# Trades: how-to handbook

Updated 22 October 2026.

Plan customer jobs, actual quote acceptance, crew dispatch, execution checks, materials, costs and manual collections.

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

## Using your workspace

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

## First setup

1. **Operations:** Create the customer contact, site job, actual work window and lead technician.
2. **Dispatcher:** Prepare the detailed quote, required checks and crew before work starts.
3. **Stock manager:** Prepare the correct warehouse, materials and eligible lot/serial stock.

## Daily work

1. **Customer / team:** Record actual customer acceptance of the sent quote or use their private contact portal.
2. **Dispatcher:** Schedule only after checking all lead/crew overlaps and approved leave.
3. **Assigned technician:** Start work, record per-check evidence and complete all required checks before job completion.
4. **Finance / stock:** Issue actual unreserved materials to work in progress and review other cost evidence independently.

## Closing and review

1. **Finance:** Bill the completed job; the invoice must match an accepted quote where one exists. Record actual payments separately.
2. **Dispatcher:** Create recurring visits from completed source jobs; generate drafts, then review and dispatch each visit.
3. **Manager:** Review unknown material values, cost evidence and any uncompleted required checks.

## Current limits

- Crew occupies the whole job window; no route optimization or payroll roster synchronization.
- Periodic-stock issue value may remain unknown. Reviewed labor/subcontract costs are management evidence, not duplicate payment journals.
- Recurring generation creates drafts, not automatic dispatch or customer billing.

## Client and owner self-service

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

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

Only perform actions allowed by your foundation and department role.

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

## Auto repair reception · specialized workflow

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

### Flow chart

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

### Sequence diagram

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

1. Administrator: select the compatible trades foundation, its parent modules and the optional auto-intake block. Select Auto repair front desk · intake & release in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Open /pos-login, choose Auto repair front desk · intake & release in Workflow, then sign in with the account for this business. Business administration uses a separate login; a copied desk URL cannot change your signed workflow. On a phone use the same online browser route; use your device keyboard for form entry.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Choose the appropriate queue (All vehicles, Arrivals, Inspection, Authorised, Work in progress, QC, Released). Use Check in vehicle to create a record, or open History & next action on an existing one.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Create the authoritative trade job first. Attach the vehicle identifier, odometer and intake condition/keys evidence.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Progress to inspection. An owner or manager records actual customer work-authorization evidence; changed estimated amounts require fresh authorization through inspection.

*Screenshot pending for this step. Follow the numbered instruction.*
6. Record work and QC. Release requires the authoritative job already completed and recipient/QC evidence. Quote approval and payment remain in their existing workflows.

*Screenshot pending for this step. Follow the numbered instruction.*
7. Only an owner or manager can record work authorization. Staff must obtain that review. If the agreed job estimate changes, return to Inspection and obtain fresh actual authorization. Complete the original job before release; no automatic parts issue or payment occurs.

*Screenshot pending for this step. Follow the numbered instruction.*
8. Before changing desks or sales tabs, save the form or deliberately discard it. Switching is blocked while saving. If a record changed, refresh and review its latest version before retrying.

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

**Before you proceed:** Vehicle intake and work/release controls only. No item-level authorization, bay planning, warranty engine, automatic parts issues or payment-release enforcement. This operational desk has no new payment engine.

## Services & contracting desk · specialized workflow

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

### Flow chart

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

### Sequence diagram

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

1. Administrator: select the compatible trades or professional-services foundation, its parent modules and the optional service-visits block. Select Services front desk · site dispatch in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Open /pos-login, choose Services front desk · site dispatch in Workflow, then sign in with the account for this business. Business administration uses a separate login; a copied desk URL cannot change your signed workflow. On a phone use the same online browser route; use your device keyboard for form entry.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Choose the appropriate queue (All visits, Scheduled, Dispatched, On site, Completed). Use Schedule site visit to create a record, or open History & next action on an existing one.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Select an open job or service engagement, active staff member, site and visit window. The corresponding parent module must be selected.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Schedule the visit; active visits cannot overlap for the same staff member. Record dispatch and arrival with evidence.

*Screenshot pending for this step. Follow the numbered instruction.*
6. Complete the visit with actual site evidence. Complete/review the authoritative job or engagement and issue eligible billing separately.

*Screenshot pending for this step. Follow the numbered instruction.*
7. A visit completion does not complete the parent job or engagement. Record delivery checks and approved work in the Business portal, then use eligible commercial billing separately. Scheduling cannot overlap for the same staff member.

*Screenshot pending for this step. Follow the numbered instruction.*
8. Before changing desks or sales tabs, save the form or deliberately discard it. Switching is blocked while saving. If a record changed, refresh and review its latest version before retrying.

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

**Before you proceed:** Site-visit scheduling and evidence only. No travel optimization, variations, retention/progress billing, native reception checkout or automatic parent completion. This operational desk has no new payment engine.

## Specialist operations: seven optional workflows

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

### Flow chart

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

### Sequence diagram

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

1. Ask the administrator to select the appropriate optional specialist blocks plus the matching parent blocks. Use Business sign in with Operations View or Edit; the package label alone grants no access.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Open Operations → Specialist operations. Choose an eligible workflow, expand Step by step and open the public specialist handbook for the exact workflow instructions and current limits.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Find an existing customer/staff/source and save the specialised intake. Keep bag codes and source references. Every write is versioned/audited; custody movements are append-only.

*Screenshot pending for this step. Follow the numbered instruction.*
4. Progress only through the displayed next actions and record evidence. Laundry release needs all bag codes; food pickup needs a ready order; retail handover needs completed fulfillment; vehicle release needs job completion.

*Screenshot pending for this step. Follow the numbered instruction.*
5. Review history and use the original billing, stock, checkout and job workspaces for their authoritative actions. These operational records do not confirm payment or automatically complete another module.

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

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

## Shared inventory: store variants and scan labels

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

### Flow chart

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

### Sequence diagram

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

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

*Screenshot pending for this step. Follow the numbered instruction.*
2. Create a family for the relevant store type and save each SKU’s size, color, material, brand or book/age details. A variant remains a real stock SKU.

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

*Screenshot pending for this step. Follow the numbered instruction.*
4. Use printable labels to test EAN/ISBN and internal QR scanning. ISBNs are checked locally; seeded book metadata is not a live external lookup.

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

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

## Shared inventory: counts, replenishment and lot expiry

Review counted quantities and eligible lot stock before replenishing.

### Flow chart

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

### Sequence diagram

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

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

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

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

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

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

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

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

## Shared staff: employee records and schedules

Maintain employee details separately from login accounts.

### Flow chart

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

### Sequence diagram

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

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

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

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

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

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

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

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

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

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

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

## Sign in and find your workspace

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

### Flow chart

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

### Sequence diagram

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

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

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

*Demo screenshot: Use the business entry for staff access. The dedicated POS login and public industry handbook links are available below; no credentials are shown. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
2. Open Overview for your foundation dashboard. Use Business to review current positions, Needs attention and dated workload creation. Use System & workflow for foundation/data freshness and source queues. Open ERP apps to find enabled modules.

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

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

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

*Demo screenshot: Use System & workflow to inspect source records. These snapshot values are not infrastructure-health measures. Current top navigation. Captured 19 October 2026 using isolated documentation-demo records.*
3. Select a 7, 30 or 90-day activity window and an authorized workspace. Expand Daily values to read the chart data or Export visible data for CSV. The date window applies to created-record activity, not the current/all-history cards. Use My profile to change your own details or credentials.

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

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

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

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

## Owner: staff and role management

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

### Flow chart

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

### Sequence diagram

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

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

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

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

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

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

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

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

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

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

## Shared contacts

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

### Flow chart

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

### Sequence diagram

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

1. Open Contacts and search before creating a duplicate.

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

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

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

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

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

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

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

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

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

## Shared inventory: warehouses and costing

Track physical quantities and move stock between locations.

### Flow chart

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

### Sequence diagram

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

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

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

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

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

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

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

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

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

## Shared finance: reports and period closing

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

### Flow chart

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

### Sequence diagram

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

1. Open Financial reports and choose the reporting month.

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

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

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

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

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

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

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

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

## Shared workforce: your attendance and leave

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

### Flow chart

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

### Sequence diagram

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

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

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

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

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

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

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

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

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

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

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

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

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

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

## Trades: customer job and dispatch

Assign site work and check technician scheduling conflicts.

### Flow chart

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

### Sequence diagram

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

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

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

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

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

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

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

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

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

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

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

## Other industries: business activities

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

### Flow chart

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

### Sequence diagram

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

1. Choose or create the appropriate activity category.

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

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

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

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

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

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

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

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

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

## Shared payroll: draft, review and pay

Use the same reviewed payroll engine across industry foundations.

### Flow chart

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

### Sequence diagram

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

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

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

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

*Screenshot pending for this step. Follow the numbered instruction.*
4. A different owner or manager with HR and Finance Edit approves. A beneficiary cannot approve. Record actual payout and remittance references; staff view only their own payslips.

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

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

## Workforce: shifts, breaks and approvals

Keep planned work separate from reviewed actual attendance.

### Flow chart

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

### Sequence diagram

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

1. HR assigns a dated Philippine-time shift with planned breaks and late grace. Overlapping shifts and approved leave conflicts are rejected. Overnight shifts retain their starting work date.

*Screenshot pending for this step. Follow the numbered instruction.*
2. Staff use My work to clock in, and My shifts & requests to start and end breaks. End a recorded break before clock-out; recorded punches determine its minute total automatically.

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

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

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

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

## Trades: execution checklist and handover

Require evidence before completing a job.

### Flow chart

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

### Sequence diagram

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

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

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

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

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

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

## Commercial: source-linked invoicing

Create invoices from approved work without billing it twice.

### Flow chart

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

### Sequence diagram

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

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

*Screenshot pending for this step. Follow the numbered instruction.*
2. Use either time or milestone billing for a service engagement. Time uses saved approved rates; milestones and job contracts require the agreed price. Agency fees use the closed deal and an explicit billing contact.

*Screenshot pending for this step. Follow the numbered instruction.*
3. Save the draft. A different owner/manager with Finance Edit checks source evidence and issues the invoice. Cancel unused drafts to release their source claims.

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

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

## Commercial: payments, credits and refunds

Preserve original invoices and record adjustment evidence.

### Flow chart

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

### Sequence diagram

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

1. Open an issued invoice and record the actual manually confirmed tender. Cash received and applied amounts are separate; external methods require a real reference and confirmation.

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

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

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

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

## Trades: stock consumption and actual cost evidence

Connect active jobs to shared material movements and reviewed costs.

### Flow chart

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

### Sequence diagram

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

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

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

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

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

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

## Administration: provider gateways

Inspect inactive connections and signed delivery/reconciliation queues.

### Flow chart

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

### Sequence diagram

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

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

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

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

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

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

## Trades: customer quotes and repeat visits

Trades: customer quotes and repeat visits

### Flow chart

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

### Sequence diagram

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

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

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

*Screenshot pending for this step. Follow the numbered instruction.*
3. Create a repeat plan from a completed job. Pause, resume or reschedule it, then generate the next draft visit. Review and schedule that draft using existing conflict checks.

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

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

## Trades: multi-person job crew

Trades: multi-person job crew

### Flow chart

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

### Sequence diagram

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

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

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

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

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

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

## Owner/manager: private client and owner access

Owner/manager: private client and owner access

### Flow chart

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

### Sequence diagram

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

1. Verify the active contact identity and authority, then issue a private seven-day link in Client & owner access. Copy the link only to the intended recipient through your established private channel.

*Screenshot pending for this step. Follow the numbered instruction.*
2. The recipient opens the separate Client & owner portal. Their own eligible work, quotes, invoices, listings, briefs and unit resolutions appear; actual quote/milestone acceptance and eligible unit voting are available.

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

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

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



## Offline purchase and activation

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

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

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


## Local item pictures

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