The ERP System is an integrated business management platform that connects all departments into one unified system.
It allows organizations to manage:
Sales
Purchase
Inventory
Manufacturing
Accounting
Human Resources
Projects
Quality
Support
All modules share a single database.
Every transaction updates related modules automatically.
Example:
When a Sales Invoice is submitted:
Revenue is recorded in Accounting
Customer outstanding is updated
Inventory is reduced
Reports are updated instantly
No duplicate data entry required.
Single source of truth
Real-time updates
Role-based access
Controlled workflows
Audit tracking
The system works on three main levels:
Masters are foundational records.
Examples:
Customer
Supplier
Item
Warehouse
Employee
Masters must be created before transactions.
Transactions record business activity.
Examples:
Sales Order
Purchase Order
Stock Entry
Invoice
Payment
Transactions impact stock, accounting, and reports.
Reports provide business insights.
Examples:
Sales Summary
Stock Balance
Profit & Loss
Aging Report
Reports update automatically after each transaction.
Enter username
Enter password
Click login
Users see modules based on assigned roles.
After login, users see:
Modules
Shortcuts
Pending approvals
Notifications
KPI cards (if configured)
Use:
Left sidebar menu
Global search bar
Module shortcuts
Tip:
Use search bar to quickly find any document or report.
Example:
Type “Sales Order” → Press Enter.
Most modules follow the same process:
Open module
Click “New”
Fill required fields
Save
Submit
Use filters:
By date
By status
By company
By customer/supplier
Use list view sorting and grouping.
Document status is critical for system control.
Editable
Not yet finalized
No accounting or stock impact
Users can modify or delete draft documents.
Confirmed transaction
Cannot be edited directly
Impacts stock and/or accounts
To modify:
Cancel and Amend.
Reverses accounting and stock impact
Marks transaction invalid
Cancellation keeps audit history.
Revised version of cancelled document
New document linked to original
Ensures audit compliance.
Every transaction follows lifecycle:
Draft
→ Submitted
→ Completed
→ Cancelled (if needed)
Example (Sales Order):
Draft → Submitted → Delivered → Invoiced → Completed
If approval workflow configured:
Example:
Draft
→ Pending Approval
→ Approved
→ Rejected
Users cannot bypass approval hierarchy.
Documents are interconnected.
Example:
Quotation
→ Sales Order
→ Delivery
→ Invoice
→ Payment
You can click “Linked Documents” to view the full chain.
This improves traceability.
The system performs automatic checks such as:
Credit limit validation
Stock availability check
Budget validation
Tax calculation
Duplicate entry warning
These controls reduce manual errors.
Use search bar to find:
Customers
Items
Invoices
Reports
In list view:
Filter by date range
Filter by status
Filter by company
Save custom filters
Users can:
Pin frequently used documents
Add shortcut cards
View pending tasks
View key performance indicators
Managers can monitor performance at a glance.
Within any document:
Add file attachments
Add comments
Track communication history
All actions are recorded.
Users only see:
Modules assigned
Documents permitted
Warehouses allowed
Companies authorized
Access is controlled by administrator.
Forgetting to submit document
Editing draft without reviewing data
Not checking linked documents
Ignoring validation warnings
Deleting drafts without verification
Understand process flow before entry
Always review document before submission
Avoid duplicate entries
Use reports to verify data
Seek approval before cancellation
Term -> Meaning
Master -> Setup record
Transaction -> Daily business entry
Submit -> Confirm transaction
Cancel -> Reverse transaction
Amendment -> Corrected version
Workflow -> Approval hierarchy
Ledger -> Accounting record
WIP -> Work-in-progress