# 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.