ERP256 User Manual & Guide

1. Introduction

Welcome to the ERP256 user manual. ERP256 is an all-in-one business ERP where company teams run projects, accounting, HRM, CRM, inventory, and POS from their own secure workspaces. This guide is built for customers and teams using ERP256. Inside, you'll find step-by-step instructions covering login, dashboards, company setup, projects, accounting, HRM, CRM, POS, and everyday workflows.

This user manual covers all major modules and features of ERP256, providing step-by-step guidance for getting started and mastering each section of the platform. Whether you are a Company Admin, Project Manager, HR Officer, Accountant, or Sales Executive, this guide will help you use ERP256 efficiently and effectively.

Who This Guide Is For

• Company Admins: Full system setup, user management, billing, and configuration.
• Department Managers: Running projects, approving leave, managing pipelines.
• Accountants & Finance Teams: Invoicing, payments, bank reconciliation, financial reports.
• HR Officers: Attendance, payroll, recruitment, performance reviews.
• Sales & CRM Teams: Leads, proposals, quotations, invoicing.

2. Login Process

The login process in ERP256 enables users to access the platform seamlessly. This documentation outlines the step-by-step procedure for users to log in and gain entry into the system.

2.1 Introduction to the Login Process

The login process is designed to allow users to access their accounts within the ERP256 platform, granting them entry to its functionalities and features. Whether you are a Company Admin, a staff member, or a client with portal access, the process begins at the ERP256 login page.

2.2 Accessing the Login Page

Users navigate to the designated login page of the ERP256 platform at app.erp256.com. This page is accessible from any modern web browser including Chrome, Firefox, Edge, and Safari on desktop and mobile devices.

2.3 Entering Your Credentials

Upon reaching the login page, users fill in the required fields to sign in:

• Email Address: Enter your registered email address associated with your ERP256 account.
• Password: Enter your account password. Passwords are case-sensitive.
• Click the "SIGN IN" button to access your account.

Once logged in, you will be directed to your personalized dashboard, where you can manage your tasks, collaborate with team members, and access all ERP256 features relevant to your role.

2.4 New to ERP256?

If you do not yet have an account, you can register directly from the login page. Click the "Create one" link at the bottom of the login form to begin the registration process:

• Name: Input your full name as it will appear in the system.
• Email Address: Enter your business email address. This will be your login username.
• Password: Create a strong, secure password (minimum 8 characters, mix of letters and numbers recommended).
• Confirm Password: Re-enter your password to confirm it matches exactly.
• Click the "Create account" button to complete registration.

After registration, you will receive a verification email. Click the verification link to activate your account before logging in for the first time.

2.5 Successful Login & Seamless Access

Once your credentials are verified, you are successfully logged in and redirected to your dashboard. The system remembers your session securely. Subsequent logins can be initiated using your registered email and password on the login page. For security, ERP256 automatically logs out inactive sessions after an extended period of inactivity.

2.6 Two-Factor Authentication (2FA)

For enhanced security, Company Admins can enable Two-Factor Authentication for their workspace. When 2FA is enabled, users must enter a one-time verification code sent to their registered email or authenticator app in addition to their password during login.

3. Admin Access & Company Setup

Company Administrators log in using credentials provided during workspace onboarding or direct registration. Once authenticated, they enter their dedicated company dashboard with full administrative access to their company's CRM, Accounting, Projects, HRM, and POS modules.

3.1 Company Profile Configuration

After first login, Company Admins should configure their company profile from the System Settings panel:

• Company Name & Logo: Upload your company logo and enter the official company name that will appear on invoices, proposals, and reports.
• Company Address: Full postal address for legal documents.
• Tax Registration Number: VAT or tax ID that prints on all invoices.
• Default Currency: Set the base currency for all financial transactions.
• Fiscal Year Start: Define your financial year start month (e.g., January or July).
• Time Zone: Set your local time zone for accurate timestamps and scheduling.
• Date Format: Choose your preferred date display format (DD/MM/YYYY, MM/DD/YYYY, YYYY-MM-DD).

3.2 Business Settings

From the Business Settings section, configure:

• Tax Rates: Define multiple tax rates (GST, VAT, Sales Tax) with percentages and names to apply on invoices and purchases.
• Payment Terms: Create standard payment terms (Net 30, Due on Receipt, 50% Advance) to use on invoices.
• Invoice Prefix & Numbering: Set invoice number prefixes (e.g., INV-2024-) and starting numbers for automatic sequential numbering.
• Email Notifications: Configure which events trigger email alerts to admins and team members.
• Webhook & API Settings: Connect ERP256 to third-party tools via API keys and webhooks.

3.3 Plan & Subscription Management

Company Admins manage their ERP256 subscription plan, billing details, and feature access from the Subscription Settings area. Upgrading or downgrading plans takes effect at the next billing cycle. Admins can view current plan limits (number of users, storage, modules) and usage metrics.

4. Dashboards & Role-Based Views

ERP256 provides dedicated dashboards tailored for different management responsibilities and user roles. Each dashboard is designed to surface the most critical metrics and action items for that role at a glance.

4.1 Available Dashboards

• Project Dashboard: Task completion rates, active bugs, team workload progress, milestone timelines, and overdue task alerts.
• Account Dashboard: Customer and vendor payment charts, revenue vs. expenses comparison, outstanding receivables, bank balances, and cash flow trends.
• HRM Dashboard: Today's attendance summary, staff absences, pending leave approval requests, employee distribution by department, and upcoming birthdays/anniversaries.
• Recruitment Dashboard: Hiring funnel visualization (Applied → Shortlisted → Interviewed → Hired), active job postings count, and time-to-hire metrics.
• POS Dashboard: Today's total revenue, number of sales transactions, out-of-stock item alerts, top-selling products, and cashier-wise sales breakdown.
• CRM Dashboard: Deals pipeline by stage, lead conversion tasks, scheduled calls and meetings, and sales team performance leaderboard.
• Support Tickets Dashboard: Open ticket count by priority, average first response time, ticket status distribution, and agent performance metrics.

4.2 Dashboard Widgets & Customization

Dashboard widgets are interactive — clicking any metric card takes you directly to the relevant filtered list. For example, clicking "Overdue Invoices" on the Account Dashboard opens the invoices list filtered to show only overdue items. Most dashboards include date range selectors to view data for Today, This Week, This Month, This Quarter, or custom date ranges.

4.3 Role-Based Portals

In addition to admin and manager views, ERP256 provides streamlined, private portals for different stakeholder types:

• Staff Portal: Clock In/Out attendance, submit leave requests, view personal payslips, access assigned tasks, and view company announcements.
• Customer Portal: View invoices and payment statements, download receipts, submit support tickets, and track ticket status.
• Vendor Portal: View purchase orders, submit delivery confirmations, check outstanding debit notes, and access support channels.

5. User Management & Granular Permissions

Company Admins can create customized user roles and assign fine-grained permissions across all modules. This allows precise control over what each team member can see and do within ERP256.

5.1 Managing Roles

Roles are permission templates assigned to users. Navigate to Settings → Roles & Permissions to manage roles.

Permissions are organized by module tabs including General, Accounting, HRM, CRM, POS, Projects, Support, Double Entry, Inventory, and more. For each feature within a module, you can independently grant or revoke access to:

• Manage — View and access the module/feature list.
• Create — Create new records within the feature.
• Edit — Modify existing records.
• Delete — Permanently remove records.

5.2 Adding Users

To add a new user to your ERP256 workspace:

1. Go to Settings → Users.
2. Click "Invite User" or "Add User".
3. Enter the user's full name, email address, and assign a role.
4. Set whether the user has login access (some users like vendors may be in the system without login credentials).
5. Click "Save" — the user receives an invitation email with login setup instructions.

5.3 Managing Users & Login History

From the Users management panel, admins can:

• View all active and inactive users in the workspace.
• Enable or disable login access for any user.
• Change a user's assigned role at any time.
• View detailed login audit logs including IP addresses, device types, browser information, and precise timestamps of each login session.
• Force logout an active user session if needed for security purposes.
• Reset a user's password directly from the admin panel.

5.4 Department & Team Structure

Users can be organized into Departments and Teams to reflect your company's organizational structure. This grouping is used for HRM reporting, task assignments, and team-based permission scoping. Create departments at Settings → Departments.

6. Proposal Management

The Proposals module allows your sales team to create professional, branded sales proposals that can be sent to prospects and existing clients. Proposals can be customized, tracked, and converted to invoices when accepted.

6.1 Creating a Proposal

Navigate to CRM → Proposals and click "Create Proposal". Fill in the following fields:

• Client: Select an existing client from your CRM or enter a new contact name.
• Proposal Title: A descriptive name for the proposal (e.g., "Website Development Project Q1 2024").
• Issue Date & Expiry Date: Set when the proposal is issued and when it expires.
• Currency & Tax Rate: Choose the billing currency and applicable tax.
• Line Items: Add products or services with quantities, unit prices, discounts, and tax amounts. Each line item can have its own description and notes.
• Terms & Conditions: Enter any specific terms applicable to this proposal.
• Notes: Add internal notes or messages visible to the client on the proposal document.

6.2 Proposal Statuses

6.3 Converting a Proposal to an Invoice

When a client accepts a proposal, you can convert it to a sales invoice with a single click:

1. Open the accepted proposal.
2. Click the "Convert to Invoice" button in the top action bar.
3. Review and adjust any invoice details as needed (e.g., invoice date, payment terms).
4. Click "Save Invoice" — the invoice is created with all line items automatically populated from the proposal.

6.4 Sending Proposals to Clients

Proposals can be shared with clients in two ways:

• Email: Click "Send Email" to compose and send the proposal directly from ERP256 with your company email template.
• Shareable Link: Generate a unique client-facing URL that allows the client to view, accept, or reject the proposal online without needing an ERP256 account.

7. Sales Invoices & Returns

The Sales Invoice module is the core billing tool in ERP256. It supports both product-based and service-based invoicing, with automated tax computation, payment tracking, and accounting journal entry generation.

7.1 Creating a Sales Invoice

Navigate to Sales → Invoices and click "Create Invoice". Complete the invoice form:

• Invoice Type: Select Product Invoice (with inventory deduction) or Service Invoice (no inventory impact).
• Client: Select the customer from your CRM contacts list.
• Invoice Number: Auto-generated sequential number based on your prefix settings (e.g., INV-2024-001). Can be overridden manually.
• Invoice Date & Due Date: Set billing date and payment due date. The system flags overdue invoices automatically.
• Payment Terms: Choose from your predefined terms (Net 30, Due on Receipt, etc.).
• Warehouse (Product Invoice): Select the warehouse from which stock will be deducted.
• Line Items: Add products/services with quantity, unit price, discount percentage, and tax rate.
• Shipping Charges: Add any applicable shipping fees as a separate line or fixed amount.
• Notes & Terms: Add payment instructions or invoice-specific terms.

7.2 Invoice Actions

7.3 Recording Payments Against an Invoice

To record a customer payment:

1. Open the invoice and click "Record Payment".
2. Enter the Payment Date, Amount Received, and Payment Method (Cash, Bank Transfer, Cheque, Card).
3. Select the Bank Account where the payment was received.
4. Add a Reference Note (transaction ID, cheque number).
5. Click "Save Payment" — the invoice balance updates automatically, and a journal entry is generated in the accounting module.

Invoices with partial payments show a Partially Paid status. Fully paid invoices are marked as Paid and locked from further editing.

7.4 Sales Invoice Returns (Credit Notes)

When a customer returns products or requests a credit adjustment:

1. Navigate to the original sales invoice.
2. Click "Create Return" or go to Sales → Invoice Returns.
3. Select the products being returned and specify quantities.
4. ERP256 automatically generates a Credit Note and reverses the inventory deduction — returned items go back to the warehouse stock.
5. The credit note can be applied against future invoices for the same customer or refunded.

8. Purchase Management & Warehouses

The Purchase module manages all vendor bills, purchase orders, inventory receipts, and warehouse stock movements. It provides full visibility into your supply chain and vendor payment obligations.

8.1 Creating a Purchase Invoice (Vendor Bill)

Navigate to Purchases → Purchase Invoices and click "Create Purchase Invoice":

• Vendor: Select from your vendor list or add a new vendor.
• Bill Number: Enter the vendor's invoice number for reference.
• Purchase Date & Due Date: Set the bill date and payment due date.
• Warehouse: Select the destination warehouse where goods will be received.
• Line Items: Add purchased products with quantities, unit costs, and tax rates. ERP256 automatically increases warehouse stock upon saving.
• Payment Terms & Notes: Document the agreed payment terms with the vendor.

8.2 Recording Vendor Payments

To record payment to a vendor:

1. Open the purchase invoice and click "Pay Bill".
2. Enter payment date, amount, payment method, and bank account used.
3. Click "Save" — vendor balance updates and a journal entry is created.

8.3 Purchase Invoice Returns (Debit Notes)

When returning goods to a vendor:

1. Navigate to the original purchase invoice and click "Create Return".
2. Specify items and quantities being returned.
3. ERP256 generates a Debit Note and automatically deducts the returned items from warehouse stock.
4. The debit note reduces your outstanding vendor balance or can be applied to future purchases.

8.4 Multi-Warehouse Management

ERP256 supports multiple physical warehouse locations for businesses with distributed inventory:

• Creating Warehouses: Go to Inventory → Warehouses and add each physical location with a name and address.
• Stock Levels per Warehouse: View real-time stock quantities at each individual warehouse location.
• Minimum Stock Alerts: Set minimum stock level thresholds. ERP256 alerts you when stock at any warehouse drops below the minimum quantity.

8.5 Stock Transfers Between Warehouses

To move inventory between warehouses:

1. Go to Inventory → Stock Transfers and click "New Transfer".
2. Select the Source Warehouse and Destination Warehouse.
3. Add the products and quantities to transfer.
4. Set the transfer date and any reference notes.
5. Click "Complete Transfer" — stock is deducted from the source and added to the destination with a full audit trail.

9. Product & Service Inventory

The Products & Services module is the master catalog for everything your business sells or purchases. Products can be physical items tracked in inventory or services billed by time or unit.

9.1 Adding a Product

Navigate to Inventory → Products and click "Add Product". Fill in:

• Product Name & SKU: Unique product name and stock-keeping unit code for identification.
• Product Type: Select Physical Product (tracked in stock) or Service (not tracked in stock).
• Sale Price: The price at which you sell this product to customers.
• Purchase/Cost Price: Your cost to purchase or produce this item.
• Tax Rate: The applicable tax rate for sales of this product.
• Unit of Measure: kg, liter, piece, box, hour, etc.
• Initial Stock Quantity & Warehouse: Set opening stock levels when adding an existing product to the system.
• Minimum Stock Level: Set a reorder point threshold for low-stock alerts.
• Product Image: Upload a product image for visual identification.
• Description: Add a detailed product description that appears on invoices and proposals.

9.2 Product Categories

Organize products into categories (e.g., Electronics, Furniture, Software Licenses) for easier filtering, reporting, and management. Categories can be created and managed from Inventory → Product Categories.

9.3 Stock Adjustments

For manual inventory corrections (damaged goods write-offs, counting discrepancies, opening stock entries):

1. Go to Inventory → Stock Adjustments.
2. Select the product and warehouse.
3. Enter the adjustment quantity (positive to add, negative to deduct).
4. Add a reason for the adjustment (required for audit trail).
5. Click "Save Adjustment".

9.4 Product Price Lists

Create different price lists for different customer groups (e.g., retail, wholesale, VIP). Price lists allow you to set custom prices per product per customer segment. When creating an invoice, select the applicable price list and all prices auto-populate from that list.

10. Quotations Management

The Quotations module allows your sales team to issue formal price quotations to prospects and clients before a sale is confirmed. Quotations can be versioned, approved by clients, and converted to sales invoices.

10.1 Creating a Quotation

Navigate to Sales → Quotations and click "Create Quotation":

• Client: Select the customer or enter a new prospect name.
• Quotation Number: Auto-assigned sequential number (e.g., QT-2024-001).
• Issue Date & Expiry Date: Set the validity period of the quotation.
• Line Items: Add products/services with quantities, prices, and discounts. Totals including tax are calculated automatically.
• Notes & Terms: Add any specific terms, delivery conditions, or validity statements.

10.2 Quotation Approval Workflow

Quotations go through the following status stages:

1. Draft: Quotation is being prepared internally.
2. Sent: Quotation has been emailed or shared with the client via a unique link.
3. Approved: Client has accepted the quotation online or confirmed via email.
4. Rejected: Client has declined the quotation.
5. Converted: Quotation has been converted to a sales invoice.

10.3 Version Tracking

If a client requests changes to a quotation, ERP256 tracks all versions. You can revise a quotation and send an updated version while the original version is preserved in the system history. Each version is clearly labeled (v1, v2, v3) for easy reference.

10.4 Converting a Quotation to Invoice

Once the client approves the quotation, click "Convert to Invoice" from within the approved quotation. All line items, prices, and client details are automatically transferred to a new sales invoice. You can then adjust the invoice date, payment terms, and any other details before saving.

11. Project Management

The Project Management module provides a comprehensive workspace for planning, executing, and tracking projects of any size. It combines task boards, bug trackers, milestones, Gantt charts, timesheets, and team collaboration tools in one unified environment.

11.1 Creating a Project

Go to Projects → All Projects and click "Create Project":

• Project Name & Description: Clear title and overview of the project scope.
• Client: Link the project to a client in your CRM for billing purposes.
• Start Date & End Date: Define the project timeline.
• Project Budget: Set the total budget for financial tracking against actual costs.
• Team Members: Assign team members who will work on this project.
• Project Status: Not Started, In Progress, On Hold, Completed, or Cancelled.
• Project Color: Assign a color for visual identification in the calendar and project list.

11.2 Task Management & Kanban Board

Each project has a Kanban board with customizable task stages. Default stages are:

• Todo: Tasks that are defined but not yet started.
• In Progress: Tasks currently being worked on.
• Review: Tasks completed by the assignee and awaiting review/approval.
• Done: Completed and approved tasks.

Custom stages can be added (e.g., QA Testing, Client Review, UAT) to match your specific workflow. Tasks can be dragged between stages on the Kanban board to update their status visually.

11.3 Task Details

Each task can include:

• Title & Description: Clear task name and detailed instructions.
• Assigned To: Assign to one or more team members.
• Priority: Low, Medium, High, or Urgent.
• Due Date: Task deadline with automatic overdue detection.
• Estimated Hours: Expected time to complete the task.
• Labels/Tags: Categorize tasks with custom color-coded labels.
• Checklists: Break down tasks into sub-items with completion checkboxes.
• Attachments: Upload files, screenshots, or documents related to the task.
• Comments: Team discussion thread on the task for collaboration.
• Time Logs: Record time spent on the task directly from the task card.

11.4 Bug Tracker

The Bug Tracker provides a dedicated space for reporting and managing software defects or issues within a project. Bugs have severity levels (Critical, Major, Minor, Trivial), status tracking, and assignee workflows separate from regular tasks.

11.5 Project Milestones

Milestones mark significant checkpoints in a project timeline. For each milestone:

• Set a milestone name, due date, and cost/budget allocation.
• Link tasks to milestones to track which work contributes to each milestone.
• Monitor milestone completion percentage based on associated task completion.

11.6 Gantt Chart View

The Gantt Chart provides a visual timeline of all project tasks and milestones. Tasks are displayed as horizontal bars spanning their start-to-end dates. Dependencies between tasks can be drawn to show which tasks must be completed before others can start. The Gantt view helps identify scheduling conflicts and critical path items.

11.7 Project Calendar

The Project Calendar displays all tasks and milestones in a monthly/weekly calendar view. Team members can quickly see what is due on any given day and navigate between weeks and months. Tasks can be created directly from the calendar by clicking on a date.

11.8 Project Reports & Analytics

ERP256 provides several project-level reports:

• Task Summary Report: Breakdown of tasks by status, priority, and assignee.
• Time Tracking Report: Total hours logged per task, per team member, and per project.
• Budget vs. Actual Report: Compare the project budget against actual costs from time logs and expenses.
• Workload Report: Team member utilization showing total hours assigned across all active projects.

12. Accounting & Banking

The Accounting module is a comprehensive financial management suite covering Chart of Accounts, bank account reconciliation, fund transfers, payments, revenue, expenses, and financial reporting. All transactions in ERP256 automatically generate corresponding accounting entries.

12.1 Chart of Accounts

ERP256 comes with a pre-configured Chart of Accounts organized into standard accounting categories:

• Assets: Current Assets (Cash, Accounts Receivable, Inventory), Fixed Assets (Equipment, Vehicles).
• Liabilities: Current Liabilities (Accounts Payable, Tax Payable), Long-term Liabilities (Loans).
• Equity: Owner's Capital, Retained Earnings.
• Revenue: Sales Revenue, Service Revenue, Other Income.
• Expenses: Cost of Goods Sold, Operating Expenses, Payroll Expenses.

Custom GL accounts can be added at Accounting → Chart of Accounts → Add Account. Accounts can be organized into parent-child hierarchies for detailed financial reporting.

12.2 Bank Accounts

Add your company's bank accounts at Accounting → Bank Accounts:

• Enter account name, bank name, account number, and branch details.
• Set opening balance as of your ERP256 go-live date.
• Designate primary accounts for customer payments and vendor payments.

12.3 Bank Reconciliation

Reconcile your ERP256 bank balances with actual bank statements:

1. Go to Accounting → Bank Reconciliation.
2. Select the bank account and the reconciliation period.
3. Enter the closing balance from your bank statement.
4. Match transactions in ERP256 to transactions on the bank statement by checking them off.
5. Any unmatched items represent timing differences or errors to investigate.
6. Once all items match, click "Complete Reconciliation".

12.4 Customer Payments

Record standalone customer payments not linked to a specific invoice at Accounting → Customer Payments. These are applied as advance payments or credits against future invoices.

12.5 Vendor Payments

Record vendor payments and track what is owed to each supplier at Accounting → Vendor Payments. Each payment entry records the bank account debited and updates the vendor's outstanding balance.

12.6 Revenue & Expense Entries

For miscellaneous income and expenses not tied to invoices:

• Revenue: Record other income sources (rental income, interest earned, grants).
• Expenses: Record operational expenses (utilities, rent, office supplies) with GL account coding.

12.7 Financial Reports

ERP256 provides the following standard financial reports under Accounting → Reports:

13. Goal Management

The Goal Management module allows organizations to set, track, and measure financial and operational objectives with structured milestones and contribution tracking.

13.1 Creating a Goal

Navigate to Accounting → Goals and click "Create Goal":

• Goal Title: Descriptive name of the goal (e.g., "Achieve $500,000 Annual Revenue").
• Goal Type: Financial (revenue, profit targets) or Operational (project completion, customer count).
• Target Value: The quantitative target to reach (amount, percentage, count).
• Start Date & End Date: The time period within which the goal must be achieved.
• Assigned To: The team, department, or individual responsible for this goal.

13.2 Milestones Within Goals

Break large goals into intermediate milestones with their own target values and deadlines. For example, a quarterly revenue goal might have monthly milestones. Each milestone tracks its completion percentage independently, giving early warning if the goal is falling behind schedule.

13.3 Goal Status Tracking

13.4 Goal Contributions

Periodic contributions are logged to show actual progress against the goal target. Each contribution entry includes a date, contribution amount or value, and notes on what drove the progress. ERP256 charts goal progress over time in a visual progress graph.

14. Budget Planner

The Budget Planner enables businesses to create structured financial budgets, allocate funds across GL accounts, and monitor actual spending against planned amounts in real time.

14.1 Creating a Budget

Go to Accounting → Budget Planner and click "Create Budget":

• Budget Name: Descriptive label (e.g., "2024 Annual Operating Budget" or "Q3 Marketing Budget").
• Budget Period: Set the start and end dates for this budget cycle.
• Budget Type: Operating Budget (day-to-day expenses) or Capital Budget (long-term investments).

14.2 Allocating Budget by GL Account

For each budget, allocate specific monetary amounts to individual GL accounts:

• Select the GL account (e.g., Marketing Expenses, Salaries, Office Rent).
• Enter the budgeted amount for that account within the budget period.
• Add descriptive notes about what this budget covers.
• Repeat for all relevant expense categories.

14.3 Budget Monitoring & Variance Analysis

Once transactions are recorded in the accounting module, ERP256 automatically compares actual spending against budgeted amounts for each GL account:

• Actual Amount: Total transactions posted to this GL account within the budget period.
• Budgeted Amount: The planned allocation.
• Variance: The difference (positive = under budget, negative = over budget).
• Variance %: Percentage deviation from the plan.

Accounts exceeding their budget are flagged with color indicators, allowing Finance teams to take corrective action before overspending becomes severe.

15. Double Entry Bookkeeping

ERP256 implements full double-entry accounting, where every financial transaction creates equal and opposite debit and credit entries across two or more GL accounts. This ensures the accounting equation (Assets = Liabilities + Equity) is always balanced.

15.1 Automatic Journal Entries

ERP256 automatically generates journal entries for the following transaction types — no manual journals required:

15.2 Manual Journal Entries

For adjustments, accruals, depreciation entries, and other corrections, create manual journal entries at Accounting → Journal Entries → Create Entry:

1. Enter the journal date and a descriptive reference.
2. Add debit lines: select GL account and enter debit amount.
3. Add credit lines: select GL account and enter credit amount.
4. Total debits must equal total credits — ERP256 validates this before saving.
5. Optionally attach supporting documents (receipts, bank statements).
6. Click "Post Journal" to finalize the entry.

15.3 Financial Statements

ERP256 generates the following financial statements in real time from the double-entry ledger:

• Trial Balance: Listing of all GL accounts with their total debits and credits for a period. Confirms books are in balance.
• General Ledger: Detailed transaction history for each individual GL account.
• Profit & Loss Statement (Income Statement): Revenue minus expenses for a period, showing net profit or loss.
• Balance Sheet: Snapshot of Assets, Liabilities, and Equity at a specific date.
• Cash Flow Statement: Movement of cash from operating, investing, and financing activities.

15.4 Year-End Closing

At the end of your fiscal year, ERP256 facilitates the year-end closing procedure:

1. Run the Trial Balance to confirm all accounts are balanced.
2. Review and post any outstanding accrual or adjustment journal entries.
3. Run the Profit & Loss Statement for the full fiscal year.
4. Go to Accounting → Year-End Closing.
5. ERP256 closes all revenue and expense accounts to zero and transfers the net profit/loss to the Retained Earnings equity account.
6. The new fiscal year begins with a clean P&L and carried-forward balance sheet balances.

16. HRM & Payroll Management

The Human Resource Management module provides complete workforce administration from employee onboarding and attendance management through payroll processing and company-wide communications.

16.1 Employee Records

Add each employee at HRM → Employees → Add Employee. Employee profiles have multiple tabs:

• Personal Details: Full name, date of birth, national ID, gender, marital status, nationality, home address, emergency contacts.
• Employment Details: Job title, department, branch, employment type (Full-time, Part-time, Contract, Intern), join date, line manager.
• Banking Information: Bank name, account number, branch code for payroll direct deposit.
• Hours & Rates: Weekly working hours, hourly or monthly salary rate, overtime rate, and overtime eligibility.
• Documents: Upload employment contract, ID copies, certificates, work permits, and other HR documents.

16.2 Shifts & Work Schedules

Define work shifts at HRM → Shifts to structure your team's working hours:

• Create named shifts (e.g., "Morning Shift: 08:00-17:00", "Night Shift: 22:00-06:00").
• Assign shifts to individual employees or entire departments.
• Set shift rotation schedules for employees working rotating patterns.

16.3 Attendance Management

ERP256 tracks daily attendance through multiple methods:

• Staff Portal Clock-In/Clock-Out: Employees log their own attendance from the staff portal.
• Admin Manual Entry: HR Admins can manually log attendance for employees.
• Bulk Import: Import attendance records from biometric devices or spreadsheets via CSV upload.

Attendance reports show daily, weekly, and monthly summaries per employee including total hours worked, tardiness, early departures, and absent days.

16.4 Leave Management

Configure leave types and manage employee leave requests:

1. Leave Types: Create leave categories (Annual Leave, Sick Leave, Maternity Leave, Compassionate Leave) with annual entitlement days.
2. Leave Entitlements: Assign leave balances to each employee per leave type per year.
3. Leave Requests: Employees submit leave requests from the staff portal. HR Admins see all requests in the Leave Approvals queue.
4. Approval Workflow: Approve or reject leave requests with comments. Approved leave automatically updates the attendance calendar.
5. Leave Balance Reports: View remaining leave balances per employee across all leave types.

16.5 Payroll Processing

Generate payroll for all employees at HRM → Payroll → Generate Payroll:

1. Select the payroll period (month and year).
2. ERP256 auto-calculates base salary from employee rates and working days in the period.
3. Add Allowances (Housing, Transport, Meal, Phone) for individual employees or apply standard allowances to all.
4. Add Deductions (Income Tax, NSSF/PAYE, Health Insurance, Union Dues).
5. Add Loans repayment deductions for any active employee loans.
6. Add Overtime hours and the system calculates overtime pay at the employee's configured overtime rate.
7. Review the payroll summary — total gross pay, total deductions, and total net pay.
8. Click "Approve Payroll" to finalize. Payslips are generated for each employee.

16.6 Employee Events

ERP256 tracks key employee lifecycle events:

• Promotions: Record job title changes, salary adjustments, and effective dates.
• Warnings: Log formal written warnings with details and issue dates for disciplinary records.
• Resignations: Record resignation submission dates, notice periods, and last working days.

16.7 Company Announcements

Post company-wide announcements from HRM → Announcements. Announcements appear on all employee staff portals and can optionally trigger email notifications to all staff. Archive old announcements to keep the portal clean and current.

17. Performance Management

The Performance Management module provides a structured framework for setting employee objectives, conducting performance reviews, and tracking key performance indicators (KPIs) across your organization.

17.1 KPI Configuration

Define the key performance indicators relevant to your business at HRM → Performance → KPIs:

• KPI Name: E.g., "Customer Satisfaction Score", "Monthly Sales Target", "Bug Resolution Rate".
• Department: Which department this KPI applies to.
• Target Value: The benchmark or goal for this KPI.
• Measurement Unit: Percentage, Number, Score (1-5), Currency.
• Review Frequency: Monthly, Quarterly, Annual.

17.2 Employee Goals & Objectives

Assign specific, measurable goals to individual employees:

1. Go to HRM → Performance → Employee Goals.
2. Select the employee and create a goal linked to a relevant KPI.
3. Set the target value and deadline.
4. The employee can update their progress from the staff portal.

17.3 Performance Review Cycles

Structure formal appraisal cycles:

• Review Period: Define the evaluation period (e.g., January–June 2024).
• Review Type: Annual Review, Probation Review, Mid-Year Review, or Ad-hoc.
• Reviewer Assignment: Assign line managers or HR personnel as reviewers for each employee.

17.4 Performance Rating System

During review cycles, employees are rated on a 5-star scale across multiple competency dimensions:

• Work Accuracy & Quality
• Productivity & Output
• Team Collaboration & Communication
• Initiative & Problem-Solving
• Adherence to Policies & Deadlines

Ratings can include detailed comments from the reviewer. A final composite score is calculated and stored in the employee's permanent HR record. Historical performance data is tracked year-over-year for trend analysis.

18. Training Management

The Training Management module facilitates the planning, scheduling, and tracking of employee development activities, from internal workshops to external certification courses.

18.1 Creating a Training Session

Navigate to HRM → Training → Create Training:

• Training Title: Name of the training program (e.g., "Excel Advanced Skills", "Customer Service Excellence").
• Training Type: Internal (conducted by company staff) or External (conducted by outside trainer/institution).
• Start Date & End Date: The training duration or single session date.
• Trainer Name & Details: Name of the trainer, their department or organization.
• Location: Physical venue or online meeting link.
• Cost: Training cost for budget tracking.
• Description & Objectives: What participants will learn and the expected outcomes.

18.2 Assigning Participants

Add employees to the training session:

1. From the training record, click "Add Participants".
2. Select individual employees or filter by department to add entire teams.
3. Participants receive a notification about their scheduled training session.

18.3 Training Tasks & Agenda

Break down the training into structured tasks or agenda items:

• Add individual session topics or modules as tasks within the training record.
• Assign completion responsibility to the trainer or co-facilitators.
• Track which agenda items have been completed during or after the session.

18.4 Participant Feedback

After the training session, collect structured feedback from participants:

• ERP256 sends a feedback form to all participants after the training end date.
• Participants rate the training on content quality, trainer effectiveness, materials provided, and overall satisfaction.
• Aggregate feedback scores are displayed on the training record for post-session review.

19. Recruitment & Hiring Overview

The Recruitment module provides an end-to-end applicant tracking system (ATS) integrated with your company's public careers portal, enabling you to attract, evaluate, and hire the best candidates efficiently.

19.1 Candidate Pipeline & Stage Tracking

Manage all applicants through a visual recruitment pipeline:

20. Recruitment Management

The Recruitment Management module helps your team handle the entire hiring process from start to finish, from posting jobs and collecting applications to scheduling interviews, making offers, and onboarding new employees. Everything is organized in one place so you can find the right people faster and give every candidate a smooth, professional experience.

20.1 Job Locations

To add a new Job Location, click the “Create” button. Enter the Name of the location and check the Remote Work checkbox if this is a remote position. Fill in the Address, City, State, Country, and Postal Code fields. Select the Status as Active or Inactive and click “Submit”.

The list page displays all locations with columns for Name, Address, Country, Type, and Status. Use the Search button to find specific locations or switch to Grid View for a different layout.

Available Actions: Click View to see complete Job Location Details, including all address information. You can also edit the location to update details or delete it if no longer needed.

20.2 Custom Questions

To create a new Custom Question, click the “Create” button. Enter your Question text and select the Question Type from the dropdown, including Text, Textarea, Select, Radio, Checkbox, Date, or Number. If you choose Select, Radio, or Checkbox as the question type, an Options field will appear where you can enter the available choices.

Check the Is Required checkbox if this question must be answered by candidates. Check the Is Active checkbox to make the question available for use. Enter a Sort Order number to control where this question appears in the application form. Click “Submit” to create the question.

The list page shows all custom questions with columns for Question, Type, Is Required, Is Active, and Sort Order. Use Search or Grid View to locate questions. Use the Actions column to View, Edit, or Delete custom questions.

On the website, all custom questions created here are displayed on the Application page of the website, and you can select which specific questions to include when creating a job posting.

20.3 Job Posting

To create a new Job Posting, click the “Create” button. In the Job Details section, enter the Job Title, then select the Job Type from the dropdown (configured in System Setup) and choose the Job Location from your created locations.

Select the Branch from the dropdown (from the HRM Branch section). When configuring the job application setting, if you choose “Use Existing System”, the Career Portal URL field appears where you can enter the system URL. Alternatively, opting for “Custom Application URL” displays a custom application link automatically.

Enter the number of positions, choose priority (Low, Medium, High), enter Min Experience and Max Experience in years, then add Min Salary and Max Salary.

Set the Application Deadline date, and check required candidate fields under Need to ask? (Gender, Date Of Birth, Country) or Need to show? (Profile Image, Resume, Cover Letter). Selected checkboxes will automatically show on the candidate application form.

Enter the Required Skills for the position, then fill in Description, Requirements, and Benefits fields with detailed information. Add Terms & Conditions text, and check the “Show Terms & Conditions on Application Form” checkbox if you want candidates to accept terms when applying.

Finally, select Custom Questions by checking the boxes next to the questions you want to include.

The list page shows Search, Create, and Grid View buttons. The table displays Code, Job Title, Job Type, Location, Branch, Salary Range, Status, and Deadline. In the Actions column, you can toggle the Publish Status button to make the job visible or hidden on your career portal, View complete posting details, Edit, or Delete.

Candidate Experience on Career Portal:

• Candidates browse all published job listings in a scrollable list with title, location, type, available positions, and a “View details” button.
• Clicking “View details” displays complete job info, salary range, deadline, required skills tags, job description, requirements, and benefits.
• The right-hand “Ready to Apply?” panel features “Apply for This Position” and “Save for Later” buttons, key dates, and an “About the Company” section (mission, size, industry).
• On clicking apply, candidates fill in Personal Information (Full Name, Email, Phone, Gender, Location, Profile Photo) and Professional Information (Current Company, Position, Experience, Salaries, Notice Period, Skills, Education, Portfolio, LinkedIn).
• Candidates answer custom screening questions and agree to terms & conditions before submitting.
• After submission, candidates can track their application status using the “Track Application” feature in the career portal header.

20.4 Manage Candidate

To add a new Candidate manually, click the “Create” button. Select the job from the dropdown (generated from job postings), and choose the Candidate Source (configured in System Setup).

Enter First Name, Last Name, Email, Phone, Current Company, Current Position, Experience Years, Current Salary, Expected Salary, and Notice Period in days.

The list page shows all candidates with columns for Tracking ID, Name, Email, Job, Source, Status, and Application Date. Available Actions include View (Profile, Professional Info, Job & Salary info, submitted answers), Edit, and Delete.

20.5 Interview Rounds

To create a new Interview Round, click “Create”. Select the Job Posting, enter the Round Name (e.g., Technical Round, HR Round, Final Round), enter the Sequence Number to define the order, add a Description, and set Status as Active or Inactive. Click “Submit”.

The list page displays Round Name, Job, Sequence, Status, and actions to View, Edit, or Delete.

20.6 Manage Interview

To schedule an interview, click “Create”. Select the Candidate, Interview Round, Interview Type (In-person, Video, Phone), Scheduled Date & Time, Duration in minutes, and Location or Meeting Link. Select the Interviewers from HRM Employees (multi-select supported) and click “Submit”.

The list page displays Candidate Name, Round, Type, Date & Time, Locations, Status, and Feedback. Updating interview status to “Completed” automatically advances the candidate status from “Interview” to “Offer” stage.

20.7 Interview Feedback

To submit feedback, click “Create”. Select the Interview (completed interviews only) and Interviewer. Rate the candidate's Technical Skills, Communication Skills, Cultural Fit, and Overall Rating on a scale of 1 to 5.

Select Recommendation (Strong Hire, Hire, Maybe, No Hire, Strong No Hire), write Strengths, Weaknesses, and comments, then click “Submit”.

20.8 Candidate Assessment

To create an assessment record, click “Create”. Select candidates with Strong Hire/Hire recommendations. Enter Assessment Name, Score achieved, Maximum score, Status (Pending, Pass, Fail), Conducted By, Assessment Date, and comments.

20.9 Manage Offer

To create an offer, click “Create”. Select Candidate, Position Title, Department, Salary, Bonus, Equity, Start Date, Offer Expiry Date, and Benefits package. Click “Submit”.

Actions include: Send Offer Letter (emails offer to candidate), Download Offer Letter (PDF), Convert to Employee (moves candidate into HRM system and updates status from “Offer” to “Hired”), and View/Edit/Delete.

20.10 Checklist Items

To create an onboarding checklist item, click “Create”. Select the Checklist, enter Task Name, Description, Category (Documentation, IT Setup, Training, HR, Facilities, Other), Assigned To Role, Due Day (number of days after start date), Required Task toggle, and Status.

20.11 Candidate Onboarding

To start onboarding for a hired candidate, click “Create”. Select the Candidate (hired candidates), Onboarding Checklist, Start Date, and assign a Buddy Employee from HRM staff. Click “Submit”.

20.12 Recruitment System Setup

The System Setup section configures foundational recruitment parameters:

• Job Types: Name, Description, and Active status for employment types (Full-time, Contract, Remote).
• Candidate Sources: Track applicant acquisition channels (LinkedIn, Referral, Careers Portal, Agency).
• Interview Types: Define formats (Google Meet, Zoom, On-site, Phone).
• Onboarding Checklists: Master checklist templates with task counts and default designations.
• Brand Settings: Logo, Favicon, Title Text, Footer Text, and Dashboard Welcome Card customizer.
• About Company Section: Public mission statement, company size, and industry.
• Application Tips Section: Helpful tips displayed on the job application form.
• What Happens Next Section: Step-by-step visual roadmap displayed on the application success screen.
• Need Help Section: Support contact details (Email, Phone, Description).
• Tracking FAQ: Frequently asked questions for candidate tracking.
• Offer Letter Template: Customizable template with dynamic placeholders (Applicant Name, Job Title, Salary, Start Date).

21. POS (Point of Sale) Management

The POS Management module enables you to handle all in-store sales operations efficiently, from processing point-of-sale transactions to managing product barcodes and generating detailed revenue reports.

21.1 Add POS (In-Store Checkout)

The POS screen provides a high-speed, intuitive interface for in-store checkout:

• Product Grid: Visual grid showing product images, names, SKUs, prices, and live stock counts. Filter by category tabs (e.g., Electronics, Food & Beverage, Apparel) or use the search bar.
• Customer & Warehouse Selection: Select the customer from the dropdown and the source warehouse from which inventory is decremented.
• Shopping Cart: Click any product card to add it to the cart. Adjust quantities with +/− buttons or remove items with the delete icon.
• Automated Calculation: Real-time calculations for Subtotal, GST, VAT, Discounts, and Grand Total.
• Bank Account Selection: Select the bank or cash account to receive sales proceeds before checkout.
• Payment Processing & Receipt: Click “Checkout” to open payment confirmation with transaction summary (POS Number, Date, Customer, Tax breakdown). Complete the sale to print or download an itemized receipt with barcode.

21.2 POS Orders

The POS Orders page lists all completed in-store sales transactions with Sale Number, Customer, Warehouse, and Total Amount. Filter by Customer, Warehouse, or date range. Click View to see full sale details with line item breakdown, tax amounts, and download PDF receipts.

21.3 Manage Product Barcodes

Generate and print standard barcodes for your product catalog:

1. Select a Warehouse and search for products by name or SKU.
2. In the Available Products table, enter the number of Copies to print for each item.
3. Check the selection box next to desired products.
4. Click “Download PDF” to export a ready-to-print barcode label sheet.

21.4 POS Reports

Three specialized analytics reports provide insight into retail operations:

• Sales Report: Includes Daily Sales Performance chart, Monthly Sales Performance trends, and Warehouse Sales Comparison charts.
• Product Report: Summary cards for Total Products, Revenue, Quantity Sold, and Orders, plus Top 10 Products by Revenue and product distribution charts.
• Customer Report: Summary metrics for Customer Spending, Top 10 Customers by Lifetime Value, and order frequency tables.

22. CRM (Customer Relationship Management)

The CRM module helps your team track and manage potential customers, sales pipelines, ongoing deals, calls, and activities in one unified workspace.

22.1 CRM System Setup

Configure your foundational CRM structure under System Setup:

• Pipelines: Create multiple custom sales pipelines (e.g., Enterprise Sales, Partner Sales, Direct Sales).
• Lead Stages: Define ordered stages per pipeline (e.g., New, Contacted, Qualified, Proposal Sent) with drag-and-drop ordering.
• Deal Stages: Define deal milestone stages (e.g., Discovery, Evaluation, Negotiation, Won, Lost).
• Labels: Create color-coded tags per pipeline for fast visual categorization.
• Sources: Track lead acquisition channels (e.g., Website Form, Google Ads, Cold Outreach, Trade Show).

22.2 Manage Leads

The Leads page displays all prospective opportunities with list and Kanban board views. Switch pipelines easily using the top dropdown selector.

Click “Create” to add a lead with Name, Email, Subject, Assigned User, Phone Number, and Follow-Up Reminder Date. Quick actions allow you to View details, assign color labels, Edit, or Delete leads.

22.3 Manage Deals

The Deals page tracks qualified business opportunities with deal names, financial values, associated clients, pipelines, and stages. Switch between table list and visual Kanban pipeline views.

22.4 Lead & Deal Detail Workspace

Opening any lead or deal provides an 8-panel collaborative workspace:

• General: Overview metrics, contact information, rich text notes, email composer panel, and internal team discussions.
• Convert to Deal: Convert qualified leads into active deals with a single click. Choose new or existing client and selectively carry over products, sources, files, discussions, calls, and emails.
• Tasks: Create follow-up tasks with priorities, due dates, and optional Google Calendar synchronization.
• Users: Assign multiple team members and sales reps.
• Products: Link products or services of interest.
• Sources & Files: Track attribution sources and upload contracts or discovery documents.
• Calls: Log inbound/outbound calls with duration, discussion summaries, and call outcomes.
• Activity: Complete timestamped audit trail of all actions and stage transitions.

22.5 CRM Reports & Analytics

Comprehensive analytics covering Lead Reports (weekly conversion rates, source effectiveness, staff lead volume, pipeline health) and Deal Reports (won/lost status distribution, top revenue sources, sales rep performance, client deal summaries).

23. Form Builder

The Form Builder module allows you to design custom data collection forms with flexible layouts, 12 versatile field types, public sharing links, and direct conversion into CRM Leads, Deals, Projects, or Contracts.

23.1 Creating a New Form

Click “Create” to start building a form. Configure:

• Form Name & Status: Descriptive title with Active/Inactive availability toggle.
• Layout Style: Choose Single Column, Two Column, or Card Layout.
• Real-Time Stats: Live indicators for total fields and required field counts.
• Visual Preview: Real-time interactive preview as you assemble fields.

23.2 Managing & Sharing Forms

Click “Copy Link” next to any form to copy its public URL. When active, anyone with the link can submit responses online. Deactivating the toggle temporarily disables public access.

23.3 Available Field Types

Drag and drop from 12 supported field types: Text Input, Email, Number, Phone, URL, Password, Textarea, Select Dropdown, Radio Buttons, Checkbox, Date, and Time.

23.4 Viewing Form Responses

Click “Responses” on any form to inspect submissions in a clean tabular view, with search and export capabilities.

23.5 Automated Module Conversion

Connect form submissions directly to other ERP256 modules with smart field mapping:

• Select target module (e.g., CRM Lead, CRM Deal, Project, Contract).
• Map form fields to destination fields (e.g., Form Name → Lead Name, Form Email → Lead Email).
• Enable automatic conversion so every form submission instantly creates the corresponding record.

24. Support Ticket System

The Support Ticket system provides an enterprise customer support platform with ticket routing, knowledge base management, public FAQ sections, custom portal pages, and SLA configuration.

24.1 Support System Setup

• Categories: Create color-coded ticket categories (e.g., Technical Support, Billing, Feature Request).
• Knowledge Base Categories: Organize help center articles into logical categories.
• Brand Settings: Configure support portal Logo, Favicon, Title Text, and Footer Text.
• Custom Pages: Create static portal pages with a full rich-text editor (e.g., Privacy, SLA Policy, Guidelines).
• Title & CTA Sections: Customize headings and call-to-action banners across all support pages.
• Quick Links: Add helpful sidebar resource links (e.g., API Docs, Community Forum, Video Guides).
• Support Information: Set stated response times, daily opening/closing hours, business day toggles, and direct phone lines.
• Contact Information: Google Maps embed URL, physical office address, and support email.

24.2 Manage Tickets

The Tickets list provides full visibility over customer issues with search, filtering by status (Closed, In Progress, On Hold) and priority (Urgent, High, Medium, Low). Click any Ticket ID for full message threads, attachments, and resolution actions.

Creating Tickets: Click “Create”, write detailed descriptions with rich-text formatting, upload attachments, and select account type (Custom, Staff, Client, Vendor).

24.3 Knowledge Base Management

Create help center articles with rich formatting or use “Import Knowledge Base” with sample CSV templates for bulk imports.

24.4 FAQ Management

Publish frequently asked questions with rich-text answers or bulk-import questions using the CSV import tool.

24.5 Contact Inquiries

Review and respond to all general contact form messages submitted through the support portal.

25. Contract Management

The Contract Management module provides a centralized solution for drafting, executing, tracking, and renewing business contracts with clients and vendors.

25.1 Managing Contracts

Click “Create” to generate a contract. Specify Subject, Value, Start/End Dates, Status (Pending, Accepted, Declined, Closed), Contract Type, and Assigned Users. Optionally enable Google Calendar sync for expiration alerts.

Contract Workspace Tabs:

• Details: Full contract metadata, value, duration, rich-text description, and digital signature records (Company & Client signatures with signing timestamps).
• Attachments: Upload and preview contract documents, amendments, and signed PDFs.
• Comments & Notes: Internal team notes and discussion threads.
• Renewals: Log contract renewal terms, updated values, and renewal dates.

Actions include: Preview (full styled document with signatures), Download PDF, Duplicate, and Print.

25.2 Contract Types

Configure custom contract categories (e.g., NDA, Service Level Agreement, Retainer, Vendor Contract) with active status switches and linked contract counters.

26. Calendar Management

The Calendar module aggregates all scheduled activities across ERP256 into a unified interactive schedule. Switch seamlessly between Month, Week, and Day views with quick “Today” navigation.

26.1 Filterable Activity Types

Use the multi-category filter dropdown to isolate specific operational events:

• Sales Invoices & Purchase Invoices: Due dates and payment schedules.
• Events & Company Holidays: Corporate events and scheduled holidays.
• Employee Leaves: Approved team leaves and absences.
• Deal Tasks & Lead Tasks: CRM sales follow-up deadlines.
• Contract End Dates: Contract expiration checkpoints.
• Project Due Tasks: Project milestone and task delivery dates.
• Zoom Meetings & Interview Schedules: Video conferences and recruitment interviews.

27. Zoom Meeting Integration

Schedule, launch, and manage Zoom video meetings directly within ERP256 without leaving the platform.

27.1 Meetings List & Actions

The Zoom Meetings list displays Meeting Title, Start Time, Duration, Host Name, Participant Avatars, and Status (Scheduled, Started, Ended, Cancelled).

Available actions: Start Meeting (for hosts), Join Meeting (for active calls), View details, Edit, and Delete.

27.2 Scheduling a Zoom Meeting

Click “Create” to schedule a meeting. Configure Title, Description, Password, Start Date/Time, Duration, Host & Participant Video toggles, Waiting Room toggle, Automatic Cloud Recording, Host selection, Participant invites, and Google Calendar sync.

28. Timesheet Management

The Timesheet module allows administrators and managers to track, review, and approve work hours logged across projects, individual tasks, and daily shifts.

28.1 Timesheet List & Filters

View all time entries with User Name, Project, Task, Entry Type (Clock In/Out, Project, Manual), Date, Hours, and Minutes. Filter entries by Entry Type, specific User, or Date Range.

28.2 Logging Time Entries

Click “Create” to log a time entry. Select Entry Type, User, Date, Hours, Minutes, and descriptive work notes.

29. Built-in Messenger

The Messenger module provides real-time internal team communication embedded directly in ERP256.

29.1 Two-Panel Chat Interface

• Left Panel (Conversations): User search bar, All Users vs. Favorites filter, online indicators, unread message badges, last message preview, and timestamps.
• Right Panel (Active Chat): Direct message stream with message history, emojis, and instant delivery.

30. Helpdesk Management (Internal)

Manage internal employee and IT support requests with structured ticketing workflows.

30.1 Helpdesk Tickets List

The centralized table shows Ticket ID, Title, Category, Status (In Progress, Closed, Open), Priority (Urgent, High, Medium, Low), Created By, and Actions. Filter by Status, Priority, and Category.

30.2 Creating a Helpdesk Ticket

Click “Create”, enter Title, rich-text Description, Category (e.g., Hardware, Software, Network), and Priority to submit internal support requests.

31. Plan & Subscription Management

The Plan module allows Company Admins to review available workspace subscription tiers, upgrade plans, track payment requests, and view billing order history.

31.1 Subscription Plans

Explore plan options featuring user limits, storage allocations, and module matrices. Subscribe via Bank Transfer, PayPal, or Stripe. Enter discount coupon codes during checkout.

31.2 Bank Transfer Requests

Track offline bank transfer payments with Order Number search, status indicators (Pending, Approved, Rejected), and receipt proof verification.

31.3 Order History

Access full billing history with Order IDs, subscribed plans, amounts, payment methods, transaction dates, and downloadable receipts.

32. System Settings & Integrations

Configure company branding, financial preferences, automated email triggers, notification channels, and external third-party integrations.

32.1 Company Profile Settings

Configure official Company Name, Registration Number, Postal Address, Telephone, Support Email, “Email From Name”, and VAT/GST Tax Numbers.

32.2 Support & Ticket Customization

Enable/disable public FAQ and Knowledge Base modules. Design custom ticket submission form fields with drag-and-drop ordering, required toggles, and column widths.

32.3 Contract Numbering Settings

Set custom contract prefixes (e.g., CON) and view real-time auto-increment previews (e.g., CON0001).

32.4 Email Notification Settings

Granular on/off notification switches grouped by module: General (New User, Invoice Sent, Payment Reminder), CRM (Deal Assigned, Lead Moved, New Task), Support Ticket (New Ticket, Reply Added), and Recruitment (Application Received).

32.5 Third-Party Notification Channels

• Slack: Webhook integration sending automated alerts across 11 modules to your Slack channels.
• Telegram: Bot Token and Chat ID integration for real-time Telegram updates.
• Twilio SMS: Account SID, Auth Token, and sender phone number for SMS customer alerts.

32.6 AI Assistant Settings

Configure your OpenAI or external AI provider with API Keys and custom model designations for AI-assisted writing and summaries.

32.7 Zoom & Google Calendar Integrations

• Zoom: Configure Server-to-Server OAuth credentials (Account ID, Client ID, Client Secret).
• Google Calendar: Connect via Google Calendar ID and Service Account JSON credentials for bi-directional event sync.

32.8 Webhook Endpoints

Configure custom HTTP POST webhook endpoints to trigger external workflows when events occur across General, Accounting, CRM, Projects, HRM, Recruitment, and Training modules.