# 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.