physical quantities and move stock between locations.

### Flow chart

```mermaid
flowchart LR
  n0["Catalog"]
  n1["Warehouse balance"]
  n2["Transfer / adjustment"]
  n3["Stock history"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operations
  participant p1 as Owner / Finance
  participant p2 as System
  p0->>p2: Check location quantity
  p0->>p2: Request transfer
  p2->>p0: Validate and record both movements
  p1->>p2: Review opening valuation
```

1. Maintain SKU, unit, selling price, barcode and reorder level in Products & stock.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Open Warehouses & costing to review quantities by location. Add locations as needed.

![Demo warehouse quantity view with product search and stock by location](/guides/screenshots/retail-warehouse-upgrade.jpg)

*Demo screenshot: Review stock quantities by location. The opening-valuation button does not mean costing has been activated. Earlier navigation may appear. Follow the current numbered instruction.*
3. Select product, source, destination and positive quantity to transfer stock. Source shortages are rejected.

*Screenshot pending for this step. Follow the numbered instruction.*
4. For a count correction, an Operations and Finance editor records an adjustment with a reason. Positive valued adjustments require unit cost.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Only the owner with Operations and Finance edit can activate weighted-average costing after reviewing every stocked product cost and the offset account.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Retail: purchase approval and receiving

Receive only the goods delivered and retain supplier documents.

### Flow chart

```mermaid
flowchart LR
  n0["Draft PO"]
  n1["Submit"]
  n2["Independent approval"]
  n3["Partial / full receipt"]
  n4["Bill / payment"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Buyer
  participant p1 as Reviewer
  participant p2 as System
  p0->>p2: Submit purchase
  p1->>p2: Approve independently
  p0->>p2: Receive quantities
  p2->>p0: Stock and payable recorded
```

1. Open Retail purchasing and draft an order for a Vendor contact with products, quantities and prices.

![Purchase draft for ten demo paper packs at ten pesos each](/guides/screenshots/purchase-draft.jpg)

*Demo screenshot: Choose the Vendor contact, products, quantities and agreed prices. The prepared draft shown has not yet been received. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Submit the order. Another owner/manager with Operations and Finance edit approves new purchases.

![Synthetic purchase submitted for independent approval](/guides/screenshots/purchase-submitted.jpg)

*Demo screenshot: Submit the draft. Its creator cannot independently approve this new purchase. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![Purchase approval action available to the independent demo reviewer](/guides/screenshots/purchase-independent-review.jpg)

*Demo screenshot: A different eligible owner or manager reviews the submitted purchase. The screenshot is from the second demo reviewer account. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Receive the delivered quantities into the correct warehouse. Partial receiving leaves the remainder open.

![Issued demo purchase receipt showing ten paper packs received](/guides/screenshots/purchase-receipt.jpg)

*Demo screenshot: Review the actual received quantities in the immutable purchase receipt. This example used full receiving at the default MAIN location; it does not illustrate partial receiving. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Open Invoices & returns to review the receipt and match an exact supplier invoice to that receipt.

![Exact supplier invoice matching form for the demo receipt](/guides/screenshots/purchase-match-bill.jpg)

*Demo screenshot: Enter the supplier invoice reference, date and exact receipt amount. This example uses synthetic evidence and was matched in the documentation tenant only. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
5. Finance records actual supplier payments. Returned received items create a separate supplier credit; record a supplier refund only when a credit balance exists.

![Manual supplier payment evidence form with demo reference](/guides/screenshots/purchase-payment-form.jpg)

*Demo screenshot: Finance records payment evidence after an actual payment. This screenshot is a prepared synthetic form that was closed without saving a supplier payment or transferring funds. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Retail: sale, invoice and return

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

### Flow chart

```mermaid
flowchart LR
  n0["Draft sale"]
  n1["Confirm"]
  n2["Fulfill"]
  n3["Invoice / receipt"]
  n4["Return / credit"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Sales / Operations
  participant p1 as Finance
  participant p2 as System
  p0->>p2: Confirm and fulfill
  p2->>p0: Issue invoice and stock movement
  p1->>p2: Record receipt
  p0->>p2: Record returned quantities
  p1->>p2: Record eligible refund
```

1. Draft a sale for a Customer contact; choose products, quantities, prices and optional due date.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Confirm the order and select the fulfillment warehouse. Ship the actual quantities; partial fulfillment leaves the rest open.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Open Invoices & returns and print the issued invoice or packing list. The issued product/contact details are snapshots.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Finance records the actual receipt against the issued balance.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Shared finance: reports and period closing

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

### Flow chart

```mermaid
flowchart LR
  n0["Select month"]
  n1["Review journals"]
  n2["Reconcile"]
  n3["Owner closes month"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Finance
  participant p1 as Owner
  participant p2 as System
  p0->>p2: Request monthly reports
  p2->>p0: Return posted balances
  p0->>p1: Review reconciliation
  p1->>p2: Close ended month
```

1. Open Financial reports and choose the reporting month.

![Financial reports with October reporting month selected](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Choose the reporting month. This view contains only synthetic documentation transactions. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Review monthly income, cumulative trial balance and month-end balance sheet; export accounts for review.

![Monthly income, month-end balance sheet and cumulative trial balance](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Review the income, balance sheet and trial balance and export accounts for reconciliation. Example figures are not production business results. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Investigate missing transactions, unvalued stock or liabilities before relying on the reports.

![Posted-journal statements with accounting completeness warning](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Investigate missing costs, unvalued stock, liabilities and taxes before relying on the report. The demo stock remains unvalued and periodic. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Only an owner with Finance edit closes an ended month after reviewing reconciliation. New journals in that month are then blocked.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared workforce: your attendance and leave

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

### Flow chart

```mermaid
flowchart LR
  n0["Linked employee"]
  n1["Submit actual time / leave"]
  n2["Independent review"]
  n3["Own records / payslip"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Employee
  participant p1 as HR reviewer
  participant p2 as System
  p0->>p2: Submit time or leave
  p1->>p2: Approve or reject
  p2->>p0: Publish status and balance
  p0->>p2: Read own payslip
```

1. The owner links your active staff account to an active employee in Attendance & leave and sets the hourly rate.

![Workforce identity form selecting demo employee and matching account](/guides/screenshots/workforce-identity.jpg)

*Demo screenshot: The owner maintains the employee/account link and reviewed hourly rate. These values are synthetic documentation data. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Open My work & payslips. Clock in/out or submit a past completed shift with the actual break minutes.

![Own completed-shift form with start, end and sixty break minutes](/guides/screenshots/workforce-completed-shift.jpg)

*Demo screenshot: Submit the actual completed shift for independent review. This synthetic example covers 09:00–17:00 with a 60-minute break. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Submit leave with kind, start/end dates and reason. Annual and sick leave use the allocated year balance.

![Annual leave request with matching dates and demonstration reason](/guides/screenshots/workforce-leave-form.jpg)

*Demo screenshot: Choose the leave type, dates and reason, then submit for independent review. This request uses a synthetic employee only. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Another owner/manager with HR edit reviews your submission. Check the resulting status and leave balance.

![Different reviewer inspecting submitted attendance and leave](/guides/screenshots/workforce-review.jpg)

*Demo screenshot: An independent demo reviewer checks the dates and actual hours before approving or rejecting. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![Approved demo attendance and one-day annual leave with updated balance](/guides/screenshots/workforce-approved.jpg)

*Demo screenshot: After independent approval the statuses are approved and annual leave has 11 of 12 days remaining. No payroll or payout was created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
5. Review your own published payslips when retail payroll is enabled.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Retail: attendance to payroll

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

### Flow chart

```mermaid
flowchart LR
  n0["Approved time"]
  n1["Draft pay"]
  n2["Independent approval"]
  n3["Net payout"]
  n4["Remittances"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Payroll preparer
  participant p1 as Reviewer
  participant p2 as System
  p0->>p2: Save reviewed pay inputs
  p1->>p2: Approve payroll
  p2->>p0: Post wage liabilities
  p0->>p2: Record actual payouts and remittances
```

1. HR reviews actual attendance before payroll preparation. The owner may configure per-pay-period contribution rules in Attendance & leave.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Open Retail payroll and choose the period. Import approved attendance at the current linked hourly rates, or enter reviewed gross pay and deductions.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Review employee pay, deductions and employer contributions; save a draft.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Another eligible owner/manager approves. The reviewer cannot be the creator or an employee receiving pay in that run.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Record the actual net payout separately from contribution remittances. Print internal payslips; employees can read their own published statements.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Other industries: business activities

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

### Flow chart

```mermaid
flowchart LR
  n0["Category"]
  n1["Activity"]
  n2["Assign / due date"]
  n3["Progress"]
  n4["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Coordinator
  participant p1 as Assigned staff
  participant p2 as System
  p0->>p2: Save assigned activity
  p1->>p2: Update progress
  p2->>p0: Show status and overdue flags
  p1->>p2: Record completion
```

1. Choose or create the appropriate activity category.

![Demo activity form with Community coordination category](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Choose or enter the relevant activity category. The contact and assignee shown are synthetic documentation records. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Create an activity with title, category, optional contact/assignee and due date.

![Activity setup showing title, category, linked customer, assignee and due date](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Link the appropriate contact and staff member and set the due date. No specialized industry financial workflow is created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Review open and overdue work. Update progress as work moves forward.

![In-progress demo community activity with contact, assignee and due date](/guides/screenshots/activities-progress.jpg)

*Demo screenshot: Review the saved activity and due date, then use Progress history / update to record work. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Complete or cancel the activity and retain its history for follow-up.

![Completed demo community activity with retained progress notes](/guides/screenshots/activities-completed.jpg)

*Demo screenshot: Complete or cancel after the work is resolved, keeping the progress history for follow-up. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Shared documents

Keep supporting business files beside the records they explain.

### Flow chart

```mermaid
flowchart LR
  n0["Find file"]
  n1["Upload / reference"]
  n2["Review access"]
  n3["Use linked record"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  p0->>p1: Find document
  p0->>p1: Save file reference
  p1->>p0: Apply tenant and access checks
  p0->>p1: Open supporting document
```

1. Open Documents and search for an existing file before uploading another copy.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Add the document and the available business reference using your allowed storage workflow.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Review access and the linked record before sharing the document outside your business.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Use the supporting document when reviewing contracts, repairs or other operational work.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared payroll: draft, review and pay

Use the same reviewed payroll engine across industry foundations.

### Flow chart

```mermaid
flowchart LR
  n0["Review time"]
  n1["Draft"]
  n2["Independent approval"]
  n3["Payout"]
  n4["Payslip"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Payroll staff
  participant p1 as Reviewer
  participant p2 as Employee
  p0->>p1: Submit reviewed draft
  p1->>p0: Approve and freeze posting
  p0->>p2: Publish own payslip
```

1. Select Payroll, Workforce and Financial reports in the foundation. Assign HR and Finance access separately.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Resolve pending corrections and overtime, then load approved pay inputs. Premium amounts require separately reviewed calculation.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Create a draft with effective-dated configured rules. Split periods crossing a rule change.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Workforce: shifts, breaks and approvals

Keep planned work separate from reviewed actual attendance.

### Flow chart

```mermaid
flowchart LR
  n0["Assign roster"]
  n1["Record actual time"]
  n2["Request"]
  n3["Review"]
  n4["Pay input"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as HR reviewer
  participant p1 as Staff
  participant p2 as System
  p0->>p2: Assign dated shift
  p1->>p2: Record time and breaks
  p1->>p0: Submit correction
  p0->>p2: Review evidence
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Request overtime or an attendance correction with a reason. Missing clock-outs stay incomplete until corrected.

*Screenshot pending for this step. Follow the numbered instruction.*
4. An independent owner or manager reviews the queue. Approved corrections return attendance for fresh review. Payroll-frozen attendance cannot be rewritten.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Administration: provider gateways

Inspect inactive connections and signed delivery/reconciliation queues.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. An owner/manager with Admin access opens Integration gateways. A trusted operator configures the per-business adapter and secret on the server.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Inspect outbound events before delivering/retrying. The adapter must honor the event idempotency key and verify the timestamp/HMAC contract.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Inspect incoming event payloads and record reconciliation evidence. They remain held for review and never automatically alter bookings, payments or filings.

*Screenshot pending for this step. Follow the numbered instruction.*

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



## Offline purchase and activation

Desktop supports its installed packages; native Android permanent activation requires 1.3.0-preview and currently supports Retail and Water Refilling. This does not make cloud browser pages available offline.

1. Open the existing local business and its License & local package page. Expired trial records are retained; do not reinstall or create another business.
2. Copy the activation request and send it privately to support using any available device. Confirm the platform, exact installed version, supported package and agreed payment.
3. Super Admin opens Offline licenses, verifies the request, ownership and payment, then generates a signed permanent key without requiring a cloud tenant.
4. Transfer the key to the original device, paste/import it, verify the preview and apply the local package. Existing business records remain.
5. Permanent use covers the purchased version; updates/support and Cloud are separate. Keep local backups. Device replacement, rebinding or package changes require support review.

Full customer and administrator instructions: /docs/offline-activation.


## Local item pictures

Desktop 0.4.1: Products & stock → Add product → Save, then Edit → Choose local picture (JPEG/PNG/WebP, up to 2 MB). Android 1.4.0-preview: Business Owner → Catalog → create an item → Item picture → Camera or Choose photo; unlock Owner again after Camera, then Save picture locally. Photos stay in local database/encrypted owner backups. Cloud item pictures use a placeholder; no local picture URL or bytes are uploaded. Native limit: 1,000 pictures, with the existing 20 MB backup limit. Keep backups before updates; purchased-version licenses need compatible update terms.


---

# Food & hospitality: how-to handbook

Updated 22 October 2026.

Maintain menu items and dining tables, then progress kitchen orders through preparation and handover.

Cross-industry kitchen/room connections require both food and hotel modules. Public documentation describes delivered capabilities. The signed-in guide is limited by the saved foundation and staff access. Optional shared workforce/payroll/financial modules require separate selection and appropriate access.

## Using your workspace

1. POS & front desk has a Workflow dropdown showing only configured, authorised and delivered counters. Owners and platform administrators select workflows in the foundation setup; role permissions remain separate. Switching warns about unsaved counter work and is blocked while saving. Reload if another tab changes the POS sign-in. Seven specialized operational desks are available when their optional blocks and counter workflows are enabled: Water, Salon, Laundry, Food pickup, Auto repair, Retail handover and Services dispatch. Water/Retail also reuse existing sales checkout; the other five do not have a new financial payment engine. Boarding House stays in Real Estate. See /docs/specialist-operations for individual desk guides and demo practice.
2. My profile, Messages and Notifications are in the top-right header; message and notification badges show important updates. Use the top section buttons to choose General, Operations, Finance, Marketing, Human Resources or Administration. Open a workspace in the row below. Long rows scroll horizontally with full labels; All workspaces opens a grouped list of authorized links. On phones the section row also scrolls.
3. The overview shows only authorized foundation modules. Use Activity period for created-record trends and Workspace to narrow summaries. Use Line / Bars and Inspect day for exact daily activity, or expand Daily values. Compare current and previous equal-length periods. Status/composition charts show current or historical source metrics as labelled and do not change with Activity period; open All source metrics for exact underlying values. Charts label overlapping counts, and unavailable data is not treated as zero.
4. Products & stock and Customer jobs & dispatch use tables on desktop and labelled records on phones. Use Choose columns, click a sortable desktop heading, then Save view. Sorting covers only the loaded page; use the workspace search/status filter and Previous / Next for other records.
5. In Diagram view, choose Step by Step for numbered instruction cards, available demo screenshots and illustrated references. Use Enlarge image for a readable full-size view. Steps without an approved image explicitly say Screenshot pending. Older navigation is labelled; follow the current written instruction.
6. Saved table views belong to your account in this browser. They do not change permissions or other staff views. Reset view restores the table defaults. No transaction or customer records are stored in these preferences.

## First setup

1. **Operations:** Create available menu items with agreed PHP prices and categories.
2. **Operations:** Set active dining tables and actual seat capacities.
3. **Owner:** Give service and kitchen staff the appropriate Operations access.

## Daily work

1. **Service team:** Create an order with actual items/quantities; choose dine-in with table or takeaway.
2. **Kitchen:** Progress new orders through Preparing and Ready. Review order notes before handover.
3. **Service team:** Mark Served only after handover; cancel only before serving.

## Closing and review

1. **Operations:** Review open orders and table availability; resolve stale work through permitted statuses.
2. **HR / reviewer:** Review actual attendance separately from planned kitchen schedules.

## Current limits

- Kitchen orders are not automatically retail POS sales or payments.
- Tax, ingredient consumption and general restaurant payment integration remain separate; use only explicitly delivered connections.

Only perform actions allowed by your foundation and department role.

In the online guide, choose Diagram view → Step by Step for numbered visual instructions. Images below are site-relative links; open this handbook on the ERP website to view them. Demo screenshots and illustrated references are labelled separately; missing images are explicitly pending.

## Food pickup counter · specialized workflow

Food demo: 3 pickup tickets linked to 3 synthetic takeaway orders. Two are waiting, one is collected; kitchen sources include New and Ready. A New kitchen order cannot be collected.

### Flow chart

```mermaid
flowchart LR
  n0["Prepare pickup ticket"]
  n1["Review linked records"]
  n2["Progress permitted stages"]
  n3["Record handover / completion"]
  n4["Review audit history"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Owner / manager
  p2->>p1: Configure matching foundation and workflow
  p0->>p1: Sign in to the selected desk
  p0->>p1: Save intake and permitted progress
  p1->>p0: Validate source and retain audit history
```

1. Administrator: select the compatible food-hospitality foundation, its parent modules and the optional food-pickup block. Select Food front desk · takeaway pickup in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Open /pos-login, choose Food front desk · takeaway pickup 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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Choose the appropriate queue (All pickups, Waiting for pickup, Collected). Use Prepare pickup ticket to create a record, or open History & next action on an existing one.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Create the takeaway order in the existing food workspace. Open a pickup ticket linked to that order and enter the pickup name.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Prepare the order in the existing kitchen workflow. A pickup ticket never changes the kitchen order or posts a bill.

*Screenshot pending for this step. Follow the numbered instruction.*
6. Once the kitchen order is ready or served, verify the recipient and record collected with evidence. Only one pickup ticket can refer to an order.

*Screenshot pending for this step. Follow the numbered instruction.*
7. If collection is blocked, an authorised kitchen operator must progress the original order to Ready in the Business portal. Refresh the desk before recording collection. Pickup does not collect money or change the kitchen order.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Takeaway handover only. Restaurant billing, modifiers, table/seat splits, recipes, ingredient deduction and food cash shifts remain separate work. This operational desk has no new payment engine.

## Specialist operations: seven optional workflows

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

### Flow chart

```mermaid
flowchart LR
  n0["Select enabled workflow"]
  n1["Find existing source"]
  n2["Record intake"]
  n3["Progress with evidence"]
  n4["Review history / shared handoff"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Administrator
  p2->>p1: Enable optional module and preserve existing roles
  p0->>p1: Create typed intake
  p1->>p0: Check source and reservation/custody rules
  p0->>p1: Record permitted progress and evidence
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Shared staff: employee records and schedules

Maintain employee details separately from login accounts.

### Flow chart

```mermaid
flowchart LR
  n0["Employee record"]
  n1["Planned schedule"]
  n2["Login role"]
  n3["Optional workforce link"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as HR
  participant p1 as Owner
  participant p2 as System
  p0->>p2: Save employee and schedule
  p1->>p2: Assign staff account role
  p1->>p2: Link employee if workforce enabled
  p2->>p0: Show allowed HR records
```

1. Open Employees / HR and maintain the employee name, position, start date and active status.

![Employee creation dialog with fictional apprentice name and position](/guides/screenshots/employees-form.jpg)

*Demo screenshot: Maintain the employee record separately from login access. This prepared form was cancelled without creating the extra employee. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Use Employee Scheduling to record planned work windows.

![Planned Monday employee schedule from nine to five](/guides/screenshots/employees-schedule.jpg)

*Demo screenshot: Use Employee Scheduling for planned hours. These hours are not approved attendance or payroll inputs; this example was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Only the owner uses Staff Management and Role Management to assign login access.

![Owner account review with role selection for a synthetic staff member](/guides/screenshots/roles-staff-account.jpg)

*Demo screenshot: Only the owner reviews staff login permissions. Employee records and staff accounts are separate; this example did not save account changes. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. If Attendance & leave is enabled, the owner links an active employee to the correct staff account before personal submissions.

![Employee-to-account identity and hourly-rate setup](/guides/screenshots/workforce-identity.jpg)

*Demo screenshot: Link the employee to the correct staff account. The example uses existing synthetic links and a demo rate; the form was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Real estate: bank reconciliation and credits

Match actual statement movements and preserve original receipts.

### Flow chart

```mermaid
flowchart LR
  n0["Import statement"]
  n1["Review match"]
  n2["Confirm"]
  n3["Credit / refund record"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Finance
  participant p1 as System
  p0->>p1: Import statement rows
  p1->>p0: Suggest matching records
  p0->>p1: Confirm actual match
  p0->>p1: Record explicit settlement
```

1. Open Bank reconciliation and select the bank/e-wallet account and a consistent label.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Import statement CSV with external_id,date,amount,reference; positive amounts are receipts and negative amounts vendor payments.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Review and confirm the correct verified transaction. An import alone does not create a payment.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Use Credits & settlements for explicit credit applications and actual refunds, with a reason and external reference.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Review the resulting statement and journal. Reconciled records retain their history; use a separate adjustment when required.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Do not use a statement import as proof that an invoice is paid. Identical external IDs are replay-safe; changed details conflict.

## Sign in and find your workspace

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

### Flow chart

```mermaid
flowchart LR
  n0["Staff Login"]
  n1["Overview"]
  n2["Enabled apps"]
  n3["Your records"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Owner
  p0->>p1: Sign in
  p1->>p0: Load foundation and access
  p0->>p2: Request missing access
  p2->>p1: Review department role
```

1. Sign in through Staff Login using your assigned email and current password.

![Business Login with empty email and password fields](/guides/screenshots/access-business-login.jpg)

*Demo screenshot: Use the business entry for staff access. The dedicated POS login and public industry handbook links are available below; no credentials are shown. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
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.

![Property foundation overview with business dashboard and authorized workspace filters](/guides/screenshots/access-overview.jpg)

*Demo screenshot: Open Overview for the selected foundation. The example shows a synthetic tenant and a seven-day creation-activity window. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![System and workflow dashboard for property spaces](/guides/screenshots/access-system-overview.jpg)

*Demo screenshot: Use System & workflow to inspect source records. These snapshot values are not infrastructure-health measures. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
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.

![Overview period and workspace selectors with export action](/guides/screenshots/access-overview.jpg)

*Demo screenshot: Choose the activity window and an authorized workspace before inspecting or exporting visible data. The date filter does not alter all-history snapshots. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. If a module is missing, ask the owner about department access and the platform administrator about foundation selection.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Owner: staff and role management

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

### Flow chart

```mermaid
flowchart LR
  n0["Define role"]
  n1["Choose access"]
  n2["Assign staff"]
  n3["Verify portal"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Owner
  participant p1 as System
  participant p2 as Staff
  p0->>p1: Save department role
  p0->>p1: Assign account role
  p2->>p1: Refresh portal
  p1->>p2: Show allowed modules
```

1. As owner, open Role Management and create or review a department role.

![Owner role editor with department and checkout capability selectors](/guides/screenshots/roles-permissions.jpg)

*Demo screenshot: Open Role Management as owner. This is an unsaved example; the existing role table below retains its previous settings. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Choose None, View or Edit per department. Keep Finance and HR restricted to the appropriate staff.

![Unsaved operations role example with Finance and HR set to No access](/guides/screenshots/roles-permissions.jpg)

*Demo screenshot: Choose the access required for the job. This draft shows General View, Operations Edit and no Finance, HR or checkout access. It was cancelled without changing any role. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Open Staff Management, create or review the account and assign its role.

![Demo Technician account review with assigned permission role](/guides/screenshots/roles-staff-account.jpg)

*Demo screenshot: Review the account and its permission role before saving. The broad synthetic capture role shown is for documentation fixtures, not a recommended staff preset. Password field is empty; no account change was saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Ask the staff member to refresh their portal and verify the visible modules. Staff can change their own credentials in My profile.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared contacts

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

### Flow chart

```mermaid
flowchart LR
  n0["Search contact"]
  n1["Create or update"]
  n2["Assign roles"]
  n3["Link to work"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  p0->>p1: Search existing identities
  p0->>p1: Save contact and roles
  p0->>p1: Link business record
  p1->>p0: Return linked record
```

1. Open Contacts and search before creating a duplicate.

![Shared directory search returning the synthetic Demo Customer contact](/guides/screenshots/contacts-search.jpg)

*Demo screenshot: Search the shared directory before creating a duplicate identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Choose a person or organization, enter the name and available contact details.

![Contact identity form showing person type and synthetic email](/guides/screenshots/contacts-identity-roles.jpg)

*Demo screenshot: Review the name, person or organization type and available contact details. This example edits an existing demo identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Assign the roles needed by your workflow, such as Customer or Vendor; a contact can have several roles.

![Contact editor with both customer and vendor roles selected](/guides/screenshots/contacts-identity-roles.jpg)

*Demo screenshot: One contact may have several business roles. These contact roles do not create login permissions; this screenshot shows unsaved selections. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Select that contact when creating a sale, purchase, engagement, job, membership or activity.

![Activity form selecting Demo Customer as its linked contact](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Choose the existing contact inside the relevant workflow. This example links it to an activity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Real estate: property to lease

Set up accommodation spaces before rental agreements.

### Flow chart

```mermaid
flowchart LR
  n0["Property"]
  n1["Units / beds"]
  n2["Renter"]
  n3["Lease"]
  n4["Contract"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operations
  participant p1 as System
  participant p2 as Finance
  p0->>p1: Save property and spaces
  p0->>p1: Save renter and lease
  p1->>p0: Validate availability
  p2->>p1: Review billing records
```

1. Open Properties and create the property with its business details.

![Property business-details dialog with fictional annex name and address](/guides/screenshots/property-setup.jpg)

*Demo screenshot: Enter property business details before adding units. This screenshot shows a prepared form; the extra property was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Add units and, where applicable, beds. Review capacity and availability.

![Demo property unit list showing monthly rates and vacant availability](/guides/screenshots/property-units.jpg)

*Demo screenshot: Review the available units and their monthly rents. Nightly pricing is a separate setup and is not shown in this monthly-rental view. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. If Leases is enabled, create or review the renter and select the correct available space.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Save the lease terms, dates, rent, deposit and advance. Keep signed contract references in Contracts/Documents.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Review property operations and due dates from the appropriate enabled workspace.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Lease and billing steps require their own selected blocks. Hotel bookings remain separate from monthly leases.

## Real estate: billing and collection

Collect against the correct renter invoice and verify actual payment.

### Flow chart

```mermaid
flowchart LR
  n0["Review invoice"]
  n1["Payment proof"]
  n2["Verify receipt"]
  n3["Balance / journal"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Finance
  participant p1 as Renter
  participant p2 as System
  p0->>p2: Issue invoice
  p1->>p2: Submit payment proof
  p0->>p2: Verify actual receipt
  p2->>p0: Update balance and journal
```

1. Open Accounting and review the invoices for the renter, charges, amount and due date.

![Illustrated invoice list with sample paid and unpaid invoices](/docs/staff/accounting.png)

*Illustrated reference: Illustrated invoice review reference only; current billing and collection controls may differ. Earlier navigation may appear. Follow the current numbered instruction.*
2. Issue the appropriate invoice using the existing property billing workflow.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Review submitted payment proof or record the actual payment with its channel and reference.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Verify payment only after confirming the money was received; partial payments leave a balance.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Review the renter statement and accounting journal. Use separate credit/refund records rather than rewriting the original receipt.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Submitting proof or marking a reminder read does not settle an invoice.

## Real estate: hotel and short stays

Keep guest reservations and room readiness separate from leases.

### Flow chart

```mermaid
flowchart LR
  n0["Reservation"]
  n1["Availability"]
  n2["Inspect room"]
  n3["Check in"]
  n4["Checkout / turnover"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Reception
  participant p1 as System
  participant p2 as Housekeeping
  p0->>p1: Save reservation
  p2->>p1: Record inspection
  p0->>p1: Check in guest
  p0->>p1: Checkout and turnover
```

1. Within the real estate foundation, the owner enables the relevant hotel or short-stay mode and assigns properties.

![Demo nightly-rate dialog for room A102 with an empty nightly-price field](/guides/screenshots/business-portal-nightly-rate.jpg)

*Demo screenshot: Owner nightly-rate setup reference. Enter an approved nightly price; monthly rent is independent. No example price is prescribed. Earlier navigation may appear. Follow the current numbered instruction.*
2. Open the enabled workspace and create a reservation with unit, guest, dates and rate.

![Demo hotel room register with dates and available room tiles](/guides/screenshots/hotel-room-register.jpg)

*Demo screenshot: Dedicated hotel room register used to review dates and availability before booking. This demo room still needs a nightly rate and inspection. Earlier navigation may appear. Follow the current numbered instruction.*
3. Review availability and record room readiness as Dirty, Clean and Inspected.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Check in only when the room is ready, then check out and track the next turnover.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** External booking-channel synchronization is not connected. These modes do not appear for non-real-estate foundations.

## Shared finance: reports and period closing

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

### Flow chart

```mermaid
flowchart LR
  n0["Select month"]
  n1["Review journals"]
  n2["Reconcile"]
  n3["Owner closes month"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Finance
  participant p1 as Owner
  participant p2 as System
  p0->>p2: Request monthly reports
  p2->>p0: Return posted balances
  p0->>p1: Review reconciliation
  p1->>p2: Close ended month
```

1. Open Financial reports and choose the reporting month.

![Financial reports with October reporting month selected](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Choose the reporting month. This view contains only synthetic documentation transactions. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Review monthly income, cumulative trial balance and month-end balance sheet; export accounts for review.

![Monthly income, month-end balance sheet and cumulative trial balance](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Review the income, balance sheet and trial balance and export accounts for reconciliation. Example figures are not production business results. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Investigate missing transactions, unvalued stock or liabilities before relying on the reports.

![Posted-journal statements with accounting completeness warning](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Investigate missing costs, unvalued stock, liabilities and taxes before relying on the report. The demo stock remains unvalued and periodic. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Only an owner with Finance edit closes an ended month after reviewing reconciliation. New journals in that month are then blocked.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared workforce: your attendance and leave

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

### Flow chart

```mermaid
flowchart LR
  n0["Linked employee"]
  n1["Submit actual time / leave"]
  n2["Independent review"]
  n3["Own records / payslip"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Employee
  participant p1 as HR reviewer
  participant p2 as System
  p0->>p2: Submit time or leave
  p1->>p2: Approve or reject
  p2->>p0: Publish status and balance
  p0->>p2: Read own payslip
```

1. The owner links your active staff account to an active employee in Attendance & leave and sets the hourly rate.

![Workforce identity form selecting demo employee and matching account](/guides/screenshots/workforce-identity.jpg)

*Demo screenshot: The owner maintains the employee/account link and reviewed hourly rate. These values are synthetic documentation data. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Open My work & payslips. Clock in/out or submit a past completed shift with the actual break minutes.

![Own completed-shift form with start, end and sixty break minutes](/guides/screenshots/workforce-completed-shift.jpg)

*Demo screenshot: Submit the actual completed shift for independent review. This synthetic example covers 09:00–17:00 with a 60-minute break. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Submit leave with kind, start/end dates and reason. Annual and sick leave use the allocated year balance.

![Annual leave request with matching dates and demonstration reason](/guides/screenshots/workforce-leave-form.jpg)

*Demo screenshot: Choose the leave type, dates and reason, then submit for independent review. This request uses a synthetic employee only. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Another owner/manager with HR edit reviews your submission. Check the resulting status and leave balance.

![Different reviewer inspecting submitted attendance and leave](/guides/screenshots/workforce-review.jpg)

*Demo screenshot: An independent demo reviewer checks the dates and actual hours before approving or rejecting. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![Approved demo attendance and one-day annual leave with updated balance](/guides/screenshots/workforce-approved.jpg)

*Demo screenshot: After independent approval the statuses are approved and annual leave has 11 of 12 days remaining. No payroll or payout was created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
5. Review your own published payslips when retail payroll is enabled.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Food & hospitality: kitchen orders

Run dine-in and takeaway orders through kitchen preparation.

### Flow chart

```mermaid
flowchart LR
  n0["Menu / tables"]
  n1["New order"]
  n2["Preparing"]
  n3["Ready"]
  n4["Served"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Service staff
  participant p1 as Kitchen
  participant p2 as System
  p0->>p2: Create order
  p1->>p2: Set preparing
  p1->>p2: Set ready
  p0->>p2: Record served
```

1. Maintain menu items and PHP prices. Set up dining tables for dine-in service.

![Demo Rice Meal menu item form with category and PHP price](/guides/screenshots/food-menu-form.jpg)

*Demo screenshot: Create an available menu item and its PHP price. No payment is recorded here. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![Demo Table 1 setup with four seats](/guides/screenshots/food-table-form.jpg)

*Demo screenshot: Create an active dining table and record its seating capacity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Create an order with the actual items and quantities; choose dine-in/table or takeaway.

![Dine-in order form with Demo Table 1, guest and one meal](/guides/screenshots/food-new-order.jpg)

*Demo screenshot: Select the table, guest, item and quantity, then review the menu total before sending to the kitchen. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Move the order from New to Preparing, then Ready when the kitchen finishes.

![Demo kitchen order in preparing status](/guides/screenshots/food-preparing.jpg)

*Demo screenshot: Move a new order into preparation when kitchen work begins. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![Demo kitchen order ready for handover](/guides/screenshots/food-ready.jpg)

*Demo screenshot: Mark the prepared order ready, then hand it over before marking served. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Record Served when handed over. Cancel only before serving and review table availability.

![Demo dine-in order retained with served status](/guides/screenshots/food-served.jpg)

*Demo screenshot: Served records the handover. This kitchen action does not create an invoice or payment. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

**Before you proceed:** Kitchen orders do not collect payments, calculate tax, deduct ingredients or post finance.

## Other industries: business activities

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

### Flow chart

```mermaid
flowchart LR
  n0["Category"]
  n1["Activity"]
  n2["Assign / due date"]
  n3["Progress"]
  n4["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Coordinator
  participant p1 as Assigned staff
  participant p2 as System
  p0->>p2: Save assigned activity
  p1->>p2: Update progress
  p2->>p0: Show status and overdue flags
  p1->>p2: Record completion
```

1. Choose or create the appropriate activity category.

![Demo activity form with Community coordination category](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Choose or enter the relevant activity category. The contact and assignee shown are synthetic documentation records. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Create an activity with title, category, optional contact/assignee and due date.

![Activity setup showing title, category, linked customer, assignee and due date](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Link the appropriate contact and staff member and set the due date. No specialized industry financial workflow is created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Review open and overdue work. Update progress as work moves forward.

![In-progress demo community activity with contact, assignee and due date](/guides/screenshots/activities-progress.jpg)

*Demo screenshot: Review the saved activity and due date, then use Progress history / update to record work. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Complete or cancel the activity and retain its history for follow-up.

![Completed demo community activity with retained progress notes](/guides/screenshots/activities-completed.jpg)

*Demo screenshot: Complete or cancel after the work is resolved, keeping the progress history for follow-up. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Shared payroll: draft, review and pay

Use the same reviewed payroll engine across industry foundations.

### Flow chart

```mermaid
flowchart LR
  n0["Review time"]
  n1["Draft"]
  n2["Independent approval"]
  n3["Payout"]
  n4["Payslip"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Payroll staff
  participant p1 as Reviewer
  participant p2 as Employee
  p0->>p1: Submit reviewed draft
  p1->>p0: Approve and freeze posting
  p0->>p2: Publish own payslip
```

1. Select Payroll, Workforce and Financial reports in the foundation. Assign HR and Finance access separately.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Resolve pending corrections and overtime, then load approved pay inputs. Premium amounts require separately reviewed calculation.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Create a draft with effective-dated configured rules. Split periods crossing a rule change.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Workforce: shifts, breaks and approvals

Keep planned work separate from reviewed actual attendance.

### Flow chart

```mermaid
flowchart LR
  n0["Assign roster"]
  n1["Record actual time"]
  n2["Request"]
  n3["Review"]
  n4["Pay input"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as HR reviewer
  participant p1 as Staff
  participant p2 as System
  p0->>p2: Assign dated shift
  p1->>p2: Record time and breaks
  p1->>p0: Submit correction
  p0->>p2: Review evidence
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Request overtime or an attendance correction with a reason. Missing clock-outs stay incomplete until corrected.

*Screenshot pending for this step. Follow the numbered instruction.*
4. An independent owner or manager reviews the queue. Approved corrections return attendance for fresh review. Payroll-frozen attendance cannot be rewritten.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Agency: viewings and sales progression

Link property opportunities to contacts and agents.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record work"]
  n2["Review evidence"]
  n3["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load linked records
  p0->>p1: Record work evidence
  p2->>p1: Review according to role
  p1->>p0: Enforce completion controls
```

1. Open Industry operations with Operations and Marketing access; create a property opportunity with asking price and dated follow-up.

![Demo agency opportunity form with title, property and buyer contact fields](/guides/screenshots/industry-agency-controls.jpg)

*Demo screenshot: Opportunity setup reference. Use your actual property, contact and commercial terms; the screenshot does not show a saved opportunity. Earlier navigation may appear. Follow the current numbered instruction.*
2. Schedule a viewing; overlapping agent appointments are rejected. After the appointment record completed feedback.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Record the offer, contract stage and evidence. An owner or manager confirms won; closed opportunities cancel remaining scheduled viewings.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Pipeline commission is a forecast. Actual fees use Commercial invoices and independently approved commission splits/payouts in Industry financial controls. Legal transfer, e-signature and publication providers remain unconnected.

## Hotel: daily operational exceptions

Review rooms, arrivals, departures and readiness.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record work"]
  n2["Review evidence"]
  n3["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load linked records
  p0->>p1: Record work evidence
  p2->>p1: Review according to role
  p1->>p0: Enforce completion controls
```

1. Open Industry operations and choose Hotel daily operations with Operations access.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Select the operational date and review arrivals, due/overdue departures, missing nightly rates and inspection queue.

![Demo hotel daily operations with date, room exceptions and inspection queue](/guides/screenshots/industry-hotel-operations.jpg)

*Demo screenshot: Select the operational date and review missing rates, readiness and arrival/departure exceptions. Earlier navigation may appear. Follow the current numbered instruction.*
3. Resolve booking and readiness work through the hotel register or property workspace, then refresh the report.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Live operational snapshot, not historical occupancy or full night audit. Separate hotel cash sessions and posting-day review/locks are available under Industry financial controls.

## Agency: commission splits and payout

Approve fee splits and keep partial payout evidence.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. Open Industry financial controls and choose a won opportunity. Enter distinct active staff beneficiaries with agreed amounts within the agency fee.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Another owner/manager with Finance Edit who is not a beneficiary approves the expense/payable posting.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Record actual partial payouts with method, reference and confirmation. Review each beneficiary balance before further payout.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Manual payouts only. Customer credits do not automatically claw back already approved commissions; statutory withholding is not calculated.

## Hotel: independent credits and refunds

Reverse charges and record refunds with source limits.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. Open Industry financial controls and select the guest folio. Request credit against the original charge with evidence.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Another owner/manager with Finance Edit reviews. Refunds require available guest credit, an original payment and actual refund confirmation/reference. For cash refunds open your own cash session before requesting.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Review the resulting credit/refund entries and updated balance. Pending cash refund requests must be approved/rejected before closing that cash session.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** No automatic payment-provider refund. Actual refund operator and independent reviewer remain separate.

## Hotel: reception cash sessions

Reconcile actual drawer cash without broad Finance access in POS.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. In Hotel POS open your own session using the existing drawer float. The owner can require sessions through hotel financial controls.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Record manual cash receipts; expected cash uses applied amounts, not cash received before change. Cash refunds attach to their actual operator’s session.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Count actual cash and close your own session. A different owner/manager with Finance Edit reviews the count and variance.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Opening float is an existing-cash record, not a funding journal. No drawer hardware bridge or automatic cash discrepancy journal.

## Hotel: daily posting review and lock

Save hotel totals and enforce a correction boundary.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. Close and independently review hotel cash sessions first. Review charge/payment/credit/refund evidence for the Manila posting date.

*Screenshot pending for this step. Follow the numbered instruction.*
2. An owner/manager with Finance Edit records a posting-day close and reconciliation note. Closing today blocks subsequent hotel financial entries until the next Manila date.

*Screenshot pending for this step. Follow the numbered instruction.*
3. A different owner/manager can reopen for documented corrections. Reconcile accounting statements separately.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Daily review/lock, not a full hotel night-audit engine. Agreed room charges still post once at check-in; no nightly accrual, tax engine or business-date rollover.

## Administration: provider gateways

Inspect inactive connections and signed delivery/reconciliation queues.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. An owner/manager with Admin access opens Integration gateways. A trusted operator configures the per-business adapter and secret on the server.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Inspect outbound events before delivering/retrying. The adapter must honor the event idempotency key and verify the timestamp/HMAC contract.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Inspect incoming event payloads and record reconciliation evidence. They remain held for review and never automatically alter bookings, payments or filings.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Hotel: assigned cleaning and independent inspection

Hotel: assigned cleaning and independent inspection

### Flow chart

```mermaid
flowchart LR
  n0["Configure"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Retain history"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record actual evidence
  p2->>p1: Independently review
  p1->>p0: Publish outcome
```

1. An Operations owner/manager assigns the latest dirty/clean vacant-room task to active staff with Operations Edit and records a due time.

*Screenshot pending for this step. Follow the numbered instruction.*
2. The assigned cleaner records actual completion. A different Operations owner/manager inspects or rejects it with evidence. Rejected cleaning returns to the cleaner.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Only an inspected result updates shared readiness. Cancel stale assignments when a later turnover supersedes them; inspect the current task before check-in.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Turnover only, not occupied-room housekeeping or payroll. Staff see their own assignments. Active assignments cannot be bypassed by the POS ready shortcut.

## Hotel and kitchen: reviewed source charges to a guest room

Transfer one served kitchen order to an in-house guest folio after independent review.

### Flow chart

```mermaid
flowchart LR
  n0["Served kitchen order"]
  n1["Actual room authorization"]
  n2["Independent review"]
  n3["One guest charge"]
  n4["Existing settlement"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Finance preparer
  participant p1 as Finance reviewer
  participant p2 as System
  p0->>p2: Submit actual source and room authorization
  p1->>p2: Verify and approve or reject
  p2->>p0: Save source charge and journal once
```

1. Enable food, stays and property finance, and use Finance access. Preparing a transfer also requires Operations Edit. Open Kitchen to guest room from ERP apps.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Find the actual served kitchen order and in-house room separately. Check the saved items, guest and full order ID. Record the guest/room authorization and confirm the order has not been billed through another route.

*Screenshot pending for this step. Follow the numbered instruction.*
3. A different owner or manager with Finance Edit verifies the frozen item prices, actual guest authorization and current room before approving. Reject an incorrect request rather than altering its evidence.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Approval creates one source-linked guest charge and balanced receivable/revenue posting. No payment is recorded. Collect through the existing guest balance workflow.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Use existing hotel credits/refunds for corrections; a posted source stays claimed. Do not add this order again as a manual service or retail sale.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Explicit reviewed transfer, not automatic outlet routing. Requires a checked-in open folio allowing charges. No ingredient consumption, restaurant taxes or duplicate-manual-entry detection. Source and final review evidence are immutable.



## Offline purchase and activation

Desktop supports its installed packages; native Android permanent activation requires 1.3.0-preview and currently supports Retail and Water Refilling. This does not make cloud browser pages available offline.

1. Open the existing local business and its License & local package page. Expired trial records are retained; do not reinstall or create another business.
2. Copy the activation request and send it privately to support using any available device. Confirm the platform, exact installed version, supported package and agreed payment.
3. Super Admin opens Offline licenses, verifies the request, ownership and payment, then generates a signed permanent key without requiring a cloud tenant.
4. Transfer the key to the original device, paste/import it, verify the preview and apply the local package. Existing business records remain.
5. Permanent use covers the purchased version; updates/support and Cloud are separate. Keep local backups. Device replacement, rebinding or package changes require support review.

Full customer and administrator instructions: /docs/offline-activation.


## Local item pictures

Desktop 0.4.1: Products & stock → Add product → Save, then Edit → Choose local picture (JPEG/PNG/WebP, up to 2 MB). Android 1.4.0-preview: Business Owner → Catalog → create an item → Item picture → Camera or Choose photo; unlock Owner again after Camera, then Save picture locally. Photos stay in local database/encrypted owner backups. Cloud item pictures use a placeholder; no local picture URL or bytes are uploaded. Native limit: 1,000 pictures, with the existing 20 MB backup limit. Keep backups before updates; purchased-version licenses need compatible update terms.


---

# Professional services: how-to handbook

Updated 22 October 2026.

Manage engagements, approved actual time, delivery milestones, capacity, expenses, client approvals and agreed service contracts.

Cross-industry kitchen/room connections require both food and hotel modules. Public documentation describes delivered capabilities. The signed-in guide is limited by the saved foundation and staff access. Optional shared workforce/payroll/financial modules require separate selection and appropriate access.

## Using your workspace

1. POS & front desk has a Workflow dropdown showing only configured, authorised and delivered counters. Owners and platform administrators select workflows in the foundation setup; role permissions remain separate. Switching warns about unsaved counter work and is blocked while saving. Reload if another tab changes the POS sign-in. Seven specialized operational desks are available when their optional blocks and counter workflows are enabled: Water, Salon, Laundry, Food pickup, Auto repair, Retail handover and Services dispatch. Water/Retail also reuse existing sales checkout; the other five do not have a new financial payment engine. Boarding House stays in Real Estate. See /docs/specialist-operations for individual desk guides and demo practice.
2. My profile, Messages and Notifications are in the top-right header; message and notification badges show important updates. Use the top section buttons to choose General, Operations, Finance, Marketing, Human Resources or Administration. Open a workspace in the row below. Long rows scroll horizontally with full labels; All workspaces opens a grouped list of authorized links. On phones the section row also scrolls.
3. The overview shows only authorized foundation modules. Use Activity period for created-record trends and Workspace to narrow summaries. Use Line / Bars and Inspect day for exact daily activity, or expand Daily values. Compare current and previous equal-length periods. Status/composition charts show current or historical source metrics as labelled and do not change with Activity period; open All source metrics for exact underlying values. Charts label overlapping counts, and unavailable data is not treated as zero.
4. Products & stock and Customer jobs & dispatch use tables on desktop and labelled records on phones. Use Choose columns, click a sortable desktop heading, then Save view. Sorting covers only the loaded page; use the workspace search/status filter and Previous / Next for other records.
5. In Diagram view, choose Step by Step for numbered instruction cards, available demo screenshots and illustrated references. Use Enlarge image for a readable full-size view. Steps without an approved image explicitly say Screenshot pending. Older navigation is labelled; follow the current written instruction.
6. Saved table views belong to your account in this browser. They do not change permissions or other staff views. Reset view restores the table defaults. No transaction or customer records are stored in these preferences.

## First setup

1. **Operations:** Select an active customer contact and create an engagement with agreed rate and staff lead.
2. **Operations:** Record hours/fee budgets, delivery milestones and explicit daily staff capacity.
3. **Finance / Operations:** For a new monthly agreement, use a fresh engagement and independently approved fixed-fee service contract.

## Daily work

1. **Consultant:** Submit your actual minutes as billable or non-billable with work evidence; another eligible reviewer approves.
2. **Planner:** Allocate engagement work within configured capacity and review approved leave before scheduling.
3. **Delivery team / client:** Submit completed deliverables; obtain independent or authorized client acceptance.
4. **Project team:** Capture actual project expenses against unique receipt references and obtain independent review.

## Closing and review

1. **Finance:** Invoice approved billable time or accepted milestones according to the agreed model; another Finance reviewer issues.
2. **Finance / reviewer:** Record reviewed advances, apply original receipts to earned invoices and return only available original balances.
3. **Owner / manager:** Review capacity, accepted but unissued work and client access; revoke links when no longer needed.

## Current limits

- One engagement cannot mix time and milestone billing. Contract periods use agreed fixed monthly fees.
- Recognition is accepted ended-period milestone revenue on invoice issue; over-time progress and multiple-obligation policies are not implemented.
- Project expense approval does not execute reimbursement, payroll or a supplier payment.

## Client and owner self-service

1. Ask the business to verify your contact identity and provide a private access link. Open it privately; it is a credential and expires after seven days.
2. Review only your own records. Open sent quote lines before confirming acceptance, review delivered milestones before accepting, and cast only your eligible unit ballot.
3. Check issued invoice amounts and saved payment evidence. Arrange payments through the business; the contact portal does not collect money.
4. Sign out on shared devices. If access expires or is revoked, ask the business for another verified link.

This contact portal is separate from staff/POS credentials and monthly rental customer accounts. Monthly rental customers use the existing real-estate customer login.

Only perform actions allowed by your foundation and department role.

In the online guide, choose Diagram view → Step by Step for numbered visual instructions. Images below are site-relative links; open this handbook on the ERP website to view them. Demo screenshots and illustrated references are labelled separately; missing images are explicitly pending.

## Salon front desk · specialized workflow

Salon demo: 4 appointments in Booked, Arrivals, In service and Completed. Choose a record and inspect History & next action before progressing it.

### Flow chart

```mermaid
flowchart LR
  n0["Book appointment"]
  n1["Review linked records"]
  n2["Progress permitted stages"]
  n3["Record handover / completion"]
  n4["Review audit history"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Owner / manager
  p2->>p1: Configure matching foundation and workflow
  p0->>p1: Sign in to the selected desk
  p0->>p1: Save intake and permitted progress
  p1->>p0: Validate source and retain audit history
```

1. Administrator: select the compatible professional-services foundation, its parent modules and the optional salon-appointments block. Select Salon front desk · appointments in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Open /pos-login, choose Salon front desk · appointments 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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Choose the appropriate queue (All appointments, Booked, Arrivals, In service, Completed). Use Book appointment to create a record, or open History & next action on an existing one.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Select the client and active staff member. Enter the service, chair and total occupied time including processing/buffer time.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Create the booking. Active appointments cannot overlap for the same staff member or chair; adjacent time windows are allowed.

*Screenshot pending for this step. Follow the numbered instruction.*
6. Record arrival, start service and completion. Use cancelled or no-show only from the permitted stages; retain evidence in history.

*Screenshot pending for this step. Follow the numbered instruction.*
7. Record cancellation or no-show only when offered. Keep service billing in the separately authorised Business portal. Completing an appointment does not complete or invoice a service engagement.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Scheduling and operational progress only. Staff qualification rules, multiple processing phases, visit checkout, deposits, rebooking and stylist commissions are not implemented. This operational desk has no new payment engine.

## Laundry front desk · specialized workflow

Laundry demo: 4 tickets in Received, Washing, Ready and Released, each with two generated bag codes. Open the Ready ticket to practice checking every expected bag before release.

### Flow chart

```mermaid
flowchart LR
  n0["Receive laundry"]
  n1["Review linked records"]
  n2["Progress permitted stages"]
  n3["Record handover / completion"]
  n4["Review audit history"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Owner / manager
  p2->>p1: Configure matching foundation and workflow
  p0->>p1: Sign in to the selected desk
  p0->>p1: Save intake and permitted progress
  p1->>p0: Validate source and retain audit history
```

1. Administrator: select the compatible professional-services foundation, its parent modules and the optional laundry-custody block. Select Laundry front desk · intake & collection in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Open /pos-login, choose Laundry front desk · intake & collection 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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Choose the appropriate queue (All tickets, Intake, Processing, QC, Ready to collect, Released). Use Receive laundry to create a record, or open History & next action on an existing one.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Select the client, kg or piece basis, gross quantity, tare, bag count and promised time. Pieces must be whole and have zero tare.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Keep the generated bag codes with each bag. Progress sorting, washing, drying, packing, QC and ready with evidence; return to sorting for rework.

*Screenshot pending for this step. Follow the numbered instruction.*
6. At release scan/type every expected bag code exactly once and record the verified recipient and handover evidence. Verify payment separately in the billing workflow.

*Screenshot pending for this step. Follow the numbered instruction.*
7. Keep promised time and net quantity visible. Use History & next action to review the last evidence; use permitted rework transitions when needed. Check payment separately in commercial billing; this desk does not enforce payment before release.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Operational ticket and bag custody only. No price/rush rules, payment enforcement, garment photos, bag splitting, representative registry or scale integration. This operational desk has no new payment engine.

## Services & contracting desk · specialized workflow

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.

### Flow chart

```mermaid
flowchart LR
  n0["Schedule site visit"]
  n1["Review linked records"]
  n2["Progress permitted stages"]
  n3["Record handover / completion"]
  n4["Review audit history"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Owner / manager
  p2->>p1: Configure matching foundation and workflow
  p0->>p1: Sign in to the selected desk
  p0->>p1: Save intake and permitted progress
  p1->>p0: Validate source and retain audit history
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Select an open job or service engagement, active staff member, site and visit window. The corresponding parent module must be selected.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Schedule the visit; active visits cannot overlap for the same staff member. Record dispatch and arrival with evidence.

*Screenshot pending for this step. Follow the numbered instruction.*
6. Complete the visit with actual site evidence. Complete/review the authoritative job or engagement and issue eligible billing separately.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Specialist operations: seven optional workflows

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

### Flow chart

```mermaid
flowchart LR
  n0["Select enabled workflow"]
  n1["Find existing source"]
  n2["Record intake"]
  n3["Progress with evidence"]
  n4["Review history / shared handoff"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Administrator
  p2->>p1: Enable optional module and preserve existing roles
  p0->>p1: Create typed intake
  p1->>p0: Check source and reservation/custody rules
  p0->>p1: Record permitted progress and evidence
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Shared staff: employee records and schedules

Maintain employee details separately from login accounts.

### Flow chart

```mermaid
flowchart LR
  n0["Employee record"]
  n1["Planned schedule"]
  n2["Login role"]
  n3["Optional workforce link"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as HR
  participant p1 as Owner
  participant p2 as System
  p0->>p2: Save employee and schedule
  p1->>p2: Assign staff account role
  p1->>p2: Link employee if workforce enabled
  p2->>p0: Show allowed HR records
```

1. Open Employees / HR and maintain the employee name, position, start date and active status.

![Employee creation dialog with fictional apprentice name and position](/guides/screenshots/employees-form.jpg)

*Demo screenshot: Maintain the employee record separately from login access. This prepared form was cancelled without creating the extra employee. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Use Employee Scheduling to record planned work windows.

![Planned Monday employee schedule from nine to five](/guides/screenshots/employees-schedule.jpg)

*Demo screenshot: Use Employee Scheduling for planned hours. These hours are not approved attendance or payroll inputs; this example was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Only the owner uses Staff Management and Role Management to assign login access.

![Owner account review with role selection for a synthetic staff member](/guides/screenshots/roles-staff-account.jpg)

*Demo screenshot: Only the owner reviews staff login permissions. Employee records and staff accounts are separate; this example did not save account changes. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. If Attendance & leave is enabled, the owner links an active employee to the correct staff account before personal submissions.

![Employee-to-account identity and hourly-rate setup](/guides/screenshots/workforce-identity.jpg)

*Demo screenshot: Link the employee to the correct staff account. The example uses existing synthetic links and a demo rate; the form was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Sign in and find your workspace

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

### Flow chart

```mermaid
flowchart LR
  n0["Staff Login"]
  n1["Overview"]
  n2["Enabled apps"]
  n3["Your records"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Owner
  p0->>p1: Sign in
  p1->>p0: Load foundation and access
  p0->>p2: Request missing access
  p2->>p1: Review department role
```

1. Sign in through Staff Login using your assigned email and current password.

![Business Login with empty email and password fields](/guides/screenshots/access-business-login.jpg)

*Demo screenshot: Use the business entry for staff access. The dedicated POS login and public industry handbook links are available below; no credentials are shown. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
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.

![Property foundation overview with business dashboard and authorized workspace filters](/guides/screenshots/access-overview.jpg)

*Demo screenshot: Open Overview for the selected foundation. The example shows a synthetic tenant and a seven-day creation-activity window. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![System and workflow dashboard for property spaces](/guides/screenshots/access-system-overview.jpg)

*Demo screenshot: Use System & workflow to inspect source records. These snapshot values are not infrastructure-health measures. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
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.

![Overview period and workspace selectors with export action](/guides/screenshots/access-overview.jpg)

*Demo screenshot: Choose the activity window and an authorized workspace before inspecting or exporting visible data. The date filter does not alter all-history snapshots. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. If a module is missing, ask the owner about department access and the platform administrator about foundation selection.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Owner: staff and role management

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

### Flow chart

```mermaid
flowchart LR
  n0["Define role"]
  n1["Choose access"]
  n2["Assign staff"]
  n3["Verify portal"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Owner
  participant p1 as System
  participant p2 as Staff
  p0->>p1: Save department role
  p0->>p1: Assign account role
  p2->>p1: Refresh portal
  p1->>p2: Show allowed modules
```

1. As owner, open Role Management and create or review a department role.

![Owner role editor with department and checkout capability selectors](/guides/screenshots/roles-permissions.jpg)

*Demo screenshot: Open Role Management as owner. This is an unsaved example; the existing role table below retains its previous settings. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Choose None, View or Edit per department. Keep Finance and HR restricted to the appropriate staff.

![Unsaved operations role example with Finance and HR set to No access](/guides/screenshots/roles-permissions.jpg)

*Demo screenshot: Choose the access required for the job. This draft shows General View, Operations Edit and no Finance, HR or checkout access. It was cancelled without changing any role. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Open Staff Management, create or review the account and assign its role.

![Demo Technician account review with assigned permission role](/guides/screenshots/roles-staff-account.jpg)

*Demo screenshot: Review the account and its permission role before saving. The broad synthetic capture role shown is for documentation fixtures, not a recommended staff preset. Password field is empty; no account change was saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Ask the staff member to refresh their portal and verify the visible modules. Staff can change their own credentials in My profile.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared contacts

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

### Flow chart

```mermaid
flowchart LR
  n0["Search contact"]
  n1["Create or update"]
  n2["Assign roles"]
  n3["Link to work"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  p0->>p1: Search existing identities
  p0->>p1: Save contact and roles
  p0->>p1: Link business record
  p1->>p0: Return linked record
```

1. Open Contacts and search before creating a duplicate.

![Shared directory search returning the synthetic Demo Customer contact](/guides/screenshots/contacts-search.jpg)

*Demo screenshot: Search the shared directory before creating a duplicate identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Choose a person or organization, enter the name and available contact details.

![Contact identity form showing person type and synthetic email](/guides/screenshots/contacts-identity-roles.jpg)

*Demo screenshot: Review the name, person or organization type and available contact details. This example edits an existing demo identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Assign the roles needed by your workflow, such as Customer or Vendor; a contact can have several roles.

![Contact editor with both customer and vendor roles selected](/guides/screenshots/contacts-identity-roles.jpg)

*Demo screenshot: One contact may have several business roles. These contact roles do not create login permissions; this screenshot shows unsaved selections. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Select that contact when creating a sale, purchase, engagement, job, membership or activity.

![Activity form selecting Demo Customer as its linked contact](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Choose the existing contact inside the relevant workflow. This example links it to an activity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Shared finance: reports and period closing

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

### Flow chart

```mermaid
flowchart LR
  n0["Select month"]
  n1["Review journals"]
  n2["Reconcile"]
  n3["Owner closes month"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Finance
  participant p1 as Owner
  participant p2 as System
  p0->>p2: Request monthly reports
  p2->>p0: Return posted balances
  p0->>p1: Review reconciliation
  p1->>p2: Close ended month
```

1. Open Financial reports and choose the reporting month.

![Financial reports with October reporting month selected](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Choose the reporting month. This view contains only synthetic documentation transactions. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Review monthly income, cumulative trial balance and month-end balance sheet; export accounts for review.

![Monthly income, month-end balance sheet and cumulative trial balance](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Review the income, balance sheet and trial balance and export accounts for reconciliation. Example figures are not production business results. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Investigate missing transactions, unvalued stock or liabilities before relying on the reports.

![Posted-journal statements with accounting completeness warning](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Investigate missing costs, unvalued stock, liabilities and taxes before relying on the report. The demo stock remains unvalued and periodic. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Only an owner with Finance edit closes an ended month after reviewing reconciliation. New journals in that month are then blocked.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared workforce: your attendance and leave

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

### Flow chart

```mermaid
flowchart LR
  n0["Linked employee"]
  n1["Submit actual time / leave"]
  n2["Independent review"]
  n3["Own records / payslip"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Employee
  participant p1 as HR reviewer
  participant p2 as System
  p0->>p2: Submit time or leave
  p1->>p2: Approve or reject
  p2->>p0: Publish status and balance
  p0->>p2: Read own payslip
```

1. The owner links your active staff account to an active employee in Attendance & leave and sets the hourly rate.

![Workforce identity form selecting demo employee and matching account](/guides/screenshots/workforce-identity.jpg)

*Demo screenshot: The owner maintains the employee/account link and reviewed hourly rate. These values are synthetic documentation data. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Open My work & payslips. Clock in/out or submit a past completed shift with the actual break minutes.

![Own completed-shift form with start, end and sixty break minutes](/guides/screenshots/workforce-completed-shift.jpg)

*Demo screenshot: Submit the actual completed shift for independent review. This synthetic example covers 09:00–17:00 with a 60-minute break. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Submit leave with kind, start/end dates and reason. Annual and sick leave use the allocated year balance.

![Annual leave request with matching dates and demonstration reason](/guides/screenshots/workforce-leave-form.jpg)

*Demo screenshot: Choose the leave type, dates and reason, then submit for independent review. This request uses a synthetic employee only. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Another owner/manager with HR edit reviews your submission. Check the resulting status and leave balance.

![Different reviewer inspecting submitted attendance and leave](/guides/screenshots/workforce-review.jpg)

*Demo screenshot: An independent demo reviewer checks the dates and actual hours before approving or rejecting. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![Approved demo attendance and one-day annual leave with updated balance](/guides/screenshots/workforce-approved.jpg)

*Demo screenshot: After independent approval the statuses are approved and annual leave has 11 of 12 days remaining. No payroll or payout was created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
5. Review your own published payslips when retail payroll is enabled.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Professional services: engagement and actual time

Track customer work and independently reviewed actual minutes.

### Flow chart

```mermaid
flowchart LR
  n0["Customer"]
  n1["Engagement"]
  n2["Actual time"]
  n3["Review"]
  n4["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Consultant
  participant p1 as Reviewer
  participant p2 as System
  p0->>p2: Create engagement / time
  p1->>p2: Review another user’s time
  p2->>p0: Publish review outcome
  p0->>p2: Update engagement status
```

1. Select an active Customer contact and create an engagement with its staff lead and PHP hourly rate.

![Demo consultation engagement form with client, lead and hourly rate](/guides/screenshots/services-engagement-form.jpg)

*Demo screenshot: Choose the customer and lead, enter the agreed planning rate and save the draft before activation. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Staff record actual dates/minutes against the engagement. These are time entries, not planned schedules.

![Own actual-time submission for the demo consultation](/guides/screenshots/services-time-form.jpg)

*Demo screenshot: Record the actual work date, minutes and description. Another owner or manager must review the submission. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. An eligible owner/manager with Operations edit reviews another person’s submitted time; self-approval is rejected.

![Independent reviewer form for a submitted demo time entry](/guides/screenshots/services-time-review.jpg)

*Demo screenshot: A different demo reviewer enters evidence in the review note before approving. Self-approval remains blocked. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Review accepted time and progress, then complete or cancel the engagement when appropriate.

![Completed demo engagement with one approved hour](/guides/screenshots/services-completed.jpg)

*Demo screenshot: Review accepted time before completing the engagement. Completion alone does not bill the customer. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

**Before you proceed:** Actual time requires independent review. Only approved billable time is selectable in Commercial invoices; agreed monthly contracts use accepted period milestones instead. Time entries do not automatically create wages or execute payments.

## Other industries: business activities

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

### Flow chart

```mermaid
flowchart LR
  n0["Category"]
  n1["Activity"]
  n2["Assign / due date"]
  n3["Progress"]
  n4["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Coordinator
  participant p1 as Assigned staff
  participant p2 as System
  p0->>p2: Save assigned activity
  p1->>p2: Update progress
  p2->>p0: Show status and overdue flags
  p1->>p2: Record completion
```

1. Choose or create the appropriate activity category.

![Demo activity form with Community coordination category](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Choose or enter the relevant activity category. The contact and assignee shown are synthetic documentation records. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Create an activity with title, category, optional contact/assignee and due date.

![Activity setup showing title, category, linked customer, assignee and due date](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Link the appropriate contact and staff member and set the due date. No specialized industry financial workflow is created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Review open and overdue work. Update progress as work moves forward.

![In-progress demo community activity with contact, assignee and due date](/guides/screenshots/activities-progress.jpg)

*Demo screenshot: Review the saved activity and due date, then use Progress history / update to record work. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Complete or cancel the activity and retain its history for follow-up.

![Completed demo community activity with retained progress notes](/guides/screenshots/activities-completed.jpg)

*Demo screenshot: Complete or cancel after the work is resolved, keeping the progress history for follow-up. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Shared documents

Keep supporting business files beside the records they explain.

### Flow chart

```mermaid
flowchart LR
  n0["Find file"]
  n1["Upload / reference"]
  n2["Review access"]
  n3["Use linked record"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  p0->>p1: Find document
  p0->>p1: Save file reference
  p1->>p0: Apply tenant and access checks
  p0->>p1: Open supporting document
```

1. Open Documents and search for an existing file before uploading another copy.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Add the document and the available business reference using your allowed storage workflow.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Review access and the linked record before sharing the document outside your business.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Use the supporting document when reviewing contracts, repairs or other operational work.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared payroll: draft, review and pay

Use the same reviewed payroll engine across industry foundations.

### Flow chart

```mermaid
flowchart LR
  n0["Review time"]
  n1["Draft"]
  n2["Independent approval"]
  n3["Payout"]
  n4["Payslip"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Payroll staff
  participant p1 as Reviewer
  participant p2 as Employee
  p0->>p1: Submit reviewed draft
  p1->>p0: Approve and freeze posting
  p0->>p2: Publish own payslip
```

1. Select Payroll, Workforce and Financial reports in the foundation. Assign HR and Finance access separately.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Resolve pending corrections and overtime, then load approved pay inputs. Premium amounts require separately reviewed calculation.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Create a draft with effective-dated configured rules. Split periods crossing a rule change.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Workforce: shifts, breaks and approvals

Keep planned work separate from reviewed actual attendance.

### Flow chart

```mermaid
flowchart LR
  n0["Assign roster"]
  n1["Record actual time"]
  n2["Request"]
  n3["Review"]
  n4["Pay input"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as HR reviewer
  participant p1 as Staff
  participant p2 as System
  p0->>p2: Assign dated shift
  p1->>p2: Record time and breaks
  p1->>p0: Submit correction
  p0->>p2: Review evidence
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Request overtime or an attendance correction with a reason. Missing clock-outs stay incomplete until corrected.

*Screenshot pending for this step. Follow the numbered instruction.*
4. An independent owner or manager reviews the queue. Approved corrections return attendance for fresh review. Payroll-frozen attendance cannot be rewritten.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Services: budgets and deliverable acceptance

Compare approved time to budgets and review milestones.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record work"]
  n2["Review evidence"]
  n3["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load linked records
  p0->>p1: Record work evidence
  p2->>p1: Review according to role
  p1->>p0: Enforce completion controls
```

1. Choose an existing open engagement in Industry operations and save planned hours and fee budget.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Add dated deliverables, activate the engagement, and submit evidence as work is delivered.

*Screenshot pending for this step. Follow the numbered instruction.*
3. A different owner or manager accepts or rejects; rejected work can be resubmitted. Accept every milestone before completing the engagement.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Approved time value uses saved hourly rates; it is not labor cost, invoiced revenue, profit or statutory accounting.

## Commercial: source-linked invoicing

Create invoices from approved work without billing it twice.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. Open Commercial invoices with Finance access. Select approved service time, an accepted milestone, a completed job, or a won agency fee.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Commercial: payments, credits and refunds

Preserve original invoices and record adjustment evidence.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
2. An owner/manager different from the invoice issuer records a credit within the uncredited invoice amount. Original invoice lines remain unchanged.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Refund only an available credit balance against the original payment and method. Review saved entries and cash change, then print or save PDF.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Administration: provider gateways

Inspect inactive connections and signed delivery/reconciliation queues.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. An owner/manager with Admin access opens Integration gateways. A trusted operator configures the per-business adapter and secret on the server.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Inspect outbound events before delivering/retrying. The adapter must honor the event idempotency key and verify the timestamp/HMAC contract.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Inspect incoming event payloads and record reconciliation evidence. They remain held for review and never automatically alter bookings, payments or filings.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Services: capacity and billable utilization

Services: capacity and billable utilization

### Flow chart

```mermaid
flowchart LR
  n0["Configure"]
  n1["Validate"]
  n2["Review"]
  n3["Track"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Planner
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record plan
  p1->>p0: Validate scope and limits
  p2->>p1: Review evidence
```

1. Configure each staff member’s available minutes for the actual date. No standard workday is assumed.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Allocate open engagement work within capacity; approved leave blocks new positive allocations. Set an allocation to zero to release it.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Mark actual time billable or non-billable before submission. Another eligible reviewer approves it. Compare approved billable minutes with configured capacity.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Daily planning is separate from payroll/rosters. Non-billable time cannot be selected for commercial billing. Reports show at most 5,000 rows over 63 days.

## Services: actual project expenses

Services: actual project expenses

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record actual evidence"]
  n2["Validate authority"]
  n3["Review outcome"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record authorized request
  p1->>p0: Validate scope and limits
  p2->>p1: Review actual evidence
```

1. Select an active/completed engagement in Service capacity and record actual expense date, amount and unique supporting receipt reference.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Another Operations owner/manager reviews the evidence. Self-approval and duplicate active receipt references are rejected.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Use the financial/payroll workflow for actual reimbursement or supplier payment, keeping the same supporting reference.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** These are project management expense records. Approval does not create a payable, payment, tax credit or accounting journal; the latest 500 are displayed.

## Owner/manager: private client and owner access

Owner/manager: private client and owner access

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record actual evidence"]
  n2["Validate authority"]
  n3["Review outcome"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record authorized request
  p1->>p0: Validate scope and limits
  p2->>p1: Review actual evidence
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Revoke the grant when access is no longer needed. Access is rechecked on each request. Renew by issuing another link after identity review.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Services: monthly contracts and reviewed client advances

Generate agreed monthly delivery periods and apply independently reviewed advances to earned invoices.

### Flow chart

```mermaid
flowchart LR
  n0["Agreed contract"]
  n1["Independent activation"]
  n2["Ended accepted period"]
  n3["Issued invoice"]
  n4["Reviewed advance application"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Preparer
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record agreement or advance evidence
  p2->>p1: Approve original evidence independently
  p1->>p0: Post balanced liability/application journals
  p0->>p1: Inspect recognition and remaining advances
```

1. Use a fresh active engagement with no milestones or active billing. Record a signed calendar-month agreement, fixed monthly fee and number of periods. Another Finance/Operations owner or manager activates it.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Generate each monthly delivery milestone on demand. Future periods cannot be submitted/accepted. Use delivery workflows for actual evidence and independent or client acceptance. Bill only accepted ended periods at the agreed fee; another Finance reviewer issues the invoice.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Record an actual advance receipt with net amount, tender/reference and cash handed over where applicable. Another Finance owner/manager checks and posts the receipt to client-advance liability. Cash change is returned separately from the net advance.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Apply a posted original receipt to an issued contract invoice. Another Finance reviewer posts it only within the current invoice and original receipt balances. No second cash receipt is created.

*Screenshot pending for this step. Follow the numbered instruction.*
5. After a credit adjustment, reverse only the credited part of an original application back into the advance balance. Refund only an unapplied original receipt through its original tender, with actual refund evidence and another reviewer.

*Screenshot pending for this step. Follow the numbered instruction.*

**Before you proceed:** Fixed-fee whole calendar months, no automatic background billing. Recognition posts on independent invoice issue after ended-period acceptance; no over-time progress, variable consideration, multiple performance obligations, tax or foreign currency. Advance events are immutable after review. Do not treat unapplied advances as revenue.



## Offline purchase and activation

Desktop supports its installed packages; native Android permanent activation requires 1.3.0-preview and currently supports Retail and Water Refilling. This does not make cloud browser pages available offline.

1. Open the existing local business and its License & local package page. Expired trial records are retained; do not reinstall or create another business.
2. Copy the activation request and send it privately to support using any available device. Confirm the platform, exact installed version, supported package and agreed payment.
3. Super Admin opens Offline licenses, verifies the request, ownership and payment, then generates a signed permanent key without requiring a cloud tenant.
4. Transfer the key to the original device, paste/import it, verify the preview and apply the local package. Existing business records remain.
5. Permanent use covers the purchased version; updates/support and Cloud are separate. Keep local backups. Device replacement, rebinding or package changes require support review.

Full customer and administrator instructions: /docs/offline-activation.


## Local item pictures

Desktop 0.4.1: Products & stock → Add product → Save, then Edit → Choose local picture (JPEG/PNG/WebP, up to 2 MB). Android 1.4.0-preview: Business Owner → Catalog → create an item → Item picture → Camera or Choose photo; unlock Owner again after Camera, then Save picture locally. Photos stay in local database/encrypted owner backups. Cloud item pictures use a placeholder; no local picture URL or bytes are uploaded. Native limit: 1,000 pictures, with the existing 20 MB backup limit. Keep backups before updates; purchased-version licenses need compatible update terms.


---

# Trades: how-to handbook

Updated 22 October 2026.

Plan customer jobs, actual quote acceptance, crew dispatch, execution checks, materials, costs and manual collections.

Cross-industry kitchen/room connections require both food and hotel modules. Public documentation describes delivered capabilities. The signed-in guide is limited by the saved foundation and staff access. Optional shared workforce/payroll/financial modules require separate selection and appropriate access.

## Using your workspace

1. POS & front desk has a Workflow dropdown showing only configured, authorised and delivered counters. Owners and platform administrators select workflows in the foundation setup; role permissions remain separate. Switching warns about unsaved counter work and is blocked while saving. Reload if another tab changes the POS sign-in. Seven specialized operational desks are available when their optional blocks and counter workflows are enabled: Water, Salon, Laundry, Food pickup, Auto repair, Retail handover and Services dispatch. Water/Retail also reuse existing sales checkout; the other five do not have a new financial payment engine. Boarding House stays in Real Estate. See /docs/specialist-operations for individual desk guides and demo practice.
2. My profile, Messages and Notifications are in the top-right header; message and notification badges show important updates. Use the top section buttons to choose General, Operations, Finance, Marketing, Human Resources or Administration. Open a workspace in the row below. Long rows scroll horizontally with full labels; All workspaces opens a grouped list of authorized links. On phones the section row also scrolls.
3. The overview shows only authorized foundation modules. Use Activity period for created-record trends and Workspace to narrow summaries. Use Line / Bars and Inspect day for exact daily activity, or expand Daily values. Compare current and previous equal-length periods. Status/composition charts show current or historical source metrics as labelled and do not change with Activity period; open All source metrics for exact underlying values. Charts label overlapping counts, and unavailable data is not treated as zero.
4. Products & stock and Customer jobs & dispatch use tables on desktop and labelled records on phones. Use Choose columns, click a sortable desktop heading, then Save view. Sorting covers only the loaded page; use the workspace search/status filter and Previous / Next for other records.
5. In Diagram view, choose Step by Step for numbered instruction cards, available demo screenshots and illustrated references. Use Enlarge image for a readable full-size view. Steps without an approved image explicitly say Screenshot pending. Older navigation is labelled; follow the current written instruction.
6. Saved table views belong to your account in this browser. They do not change permissions or other staff views. Reset view restores the table defaults. No transaction or customer records are stored in these preferences.

## First setup

1. **Operations:** Create the customer contact, site job, actual work window and lead technician.
2. **Dispatcher:** Prepare the detailed quote, required checks and crew before work starts.
3. **Stock manager:** Prepare the correct warehouse, materials and eligible lot/serial stock.

## Daily work

1. **Customer / team:** Record actual customer acceptance of the sent quote or use their private contact portal.
2. **Dispatcher:** Schedule only after checking all lead/crew overlaps and approved leave.
3. **Assigned technician:** Start work, record per-check evidence and complete all required checks before job completion.
4. **Finance / stock:** Issue actual unreserved materials to work in progress and review other cost evidence independently.

## Closing and review

1. **Finance:** Bill the completed job; the invoice must match an accepted quote where one exists. Record actual payments separately.
2. **Dispatcher:** Create recurring visits from completed source jobs; generate drafts, then review and dispatch each visit.
3. **Manager:** Review unknown material values, cost evidence and any uncompleted required checks.

## Current limits

- Crew occupies the whole job window; no route optimization or payroll roster synchronization.
- Periodic-stock issue value may remain unknown. Reviewed labor/subcontract costs are management evidence, not duplicate payment journals.
- Recurring generation creates drafts, not automatic dispatch or customer billing.

## Client and owner self-service

1. Ask the business to verify your contact identity and provide a private access link. Open it privately; it is a credential and expires after seven days.
2. Review only your own records. Open sent quote lines before confirming acceptance, review delivered milestones before accepting, and cast only your eligible unit ballot.
3. Check issued invoice amounts and saved payment evidence. Arrange payments through the business; the contact portal does not collect money.
4. Sign out on shared devices. If access expires or is revoked, ask the business for another verified link.

This contact portal is separate from staff/POS credentials and monthly rental customer accounts. Monthly rental customers use the existing real-estate customer login.

Only perform actions allowed by your foundation and department role.

In the online guide, choose Diagram view → Step by Step for numbered visual instructions. Images below are site-relative links; open this handbook on the ERP website to view them. Demo screenshots and illustrated references are labelled separately; missing images are explicitly pending.

## Auto repair reception · specialized workflow

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

### Flow chart

```mermaid
flowchart LR
  n0["Check in vehicle"]
  n1["Review linked records"]
  n2["Progress permitted stages"]
  n3["Record handover / completion"]
  n4["Review audit history"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Owner / manager
  p2->>p1: Configure matching foundation and workflow
  p0->>p1: Sign in to the selected desk
  p0->>p1: Save intake and permitted progress
  p1->>p0: Validate source and retain audit history
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Create the authoritative trade job first. Attach the vehicle identifier, odometer and intake condition/keys evidence.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Progress to inspection. An owner or manager records actual customer work-authorization evidence; changed estimated amounts require fresh authorization through inspection.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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 & contracting desk · specialized workflow

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.

### Flow chart

```mermaid
flowchart LR
  n0["Schedule site visit"]
  n1["Review linked records"]
  n2["Progress permitted stages"]
  n3["Record handover / completion"]
  n4["Review audit history"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Owner / manager
  p2->>p1: Configure matching foundation and workflow
  p0->>p1: Sign in to the selected desk
  p0->>p1: Save intake and permitted progress
  p1->>p0: Validate source and retain audit history
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Select an open job or service engagement, active staff member, site and visit window. The corresponding parent module must be selected.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Schedule the visit; active visits cannot overlap for the same staff member. Record dispatch and arrival with evidence.

*Screenshot pending for this step. Follow the numbered instruction.*
6. Complete the visit with actual site evidence. Complete/review the authoritative job or engagement and issue eligible billing separately.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Specialist operations: seven optional workflows

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

### Flow chart

```mermaid
flowchart LR
  n0["Select enabled workflow"]
  n1["Find existing source"]
  n2["Record intake"]
  n3["Progress with evidence"]
  n4["Review history / shared handoff"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Administrator
  p2->>p1: Enable optional module and preserve existing roles
  p0->>p1: Create typed intake
  p1->>p0: Check source and reservation/custody rules
  p0->>p1: Record permitted progress and evidence
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Shared inventory: store variants and scan labels

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

### Flow chart

```mermaid
flowchart LR
  n0["Base SKU"]
  n1["Store family"]
  n2["Variant / metadata"]
  n3["Packaging code"]
  n4["Print / scan"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operations
  participant p1 as System
  p0->>p1: Create family and details
  p1->>p0: Validate ISBN and uniqueness
  p0->>p1: Register packaging code
  p1->>p0: Generate printable labels
```

1. Create the base SKU in Products & stock, then open Product families & scan labels.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Register packaging with its scanner code and base quantity. The optional package price must resolve to whole cents per base unit.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Shared inventory: counts, replenishment and lot expiry

Review counted quantities and eligible lot stock before replenishing.

### Flow chart

```mermaid
flowchart LR
  n0["Count / inspect"]
  n1["Independent review"]
  n2["Check replenishment"]
  n3["Receive with lots"]
  n4["Review trace"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operations
  participant p1 as Reviewer
  participant p2 as System
  p0->>p2: Submit stock count
  p1->>p2: Approve unchanged count
  p0->>p2: Create reviewable replenishment draft
  p0->>p2: Receive lot / serial stock
  p2->>p0: Allocate eligible sale lots by expiry
```

1. Submit a physical count at the chosen location with a reason. Another eligible owner/manager reviews it against unchanged stock.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Configure a supplier min/target/pack rule and review on-hand, reserved and open purchase quantities before creating a purchase draft.

*Screenshot pending for this step. Follow the numbered instruction.*
3. For a new product with no movement history, enable lot or serial tracking before receiving stock. Register receipt lots with optional expiry dates.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Choose a lot for tracked purchase receiving; serial receipts are one unit per serial. Review trace movements and exclude expired stock from sales.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Use a reviewed adjustment for disposal. Transfers retain lot provenance and customer returns restore the original sale lots.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Shared staff: employee records and schedules

Maintain employee details separately from login accounts.

### Flow chart

```mermaid
flowchart LR
  n0["Employee record"]
  n1["Planned schedule"]
  n2["Login role"]
  n3["Optional workforce link"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as HR
  participant p1 as Owner
  participant p2 as System
  p0->>p2: Save employee and schedule
  p1->>p2: Assign staff account role
  p1->>p2: Link employee if workforce enabled
  p2->>p0: Show allowed HR records
```

1. Open Employees / HR and maintain the employee name, position, start date and active status.

![Employee creation dialog with fictional apprentice name and position](/guides/screenshots/employees-form.jpg)

*Demo screenshot: Maintain the employee record separately from login access. This prepared form was cancelled without creating the extra employee. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Use Employee Scheduling to record planned work windows.

![Planned Monday employee schedule from nine to five](/guides/screenshots/employees-schedule.jpg)

*Demo screenshot: Use Employee Scheduling for planned hours. These hours are not approved attendance or payroll inputs; this example was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Only the owner uses Staff Management and Role Management to assign login access.

![Owner account review with role selection for a synthetic staff member](/guides/screenshots/roles-staff-account.jpg)

*Demo screenshot: Only the owner reviews staff login permissions. Employee records and staff accounts are separate; this example did not save account changes. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. If Attendance & leave is enabled, the owner links an active employee to the correct staff account before personal submissions.

![Employee-to-account identity and hourly-rate setup](/guides/screenshots/workforce-identity.jpg)

*Demo screenshot: Link the employee to the correct staff account. The example uses existing synthetic links and a demo rate; the form was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Sign in and find your workspace

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

### Flow chart

```mermaid
flowchart LR
  n0["Staff Login"]
  n1["Overview"]
  n2["Enabled apps"]
  n3["Your records"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Owner
  p0->>p1: Sign in
  p1->>p0: Load foundation and access
  p0->>p2: Request missing access
  p2->>p1: Review department role
```

1. Sign in through Staff Login using your assigned email and current password.

![Business Login with empty email and password fields](/guides/screenshots/access-business-login.jpg)

*Demo screenshot: Use the business entry for staff access. The dedicated POS login and public industry handbook links are available below; no credentials are shown. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
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.

![Property foundation overview with business dashboard and authorized workspace filters](/guides/screenshots/access-overview.jpg)

*Demo screenshot: Open Overview for the selected foundation. The example shows a synthetic tenant and a seven-day creation-activity window. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![System and workflow dashboard for property spaces](/guides/screenshots/access-system-overview.jpg)

*Demo screenshot: Use System & workflow to inspect source records. These snapshot values are not infrastructure-health measures. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
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.

![Overview period and workspace selectors with export action](/guides/screenshots/access-overview.jpg)

*Demo screenshot: Choose the activity window and an authorized workspace before inspecting or exporting visible data. The date filter does not alter all-history snapshots. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. If a module is missing, ask the owner about department access and the platform administrator about foundation selection.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Owner: staff and role management

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

### Flow chart

```mermaid
flowchart LR
  n0["Define role"]
  n1["Choose access"]
  n2["Assign staff"]
  n3["Verify portal"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Owner
  participant p1 as System
  participant p2 as Staff
  p0->>p1: Save department role
  p0->>p1: Assign account role
  p2->>p1: Refresh portal
  p1->>p2: Show allowed modules
```

1. As owner, open Role Management and create or review a department role.

![Owner role editor with department and checkout capability selectors](/guides/screenshots/roles-permissions.jpg)

*Demo screenshot: Open Role Management as owner. This is an unsaved example; the existing role table below retains its previous settings. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Choose None, View or Edit per department. Keep Finance and HR restricted to the appropriate staff.

![Unsaved operations role example with Finance and HR set to No access](/guides/screenshots/roles-permissions.jpg)

*Demo screenshot: Choose the access required for the job. This draft shows General View, Operations Edit and no Finance, HR or checkout access. It was cancelled without changing any role. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Open Staff Management, create or review the account and assign its role.

![Demo Technician account review with assigned permission role](/guides/screenshots/roles-staff-account.jpg)

*Demo screenshot: Review the account and its permission role before saving. The broad synthetic capture role shown is for documentation fixtures, not a recommended staff preset. Password field is empty; no account change was saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Ask the staff member to refresh their portal and verify the visible modules. Staff can change their own credentials in My profile.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared contacts

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

### Flow chart

```mermaid
flowchart LR
  n0["Search contact"]
  n1["Create or update"]
  n2["Assign roles"]
  n3["Link to work"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  p0->>p1: Search existing identities
  p0->>p1: Save contact and roles
  p0->>p1: Link business record
  p1->>p0: Return linked record
```

1. Open Contacts and search before creating a duplicate.

![Shared directory search returning the synthetic Demo Customer contact](/guides/screenshots/contacts-search.jpg)

*Demo screenshot: Search the shared directory before creating a duplicate identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Choose a person or organization, enter the name and available contact details.

![Contact identity form showing person type and synthetic email](/guides/screenshots/contacts-identity-roles.jpg)

*Demo screenshot: Review the name, person or organization type and available contact details. This example edits an existing demo identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Assign the roles needed by your workflow, such as Customer or Vendor; a contact can have several roles.

![Contact editor with both customer and vendor roles selected](/guides/screenshots/contacts-identity-roles.jpg)

*Demo screenshot: One contact may have several business roles. These contact roles do not create login permissions; this screenshot shows unsaved selections. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Select that contact when creating a sale, purchase, engagement, job, membership or activity.

![Activity form selecting Demo Customer as its linked contact](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Choose the existing contact inside the relevant workflow. This example links it to an activity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Shared inventory: warehouses and costing

Track physical quantities and move stock between locations.

### Flow chart

```mermaid
flowchart LR
  n0["Catalog"]
  n1["Warehouse balance"]
  n2["Transfer / adjustment"]
  n3["Stock history"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operations
  participant p1 as Owner / Finance
  participant p2 as System
  p0->>p2: Check location quantity
  p0->>p2: Request transfer
  p2->>p0: Validate and record both movements
  p1->>p2: Review opening valuation
```

1. Maintain SKU, unit, selling price, barcode and reorder level in Products & stock.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Open Warehouses & costing to review quantities by location. Add locations as needed.

![Demo warehouse quantity view with product search and stock by location](/guides/screenshots/retail-warehouse-upgrade.jpg)

*Demo screenshot: Review stock quantities by location. The opening-valuation button does not mean costing has been activated. Earlier navigation may appear. Follow the current numbered instruction.*
3. Select product, source, destination and positive quantity to transfer stock. Source shortages are rejected.

*Screenshot pending for this step. Follow the numbered instruction.*
4. For a count correction, an Operations and Finance editor records an adjustment with a reason. Positive valued adjustments require unit cost.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Only the owner with Operations and Finance edit can activate weighted-average costing after reviewing every stocked product cost and the offset account.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Shared finance: reports and period closing

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

### Flow chart

```mermaid
flowchart LR
  n0["Select month"]
  n1["Review journals"]
  n2["Reconcile"]
  n3["Owner closes month"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Finance
  participant p1 as Owner
  participant p2 as System
  p0->>p2: Request monthly reports
  p2->>p0: Return posted balances
  p0->>p1: Review reconciliation
  p1->>p2: Close ended month
```

1. Open Financial reports and choose the reporting month.

![Financial reports with October reporting month selected](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Choose the reporting month. This view contains only synthetic documentation transactions. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Review monthly income, cumulative trial balance and month-end balance sheet; export accounts for review.

![Monthly income, month-end balance sheet and cumulative trial balance](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Review the income, balance sheet and trial balance and export accounts for reconciliation. Example figures are not production business results. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Investigate missing transactions, unvalued stock or liabilities before relying on the reports.

![Posted-journal statements with accounting completeness warning](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Investigate missing costs, unvalued stock, liabilities and taxes before relying on the report. The demo stock remains unvalued and periodic. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Only an owner with Finance edit closes an ended month after reviewing reconciliation. New journals in that month are then blocked.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared workforce: your attendance and leave

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

### Flow chart

```mermaid
flowchart LR
  n0["Linked employee"]
  n1["Submit actual time / leave"]
  n2["Independent review"]
  n3["Own records / payslip"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Employee
  participant p1 as HR reviewer
  participant p2 as System
  p0->>p2: Submit time or leave
  p1->>p2: Approve or reject
  p2->>p0: Publish status and balance
  p0->>p2: Read own payslip
```

1. The owner links your active staff account to an active employee in Attendance & leave and sets the hourly rate.

![Workforce identity form selecting demo employee and matching account](/guides/screenshots/workforce-identity.jpg)

*Demo screenshot: The owner maintains the employee/account link and reviewed hourly rate. These values are synthetic documentation data. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Open My work & payslips. Clock in/out or submit a past completed shift with the actual break minutes.

![Own completed-shift form with start, end and sixty break minutes](/guides/screenshots/workforce-completed-shift.jpg)

*Demo screenshot: Submit the actual completed shift for independent review. This synthetic example covers 09:00–17:00 with a 60-minute break. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Submit leave with kind, start/end dates and reason. Annual and sick leave use the allocated year balance.

![Annual leave request with matching dates and demonstration reason](/guides/screenshots/workforce-leave-form.jpg)

*Demo screenshot: Choose the leave type, dates and reason, then submit for independent review. This request uses a synthetic employee only. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Another owner/manager with HR edit reviews your submission. Check the resulting status and leave balance.

![Different reviewer inspecting submitted attendance and leave](/guides/screenshots/workforce-review.jpg)

*Demo screenshot: An independent demo reviewer checks the dates and actual hours before approving or rejecting. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![Approved demo attendance and one-day annual leave with updated balance](/guides/screenshots/workforce-approved.jpg)

*Demo screenshot: After independent approval the statuses are approved and annual leave has 11 of 12 days remaining. No payroll or payout was created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
5. Review your own published payslips when retail payroll is enabled.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Trades: customer job and dispatch

Assign site work and check technician scheduling conflicts.

### Flow chart

```mermaid
flowchart LR
  n0["Customer job"]
  n1["Assign technician"]
  n2["Schedule"]
  n3["In progress"]
  n4["Completed"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Dispatcher
  participant p1 as Technician
  participant p2 as System
  p0->>p2: Save job and assignment
  p2->>p0: Validate schedule conflicts
  p0->>p1: Coordinate site work
  p0->>p2: Record completion history
```

1. Create a job for an active Customer contact and enter the site/work details and PHP estimate.

![Demo garden job form with customer, site, technician and estimate](/guides/screenshots/trades-job-form.jpg)

*Demo screenshot: Record the customer, site and work description. The estimate is a planning amount. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Assign an active technician and plan the work window. Resolve overlapping technician assignments.

![Draft demo job and scheduling transition with technician and work window](/guides/screenshots/trades-dispatch.jpg)

*Demo screenshot: Review the assigned technician and planned window, then record the scheduling note. Conflicting scheduled work is rejected. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Move the job through Scheduled and In progress while recording progress.

![In-progress job history and completion-notes form](/guides/screenshots/trades-completion-form.jpg)

*Demo screenshot: Record progress and completion evidence in the status history. The selected completed status is still a draft transition in this image. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Record completion or cancellation and retain the job’s status history.

![Completed demo job with scheduled, in-progress and completion history](/guides/screenshots/trades-completed-history.jpg)

*Demo screenshot: Review the retained status changes and completion notes. This job completion does not collect payment. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

**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.

## Other industries: business activities

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

### Flow chart

```mermaid
flowchart LR
  n0["Category"]
  n1["Activity"]
  n2["Assign / due date"]
  n3["Progress"]
  n4["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Coordinator
  participant p1 as Assigned staff
  participant p2 as System
  p0->>p2: Save assigned activity
  p1->>p2: Update progress
  p2->>p0: Show status and overdue flags
  p1->>p2: Record completion
```

1. Choose or create the appropriate activity category.

![Demo activity form with Community coordination category](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Choose or enter the relevant activity category. The contact and assignee shown are synthetic documentation records. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Create an activity with title, category, optional contact/assignee and due date.

![Activity setup showing title, category, linked customer, assignee and due date](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Link the appropriate contact and staff member and set the due date. No specialized industry financial workflow is created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Review open and overdue work. Update progress as work moves forward.

![In-progress demo community activity with contact, assignee and due date](/guides/screenshots/activities-progress.jpg)

*Demo screenshot: Review the saved activity and due date, then use Progress history / update to record work. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Complete or cancel the activity and retain its history for follow-up.

![Completed demo community activity with retained progress notes](/guides/screenshots/activities-completed.jpg)

*Demo screenshot: Complete or cancel after the work is resolved, keeping the progress history for follow-up. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Shared payroll: draft, review and pay

Use the same reviewed payroll engine across industry foundations.

### Flow chart

```mermaid
flowchart LR
  n0["Review time"]
  n1["Draft"]
  n2["Independent approval"]
  n3["Payout"]
  n4["Payslip"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Payroll staff
  participant p1 as Reviewer
  participant p2 as Employee
  p0->>p1: Submit reviewed draft
  p1->>p0: Approve and freeze posting
  p0->>p2: Publish own payslip
```

1. Select Payroll, Workforce and Financial reports in the foundation. Assign HR and Finance access separately.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Resolve pending corrections and overtime, then load approved pay inputs. Premium amounts require separately reviewed calculation.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Create a draft with effective-dated configured rules. Split periods crossing a rule change.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Workforce: shifts, breaks and approvals

Keep planned work separate from reviewed actual attendance.

### Flow chart

```mermaid
flowchart LR
  n0["Assign roster"]
  n1["Record actual time"]
  n2["Request"]
  n3["Review"]
  n4["Pay input"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as HR reviewer
  participant p1 as Staff
  participant p2 as System
  p0->>p2: Assign dated shift
  p1->>p2: Record time and breaks
  p1->>p0: Submit correction
  p0->>p2: Review evidence
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Request overtime or an attendance correction with a reason. Missing clock-outs stay incomplete until corrected.

*Screenshot pending for this step. Follow the numbered instruction.*
4. An independent owner or manager reviews the queue. Approved corrections return attendance for fresh review. Payroll-frozen attendance cannot be rewritten.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Trades: execution checklist and handover

Require evidence before completing a job.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record work"]
  n2["Review evidence"]
  n3["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load linked records
  p0->>p1: Record work evidence
  p2->>p1: Review according to role
  p1->>p0: Enforce completion controls
```

1. Choose a draft or scheduled job in Industry operations; define required and optional checks before work starts.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Use Jobs & dispatch to start work. The assigned technician or an owner/manager records each check and evidence.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Complete required checks before completing the job. Completed/cancelled jobs cannot have their checks rewritten.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Commercial: source-linked invoicing

Create invoices from approved work without billing it twice.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. Open Commercial invoices with Finance access. Select approved service time, an accepted milestone, a completed job, or a won agency fee.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Commercial: payments, credits and refunds

Preserve original invoices and record adjustment evidence.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
2. An owner/manager different from the invoice issuer records a credit within the uncredited invoice amount. Original invoice lines remain unchanged.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Refund only an available credit balance against the original payment and method. Review saved entries and cash change, then print or save PDF.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Trades: stock consumption and actual cost evidence

Connect active jobs to shared material movements and reviewed costs.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. Open Job materials & costs with Finance access. Material issue also requires Operations Edit and the inventory foundation.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Choose an in-progress job, product, warehouse and quantity. Serial issues require one selected serial. Reserved or ineligible expired stock cannot be consumed.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Submit supporting labor/subcontract/other cost records and external payroll/payable references. Another owner/manager reviews. Unknown material values remain explicit.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Administration: provider gateways

Inspect inactive connections and signed delivery/reconciliation queues.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. An owner/manager with Admin access opens Integration gateways. A trusted operator configures the per-business adapter and secret on the server.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Inspect outbound events before delivering/retrying. The adapter must honor the event idempotency key and verify the timestamp/HMAC contract.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Inspect incoming event payloads and record reconciliation evidence. They remain held for review and never automatically alter bookings, payments or filings.

*Screenshot pending for this step. Follow the numbered instruction.*

**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

Trades: customer quotes and repeat visits

### Flow chart

```mermaid
flowchart LR
  n0["Configure"]
  n1["Validate"]
  n2["Review"]
  n3["Track"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Planner
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record plan
  p1->>p0: Validate scope and limits
  p2->>p1: Review evidence
```

1. Create an itemized quote before the job starts. Record sending evidence, then actual customer acceptance before starting quoted work.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Complete required delivery checks. Invoice lines must match the accepted quote total; the quote freezes the job customer and scope.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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

Trades: multi-person job crew

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record actual evidence"]
  n2["Validate authority"]
  n3["Review outcome"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record authorized request
  p1->>p0: Validate scope and limits
  p2->>p1: Review actual evidence
```

1. Choose the draft/scheduled job in Quotes & recurring visits. Assign active crew members with a reason.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Schedule/start the job using the existing job workflow. Every assigned person is checked against lead/crew overlaps and approved leave.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Release crew while the job is draft/scheduled. Once work starts, crew history stays fixed; record completion evidence through delivery checks.

*Screenshot pending for this step. Follow the numbered instruction.*

**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

Owner/manager: private client and owner access

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record actual evidence"]
  n2["Validate authority"]
  n3["Review outcome"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Record authorized request
  p1->>p0: Validate scope and limits
  p2->>p1: Review actual evidence
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Revoke the grant when access is no longer needed. Access is rechecked on each request. Renew by issuing another link after identity review.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.



## Offline purchase and activation

Desktop supports its installed packages; native Android permanent activation requires 1.3.0-preview and currently supports Retail and Water Refilling. This does not make cloud browser pages available offline.

1. Open the existing local business and its License & local package page. Expired trial records are retained; do not reinstall or create another business.
2. Copy the activation request and send it privately to support using any available device. Confirm the platform, exact installed version, supported package and agreed payment.
3. Super Admin opens Offline licenses, verifies the request, ownership and payment, then generates a signed permanent key without requiring a cloud tenant.
4. Transfer the key to the original device, paste/import it, verify the preview and apply the local package. Existing business records remain.
5. Permanent use covers the purchased version; updates/support and Cloud are separate. Keep local backups. Device replacement, rebinding or package changes require support review.

Full customer and administrator instructions: /docs/offline-activation.


## Local item pictures

Desktop 0.4.1: Products & stock → Add product → Save, then Edit → Choose local picture (JPEG/PNG/WebP, up to 2 MB). Android 1.4.0-preview: Business Owner → Catalog → create an item → Item picture → Camera or Choose photo; unlock Owner again after Camera, then Save picture locally. Photos stay in local database/encrypted owner backups. Cloud item pictures use a placeholder; no local picture URL or bytes are uploaded. Native limit: 1,000 pictures, with the existing 20 MB backup limit. Keep backups before updates; purchased-version licenses need compatible update terms.


---

# Health & fitness: how-to handbook

Updated 22 October 2026.

Manage customer memberships, staff-led classes and eligibility/capacity-controlled bookings.

Cross-industry kitchen/room connections require both food and hotel modules. Public documentation describes delivered capabilities. The signed-in guide is limited by the saved foundation and staff access. Optional shared workforce/payroll/financial modules require separate selection and appropriate access.

## Using your workspace

1. POS & front desk has a Workflow dropdown showing only configured, authorised and delivered counters. Owners and platform administrators select workflows in the foundation setup; role permissions remain separate. Switching warns about unsaved counter work and is blocked while saving. Reload if another tab changes the POS sign-in. Seven specialized operational desks are available when their optional blocks and counter workflows are enabled: Water, Salon, Laundry, Food pickup, Auto repair, Retail handover and Services dispatch. Water/Retail also reuse existing sales checkout; the other five do not have a new financial payment engine. Boarding House stays in Real Estate. See /docs/specialist-operations for individual desk guides and demo practice.
2. My profile, Messages and Notifications are in the top-right header; message and notification badges show important updates. Use the top section buttons to choose General, Operations, Finance, Marketing, Human Resources or Administration. Open a workspace in the row below. Long rows scroll horizontally with full labels; All workspaces opens a grouped list of authorized links. On phones the section row also scrolls.
3. The overview shows only authorized foundation modules. Use Activity period for created-record trends and Workspace to narrow summaries. Use Line / Bars and Inspect day for exact daily activity, or expand Daily values. Compare current and previous equal-length periods. Status/composition charts show current or historical source metrics as labelled and do not change with Activity period; open All source metrics for exact underlying values. Charts label overlapping counts, and unavailable data is not treated as zero.
4. Products & stock and Customer jobs & dispatch use tables on desktop and labelled records on phones. Use Choose columns, click a sortable desktop heading, then Save view. Sorting covers only the loaded page; use the workspace search/status filter and Previous / Next for other records.
5. In Diagram view, choose Step by Step for numbered instruction cards, available demo screenshots and illustrated references. Use Enlarge image for a readable full-size view. Steps without an approved image explicitly say Screenshot pending. Older navigation is labelled; follow the current written instruction.
6. Saved table views belong to your account in this browser. They do not change permissions or other staff views. Reset view restores the table defaults. No transaction or customer records are stored in these preferences.

## First setup

1. **Operations:** Create customer memberships with their actual start/end dates.
2. **Operations:** Create classes with instructor, venue, schedule and capacity.
3. **Owner:** Assign staff Operations access and keep medical information outside this foundation.

## Daily work

1. **Reception:** Choose the member and class; verify the membership covers the class date in Asia/Manila.
2. **Reception:** Book within capacity and resolve member, instructor and venue conflicts.
3. **Reception:** Cancel a booking when appropriate to release the place.

## Closing and review

1. **Operations:** Review future classes, bookings and expiring memberships.
2. **HR / reviewer:** Review workforce records separately from member bookings.

## Current limits

- This is not a medical records system.
- Member payment collection, attendance tracking and a member portal are not delivered.

Only perform actions allowed by your foundation and department role.

In the online guide, choose Diagram view → Step by Step for numbered visual instructions. Images below are site-relative links; open this handbook on the ERP website to view them. Demo screenshots and illustrated references are labelled separately; missing images are explicitly pending.

## Shared staff: employee records and schedules

Maintain employee details separately from login accounts.

### Flow chart

```mermaid
flowchart LR
  n0["Employee record"]
  n1["Planned schedule"]
  n2["Login role"]
  n3["Optional workforce link"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as HR
  participant p1 as Owner
  participant p2 as System
  p0->>p2: Save employee and schedule
  p1->>p2: Assign staff account role
  p1->>p2: Link employee if workforce enabled
  p2->>p0: Show allowed HR records
```

1. Open Employees / HR and maintain the employee name, position, start date and active status.

![Employee creation dialog with fictional apprentice name and position](/guides/screenshots/employees-form.jpg)

*Demo screenshot: Maintain the employee record separately from login access. This prepared form was cancelled without creating the extra employee. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Use Employee Scheduling to record planned work windows.

![Planned Monday employee schedule from nine to five](/guides/screenshots/employees-schedule.jpg)

*Demo screenshot: Use Employee Scheduling for planned hours. These hours are not approved attendance or payroll inputs; this example was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Only the owner uses Staff Management and Role Management to assign login access.

![Owner account review with role selection for a synthetic staff member](/guides/screenshots/roles-staff-account.jpg)

*Demo screenshot: Only the owner reviews staff login permissions. Employee records and staff accounts are separate; this example did not save account changes. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. If Attendance & leave is enabled, the owner links an active employee to the correct staff account before personal submissions.

![Employee-to-account identity and hourly-rate setup](/guides/screenshots/workforce-identity.jpg)

*Demo screenshot: Link the employee to the correct staff account. The example uses existing synthetic links and a demo rate; the form was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Sign in and find your workspace

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

### Flow chart

```mermaid
flowchart LR
  n0["Staff Login"]
  n1["Overview"]
  n2["Enabled apps"]
  n3["Your records"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Owner
  p0->>p1: Sign in
  p1->>p0: Load foundation and access
  p0->>p2: Request missing access
  p2->>p1: Review department role
```

1. Sign in through Staff Login using your assigned email and current password.

![Business Login with empty email and password fields](/guides/screenshots/access-business-login.jpg)

*Demo screenshot: Use the business entry for staff access. The dedicated POS login and public industry handbook links are available below; no credentials are shown. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
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.

![Property foundation overview with business dashboard and authorized workspace filters](/guides/screenshots/access-overview.jpg)

*Demo screenshot: Open Overview for the selected foundation. The example shows a synthetic tenant and a seven-day creation-activity window. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![System and workflow dashboard for property spaces](/guides/screenshots/access-system-overview.jpg)

*Demo screenshot: Use System & workflow to inspect source records. These snapshot values are not infrastructure-health measures. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
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.

![Overview period and workspace selectors with export action](/guides/screenshots/access-overview.jpg)

*Demo screenshot: Choose the activity window and an authorized workspace before inspecting or exporting visible data. The date filter does not alter all-history snapshots. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. If a module is missing, ask the owner about department access and the platform administrator about foundation selection.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Owner: staff and role management

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

### Flow chart

```mermaid
flowchart LR
  n0["Define role"]
  n1["Choose access"]
  n2["Assign staff"]
  n3["Verify portal"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Owner
  participant p1 as System
  participant p2 as Staff
  p0->>p1: Save department role
  p0->>p1: Assign account role
  p2->>p1: Refresh portal
  p1->>p2: Show allowed modules
```

1. As owner, open Role Management and create or review a department role.

![Owner role editor with department and checkout capability selectors](/guides/screenshots/roles-permissions.jpg)

*Demo screenshot: Open Role Management as owner. This is an unsaved example; the existing role table below retains its previous settings. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Choose None, View or Edit per department. Keep Finance and HR restricted to the appropriate staff.

![Unsaved operations role example with Finance and HR set to No access](/guides/screenshots/roles-permissions.jpg)

*Demo screenshot: Choose the access required for the job. This draft shows General View, Operations Edit and no Finance, HR or checkout access. It was cancelled without changing any role. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Open Staff Management, create or review the account and assign its role.

![Demo Technician account review with assigned permission role](/guides/screenshots/roles-staff-account.jpg)

*Demo screenshot: Review the account and its permission role before saving. The broad synthetic capture role shown is for documentation fixtures, not a recommended staff preset. Password field is empty; no account change was saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Ask the staff member to refresh their portal and verify the visible modules. Staff can change their own credentials in My profile.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared contacts

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

### Flow chart

```mermaid
flowchart LR
  n0["Search contact"]
  n1["Create or update"]
  n2["Assign roles"]
  n3["Link to work"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  p0->>p1: Search existing identities
  p0->>p1: Save contact and roles
  p0->>p1: Link business record
  p1->>p0: Return linked record
```

1. Open Contacts and search before creating a duplicate.

![Shared directory search returning the synthetic Demo Customer contact](/guides/screenshots/contacts-search.jpg)

*Demo screenshot: Search the shared directory before creating a duplicate identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Choose a person or organization, enter the name and available contact details.

![Contact identity form showing person type and synthetic email](/guides/screenshots/contacts-identity-roles.jpg)

*Demo screenshot: Review the name, person or organization type and available contact details. This example edits an existing demo identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Assign the roles needed by your workflow, such as Customer or Vendor; a contact can have several roles.

![Contact editor with both customer and vendor roles selected](/guides/screenshots/contacts-identity-roles.jpg)

*Demo screenshot: One contact may have several business roles. These contact roles do not create login permissions; this screenshot shows unsaved selections. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Select that contact when creating a sale, purchase, engagement, job, membership or activity.

![Activity form selecting Demo Customer as its linked contact](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Choose the existing contact inside the relevant workflow. This example links it to an activity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Shared finance: reports and period closing

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

### Flow chart

```mermaid
flowchart LR
  n0["Select month"]
  n1["Review journals"]
  n2["Reconcile"]
  n3["Owner closes month"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Finance
  participant p1 as Owner
  participant p2 as System
  p0->>p2: Request monthly reports
  p2->>p0: Return posted balances
  p0->>p1: Review reconciliation
  p1->>p2: Close ended month
```

1. Open Financial reports and choose the reporting month.

![Financial reports with October reporting month selected](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Choose the reporting month. This view contains only synthetic documentation transactions. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Review monthly income, cumulative trial balance and month-end balance sheet; export accounts for review.

![Monthly income, month-end balance sheet and cumulative trial balance](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Review the income, balance sheet and trial balance and export accounts for reconciliation. Example figures are not production business results. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Investigate missing transactions, unvalued stock or liabilities before relying on the reports.

![Posted-journal statements with accounting completeness warning](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Investigate missing costs, unvalued stock, liabilities and taxes before relying on the report. The demo stock remains unvalued and periodic. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Only an owner with Finance edit closes an ended month after reviewing reconciliation. New journals in that month are then blocked.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared workforce: your attendance and leave

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

### Flow chart

```mermaid
flowchart LR
  n0["Linked employee"]
  n1["Submit actual time / leave"]
  n2["Independent review"]
  n3["Own records / payslip"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Employee
  participant p1 as HR reviewer
  participant p2 as System
  p0->>p2: Submit time or leave
  p1->>p2: Approve or reject
  p2->>p0: Publish status and balance
  p0->>p2: Read own payslip
```

1. The owner links your active staff account to an active employee in Attendance & leave and sets the hourly rate.

![Workforce identity form selecting demo employee and matching account](/guides/screenshots/workforce-identity.jpg)

*Demo screenshot: The owner maintains the employee/account link and reviewed hourly rate. These values are synthetic documentation data. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Open My work & payslips. Clock in/out or submit a past completed shift with the actual break minutes.

![Own completed-shift form with start, end and sixty break minutes](/guides/screenshots/workforce-completed-shift.jpg)

*Demo screenshot: Submit the actual completed shift for independent review. This synthetic example covers 09:00–17:00 with a 60-minute break. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Submit leave with kind, start/end dates and reason. Annual and sick leave use the allocated year balance.

![Annual leave request with matching dates and demonstration reason](/guides/screenshots/workforce-leave-form.jpg)

*Demo screenshot: Choose the leave type, dates and reason, then submit for independent review. This request uses a synthetic employee only. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Another owner/manager with HR edit reviews your submission. Check the resulting status and leave balance.

![Different reviewer inspecting submitted attendance and leave](/guides/screenshots/workforce-review.jpg)

*Demo screenshot: An independent demo reviewer checks the dates and actual hours before approving or rejecting. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![Approved demo attendance and one-day annual leave with updated balance](/guides/screenshots/workforce-approved.jpg)

*Demo screenshot: After independent approval the statuses are approved and annual leave has 11 of 12 days remaining. No payroll or payout was created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
5. Review your own published payslips when retail payroll is enabled.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Health & fitness: membership and booking

Book eligible members into capacity-controlled classes.

### Flow chart

```mermaid
flowchart LR
  n0["Membership"]
  n1["Schedule class"]
  n2["Validate eligibility"]
  n3["Book / cancel"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Reception
  participant p1 as System
  participant p2 as Instructor
  p0->>p1: Save membership and class
  p0->>p1: Request member booking
  p1->>p0: Validate dates and capacity
  p2->>p1: Review class bookings
```

1. Use a Customer contact to create an active membership with start/end dates.

![Filled membership form with Demo Customer and October to November dates](/guides/screenshots/fitness-membership-form.jpg)

*Demo screenshot: Set the active membership dates for the selected customer. This is a synthetic documentation example; the fee field does not collect payment. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Create a class with instructor, venue, time window and capacity.

![Demo Morning Yoga class form with instructor, venue, time and capacity](/guides/screenshots/fitness-class-form.jpg)

*Demo screenshot: Choose the instructor, venue, class time and capacity before saving. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Book the member; the membership must cover the class date in Asia/Manila. Resolve member/instructor/venue conflicts and capacity limits.

![Class booking form with Demo Customer selected](/guides/screenshots/fitness-booking-form.jpg)

*Demo screenshot: Select an eligible member and review the membership and capacity requirements before booking. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![Demo class showing one confirmed booking out of ten places](/guides/screenshots/fitness-booking-confirmed.jpg)

*Demo screenshot: The confirmed booking uses one place. This example contains synthetic member data only. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Cancel a booking when needed to release its place and review the class list.

![Demo class showing a cancelled booking and zero of ten places used](/guides/screenshots/fitness-booking-cancelled.jpg)

*Demo screenshot: After cancellation the place is released and the cancelled record remains visible. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

**Before you proceed:** Medical records, payments, attendance and a member portal are not implemented.

## Other industries: business activities

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

### Flow chart

```mermaid
flowchart LR
  n0["Category"]
  n1["Activity"]
  n2["Assign / due date"]
  n3["Progress"]
  n4["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Coordinator
  participant p1 as Assigned staff
  participant p2 as System
  p0->>p2: Save assigned activity
  p1->>p2: Update progress
  p2->>p0: Show status and overdue flags
  p1->>p2: Record completion
```

1. Choose or create the appropriate activity category.

![Demo activity form with Community coordination category](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Choose or enter the relevant activity category. The contact and assignee shown are synthetic documentation records. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Create an activity with title, category, optional contact/assignee and due date.

![Activity setup showing title, category, linked customer, assignee and due date](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Link the appropriate contact and staff member and set the due date. No specialized industry financial workflow is created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Review open and overdue work. Update progress as work moves forward.

![In-progress demo community activity with contact, assignee and due date](/guides/screenshots/activities-progress.jpg)

*Demo screenshot: Review the saved activity and due date, then use Progress history / update to record work. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Complete or cancel the activity and retain its history for follow-up.

![Completed demo community activity with retained progress notes](/guides/screenshots/activities-completed.jpg)

*Demo screenshot: Complete or cancel after the work is resolved, keeping the progress history for follow-up. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Shared payroll: draft, review and pay

Use the same reviewed payroll engine across industry foundations.

### Flow chart

```mermaid
flowchart LR
  n0["Review time"]
  n1["Draft"]
  n2["Independent approval"]
  n3["Payout"]
  n4["Payslip"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Payroll staff
  participant p1 as Reviewer
  participant p2 as Employee
  p0->>p1: Submit reviewed draft
  p1->>p0: Approve and freeze posting
  p0->>p2: Publish own payslip
```

1. Select Payroll, Workforce and Financial reports in the foundation. Assign HR and Finance access separately.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Resolve pending corrections and overtime, then load approved pay inputs. Premium amounts require separately reviewed calculation.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Create a draft with effective-dated configured rules. Split periods crossing a rule change.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Workforce: shifts, breaks and approvals

Keep planned work separate from reviewed actual attendance.

### Flow chart

```mermaid
flowchart LR
  n0["Assign roster"]
  n1["Record actual time"]
  n2["Request"]
  n3["Review"]
  n4["Pay input"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as HR reviewer
  participant p1 as Staff
  participant p2 as System
  p0->>p2: Assign dated shift
  p1->>p2: Record time and breaks
  p1->>p0: Submit correction
  p0->>p2: Review evidence
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Request overtime or an attendance correction with a reason. Missing clock-outs stay incomplete until corrected.

*Screenshot pending for this step. Follow the numbered instruction.*
4. An independent owner or manager reviews the queue. Approved corrections return attendance for fresh review. Payroll-frozen attendance cannot be rewritten.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Administration: provider gateways

Inspect inactive connections and signed delivery/reconciliation queues.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. An owner/manager with Admin access opens Integration gateways. A trusted operator configures the per-business adapter and secret on the server.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Inspect outbound events before delivering/retrying. The adapter must honor the event idempotency key and verify the timestamp/HMAC contract.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Inspect incoming event payloads and record reconciliation evidence. They remain held for review and never automatically alter bookings, payments or filings.

*Screenshot pending for this step. Follow the numbered instruction.*

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



## Offline purchase and activation

Desktop supports its installed packages; native Android permanent activation requires 1.3.0-preview and currently supports Retail and Water Refilling. This does not make cloud browser pages available offline.

1. Open the existing local business and its License & local package page. Expired trial records are retained; do not reinstall or create another business.
2. Copy the activation request and send it privately to support using any available device. Confirm the platform, exact installed version, supported package and agreed payment.
3. Super Admin opens Offline licenses, verifies the request, ownership and payment, then generates a signed permanent key without requiring a cloud tenant.
4. Transfer the key to the original device, paste/import it, verify the preview and apply the local package. Existing business records remain.
5. Permanent use covers the purchased version; updates/support and Cloud are separate. Keep local backups. Device replacement, rebinding or package changes require support review.

Full customer and administrator instructions: /docs/offline-activation.


## Local item pictures

Desktop 0.4.1: Products & stock → Add product → Save, then Edit → Choose local picture (JPEG/PNG/WebP, up to 2 MB). Android 1.4.0-preview: Business Owner → Catalog → create an item → Item picture → Camera or Choose photo; unlock Owner again after Camera, then Save picture locally. Photos stay in local database/encrypted owner backups. Cloud item pictures use a placeholder; no local picture URL or bytes are uploaded. Native limit: 1,000 pictures, with the existing 20 MB backup limit. Keep backups before updates; purchased-version licenses need compatible update terms.


---

# Manufacturing: how-to handbook

Updated 22 October 2026.

Use immutable bills of materials and production orders to consume shared stock and receive finished goods.

Cross-industry kitchen/room connections require both food and hotel modules. Public documentation describes delivered capabilities. The signed-in guide is limited by the saved foundation and staff access. Optional shared workforce/payroll/financial modules require separate selection and appropriate access.

## Using your workspace

1. POS & front desk has a Workflow dropdown showing only configured, authorised and delivered counters. Owners and platform administrators select workflows in the foundation setup; role permissions remain separate. Switching warns about unsaved counter work and is blocked while saving. Reload if another tab changes the POS sign-in. Seven specialized operational desks are available when their optional blocks and counter workflows are enabled: Water, Salon, Laundry, Food pickup, Auto repair, Retail handover and Services dispatch. Water/Retail also reuse existing sales checkout; the other five do not have a new financial payment engine. Boarding House stays in Real Estate. See /docs/specialist-operations for individual desk guides and demo practice.
2. My profile, Messages and Notifications are in the top-right header; message and notification badges show important updates. Use the top section buttons to choose General, Operations, Finance, Marketing, Human Resources or Administration. Open a workspace in the row below. Long rows scroll horizontally with full labels; All workspaces opens a grouped list of authorized links. On phones the section row also scrolls.
3. The overview shows only authorized foundation modules. Use Activity period for created-record trends and Workspace to narrow summaries. Use Line / Bars and Inspect day for exact daily activity, or expand Daily values. Compare current and previous equal-length periods. Status/composition charts show current or historical source metrics as labelled and do not change with Activity period; open All source metrics for exact underlying values. Charts label overlapping counts, and unavailable data is not treated as zero.
4. Products & stock and Customer jobs & dispatch use tables on desktop and labelled records on phones. Use Choose columns, click a sortable desktop heading, then Save view. Sorting covers only the loaded page; use the workspace search/status filter and Previous / Next for other records.
5. In Diagram view, choose Step by Step for numbered instruction cards, available demo screenshots and illustrated references. Use Enlarge image for a readable full-size view. Steps without an approved image explicitly say Screenshot pending. Older navigation is labelled; follow the current written instruction.
6. Saved table views belong to your account in this browser. They do not change permissions or other staff views. Reset view restores the table defaults. No transaction or customer records are stored in these preferences.

## First setup

1. **Stock manager:** Create component/finished products and actual warehouse stock; review the optional costing policy.
2. **Production planner:** Create an immutable BOM with actual component quantities. Use a new BOM when the recipe changes.
3. **Owner:** Give production Operations access and Finance access where valued production requires it.

## Daily work

1. **Production planner:** Create the production order with its BOM and whole production quantity.
2. **Production team:** Start only with sufficient eligible components; starting consumes them atomically.
3. **Production team:** Complete the whole order once to receive finished stock.

## Closing and review

1. **Stock / Finance:** Review component issues, WIP and finished receipts; reconcile recorded quantities and configured values.
2. **Finance:** Review financial statements and period locks separately from production statuses.

## Current limits

- Only full completion is delivered; no partials, scrap, production returns or labor/overhead costing.
- Starting and completing are stock actions; do not repeat them to add stock.
- Production is not automatically sourced from a customer sale.

Only perform actions allowed by your foundation and department role.

In the online guide, choose Diagram view → Step by Step for numbered visual instructions. Images below are site-relative links; open this handbook on the ERP website to view them. Demo screenshots and illustrated references are labelled separately; missing images are explicitly pending.

## Shared inventory: store variants and scan labels

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

### Flow chart

```mermaid
flowchart LR
  n0["Base SKU"]
  n1["Store family"]
  n2["Variant / metadata"]
  n3["Packaging code"]
  n4["Print / scan"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operations
  participant p1 as System
  p0->>p1: Create family and details
  p1->>p0: Validate ISBN and uniqueness
  p0->>p1: Register packaging code
  p1->>p0: Generate printable labels
```

1. Create the base SKU in Products & stock, then open Product families & scan labels.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Register packaging with its scanner code and base quantity. The optional package price must resolve to whole cents per base unit.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Shared inventory: counts, replenishment and lot expiry

Review counted quantities and eligible lot stock before replenishing.

### Flow chart

```mermaid
flowchart LR
  n0["Count / inspect"]
  n1["Independent review"]
  n2["Check replenishment"]
  n3["Receive with lots"]
  n4["Review trace"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operations
  participant p1 as Reviewer
  participant p2 as System
  p0->>p2: Submit stock count
  p1->>p2: Approve unchanged count
  p0->>p2: Create reviewable replenishment draft
  p0->>p2: Receive lot / serial stock
  p2->>p0: Allocate eligible sale lots by expiry
```

1. Submit a physical count at the chosen location with a reason. Another eligible owner/manager reviews it against unchanged stock.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Configure a supplier min/target/pack rule and review on-hand, reserved and open purchase quantities before creating a purchase draft.

*Screenshot pending for this step. Follow the numbered instruction.*
3. For a new product with no movement history, enable lot or serial tracking before receiving stock. Register receipt lots with optional expiry dates.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Choose a lot for tracked purchase receiving; serial receipts are one unit per serial. Review trace movements and exclude expired stock from sales.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Use a reviewed adjustment for disposal. Transfers retain lot provenance and customer returns restore the original sale lots.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Shared staff: employee records and schedules

Maintain employee details separately from login accounts.

### Flow chart

```mermaid
flowchart LR
  n0["Employee record"]
  n1["Planned schedule"]
  n2["Login role"]
  n3["Optional workforce link"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as HR
  participant p1 as Owner
  participant p2 as System
  p0->>p2: Save employee and schedule
  p1->>p2: Assign staff account role
  p1->>p2: Link employee if workforce enabled
  p2->>p0: Show allowed HR records
```

1. Open Employees / HR and maintain the employee name, position, start date and active status.

![Employee creation dialog with fictional apprentice name and position](/guides/screenshots/employees-form.jpg)

*Demo screenshot: Maintain the employee record separately from login access. This prepared form was cancelled without creating the extra employee. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Use Employee Scheduling to record planned work windows.

![Planned Monday employee schedule from nine to five](/guides/screenshots/employees-schedule.jpg)

*Demo screenshot: Use Employee Scheduling for planned hours. These hours are not approved attendance or payroll inputs; this example was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Only the owner uses Staff Management and Role Management to assign login access.

![Owner account review with role selection for a synthetic staff member](/guides/screenshots/roles-staff-account.jpg)

*Demo screenshot: Only the owner reviews staff login permissions. Employee records and staff accounts are separate; this example did not save account changes. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. If Attendance & leave is enabled, the owner links an active employee to the correct staff account before personal submissions.

![Employee-to-account identity and hourly-rate setup](/guides/screenshots/workforce-identity.jpg)

*Demo screenshot: Link the employee to the correct staff account. The example uses existing synthetic links and a demo rate; the form was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Sign in and find your workspace

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

### Flow chart

```mermaid
flowchart LR
  n0["Staff Login"]
  n1["Overview"]
  n2["Enabled apps"]
  n3["Your records"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Owner
  p0->>p1: Sign in
  p1->>p0: Load foundation and access
  p0->>p2: Request missing access
  p2->>p1: Review department role
```

1. Sign in through Staff Login using your assigned email and current password.

![Business Login with empty email and password fields](/guides/screenshots/access-business-login.jpg)

*Demo screenshot: Use the business entry for staff access. The dedicated POS login and public industry handbook links are available below; no credentials are shown. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
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.

![Property foundation overview with business dashboard and authorized workspace filters](/guides/screenshots/access-overview.jpg)

*Demo screenshot: Open Overview for the selected foundation. The example shows a synthetic tenant and a seven-day creation-activity window. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![System and workflow dashboard for property spaces](/guides/screenshots/access-system-overview.jpg)

*Demo screenshot: Use System & workflow to inspect source records. These snapshot values are not infrastructure-health measures. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
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.

![Overview period and workspace selectors with export action](/guides/screenshots/access-overview.jpg)

*Demo screenshot: Choose the activity window and an authorized workspace before inspecting or exporting visible data. The date filter does not alter all-history snapshots. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. If a module is missing, ask the owner about department access and the platform administrator about foundation selection.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Owner: staff and role management

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

### Flow chart

```mermaid
flowchart LR
  n0["Define role"]
  n1["Choose access"]
  n2["Assign staff"]
  n3["Verify portal"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Owner
  participant p1 as System
  participant p2 as Staff
  p0->>p1: Save department role
  p0->>p1: Assign account role
  p2->>p1: Refresh portal
  p1->>p2: Show allowed modules
```

1. As owner, open Role Management and create or review a department role.

![Owner role editor with department and checkout capability selectors](/guides/screenshots/roles-permissions.jpg)

*Demo screenshot: Open Role Management as owner. This is an unsaved example; the existing role table below retains its previous settings. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Choose None, View or Edit per department. Keep Finance and HR restricted to the appropriate staff.

![Unsaved operations role example with Finance and HR set to No access](/guides/screenshots/roles-permissions.jpg)

*Demo screenshot: Choose the access required for the job. This draft shows General View, Operations Edit and no Finance, HR or checkout access. It was cancelled without changing any role. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Open Staff Management, create or review the account and assign its role.

![Demo Technician account review with assigned permission role](/guides/screenshots/roles-staff-account.jpg)

*Demo screenshot: Review the account and its permission role before saving. The broad synthetic capture role shown is for documentation fixtures, not a recommended staff preset. Password field is empty; no account change was saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Ask the staff member to refresh their portal and verify the visible modules. Staff can change their own credentials in My profile.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared contacts

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

### Flow chart

```mermaid
flowchart LR
  n0["Search contact"]
  n1["Create or update"]
  n2["Assign roles"]
  n3["Link to work"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  p0->>p1: Search existing identities
  p0->>p1: Save contact and roles
  p0->>p1: Link business record
  p1->>p0: Return linked record
```

1. Open Contacts and search before creating a duplicate.

![Shared directory search returning the synthetic Demo Customer contact](/guides/screenshots/contacts-search.jpg)

*Demo screenshot: Search the shared directory before creating a duplicate identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Choose a person or organization, enter the name and available contact details.

![Contact identity form showing person type and synthetic email](/guides/screenshots/contacts-identity-roles.jpg)

*Demo screenshot: Review the name, person or organization type and available contact details. This example edits an existing demo identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Assign the roles needed by your workflow, such as Customer or Vendor; a contact can have several roles.

![Contact editor with both customer and vendor roles selected](/guides/screenshots/contacts-identity-roles.jpg)

*Demo screenshot: One contact may have several business roles. These contact roles do not create login permissions; this screenshot shows unsaved selections. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Select that contact when creating a sale, purchase, engagement, job, membership or activity.

![Activity form selecting Demo Customer as its linked contact](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Choose the existing contact inside the relevant workflow. This example links it to an activity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Shared inventory: warehouses and costing

Track physical quantities and move stock between locations.

### Flow chart

```mermaid
flowchart LR
  n0["Catalog"]
  n1["Warehouse balance"]
  n2["Transfer / adjustment"]
  n3["Stock history"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operations
  participant p1 as Owner / Finance
  participant p2 as System
  p0->>p2: Check location quantity
  p0->>p2: Request transfer
  p2->>p0: Validate and record both movements
  p1->>p2: Review opening valuation
```

1. Maintain SKU, unit, selling price, barcode and reorder level in Products & stock.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Open Warehouses & costing to review quantities by location. Add locations as needed.

![Demo warehouse quantity view with product search and stock by location](/guides/screenshots/retail-warehouse-upgrade.jpg)

*Demo screenshot: Review stock quantities by location. The opening-valuation button does not mean costing has been activated. Earlier navigation may appear. Follow the current numbered instruction.*
3. Select product, source, destination and positive quantity to transfer stock. Source shortages are rejected.

*Screenshot pending for this step. Follow the numbered instruction.*
4. For a count correction, an Operations and Finance editor records an adjustment with a reason. Positive valued adjustments require unit cost.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Only the owner with Operations and Finance edit can activate weighted-average costing after reviewing every stocked product cost and the offset account.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Shared finance: reports and period closing

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

### Flow chart

```mermaid
flowchart LR
  n0["Select month"]
  n1["Review journals"]
  n2["Reconcile"]
  n3["Owner closes month"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Finance
  participant p1 as Owner
  participant p2 as System
  p0->>p2: Request monthly reports
  p2->>p0: Return posted balances
  p0->>p1: Review reconciliation
  p1->>p2: Close ended month
```

1. Open Financial reports and choose the reporting month.

![Financial reports with October reporting month selected](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Choose the reporting month. This view contains only synthetic documentation transactions. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Review monthly income, cumulative trial balance and month-end balance sheet; export accounts for review.

![Monthly income, month-end balance sheet and cumulative trial balance](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Review the income, balance sheet and trial balance and export accounts for reconciliation. Example figures are not production business results. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Investigate missing transactions, unvalued stock or liabilities before relying on the reports.

![Posted-journal statements with accounting completeness warning](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Investigate missing costs, unvalued stock, liabilities and taxes before relying on the report. The demo stock remains unvalued and periodic. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Only an owner with Finance edit closes an ended month after reviewing reconciliation. New journals in that month are then blocked.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared workforce: your attendance and leave

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

### Flow chart

```mermaid
flowchart LR
  n0["Linked employee"]
  n1["Submit actual time / leave"]
  n2["Independent review"]
  n3["Own records / payslip"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Employee
  participant p1 as HR reviewer
  participant p2 as System
  p0->>p2: Submit time or leave
  p1->>p2: Approve or reject
  p2->>p0: Publish status and balance
  p0->>p2: Read own payslip
```

1. The owner links your active staff account to an active employee in Attendance & leave and sets the hourly rate.

![Workforce identity form selecting demo employee and matching account](/guides/screenshots/workforce-identity.jpg)

*Demo screenshot: The owner maintains the employee/account link and reviewed hourly rate. These values are synthetic documentation data. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Open My work & payslips. Clock in/out or submit a past completed shift with the actual break minutes.

![Own completed-shift form with start, end and sixty break minutes](/guides/screenshots/workforce-completed-shift.jpg)

*Demo screenshot: Submit the actual completed shift for independent review. This synthetic example covers 09:00–17:00 with a 60-minute break. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Submit leave with kind, start/end dates and reason. Annual and sick leave use the allocated year balance.

![Annual leave request with matching dates and demonstration reason](/guides/screenshots/workforce-leave-form.jpg)

*Demo screenshot: Choose the leave type, dates and reason, then submit for independent review. This request uses a synthetic employee only. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Another owner/manager with HR edit reviews your submission. Check the resulting status and leave balance.

![Different reviewer inspecting submitted attendance and leave](/guides/screenshots/workforce-review.jpg)

*Demo screenshot: An independent demo reviewer checks the dates and actual hours before approving or rejecting. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![Approved demo attendance and one-day annual leave with updated balance](/guides/screenshots/workforce-approved.jpg)

*Demo screenshot: After independent approval the statuses are approved and annual leave has 11 of 12 days remaining. No payroll or payout was created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
5. Review your own published payslips when retail payroll is enabled.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Manufacturing: BOM to finished stock

Consume components and receive finished goods using the shared stock ledger.

### Flow chart

```mermaid
flowchart LR
  n0["Catalog / stock"]
  n1["Immutable BOM"]
  n2["Production order"]
  n3["Consume components"]
  n4["Receive finished goods"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Production staff
  participant p1 as System
  participant p2 as Finance
  p0->>p1: Create BOM and order
  p0->>p1: Start production
  p1->>p2: Post material WIP if valued
  p0->>p1: Complete entire order
  p1->>p2: Post finished value if valued
```

1. Maintain component and finished-product catalog records and stock first.

![Component catalog filtered to Demo Paper Pack with 200 pieces on hand](/guides/screenshots/manufacturing-stock.jpg)

*Demo screenshot: Check component stock and maintain the finished-product SKU before defining production. This example uses unvalued demo stock. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Create a bill of materials with component quantities. Saved BOMs are immutable; create another recipe when it changes.

![Demo Stationery Kit BOM with one notebook and two paper packs per unit](/guides/screenshots/manufacturing-bom.jpg)

*Demo screenshot: Define quantities per one finished unit. Saved BOMs are retained; create another BOM for a revision. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Create a production order with the BOM and integer production quantity.

![Draft production order for five demo kits and required component quantities](/guides/screenshots/manufacturing-order.jpg)

*Demo screenshot: Choose the BOM and finished quantity, then review the calculated component requirements before saving. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Start production only when all components are available. Starting consumes components atomically.

![In-progress demo production order after material consumption](/guides/screenshots/manufacturing-started.jpg)

*Demo screenshot: Starting consumed five notebooks and ten paper packs atomically. This example does not activate weighted-average valuation. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
5. Complete the whole order to receive finished stock. With valuation enabled, material costs flow through WIP into finished inventory and Finance edit is required.

![Completed demo production with consumed components and five produced kits](/guides/screenshots/manufacturing-completed.jpg)

*Demo screenshot: Full completion receives the five finished kits. Stock trace retains the component consumption and production entries. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

**Before you proceed:** No partial completion, scrap, production returns or labor/overhead costing. Never assume completion can be repeated to add stock.

## Shared documents

Keep supporting business files beside the records they explain.

### Flow chart

```mermaid
flowchart LR
  n0["Find file"]
  n1["Upload / reference"]
  n2["Review access"]
  n3["Use linked record"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  p0->>p1: Find document
  p0->>p1: Save file reference
  p1->>p0: Apply tenant and access checks
  p0->>p1: Open supporting document
```

1. Open Documents and search for an existing file before uploading another copy.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Add the document and the available business reference using your allowed storage workflow.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Review access and the linked record before sharing the document outside your business.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Use the supporting document when reviewing contracts, repairs or other operational work.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared payroll: draft, review and pay

Use the same reviewed payroll engine across industry foundations.

### Flow chart

```mermaid
flowchart LR
  n0["Review time"]
  n1["Draft"]
  n2["Independent approval"]
  n3["Payout"]
  n4["Payslip"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Payroll staff
  participant p1 as Reviewer
  participant p2 as Employee
  p0->>p1: Submit reviewed draft
  p1->>p0: Approve and freeze posting
  p0->>p2: Publish own payslip
```

1. Select Payroll, Workforce and Financial reports in the foundation. Assign HR and Finance access separately.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Resolve pending corrections and overtime, then load approved pay inputs. Premium amounts require separately reviewed calculation.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Create a draft with effective-dated configured rules. Split periods crossing a rule change.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Workforce: shifts, breaks and approvals

Keep planned work separate from reviewed actual attendance.

### Flow chart

```mermaid
flowchart LR
  n0["Assign roster"]
  n1["Record actual time"]
  n2["Request"]
  n3["Review"]
  n4["Pay input"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as HR reviewer
  participant p1 as Staff
  participant p2 as System
  p0->>p2: Assign dated shift
  p1->>p2: Record time and breaks
  p1->>p0: Submit correction
  p0->>p2: Review evidence
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Request overtime or an attendance correction with a reason. Missing clock-outs stay incomplete until corrected.

*Screenshot pending for this step. Follow the numbered instruction.*
4. An independent owner or manager reviews the queue. Approved corrections return attendance for fresh review. Payroll-frozen attendance cannot be rewritten.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Administration: provider gateways

Inspect inactive connections and signed delivery/reconciliation queues.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. An owner/manager with Admin access opens Integration gateways. A trusted operator configures the per-business adapter and secret on the server.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Inspect outbound events before delivering/retrying. The adapter must honor the event idempotency key and verify the timestamp/HMAC contract.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Inspect incoming event payloads and record reconciliation evidence. They remain held for review and never automatically alter bookings, payments or filings.

*Screenshot pending for this step. Follow the numbered instruction.*

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



## Offline purchase and activation

Desktop supports its installed packages; native Android permanent activation requires 1.3.0-preview and currently supports Retail and Water Refilling. This does not make cloud browser pages available offline.

1. Open the existing local business and its License & local package page. Expired trial records are retained; do not reinstall or create another business.
2. Copy the activation request and send it privately to support using any available device. Confirm the platform, exact installed version, supported package and agreed payment.
3. Super Admin opens Offline licenses, verifies the request, ownership and payment, then generates a signed permanent key without requiring a cloud tenant.
4. Transfer the key to the original device, paste/import it, verify the preview and apply the local package. Existing business records remain.
5. Permanent use covers the purchased version; updates/support and Cloud are separate. Keep local backups. Device replacement, rebinding or package changes require support review.

Full customer and administrator instructions: /docs/offline-activation.


## Local item pictures

Desktop 0.4.1: Products & stock → Add product → Save, then Edit → Choose local picture (JPEG/PNG/WebP, up to 2 MB). Android 1.4.0-preview: Business Owner → Catalog → create an item → Item picture → Camera or Choose photo; unlock Owner again after Camera, then Save picture locally. Photos stay in local database/encrypted owner backups. Cloud item pictures use a placeholder; no local picture URL or bytes are uploaded. Native limit: 1,000 pictures, with the existing 20 MB backup limit. Keep backups before updates; purchased-version licenses need compatible update terms.


---

# Other industries: how-to handbook

Updated 22 October 2026.

Track categorized business activities, contacts, assignments, deadlines and progress with shared core modules.

Cross-industry kitchen/room connections require both food and hotel modules. Public documentation describes delivered capabilities. The signed-in guide is limited by the saved foundation and staff access. Optional shared workforce/payroll/financial modules require separate selection and appropriate access.

## Using your workspace

1. POS & front desk has a Workflow dropdown showing only configured, authorised and delivered counters. Owners and platform administrators select workflows in the foundation setup; role permissions remain separate. Switching warns about unsaved counter work and is blocked while saving. Reload if another tab changes the POS sign-in. Seven specialized operational desks are available when their optional blocks and counter workflows are enabled: Water, Salon, Laundry, Food pickup, Auto repair, Retail handover and Services dispatch. Water/Retail also reuse existing sales checkout; the other five do not have a new financial payment engine. Boarding House stays in Real Estate. See /docs/specialist-operations for individual desk guides and demo practice.
2. My profile, Messages and Notifications are in the top-right header; message and notification badges show important updates. Use the top section buttons to choose General, Operations, Finance, Marketing, Human Resources or Administration. Open a workspace in the row below. Long rows scroll horizontally with full labels; All workspaces opens a grouped list of authorized links. On phones the section row also scrolls.
3. The overview shows only authorized foundation modules. Use Activity period for created-record trends and Workspace to narrow summaries. Use Line / Bars and Inspect day for exact daily activity, or expand Daily values. Compare current and previous equal-length periods. Status/composition charts show current or historical source metrics as labelled and do not change with Activity period; open All source metrics for exact underlying values. Charts label overlapping counts, and unavailable data is not treated as zero.
4. Products & stock and Customer jobs & dispatch use tables on desktop and labelled records on phones. Use Choose columns, click a sortable desktop heading, then Save view. Sorting covers only the loaded page; use the workspace search/status filter and Previous / Next for other records.
5. In Diagram view, choose Step by Step for numbered instruction cards, available demo screenshots and illustrated references. Use Enlarge image for a readable full-size view. Steps without an approved image explicitly say Screenshot pending. Older navigation is labelled; follow the current written instruction.
6. Saved table views belong to your account in this browser. They do not change permissions or other staff views. Reset view restores the table defaults. No transaction or customer records are stored in these preferences.

## First setup

1. **Operations:** Create appropriate activity categories and shared contacts.
2. **Owner:** Assign staff permissions and select only delivered foundation modules.
3. **Operations:** Create the activity with responsible staff, optional contact and real due date.

## Daily work

1. **Assignee:** Review assigned activities and overdue flags.
2. **Operations:** Record actual progress and history rather than inventing another specialist workflow.
3. **Team:** Use shared documents and workforce modules only where selected and authorized.

## Closing and review

1. **Operations:** Review overdue work, assignments and recorded outcomes.
2. **Owner / manager:** Review department access and foundation fit as requirements change.

## Current limits

- No arbitrary JSON workflow builder, donation accounting or specialist rental workflows.
- Selecting a blueprint does not generate code or activate external integrations.

Only perform actions allowed by your foundation and department role.

In the online guide, choose Diagram view → Step by Step for numbered visual instructions. Images below are site-relative links; open this handbook on the ERP website to view them. Demo screenshots and illustrated references are labelled separately; missing images are explicitly pending.

## Shared staff: employee records and schedules

Maintain employee details separately from login accounts.

### Flow chart

```mermaid
flowchart LR
  n0["Employee record"]
  n1["Planned schedule"]
  n2["Login role"]
  n3["Optional workforce link"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as HR
  participant p1 as Owner
  participant p2 as System
  p0->>p2: Save employee and schedule
  p1->>p2: Assign staff account role
  p1->>p2: Link employee if workforce enabled
  p2->>p0: Show allowed HR records
```

1. Open Employees / HR and maintain the employee name, position, start date and active status.

![Employee creation dialog with fictional apprentice name and position](/guides/screenshots/employees-form.jpg)

*Demo screenshot: Maintain the employee record separately from login access. This prepared form was cancelled without creating the extra employee. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Use Employee Scheduling to record planned work windows.

![Planned Monday employee schedule from nine to five](/guides/screenshots/employees-schedule.jpg)

*Demo screenshot: Use Employee Scheduling for planned hours. These hours are not approved attendance or payroll inputs; this example was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Only the owner uses Staff Management and Role Management to assign login access.

![Owner account review with role selection for a synthetic staff member](/guides/screenshots/roles-staff-account.jpg)

*Demo screenshot: Only the owner reviews staff login permissions. Employee records and staff accounts are separate; this example did not save account changes. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. If Attendance & leave is enabled, the owner links an active employee to the correct staff account before personal submissions.

![Employee-to-account identity and hourly-rate setup](/guides/screenshots/workforce-identity.jpg)

*Demo screenshot: Link the employee to the correct staff account. The example uses existing synthetic links and a demo rate; the form was not saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Sign in and find your workspace

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

### Flow chart

```mermaid
flowchart LR
  n0["Staff Login"]
  n1["Overview"]
  n2["Enabled apps"]
  n3["Your records"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  participant p2 as Owner
  p0->>p1: Sign in
  p1->>p0: Load foundation and access
  p0->>p2: Request missing access
  p2->>p1: Review department role
```

1. Sign in through Staff Login using your assigned email and current password.

![Business Login with empty email and password fields](/guides/screenshots/access-business-login.jpg)

*Demo screenshot: Use the business entry for staff access. The dedicated POS login and public industry handbook links are available below; no credentials are shown. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
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.

![Property foundation overview with business dashboard and authorized workspace filters](/guides/screenshots/access-overview.jpg)

*Demo screenshot: Open Overview for the selected foundation. The example shows a synthetic tenant and a seven-day creation-activity window. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![System and workflow dashboard for property spaces](/guides/screenshots/access-system-overview.jpg)

*Demo screenshot: Use System & workflow to inspect source records. These snapshot values are not infrastructure-health measures. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
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.

![Overview period and workspace selectors with export action](/guides/screenshots/access-overview.jpg)

*Demo screenshot: Choose the activity window and an authorized workspace before inspecting or exporting visible data. The date filter does not alter all-history snapshots. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. If a module is missing, ask the owner about department access and the platform administrator about foundation selection.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Owner: staff and role management

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

### Flow chart

```mermaid
flowchart LR
  n0["Define role"]
  n1["Choose access"]
  n2["Assign staff"]
  n3["Verify portal"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Owner
  participant p1 as System
  participant p2 as Staff
  p0->>p1: Save department role
  p0->>p1: Assign account role
  p2->>p1: Refresh portal
  p1->>p2: Show allowed modules
```

1. As owner, open Role Management and create or review a department role.

![Owner role editor with department and checkout capability selectors](/guides/screenshots/roles-permissions.jpg)

*Demo screenshot: Open Role Management as owner. This is an unsaved example; the existing role table below retains its previous settings. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Choose None, View or Edit per department. Keep Finance and HR restricted to the appropriate staff.

![Unsaved operations role example with Finance and HR set to No access](/guides/screenshots/roles-permissions.jpg)

*Demo screenshot: Choose the access required for the job. This draft shows General View, Operations Edit and no Finance, HR or checkout access. It was cancelled without changing any role. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Open Staff Management, create or review the account and assign its role.

![Demo Technician account review with assigned permission role](/guides/screenshots/roles-staff-account.jpg)

*Demo screenshot: Review the account and its permission role before saving. The broad synthetic capture role shown is for documentation fixtures, not a recommended staff preset. Password field is empty; no account change was saved. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Ask the staff member to refresh their portal and verify the visible modules. Staff can change their own credentials in My profile.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared contacts

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

### Flow chart

```mermaid
flowchart LR
  n0["Search contact"]
  n1["Create or update"]
  n2["Assign roles"]
  n3["Link to work"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  p0->>p1: Search existing identities
  p0->>p1: Save contact and roles
  p0->>p1: Link business record
  p1->>p0: Return linked record
```

1. Open Contacts and search before creating a duplicate.

![Shared directory search returning the synthetic Demo Customer contact](/guides/screenshots/contacts-search.jpg)

*Demo screenshot: Search the shared directory before creating a duplicate identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Choose a person or organization, enter the name and available contact details.

![Contact identity form showing person type and synthetic email](/guides/screenshots/contacts-identity-roles.jpg)

*Demo screenshot: Review the name, person or organization type and available contact details. This example edits an existing demo identity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Assign the roles needed by your workflow, such as Customer or Vendor; a contact can have several roles.

![Contact editor with both customer and vendor roles selected](/guides/screenshots/contacts-identity-roles.jpg)

*Demo screenshot: One contact may have several business roles. These contact roles do not create login permissions; this screenshot shows unsaved selections. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Select that contact when creating a sale, purchase, engagement, job, membership or activity.

![Activity form selecting Demo Customer as its linked contact](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Choose the existing contact inside the relevant workflow. This example links it to an activity. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Shared finance: reports and period closing

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

### Flow chart

```mermaid
flowchart LR
  n0["Select month"]
  n1["Review journals"]
  n2["Reconcile"]
  n3["Owner closes month"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Finance
  participant p1 as Owner
  participant p2 as System
  p0->>p2: Request monthly reports
  p2->>p0: Return posted balances
  p0->>p1: Review reconciliation
  p1->>p2: Close ended month
```

1. Open Financial reports and choose the reporting month.

![Financial reports with October reporting month selected](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Choose the reporting month. This view contains only synthetic documentation transactions. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Review monthly income, cumulative trial balance and month-end balance sheet; export accounts for review.

![Monthly income, month-end balance sheet and cumulative trial balance](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Review the income, balance sheet and trial balance and export accounts for reconciliation. Example figures are not production business results. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Investigate missing transactions, unvalued stock or liabilities before relying on the reports.

![Posted-journal statements with accounting completeness warning](/guides/screenshots/finance-statements.jpg)

*Demo screenshot: Investigate missing costs, unvalued stock, liabilities and taxes before relying on the report. The demo stock remains unvalued and periodic. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Only an owner with Finance edit closes an ended month after reviewing reconciliation. New journals in that month are then blocked.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared workforce: your attendance and leave

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

### Flow chart

```mermaid
flowchart LR
  n0["Linked employee"]
  n1["Submit actual time / leave"]
  n2["Independent review"]
  n3["Own records / payslip"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Employee
  participant p1 as HR reviewer
  participant p2 as System
  p0->>p2: Submit time or leave
  p1->>p2: Approve or reject
  p2->>p0: Publish status and balance
  p0->>p2: Read own payslip
```

1. The owner links your active staff account to an active employee in Attendance & leave and sets the hourly rate.

![Workforce identity form selecting demo employee and matching account](/guides/screenshots/workforce-identity.jpg)

*Demo screenshot: The owner maintains the employee/account link and reviewed hourly rate. These values are synthetic documentation data. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Open My work & payslips. Clock in/out or submit a past completed shift with the actual break minutes.

![Own completed-shift form with start, end and sixty break minutes](/guides/screenshots/workforce-completed-shift.jpg)

*Demo screenshot: Submit the actual completed shift for independent review. This synthetic example covers 09:00–17:00 with a 60-minute break. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Submit leave with kind, start/end dates and reason. Annual and sick leave use the allocated year balance.

![Annual leave request with matching dates and demonstration reason](/guides/screenshots/workforce-leave-form.jpg)

*Demo screenshot: Choose the leave type, dates and reason, then submit for independent review. This request uses a synthetic employee only. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Another owner/manager with HR edit reviews your submission. Check the resulting status and leave balance.

![Different reviewer inspecting submitted attendance and leave](/guides/screenshots/workforce-review.jpg)

*Demo screenshot: An independent demo reviewer checks the dates and actual hours before approving or rejecting. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

![Approved demo attendance and one-day annual leave with updated balance](/guides/screenshots/workforce-approved.jpg)

*Demo screenshot: After independent approval the statuses are approved and annual leave has 11 of 12 days remaining. No payroll or payout was created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
5. Review your own published payslips when retail payroll is enabled.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Other industries: business activities

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

### Flow chart

```mermaid
flowchart LR
  n0["Category"]
  n1["Activity"]
  n2["Assign / due date"]
  n3["Progress"]
  n4["Complete"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Coordinator
  participant p1 as Assigned staff
  participant p2 as System
  p0->>p2: Save assigned activity
  p1->>p2: Update progress
  p2->>p0: Show status and overdue flags
  p1->>p2: Record completion
```

1. Choose or create the appropriate activity category.

![Demo activity form with Community coordination category](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Choose or enter the relevant activity category. The contact and assignee shown are synthetic documentation records. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Create an activity with title, category, optional contact/assignee and due date.

![Activity setup showing title, category, linked customer, assignee and due date](/guides/screenshots/activities-form.jpg)

*Demo screenshot: Link the appropriate contact and staff member and set the due date. No specialized industry financial workflow is created. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Review open and overdue work. Update progress as work moves forward.

![In-progress demo community activity with contact, assignee and due date](/guides/screenshots/activities-progress.jpg)

*Demo screenshot: Review the saved activity and due date, then use Progress history / update to record work. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
4. Complete or cancel the activity and retain its history for follow-up.

![Completed demo community activity with retained progress notes](/guides/screenshots/activities-completed.jpg)

*Demo screenshot: Complete or cancel after the work is resolved, keeping the progress history for follow-up. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*

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

## Shared documents

Keep supporting business files beside the records they explain.

### Flow chart

```mermaid
flowchart LR
  n0["Find file"]
  n1["Upload / reference"]
  n2["Review access"]
  n3["Use linked record"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Staff
  participant p1 as System
  p0->>p1: Find document
  p0->>p1: Save file reference
  p1->>p0: Apply tenant and access checks
  p0->>p1: Open supporting document
```

1. Open Documents and search for an existing file before uploading another copy.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Add the document and the available business reference using your allowed storage workflow.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Review access and the linked record before sharing the document outside your business.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Use the supporting document when reviewing contracts, repairs or other operational work.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Shared payroll: draft, review and pay

Use the same reviewed payroll engine across industry foundations.

### Flow chart

```mermaid
flowchart LR
  n0["Review time"]
  n1["Draft"]
  n2["Independent approval"]
  n3["Payout"]
  n4["Payslip"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Payroll staff
  participant p1 as Reviewer
  participant p2 as Employee
  p0->>p1: Submit reviewed draft
  p1->>p0: Approve and freeze posting
  p0->>p2: Publish own payslip
```

1. Select Payroll, Workforce and Financial reports in the foundation. Assign HR and Finance access separately.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Resolve pending corrections and overtime, then load approved pay inputs. Premium amounts require separately reviewed calculation.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Create a draft with effective-dated configured rules. Split periods crossing a rule change.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*

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

## Workforce: shifts, breaks and approvals

Keep planned work separate from reviewed actual attendance.

### Flow chart

```mermaid
flowchart LR
  n0["Assign roster"]
  n1["Record actual time"]
  n2["Request"]
  n3["Review"]
  n4["Pay input"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
  n3 --> n4
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as HR reviewer
  participant p1 as Staff
  participant p2 as System
  p0->>p2: Assign dated shift
  p1->>p2: Record time and breaks
  p1->>p0: Submit correction
  p0->>p2: Review evidence
```

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.

*Screenshot pending for this step. Follow the numbered instruction.*
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.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Request overtime or an attendance correction with a reason. Missing clock-outs stay incomplete until corrected.

*Screenshot pending for this step. Follow the numbered instruction.*
4. An independent owner or manager reviews the queue. Approved corrections return attendance for fresh review. Payroll-frozen attendance cannot be rewritten.

*Screenshot pending for this step. Follow the numbered instruction.*

**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.

## Administration: provider gateways

Inspect inactive connections and signed delivery/reconciliation queues.

### Flow chart

```mermaid
flowchart LR
  n0["Select source"]
  n1["Record evidence"]
  n2["Independent review"]
  n3["Reconcile"]
  n0 --> n1
  n1 --> n2
  n2 --> n3
```

### Sequence diagram

```mermaid
sequenceDiagram
  participant p0 as Operator
  participant p1 as System
  participant p2 as Reviewer
  p0->>p1: Load authorized source
  p0->>p1: Record evidence
  p2->>p1: Review according to role
  p1->>p0: Show reconciled status
```

1. An owner/manager with Admin access opens Integration gateways. A trusted operator configures the per-business adapter and secret on the server.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Inspect outbound events before delivering/retrying. The adapter must honor the event idempotency key and verify the timestamp/HMAC contract.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Inspect incoming event payloads and record reconciliation evidence. They remain held for review and never automatically alter bookings, payments or filings.

*Screenshot pending for this step. Follow the numbered instruction.*

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



## Offline purchase and activation

Desktop supports its installed packages; native Android permanent activation requires 1.3.0-preview and currently supports Retail and Water Refilling. This does not make cloud browser pages available offline.

1. Open the existing local business and its License & local package page. Expired trial records are retained; do not reinstall or create another business.
2. Copy the activation request and send it privately to support using any available device. Confirm the platform, exact installed version, supported package and agreed payment.
3. Super Admin opens Offline licenses, verifies the request, ownership and payment, then generates a signed permanent key without requiring a cloud tenant.
4. Transfer the key to the original device, paste/import it, verify the preview and apply the local package. Existing business records remain.
5. Permanent use covers the purchased version; updates/support and Cloud are separate. Keep local backups. Device replacement, rebinding or package changes require support review.

Full customer and administrator instructions: /docs/offline-activation.


## Local item pictures

Desktop 0.4.1: Products & stock → Add product → Save, then Edit → Choose local picture (JPEG/PNG/WebP, up to 2 MB). Android 1.4.0-preview: Business Owner → Catalog → create an item → Item picture → Camera or Choose photo; unlock Owner again after Camera, then Save picture locally. Photos stay in local database/encrypted owner backups. Cloud item pictures use a placeholder; no local picture URL or bytes are uploaded. Native limit: 1,000 pictures, with the existing 20 MB backup limit. Keep backups before updates; purchased-version licenses need compatible update terms.


---

# Water refilling POS: step-by-step handbook

Updated 22 October 2026.

Public documentation: /docs/specialist-operations#water-refilling
POS route: /pos/desks/water-refilling
Business workspace: /dashboard/specialist-operations

## Access and setup

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.

## Step by step

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.

## Demo practice

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

Use the existing package-specific demo owner or staff credentials supplied privately by your administrator. Never place passwords in a public handbook. Demo authorizations and recipient evidence are synthetic. Seed reruns do not refresh dates, reset used records or reactivate revoked access.

## Review and shared handoff

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.
Business source: /dashboard/retail-pos

## Current limits

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.

## When blocked

- Missing desk: verify the selected workflow, optional block, parent foundation and staff Operations access.
- Authorization blocked: use an eligible owner or manager; operator access alone does not grant review powers.
- Source not ready: complete the required original kitchen, sales or job action in the Business portal and refresh.
- Stale version: refresh the record and review its history before retrying; do not repeat a sale or stock action.
- No network: these browser desks require the ERP server; do not treat an unsaved form as a completed transaction.

## Visual instructions

The matching industry handbook includes flow/sequence diagrams and Diagram view → Step by Step. New desk screenshots remain pending; no synthetic screenshot is presented as captured evidence. Use your browser Print / Save PDF to export these instructions.


## Offline purchase and activation

Desktop supports its installed packages; native Android permanent activation requires 1.3.0-preview and currently supports Retail and Water Refilling. This does not make cloud browser pages available offline.

1. Open the existing local business and its License & local package page. Expired trial records are retained; do not reinstall or create another business.
2. Copy the activation request and send it privately to support using any available device. Confirm the platform, exact installed version, supported package and agreed payment.
3. Super Admin opens Offline licenses, verifies the request, ownership and payment, then generates a signed permanent key without requiring a cloud tenant.
4. Transfer the key to the original device, paste/import it, verify the preview and apply the local package. Existing business records remain.
5. Permanent use covers the purchased version; updates/support and Cloud are separate. Keep local backups. Device replacement, rebinding or package changes require support review.

Full customer and administrator instructions: /docs/offline-activation.


---

# Salon front desk: step-by-step handbook

Updated 22 October 2026.

Public documentation: /docs/specialist-operations#salon
POS route: /pos/desks/salon
Business workspace: /dashboard/specialist-operations

## Access and setup

Administrator: select the compatible professional-services foundation, its parent modules and the optional salon-appointments block. Select Salon front desk · appointments in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes.

## Step by step

1. Administrator: select the compatible professional-services foundation, its parent modules and the optional salon-appointments block. Select Salon front desk · appointments in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes.
2. Open /pos-login, choose Salon front desk · appointments 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 appointments, Booked, Arrivals, In service, Completed). Use Book appointment to create a record, or open History & next action on an existing one.
4. Select the client and active staff member. Enter the service, chair and total occupied time including processing/buffer time.
5. Create the booking. Active appointments cannot overlap for the same staff member or chair; adjacent time windows are allowed.
6. Record arrival, start service and completion. Use cancelled or no-show only from the permitted stages; retain evidence in history.
7. Record cancellation or no-show only when offered. Keep service billing in the separately authorised Business portal. Completing an appointment does not complete or invoice a service engagement.
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.

## Demo practice

Salon demo: 4 appointments in Booked, Arrivals, In service and Completed. Choose a record and inspect History & next action before progressing it.

Use the existing package-specific demo owner or staff credentials supplied privately by your administrator. Never place passwords in a public handbook. Demo authorizations and recipient evidence are synthetic. Seed reruns do not refresh dates, reset used records or reactivate revoked access.

## Review and shared handoff

Record cancellation or no-show only when offered. Keep service billing in the separately authorised Business portal. Completing an appointment does not complete or invoice a service engagement.
Business source: /dashboard/services

## Current limits

Scheduling and operational progress only. Staff qualification rules, multiple processing phases, visit checkout, deposits, rebooking and stylist commissions are not implemented. This operational desk has no new payment engine.

## When blocked

- Missing desk: verify the selected workflow, optional block, parent foundation and staff Operations access.
- Authorization blocked: use an eligible owner or manager; operator access alone does not grant review powers.
- Source not ready: complete the required original kitchen, sales or job action in the Business portal and refresh.
- Stale version: refresh the record and review its history before retrying; do not repeat a sale or stock action.
- No network: these browser desks require the ERP server; do not treat an unsaved form as a completed transaction.

## Visual instructions

The matching industry handbook includes flow/sequence diagrams and Diagram view → Step by Step. New desk screenshots remain pending; no synthetic screenshot is presented as captured evidence. Use your browser Print / Save PDF to export these instructions.


## Offline purchase and activation

Desktop supports its installed packages; native Android permanent activation requires 1.3.0-preview and currently supports Retail and Water Refilling. This does not make cloud browser pages available offline.

1. Open the existing local business and its License & local package page. Expired trial records are retained; do not reinstall or create another business.
2. Copy the activation request and send it privately to support using any available device. Confirm the platform, exact installed version, supported package and agreed payment.
3. Super Admin opens Offline licenses, verifies the request, ownership and payment, then generates a signed permanent key without requiring a cloud tenant.
4. Transfer the key to the original device, paste/import it, verify the preview and apply the local package. Existing business records remain.
5. Permanent use covers the purchased version; updates/support and Cloud are separate. Keep local backups. Device replacement, rebinding or package changes require support review.

Full customer and administrator instructions: /docs/offline-activation.


---

# Laundry front desk: step-by-step handbook

Updated 22 October 2026.

Public documentation: /docs/specialist-operations#laundry
POS route: /pos/desks/laundry
Business workspace: /dashboard/specialist-operations

## Access and setup

Administrator: select the compatible professional-services foundation, its parent modules and the optional laundry-custody block. Select Laundry front desk · intake & collection in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes.

## Step by step

1. Administrator: select the compatible professional-services foundation, its parent modules and the optional laundry-custody block. Select Laundry front desk · intake & collection in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes.
2. Open /pos-login, choose Laundry front desk · intake & collection 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 tickets, Intake, Processing, QC, Ready to collect, Released). Use Receive laundry to create a record, or open History & next action on an existing one.
4. Select the client, kg or piece basis, gross quantity, tare, bag count and promised time. Pieces must be whole and have zero tare.
5. Keep the generated bag codes with each bag. Progress sorting, washing, drying, packing, QC and ready with evidence; return to sorting for rework.
6. At release scan/type every expected bag code exactly once and record the verified recipient and handover evidence. Verify payment separately in the billing workflow.
7. Keep promised time and net quantity visible. Use History & next action to review the last evidence; use permitted rework transitions when needed. Check payment separately in commercial billing; this desk does not enforce payment before release.
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.

## Demo practice

Laundry demo: 4 tickets in Received, Washing, Ready and Released, each with two generated bag codes. Open the Ready ticket to practice checking every expected bag before release.

Use the existing package-specific demo owner or staff credentials supplied privately by your administrator. Never place passwords in a public handbook. Demo authorizations and recipient evidence are synthetic. Seed reruns do not refresh dates, reset used records or reactivate revoked access.

## Review and shared handoff

Keep promised time and net quantity visible. Use History & next action to review the last evidence; use permitted rework transitions when needed. Check payment separately in commercial billing; this desk does not enforce payment before release.
Business source: /dashboard/commercial

## Current limits

Operational ticket and bag custody only. No price/rush rules, payment enforcement, garment photos, bag splitting, representative registry or scale integration. This operational desk has no new payment engine.

## When blocked

- Missing desk: verify the selected workflow, optional block, parent foundation and staff Operations access.
- Authorization blocked: use an eligible owner or manager; operator access alone does not grant review powers.
- Source not ready: complete the required original kitchen, sales or job action in the Business portal and refresh.
- Stale version: refresh the record and review its history before retrying; do not repeat a sale or stock action.
- No network: these browser desks require the ERP server; do not treat an unsaved form as a completed transaction.

## Visual instructions

The matching industry handbook includes flow/sequence diagrams and Diagram view → Step by Step. New desk screenshots remain pending; no synthetic screenshot is presented as captured evidence. Use your browser Print / Save PDF to export these instructions.


## Offline purchase and activation

Desktop supports its installed packages; native Android permanent activation requires 1.3.0-preview and currently supports Retail and Water Refilling. This does not make cloud browser pages available offline.

1. Open the existing local business and its License & local package page. Expired trial records are retained; do not reinstall or create another business.
2. Copy the activation request and send it privately to support using any available device. Confirm the platform, exact installed version, supported package and agreed payment.
3. Super Admin opens Offline licenses, verifies the request, ownership and payment, then generates a signed permanent key without requiring a cloud tenant.
4. Transfer the key to the original device, paste/import it, verify the preview and apply the local package. Existing business records remain.
5. Permanent use covers the purchased version; updates/support and Cloud are separate. Keep local backups. Device replacement, rebinding or package changes require support review.

Full customer and administrator instructions: /docs/offline-activation.


---

# Food pickup counter: step-by-step handbook

Updated 22 October 2026.

Public documentation: /docs/specialist-operations#food-beverage
POS route: /pos/desks/food-beverage
Business workspace: /dashboard/specialist-operations

## Access and setup

Administrator: select the compatible food-hospitality foundation, its parent modules and the optional food-pickup block. Select Food front desk · takeaway pickup in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes.

## Step by step

1. Administrator: select the compatible food-hospitality foundation, its parent modules and the optional food-pickup block. Select Food front desk · takeaway pickup in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes.
2. Open /pos-login, choose Food front desk · takeaway pickup 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 pickups, Waiting for pickup, Collected). Use Prepare pickup ticket to create a record, or open History & next action on an existing one.
4. Create the takeaway order in the existing food workspace. Open a pickup ticket linked to that order and enter the pickup name.
5. Prepare the order in the existing kitchen workflow. A pickup ticket never changes the kitchen order or posts a bill.
6. Once the kitchen order is ready or served, verify the recipient and record collected with evidence. Only one pickup ticket can refer to an order.
7. If collection is blocked, an authorised kitchen operator must progress the original order to Ready in the Business portal. Refresh the desk before recording collection. Pickup does not collect money or change the kitchen 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.

## Demo practice

Food demo: 3 pickup tickets linked to 3 synthetic takeaway orders. Two are waiting, one is collected; kitchen sources include New and Ready. A New kitchen order cannot be collected.

Use the existing package-specific demo owner or staff credentials supplied privately by your administrator. Never place passwords in a public handbook. Demo authorizations and recipient evidence are synthetic. Seed reruns do not refresh dates, reset used records or reactivate revoked access.

## Review and shared handoff

If collection is blocked, an authorised kitchen operator must progress the original order to Ready in the Business portal. Refresh the desk before recording collection. Pickup does not collect money or change the kitchen order.
Business source: /dashboard/food

## Current limits

Takeaway handover only. Restaurant billing, modifiers, table/seat splits, recipes, ingredient deduction and food cash shifts remain separate work. This operational desk has no new payment engine.

## When blocked

- Missing desk: verify the selected workflow, optional block, parent foundation and staff Operations access.
- Authorization blocked: use an eligible owner or manager; operator access alone does not grant review powers.
- Source not ready: complete the required original kitchen, sales or job action in the Business portal and refresh.
- Stale version: refresh the record and review its history before retrying; do not repeat a sale or stock action.
- No network: these browser desks require the ERP server; do not treat an unsaved form as a completed transaction.

## Visual instructions

The matching industry handbook includes flow/sequence diagrams and Diagram view → Step by Step. New desk screenshots remain pending; no synthetic screenshot is presented as captured evidence. Use your browser Print / Save PDF to export these instructions.


## Offline purchase and activation

Desktop supports its installed packages; native Android permanent activation requires 1.3.0-preview and currently supports Retail and Water Refilling. This does not make cloud browser pages available offline.

1. Open the existing local business and its License & local package page. Expired trial records are retained; do not reinstall or create another business.
2. Copy the activation request and send it privately to support using any available device. Confirm the platform, exact installed version, supported package and agreed payment.
3. Super Admin opens Offline licenses, verifies the request, ownership and payment, then generates a signed permanent key without requiring a cloud tenant.
4. Transfer the key to the original device, paste/import it, verify the preview and apply the local package. Existing business records remain.
5. Permanent use covers the purchased version; updates/support and Cloud are separate. Keep local backups. Device replacement, rebinding or package changes require support review.

Full customer and administrator instructions: /docs/offline-activation.


---

# Auto repair reception: step-by-step handbook

Updated 22 October 2026.

Public documentation: /docs/specialist-operations#auto-repair
POS route: /pos/desks/auto-repair
Business workspace: /dashboard/specialist-operations

## Access and setup

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.

## Step by step

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.

## Demo practice

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

Use the existing package-specific demo owner or staff credentials supplied privately by your administrator. Never place passwords in a public handbook. Demo authorizations and recipient evidence are synthetic. Seed reruns do not refresh dates, reset used records or reactivate revoked access.

## Review and shared handoff

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.
Business source: /dashboard/trades

## Current limits

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.

## When blocked

- Missing desk: verify the selected workflow, optional block, parent foundation and staff Operations access.
- Authorization blocked: use an eligible owner or manager; operator access alone does not grant review powers.
- Source not ready: complete the required original kitchen, sales or job action in the Business portal and refresh.
- Stale version: refresh the record and review its history before retrying; do not repeat a sale or stock action.
- No network: these browser desks require the ERP server; do not treat an unsaved form as a completed transaction.

## Visual instructions

The matching industry handbook includes flow/sequence diagrams and Diagram view → Step by Step. New desk screenshots remain pending; no synthetic screenshot is presented as captured evidence. Use your browser Print / Save PDF to export these instructions.


## Offline purchase and activation

Desktop supports its installed packages; native Android permanent activation requires 1.3.0-preview and currently supports Retail and Water Refilling. This does not make cloud browser pages available offline.

1. Open the existing local business and its License & local package page. Expired trial records are retained; do not reinstall or create another business.
2. Copy the activation request and send it privately to support using any available device. Confirm the platform, exact installed version, supported package and agreed payment.
3. Super Admin opens Offline licenses, verifies the request, ownership and payment, then generates a signed permanent key without requiring a cloud tenant.
4. Transfer the key to the original device, paste/import it, verify the preview and apply the local package. Existing business records remain.
5. Permanent use covers the purchased version; updates/support and Cloud are separate. Keep local backups. Device replacement, rebinding or package changes require support review.

Full customer and administrator instructions: /docs/offline-activation.


---

# Retail store POS: step-by-step handbook

Updated 22 October 2026.

Public documentation: /docs/specialist-operations#retail-store
POS route: /pos/desks/retail-store
Business workspace: /dashboard/specialist-operations

## Access and setup

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.

## Step by step

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.

## Demo practice

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

Use the existing package-specific demo owner or staff credentials supplied privately by your administrator. Never place passwords in a public handbook. Demo authorizations and recipient evidence are synthetic. Seed reruns do not refresh dates, reset used records or reactivate revoked access.

## Review and shared handoff

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.
Business source: /dashboard/retail-sales

## Current limits

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.

## When blocked

- Missing desk: verify the selected workflow, optional block, parent foundation and staff Operations access.
- Authorization blocked: use an eligible owner or manager; operator access alone does not grant review powers.
- Source not ready: complete the required original kitchen, sales or job action in the Business portal and refresh.
- Stale version: refresh the record and review its history before retrying; do not repeat a sale or stock action.
- No network: these browser desks require the ERP server; do not treat an unsaved form as a completed transaction.

## Visual instructions

The matching industry handbook includes flow/sequence diagrams and Diagram view → Step by Step. New desk screenshots remain pending; no synthetic screenshot is presented as captured evidence. Use your browser Print / Save PDF to export these instructions.


## Offline purchase and activation

Desktop supports its installed packages; native Android permanent activation requires 1.3.0-preview and currently supports Retail and Water Refilling. This does not make cloud browser pages available offline.

1. Open the existing local business and its License & local package page. Expired trial records are retained; do not reinstall or create another business.
2. Copy the activation request and send it privately to support using any available device. Confirm the platform, exact installed version, supported package and agreed payment.
3. Super Admin opens Offline licenses, verifies the request, ownership and payment, then generates a signed permanent key without requiring a cloud tenant.
4. Transfer the key to the original device, paste/import it, verify the preview and apply the local package. Existing business records remain.
5. Permanent use covers the purchased version; updates/support and Cloud are separate. Keep local backups. Device replacement, rebinding or package changes require support review.

Full customer and administrator instructions: /docs/offline-activation.


---

# Services & contracting desk: step-by-step handbook

Updated 22 October 2026.

Public documentation: /docs/specialist-operations#services-contracting
POS route: /pos/desks/services-contracting
Business workspace: /dashboard/specialist-operations

## Access and setup

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.

## Step by step

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.

## Demo practice

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.

Use the existing package-specific demo owner or staff credentials supplied privately by your administrator. Never place passwords in a public handbook. Demo authorizations and recipient evidence are synthetic. Seed reruns do not refresh dates, reset used records or reactivate revoked access.

## Review and shared handoff

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.
Business source: /dashboard/industry-operations

## Current limits

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.

## When blocked

- Missing desk: verify the selected workflow, optional block, parent foundation and staff Operations access.
- Authorization blocked: use an eligible owner or manager; operator access alone does not grant review powers.
- Source not ready: complete the required original kitchen, sales or job action in the Business portal and refresh.
- Stale version: refresh the record and review its history before retrying; do not repeat a sale or stock action.
- No network: these browser desks require the ERP server; do not treat an unsaved form as a completed transaction.

## Visual instructions

The matching industry handbook includes flow/sequence diagrams and Diagram view → Step by Step. New desk screenshots remain pending; no synthetic screenshot is presented as captured evidence. Use your browser Print / Save PDF to export these instructions.


## Offline purchase and activation

Desktop supports its installed packages; native Android permanent activation requires 1.3.0-preview and currently supports Retail and Water Refilling. This does not make cloud browser pages available offline.

1. Open the existing local business and its License & local package page. Expired trial records are retained; do not reinstall or create another business.
2. Copy the activation request and send it privately to support using any available device. Confirm the platform, exact installed version, supported package and agreed payment.
3. Super Admin opens Offline licenses, verifies the request, ownership and payment, then generates a signed permanent key without requiring a cloud tenant.
4. Transfer the key to the original device, paste/import it, verify the preview and apply the local package. Existing business records remain.
5. Permanent use covers the purchased version; updates/support and Cloud are separate. Keep local backups. Device replacement, rebinding or package changes require support review.

Full customer and administrator instructions: /docs/offline-activation.