Navigate to User Roles from the main menu.

The All User Roles page displays the complete list of available roles in the system.

Each row in the table includes the following action buttons:

• View: Check the role's current permissions and allowed actions.
• Edit: Modify the existing permissions for that specific role.
• Delete: Remove the role from the system entirely.

To create a new role, click the Add New Role button located on the top bar, which will direct you to the role creation page.

• Role Name*: Enter a unique name for the role (e.g., Sales Manager, Driver).
• Role Status: Set the status as either Active or Inactive.
• Role Permissions: Select the specific system permissions (modules, actions, or views) you want to grant to this role.

Click Save to create the role.

• Assign / Remove Roles: Assign specific roles to employees or change/remove their current roles as needed.
• Filter Users by Role: Check and view a list of all employees grouped under a specific role.
• Verify Permissions: Check if a particular user has the required specific permissions to perform a task.

Navigate to Employees from the main menu to view the complete list of employees.

• Export Data: Click the download buttons at the top to export the entire employee list as an Excel or PDF file.
• View Full Details: Click the View button on any employee row to open their complete profile page.
• Profile Management Actions:
  • Edit Details: Modify personal, contact, or job-related details.
  • Upload Profile Photo: Add or update the employee’s profile picture.
  • Bank Account Details: Add bank details directly from the profile page. The first bank account added will automatically be set as the Default Account for payments.
  • View Documents: Access and review all uploaded files/documents for that specific employee.
  • User Permissions: Manage system roles and access control directly via the integrated Users Module settings.

Go to Employees ➡️ Click Add Employee.

• Mandatory Fields: Ensure all fields marked with an asterisk (*) are fully completed.
• Pre-requisite (Departments & Designations): Before adding a new employee, you must first create their specific Department and Designation within the HR Module. You will be required to select these during the creation process.
• Sales Person Switch: If the employee belongs to the sales team, toggle the "Sales Person" switch to ON.
• System Access Control: Set whether the user is permitted to log into the system, and configure their account status as Active or Inactive.

Navigate to the document upload section.

• Select Employee: Search and select the relevant employee first.
• Upload Files: Choose the document type (e.g., NIC, Driving License, or Other Documents).
• Drag and drop the file into the upload box (or click to browse).
• Click Save to complete the upload.

Navigate to Employees ➡️ Import Employees.

• Read Instructions: Carefully read the guidelines on the page and analyze the sample data structure.
• Download Template: Click the download button to get the Sample Excel Template.
• Fill & Upload Data: Populate your employee data into the downloaded Excel file.
  Note: The Email Address serves as the Unique Primary Key. Duplicate emails will cause errors.
• Preview & Validate: Drop the completed file into the upload box and click Upload & Preview.
• Review Rows: Scroll through the preview table to check row-by-row status (shows successful rows vs. error rows).
• Confirm Import: If everything is correct, click the Green Confirm Button to finalize the bulk import.

Navigate to Attendance from the main menu.

The All Attendance page displays the complete roster log with fields: Date, Employee Name, In Time, Out Time, and Total Work Hours.

• Source Indicator: The system automatically flags logs as Fingerprint (synced via excel import) or Manual (entered by admin).
• Quick Actions: Use the row action buttons to permanently Delete entries if needed.
• Shortcuts: The top bar includes quick-access buttons for Import Attendance and Add Record.

Click on the Import Attendance shortcut button.

Process:

• Carefully read the data format instructions listed on the upload page.
• Download the raw biometric data file from the client's physical fingerprint machine.
• Format the data to match our standard system template, ensuring the correct Employee ID is linked to each row.
• Drop the file into the upload block and click Upload & Preview to audit records before final database commit.

Click the Add Record shortcut button to open the manual override form.

• Data Entry: Select the target Employee, choose the exact Date, and enter the precise entry/exit logs.
• Dynamic Calculation: The system will automatically calculate the Calculated Working Hours field in real-time based on the time input fields.

Click Create Record to save the data into the system database.

Navigate to HR Module ➡️ Core Setup. This section contains a two-tab view interface.

• Departments Tab: Lists all corporate departments. Click the top Add Department button to launch a popup form, fill details, and click Save. Each row contains Edit and Delete options.
• Designations Tab: Used to create specific job positions. Note: A Department must be created first before a Designation can be linked to it.

Managed via a dual-tab configuration interface: Leave Types and Leave Requests List.

• Setup Leave Types: Click Add New Leave Type. In the popup window, populate the placeholders and parameters. Toggle the **"Is Paid Leave"** switch to ON if the leave counts toward full salary payment. Existing categories can be edited or deleted.
• Leave Requests Workflow: The HR Manager must initiate institutional requests on behalf of employees by clicking the Add button. From the central list dashboard, authorized roles can view full details, and instantly Approve or Reject pending logs using row action triggers.

A critical engine dashboard displaying all active bonuses, allowances, and structures, complete with filtering criteria.

• Creation Matrix: Click Add New Pay Component. Input the Name, Type (Earning/Deduction), Amount, and Amount Type (Fixed/Percentage).
• Validity Boundaries: Restrict configuration lifespan by inputting specific From/To calendar dates, selecting explicit applicable months, or checking target execution years.
• Allocation: Components can be mapped to a single employee or pushed out as a bulk batch assignment. Once linked, the payroll engine automatically scans and dynamically attaches these amounts at processing time.
• Additional Settings: Choose delivery rules (Manual Add, Automatic in Payroll, or Active/Inactive status toggles). Example: To give a 5,000 LKR bonus to all staff for August and September, configure one automated component and assign it broadly.

Maintains regulatory documentation compliance history logs with complete row viewing options.

• Manual Generation: Click Manual Generate at the top header to manually choose the exact target Month and specific Employee.
• Auto Generation: Click Auto Generate and pick a Month to compute calculations across all active users simultaneously.
• Flow Control: All freshly created compliance bills are safely stored under a Pending status flag. Click Transfer to Expenses to send finalized calculations into the main financial book.

Mirroring the functional layout structure of the EPF/ETF module dashboards.

• Execution Protocol: Accumulations generate quietly behind the scenes for all valid workers, but will **only** injection-load into the actual payroll process for eligible users.
• Milestone Rule: Non-eligible historical tracking accumulations remain safely calculated inside the records dashboard. The moment an employee completes their 60th active month milestone, the system automatically draws the entire accumulated amount directly into that month's processing payroll.

Central management tracking for internal organizational lending actions.

• Loan Creation: Choose an Employee and input Loan Amount (LKR)*, Loan Term (Months)*, Interest Rate (%)*, Start Date*, and Purpose.
• Payroll Integration: Check the **"Auto Deduct from Payroll"** box to let the system automatically split the debt across the term length and subtract installments each month. If left unchecked, the loan operates externally and will not affect payroll.
• Emergency Flag: Check the **"Emergency Loan"** box if the request requires immediate processing.
• Authorization Chain: A Manager, Accountant, or Owner must explicitly click Approve or Reject. Upon approval, the system immediately pushes a matching debit entry straight into the **Expenses module**.

Oversees partial wage draws prior to official monthly payroll closeouts.

• Request Verification: When creating an entry, the UI dynamically computes and shows the maximum allowable advance cap based on the month and configured percentage safety rules.
• Payout Sync: Approved entries can be processed out immediately via the Pay with Expenses action trigger. The system logs the expense instantly and records a matching auto-deduction on the upcoming monthly payroll run.

The ultimate destination workflow. **All other modules (Attendance, Leaves, Loans, Advances, and Pay Components) must be generated and finalized before executing this step.**

• Manual Payroll: Select a single Employee and the targeted Month. The engine pulls and loads their assigned custom components. Tick/untick lines to add active earnings or force deductions. Manual overrides also let you inject custom one-off parameters.
• Auto Payroll: Input the processing Month and click Generate to bulk-process matching calculations across every employee profile concurrently.
• Roster Check & Deductions: Valid Attendance tracking records are strictly mandatory. Missing logs cause the core system to zero-out the basic salary calculation into a **No-Pay status**. A standard **Welfare Deduction of 300 LKR** is hardcoded directly into the system engine logic and applies automatically without needing a separate manual pay component.
• Settings Dependency: The standard total monthly working days configuration is pulled dynamically from the separate **Settings Module**.
• Processing Actions: Row controls provide options to View, Download, Delete, or Hold individual salary files. Click Pay Salary with Expenses to mark salaries as disbursed and write the transaction logs to the financial expense ledger. Users can also download the entire batch of salary slips as a compressed **ZIP archive**.

Formats finalized processing data structures cleanly into standard commercial bank communication specifications.

• Command Actions: Use the dashboard action hub buttons: Preview PRN, Generate File, Check Eligibility, and Refresh History.
• Eligibility Constraints: Employees **must** have a valid bank account set as default on their Profile page; profiles lacking bank data are completely omitted from the processing transmission file.
• Hold Logic: If an employee's salary record was set to a `Hold` status during the Payroll Management phase, the PRN engine locks them out from payment inside the generated transmission file. Click Check Eligibility to run a full diagnostic audit trail report on all exclusions.

Navigate to Vehicles from the main menu.

The All Vehicles List screen displays a centralized overview of the entire fleet, including status indicators for both Active and Inactive vehicles.

• Row Actions: Each entry allows the operator to execute Edit, View Profile, or Delete actions directly.

Click the Add Vehicle button. The input fields contain contextual placeholders to guide data entry.

• Mandatory Validation: Ensure all inputs marked with an asterisk (*) are fully populated.
• Owner Type* Selection: This parameter is highly critical. The selection here alters system background behaviors, dynamic processing logics, and allowance configurations.

Go to the document section, select the target vehicle, and interface with the upload portal.

• Upload Restraints: Maximum of 10 files per asset | Maximum file size: 5MB | Allowed Formats: PDF, JPG, JPEG, PNG.
• Profile Audit: To view uploaded files or assign financial details, navigate to the All Vehicles List ➡️ click View ➡️ open the **Vehicle Detail Profile**.
• Banking Configurations: Add target bank accounts from within the profile window. The **first bank profile successfully submitted defaults as the Primary Payout Account**.

Managed via a dual-tab layout component containing: All Assignments and Drivers.

To assign an asset, pick the target Vehicle, select the Driver, and input the precise Assigned From and Assigned To schedule dates.

Divided across three interactive dashboard views: All Logs, Add Log, and By Vehicle.

• All Logs Tab: Shows a chronological audit history of all fuel tracking submissions.
• Add Log Form: Follow the input placeholders explicitly. Input the total Liters pumped, the exact Price Per Liter, and complete the adjacent required data boxes.
• By Vehicle Filter: Allows isolated tracking audits sorted by individual vehicle identifiers. These inputs feed into the fleet calculations engine.

Managed via a triple-tab structure layout: All Repairs, Add Repairs, and By Vehicle.

• Access Validation Guard: Repair logs can exclusively be registered for assets configured under an Owner Type = Company parameter. The system locks out external or client-owned assets from processing repair bills.
• Attachments: The creation form permits exactly **one (1) file attachment** for uploading direct proof-of-repair receipts.

This tracking interface acts as the **core operational baseline** for transport logistics, directly mirroring employee attendance processing rules.

• Data Entry Protocol: Select the targeted vehicle, input the precise Start Meter (km)*, and input the matching End Meter (km)*.
• Workflow Flexibility: Designed specifically to transition from traditional manual book records, operators can back-fill missing calendar dates at any point during the cycle, provided it is fully completed before running payroll. The engine calculates net running kilometers directly from these values to drive automated payout calculations.

Oversees operational cost advances and the execution of the final vehicle monthly closeout routine.

• Advance Submissions: Log field allocations as needed. Advanced funds are recorded cleanly and automatically subtracted when computing processing balances. Vehicle advances follow the identical authorization chain workflows utilized by HR payroll processes.
• Payroll System Execution: Running the payroll engine pulls data dynamically from **Meter Logs, Fuel Trackers, and Repair registers**. Payouts can be executed in bulk via Auto Payroll or individually via Manual Payroll override panels.
• Financial Closeout: Clicking Pay with Expenses commits the payout transaction directly into the core financial ledgers. Operators can check the Hold option on individual lines to isolate specific assets and block them from entering the upcoming bank export file.

Formats compiled vehicle payout balances directly into compliant commercial bank transactional structures.

Operates under identical functional structures as the primary HR Banking module. It verifies banking credentials attached to the target asset profile and omits any items set to a Hold status during the payroll calculation run.

Navigate to Outlets from the main menu.

The main dashboard displays the complete registry of registered commercial storefronts. Every single outlet in the database is automatically assigned a tracking financial Ledger profile by the system.

• Row Management: Access standard View, Edit, and Delete functions from each data row.
• Header Utilities: The upper navigation toolbar contains global operational shortcut triggers for Import Outlets and Regenerate Ledgers.

Each row in the dashboard features a specialized **SMS Toggle Switch** (ON/OFF).

• Execution Rule: When this toggle is set to ON, the core system triggers an automated background cron job daily at **9:00 AM**.
• Behavior: The system scans outstanding invoices, identifies any due balances, and instantly dispatches direct payment reminders to the outlet contact number in both **English and Sinhala**.
• System Constraint: The text layouts for these notifications are hardcoded into the internal software logic and cannot be customized or altered by operators.

Click the Add Outlet button to open the registry terminal.

• Ensure all core identification, location, and billing inputs containing an asterisk (*) are accurately populated before saving.

Click the Import Outlets button to launch the bulk data portal.

Workflow Guidelines:

• Carefully read the data upload structural instructions and download the provided **Sample CSV/Excel file**.
• Populate the template. If the import processor encounters an outlet record that already exists within the current database, it will safely **dismiss the duplicate row** and automatically continue processing subsequent entries.

Navigate to Suppliers from the main menu.

The dashboard displays the complete registry of registered commercial suppliers. Similar to the Outlets system, each vendor is automatically assigned a dedicated tracking financial Ledger Account by the system engine.

• Row Management: Access standard action utilities including View, Edit, and Delete from each supplier data line.

Click the Add Supplier button to open the single profile creation form.

• All registration and contact fields containing an asterisk (*) are strictly mandatory and must be completely populated before saving.

Click the Import Suppliers shortcut button to open the bulk upload interface.

Workflow Guidelines:

• Carefully read the data upload instructions displayed on the panel and download the provided **Sample Template File**.
• Populate the file with your data. If the import processor flags a supplier that already exists within the production database, it will safely **dismiss the duplicate record** and continue importing subsequent rows without stopping.
• Drop the completed file into the upload element and click Upload & Preview to generate an interactive data verification list before finalizing.

Navigate to Products from the main menu.

The core dashboard renders a complete data table of all system items. The application layout is custom-engineered to map seamlessly with standard **Unilever distribution data schemas**.

• Row Level Management: Standard row tools grant rapid execution for View Details, Edit, and Delete actions.
• Header Layout Controls: The top dashboard panel displays quick-access action shortcuts for the Add Product and Import Products portals.

Click the Add Product shortcut button to expand the single registration terminal.

• Follow the pre-configured input field placeholders explicitly to maintain structured naming conventions.
• Ensure all mandatory specifications and stock parameters containing an asterisk (*) are fully completed before saving.

Click the Import Products button to launch the bulk ingestion console.

Workflow Guidelines:

• Carefully read the data formatting rules and upload boundary constraints listed on the instruction panel.
• Download our **Sample Template File** to cross-examine and understand the required column structure.
• File Preparation Note: You can directly upload the original spreadsheet exported from the **Unilever external system**. However, you **must manually strip out and remove the top introductory text/header rows** from the excel sheet before initiating the upload, leaving only the raw table columns.

Navigate to Stock from the main menu.

The All Stock panel lists active physical quantities available across the system.

• Controls: Operators can View Profiles, perform direct quantity Edits, and deep-dive into product tracking files.
• Manual In-Line Adjustment: Authorized roles can manually scale stock counts upwards or downwards. Every manual correction is stamped dynamically and transferred directly into the history tracker for future verification.

Access the Stock History terminal to run diagnostics on ledger shifts. Every single automated or manual inventory entry logs the following telemetry attributes:

• Item Details & Location: Displays precise SKU metadata and the specific warehouse or storage point affected.
• Transaction Type: Categorizes shifts clearly as Purchase, Sale, Return, or Adjustment.
• System Footprint: Records the identity of the operator (Created By) and stamps the precise transaction timestamp.
• Smart Audit Note: The internal engine automatically injects the exact originating reference ID (e.g., matching Purchase Order Number or Sales Invoice Number) straight into the ledger description.

Click the Import Stock button to initiate bulk updates.

• Carefully read the data guidelines displayed on the portal interface and download the standard **Sample File Template**.
• Processing Modes: Prior to submission, operators can toggle between executing an immediate production Import or running a diagnostics-only Check Only validation pass to scan for data formatting errors without touching the database.

A specialized, custom-engineered standalone interface dedicated to running automated physical inventory verification checks (Daily, Weekly, or Monthly cycles).

Workflow Routine:

• Session Initialization: To begin an audit, click Start Stock Session.
• Hardware Scanning Phase: Multiple assigned operators can log into the open session concurrently. Connect physical USB/Bluetooth barcode scanners to laptops or PCs and begin scanning shelf stock rapidly. The interface registers item quantities and allows manual plus/minus counter overrides.
• Data Extraction: Click the **Settings Gear Icon** located on the top right quadrant of the screen to download the custom session Excel file. This sheet is generated to be natively import-friendly.
• Automated Variance Correction: When you import this scanned file back into the inventory system, the engine computes variances dynamically against current database figures. Example: If the system database reports 30 units of an item but the scanned session sheet imports exactly 25 units, the system automatically triggers a negative correction of -5 units into the ledger.

Navigate to Purchases from the main menu.

The dashboard displays compiled procurement orders, giving access to standard row buttons for View, Edit, and Delete.

• Add Payment Interface: Click Add Payment on any active order row. The system fetches available transaction channels dynamically based on active configurations defined in the core **Settings Module**.

Click the Import Purchases console button.

• Review the technical rules displayed on the panel and reference the standard **Sample File Template**.
• File Preparation Note: You can upload the native data file downloaded directly from the **Unilever system**. However, you **must manually delete the introductory rows and headers** from the spreadsheet before uploading.

Go to Purchase Payments to track the processing status of all vendor remittances.

• Authorized operators can view complete payment records and manually update payment processing flags as clearances settle.

Access the Cheque Management dashboard to monitor compliance states for issued bank instruments.

Operational Flow Rules:

• Deposit Action: When a physical cheque arrives at the banking terminal, clear the tracking log by clicking Deposit.
• Cleared Status: If the bank confirms clear settlement, flag the item as Passed to successfully finalize the transaction context.
• Bounced / Rejected Status: If a cheque bounces or is officially flagged as Rejected, **the system hard-locks the record permanently, blocking any future edits**.
• Recovery Rule: A rejected status voids the transaction balance. The accounting team must re-initiate a brand new payment record entirely inside the system to settle the outstanding debt with that specific supplier.

Navigate to Purchase Returns from the main menu.

The system displays all logged data items where operators can access individual row action parameters to View deep details or execute a Status Update.

Click the Import Purchases Return console button.

• Review the technical rules displayed on the panel and reference the standard **Sample File Template**.
• File Formatting Rule: You must utilize the native file exported directly from the external **Unilever system**. However, you **must manually strip out all introductory informational text and row headers** from the excel sheet before dropping it into the system uploader.

The system features a strict background cross-module workflow trigger with the central inventory tracking core.

• Inventory Balance Trigger: The moment a purchase return profile's lifecycle status is officially moved to Approved, the internal database engine automatically fires an update query to the **Stock Module**, executing a negative correction to immediately deduct those returned item counts from active inventory balances.

Navigate to Sales from the main menu.

The core dashboard displays all ingested transactions, equipped with advanced filtering parameters and a master Add operation trigger. Each row displays two critical individual verification tracking metrics:

• Account Status: Tracks client credit mapping and financial entry posting status. This state links automatically upon sheet ingestion and can be reversed if modified early in the cycle.
• Collection Status: Tracks the final payment collection phase. Once data is pushed and successfully linked into the Collection Module, the system takes an immutable data snapshot.

Go to the Sales data portal and access the Summary Ingestion interface. This operation is **strictly restricted to bulk file imports** from native Unilever data sheets.

• Review the technical file guidelines and download the sample templates provided on the page.
• Critical Dependency: You **must upload the Sales Summary File FIRST**. This step is mandatory; the Collection Module relies entirely on this summary dataset to function. Data cannot flow into collections without completing this step.

After successfully saving the Summary records, proceed immediately to the **Import Item-Wise Sales** interface.

• Upload the granular breakdown file exported from the Unilever system, matching column formats with the provided sample file.
• Operational Necessity: This specific document provides the item-level quantities hidden inside the summary bills. **If this file is not uploaded, the system will prevent any future inventory corrections or stock balance tracking calculations for these sales.**

Once all item-wise invoice entries are fully imported and verified, click the manual trigger button marked Adjust All Stock & Create Entry.

• Engine Design Logic: Because item-wise logs are processed as independent massive data arrays, the stock subtraction logic is isolated behind this manual button. This intentional design choice prevents database timeouts and system crashes during high-volume bulk imports.
• Clicking this button processes calculations across the inventory logs and updates active physical stock counts immediately.

Navigate to Collections from the main menu.

The dashboard renders all pending and settled market collections, detailed analytics boxes, and dynamic status tracking filters.

• Data Synchronization (Mandatory): Before initiating any collection routing, you must first click the Refresh button, followed immediately by the Import Sales button. This action triggers the database pipeline to pull the newly uploaded **Sales Summary data** straight into the collection registry.
• In-Line Row Actions: Each collection data row features action parameters allowing operators to execute: View, Edit Status, Outlet Account Summary, Add Payment, Give Discount, Apply Advance Payment, and Record Shortage.

Designed specifically for High-Speed Cashier Operations to process vast amounts of market transactions rapidly.

• Navigate to the **Bulk Collection Payments** console.
• Select and check multiple outlet row tick-boxes concurrently.
• Input settlement allocations using flexible payment modes. The matrix allows processing entries as pure Cash, standard single Cheque, or split Multiple Methods configurations simultaneously before saving.

Go to the secondary Collection Payments list view screen to run diagnostic lookups on historically settled accounts.

• Operators can apply advanced filters to isolate parameters and view full payment breakdowns.
• Note: While cheque transactions display on this list for reference, their verification lifecycle is handled inside the dedicated Cheque Management panel.

Access the central Collection Cheque Management page to track bank clearings for received retail checks.

• Review the complete ledger list and manually change the settlement state using the Update Status tool as banking updates arrive.

Navigate to Day-to-Day Sales. This portal records new inventory issued to sales representatives on the field to enable instant delivery tracking and real-time customer SMS alerts.

• Data Import: Import day-to-day records using bulk data sheets exported from the external **Unilever system**. Follow the format instructions and reference sample files explicitly.
• Initial State: Freshly imported data lists are automatically flagged under a Pending Payment Status.
• Route Mapping Dependency: Ingested entries instantly propagate straight into the Day-to-Day Route database pipelines.
• Field Access Link: On-field Sales Persons utilize a dedicated mobile dashboard link featuring isolated tabs for Collections and Day-to-Day, displaying their active daily delivery assignments.

• The Flow Scenario: When a Sales Person collection representative issues temporary Invoice 0001 and collects a physical payment of 5,000 LKR, the transaction is logged immediately.
• Immediate Customer SMS: The system instantly dispatches a direct SMS notification to the customer to verify the transaction volume.
• Duplicate Suppression: When these temporary records are later cross-referenced and pushed into core financial modules, the system suppresses notifications. The client will **never receive a duplicate alert** for an already validated payment.

Temporary collections gathered on on-field routes enter the system marked as Pending Approval. The Cashier must audit and balance these funds inside the core Collections module before closing the day.

Mandatory Reconciliation Steps (Must follow this exact sequence):

1. Wait for the official Sales Summary sheet to become available from Unilever, then upload it directly into the Sales Module.
2. Import those newly registered sales summaries over into the **Collection Module**.
3. Return to the Day-to-Day Sales Management control page and click the master command button marked Push All to Collection.

System Backend Result: The engine automatically matches invoice reference numbers. If a temporary bill number matches an active entry inside the production collection board, the engine transfers the cash record cleanly into real collections, and permanently **wipes and deletes** the temporary tracking log from the Day-to-Day layout.

Navigate to All Collection Routes (The standalone *Day-to-Day Route* dashboard operates under identical technical procedures).

• Click the Create New Collection Route button to open the routing form.
• Data Inputs: Select the target Sales Person, toggle the active switch to ON, enter their unique representative tracking code (e.g., SMN00338), map the precise tracking territory inside the **Select Beat*** field, and choose the correct execution Route Date. Click create to deploy.

The main route dashboard lists active field schedules row-by-row, tracking real-time field progress with two primary columns: Total Amount to be Collected and Collected Amount.

• Document Generation: Supervisors can click row action triggers to download an operational **PDF List** containing comprehensive profiles and balances for all customers on that active beat.
• Route Summary Export: Download the comprehensive route sheet breakdown to audit payment structures, tracking net balances by Total Cash Collected, Cheque Volumes, and physical bank Slip Counts.

Navigate to Notifications ➡️ SMS Dashboard to initiate text-based communications.

• Single SMS: Input a specific destination mobile number, compose the message body, and execute an immediate send.
• Bulk SMS Broadcasting: Select pre-defined audience groups. The system pulls validated contact numbers directly from target core registries, allowing mass delivery straight to Outlets, Suppliers, or Employees concurrently.
• Third-Party Integration Infrastructure: Outbound cellular traffic utilizes the third-party **Dialog SMS API Gateway** engine.

Navigate to Notifications ➡️ Email Dashboard to manage electronic mailing campaigns.

• Single Email: Input a single target email address, define the subject header, write the context body, and click send.
• Bulk Email Broadcasting: Allows administrators to filter and extract distribution email groups instantly, pushing batch notifications straight to active profiles under Outlets, Suppliers, or Employees.
• Mailing Gateway Infrastructure: Digital mail routing is powered via standard external **SMTP (Simple Mail Transfer Protocol)** integration.

Navigate to Reports from the main menu.

This centralized module holds the complete catalog of specialized, custom-engineered reports built precisely to fulfill the client's explicit business requests.

• Advanced Data Grids: All data engines are powered natively by DataTables integration to support high-performance rendering, searching, and instantaneous column sorting.
• Grid Customization: Use the built-in Column Visibility feature to toggle visibility parameters on specific spreadsheet rows or columns dynamically before analysis.
• Export Options: Click the respective data triggers on any active matrix view to pull records instantly as an Excel spreadsheet or clean PDF document.

The module contains the following pre-built templates ready for evaluation runs:

Report Name	Functional Description
Employee Summary Report	Summary of all corporate employees with core profile and basic information.
Payroll Report	Detailed monthly payroll computation information and component breakdowns for staff.
Attendance Report	Comprehensive employee attendance records, working hour logs, and summary sheets.
Expense Report	Company corporate expense logs, operational entries, and executive authorization checks.
Sales Report	Granular sales transaction lists, volume summaries, and overall performance metrics.
Collection Report	On-field collection routing logs, tracking metrics, and route performance audits.
Collection Payment Report	Specific tracking of collection payment transactions, clearances, and receipt statuses.
Cheques In Hand Report	Real-time tracking of received physical customer checks, active clearance statuses, and metadata details.
Inventory Report	Current warehouse stock balances, tracking indices, and inventory management data.
Financial Summary Report	Overall institutional financial health statement displaying macro revenue flows and key indicators.
Activity Log Report	System access audit logs, technical security histories, and distinct user actions.
Credit Collection Report	Critical Risk Tracker: Displays all active market collections tied to outstanding balances (unpaid or partially paid). Includes instances with completely empty payment cycles and entries lacking full clearance. Designed strictly to manage credit sales requiring follow-ups.
Stock Report	Granular ledger movement records of specific products (No descriptive metrics).
Purchase Report	Vendor acquisition summaries and bulk purchase ledger tracking.
Purchase Return Report	Logged supplier return files and automated inventory rollback statements.

Upon logging into the CINAWAY LOGISTICS ERP, the top widget displays the server infrastructure matrix and automated diagnostic statuses.

• Telemetry Status Board: Renders the overall performance rating. (E.g., 80% Fair state when 4 out of 5 services run optimally).
• Microservice Node Monitoring:
  • System Core: Healthy status.
  • Authentication (Auth): Healthy status.
  • Database Server: Healthy status.
  • Memory Buffers: Healthy status.
  • Redis Cache Engine: Displays warning indicators if degraded. Check cache clusters immediately if performance metrics decline.

The central data grid isolates financial sales volumes and real-time ledger collection benchmarks:

• Sales Pipelines: Monitors performance timelines split by Today's Sales, This Month's Sales, Average Order Value (LKR per invoice), and Cumulative Year-to-Date Sales.
• Collection Performance Dashboard: Monitors liquidity flows by tracking active funds retrieved on routes alongside macro financial outstanding values.
• Collection Success Rate: Calculated dynamically by measuring the total volume of generated orders against settled bills. (E.g., An operational target threshold of 91.6% paid balance success rate).

The system provides visual counters to monitor company resource distribution states across active logistics cycles:

• Workforce Demographics: Displays total registered platform users alongside active vs. inactive user statuses. Links directly to a departmental matrix breakdown (Account Department, Manager Department, IT Section, etc.).
• Fleet Allocation: Displays full truck/scooter registry volumes, separating resources into Active Vehicles (currently routed or available) and Inactive Vehicles (parked or grounded).
• Daily Route Efficiency: Tracks the active execution efficiency percentage of field teams deployed on transport beats.

The inventory widget aggregates core warehouse catalog parameters across all active items:

• Stock Accounting Metrics: Computes the live Total Stock Value (LKR) and generates a running mathematical average evaluation per stock item.
• Critical Stock Alerts: Automatically triggers real-time visual alerts indicating the exact count of items hitting Low Stock thresholds or sitting Out of Stock.
• Action Required: If critical stock alerts are flagged on the dashboard, the Inventory Manager must immediately navigate to the Stock Module to initiate procurement pipelines.

Navigate to Settings ➡️ Backup Settings. The framework handles automated daily file and relational database dumps triggered via server cron jobs (Default: 0 2 * * * / 2:00 AM daily).

• Retention Boundaries: The live production server retains exactly the 3 latest days of local backups. The cloud VPS instance runs a complete machine snapshot backup once a week. (Note: Transitioning to daily full VPS snapshot cycles requires a tier upgrade on the cloud hosting contract).
• Manual Backup Policy (Crucial): To guard against unexpected hosting infrastructure failures, an authorized administrator must click Download Complete Backup to save a manual backup locally **once every working day**.
• Server Volume Purging: Periodically monitor and delete historical excessive local backups to prevent high disk load on the host root directory.

Navigate to the **Payment Methods** dashboard parameters grid. This data drives the dynamic transaction choice boxes across the Purchase and Collections interfaces.

Go to Company Settings. Administrators can use the interactive search filter to quickly locate and balance any of the **78 system configuration switches**.

A. Core Identity & Gateway Configurations

• Institutional Metadata: Stores standard fields: Company Name (Cinaway Logistics Pvt Ltd), Physical Address (Borakanda, Karandeniya), Primary Phone (0770603799), Favicon/Logo URLs, and Default Currency (LKR).
• Communication Routers: Maintains server credentials for Email configurations (SMTP/Gmail select modes) and external cellular routing via the Dialog SMS API platform.

B. Institutional HR, Overtime, & Compliance Logics

• EPF / ETF Standard Proportions: Hardcodes statutory contribution benchmarks: Company EPF (12%), Employee EPF (8%), and Company ETF (3%).
• Gratuity Eligibility Framework: Pre-sets calculation boundaries requiring a minimum runtime threshold of 60 months of service evaluated at a multiplier rate of 8%.
• Overtime (OT) Multipliers: Configures hourly salary distribution calculations based on an Overtime Rate Multiplier (1.5) or an active Fixed Overtime Rate (300.00 LKR/hr) applied against the base parameter.
• Sales Commissions: Maps eligibility arrays utilizing valid JSON format fields (e.g., ["Sales Manager", "Sales Executive"]) evaluated against a specified Commission Rate Value (10% Percentage).

C. Calendars & Processing Working Days

• The Payroll engine references this operational matrix section to fetch total available monthly business hours before evaluating No-Pay penalties.
• Administrators must audit these variables regularly to balance year shifts: January (23 days), February (23 days), June (23 days), July (22 days), etc., based on an institutional standard baseline of 8 working hours per day.

Navigate to Expenses ➡️ Create Expense to record a new company liability.

• Data Ingestion: Complete all input fields inside the creation form. Ensure all fields marked with an asterisk (*) are fully completed before saving.
• Operational Workflow Note: This form exclusively creates the voucher record in an unpaid state. **Actual payment distribution cannot be done from this page; it must be executed from the All Expenses control panel.**

Go to All Expenses to access the master log ledger and filtering interface.

• Voucher Actions: Use row-level action buttons to upload direct proof-of-purchase receipt documents or click Add Payment to launch the checkout module.
• Payment Information Console: The settlement screen requires explicit entry of the following mandatory properties:
  • Payment Type: Define the overarching transaction channel.
  • Payment Amount: Specify the settlement figure (Displays total expense balance context for reference).
  • Payment Date: Defaults to current day or select the execution date.
  • Reference Number: Input the bank transaction or physical voucher reference number.
  • Paid To: Input the exact recipient identity or vendor name.
  • Remarks: Input secondary tracking descriptions if required.

The system dynamically alters form structures and validations based on your selected Payment Type:

• Case A: Petty Cash Selection

  The interface automatically fetches available balances from the specialized **Petty Cash Management Module**. If fields fail to load choice arrays, you must navigate to the Petty Cash module, draw down a balance transfer from the main Petty Cash ledger inside the Chart of Accounts (COA), and allocate required funds to the processing category.

• Case B: Cash Selection

  The form renders a mandatory Cash Account* dropdown selection. The operator must select the correct liquid cash asset node directly from the synced Chart of Accounts database registry (e.g., Cash in Hand).

• Case C: Bank / Online Transfer Selection

  The input fields dynamically switch to enforce a mandatory Bank Account* selector, drawing active liquid bank ledger nodes directly from the central COA framework.

Navigate to Expense Categories to govern budget allocations. Rows allow quick Edit, Update, Delete, and active usage statistics auditing.

• Click Add Category to create structural buckets.
• Configuration Parameters: Populate Category Name*, Category Code*, and detailed definitions. Enforce financial guardrails by inputting a maximum Monthly Limit and Yearly Limit, set status toggles, and check the Requires Approval box if transactions require executive verification.

Tracks and clears the lifecycles of all dispatched corporate funds.

• Payments Audit: Access the centralized Expense Payments registry list. Every single payment submitted through the All Expenses interface land here in a queue where authorized managers must explicitly audit details and click Approve or Reject.
• Cheque Management Workflow: If an expense is settled via a paper banking instrument, the transaction profile routes directly to the Expense Cheque Management console. The Accountant must access this terminal regularly to audit logs and log actual clearing dates via the Update Cheque Status action tool.

The internal accounting architecture links the Petty Cash setup directly to the Main Petty Cash account inside the central Chart of Accounts (COA).

• Fund Allocation Flow: To distribute spending power to sub-departments or field routes, you must first pull a specific balance allocation from the main COA Petty Cash root node and assign it to separate target operational funds.
• Balance Dynamic: The moment a sub-fund is successfully topped up or assigned a balance, the master available balance inside the parent COA root asset account drops correspondingly by that exact amount.

Navigate to the Funds tab configuration view and click the creation button to open the form modal. Every newly deployed fund requires a verified employee assigned as its responsible manager.

Form Properties & Data Rules:

• Fund Name*: Enter a unique identifying name for the sub-fund (e.g., Office Consumables Fund).
• Fund Code*: Automatic system formatting default (e.g., PC001). Click the adjacent + button to dynamically compute the next available serial string in the sequence.
• Description: Input contextual tracking text detailing the fund's operational boundaries.
• Initial Balance*: Specify the starting cache amount drawn directly from the main account.
• Maximum Balance: Set the ceiling threshold cap for replenishment safety rules.
• Minimum Threshold: Define the low-water alert limit. The engine flags the fund for review when active liquid cash falls below this figure.
• Custodian*: Select the specific corporate employee legally responsible for balancing this safe.
• Location: Assign or select the specific geographical branch or warehouse point.
• Toggle status switch to Active before clicking save.

Click on the Transactions tab workspace panel to review operational cash shifts.

• The dashboard displays a chronological audit trail log containing all petty cash expense claims, voucher payouts, and top-up histories across all sub-safes. This data grid integrates with search and sort filters to support verification.

Go to the Reconciliation tab screen to balance physical cash reserves against system accounting logs.

• Audit Workflow: Select the targeted Petty Cash Fund from the configuration filter list.
• Conduct a manual cash count of physical notes and coins inside the secure box, and type that precise value straight into the Actual Balance input field.
• Click the Update Balance command trigger. The internal processing engine automatically computes any discrepancy variances against database figures and registers automatic adjustment entries instantly to match cash realities.

Navigate to Chart of Accounts ➡️ Overview from the main sidebar menu.

The Overview Dashboard provides a complete financial snapshot of all accounts:

• Summary Cards: Displays total accounts, total balance, and a breakdown per account type (Asset, Liability, Equity, Income, Expense).
• System Accounts Summary: Shows all protected system accounts (Cash in Hand, Bank Account, Petty Cash, Accounts Receivable, etc.) and their current balances.
• Trial Balance Widget: Quick-view balance check showing total Debits vs total Credits and the difference.
• Account Tree View: Visual hierarchical display of all accounts grouped by type with expand/collapse support.
• Quick Actions: Shortcuts to common tasks — Add New Account, View Account Mappings, Generate Reports.

Navigate to Chart of Accounts ➡️ Accounts List.

2.1 View All Accounts

The main accounts table displays configuration properties across the financial grid:

Column	Description
Account Code	Unique identifier (e.g., 1001, 2101)
Account Name	Descriptive name
Type	Asset / Liability / Equity / Income / Expense / Contra
Category	Group (no direct transactions) or **Ledger** (accepts transactions)
Opening Balance	Balance as of the start date
Current Balance	Live balance including all posted transactions
Status	Active / Inactive / Archived
System Account	Marked if it is a protected system account

Filtering & Search: Filter accounts by Account Type, Category, and Status. Switch between All Accounts, Tree View, and System Accounts using the upper data tabs.

• Tree View Tab: Displays accounts in a hierarchical parent-child structure where each parent group shows the sum of all child ledger balances.
• System Accounts Tab: Lists protected accounts (e.g., Cash in Hand 1001, Bank Account 1002, Petty Cash 1003) that are locked against deletion and used for automated journal postings.

2.2 Create a New Account

Click the Add New Account button located at the top-right of the page to access the following form layout fields:

Field	Required	Description
Account Code	Yes	Unique alphanumeric code (auto-generated or manual)
Account Name	Yes	Full descriptive name
Account Type	Yes	Asset / Liability / Equity / Income / Expense / Contra
Account Sub-Type	No	Current / Non-Current
Account Category	Yes	Group (for grouping only) or **Ledger** (for transactions)
Parent Account	No	Select a parent Group account to nest this account
Description	No	Optional notes about this account
Opening Balance	No	Starting balance value (LKR)
Opening Balance Type	If opening balance > 0	Debit (Assets, Expenses) or **Credit** (Liabilities, Equity, Income)
Tax Applicable	No	Toggle on if this account is subject to tax
Tax Rate (%)	If tax applicable	Tax percentage

Account Code Series (Convention):

• Asset: 1xxx Series (e.g., 1001, 1101, 1201)
• Liability: 2xxx Series (e.g., 2101, 2201)
• Equity: 3xxx Series (e.g., 3001)
• Income: 4xxx Series (e.g., 4001)
• Expense: 5xxx Series (e.g., 5001, 5002, 5003)
• Contra: 6xxx Series (e.g., 6001)

Click Save to create the account.

2.3 Edit an Existing Account

Click the Edit button on any account row. Most fields are editable. However, system accounts have locked attributes (only name can be changed), and ledger accounts with posted logs cannot be switched to group categories.

2.4 Update Opening Balance

Modify the opening balance amount and type inside the Edit form. The system will reverse the old opening balance journal entry and create a new one automatically to keep records balanced.

2.5 Delete / Archive an Account

Click the Delete icon. System accounts, accounts with linked entries, and group accounts containing children cannot be removed. Use the "Archived" status to hide accounts while saving history attributes.

2.6 Transfer Between Accounts

Use the "Transfer" action to move funds between two accounts (e.g., Cash in Hand to Bank). Select the source, destination, and amount; the system records an automated transaction entry.

Navigate to Chart of Accounts ➡️ Account Mappings. This screen maps external system modules directly to specific ledger lines to process automated transactions.

3.1 View All Mappings

Column	Description
Module	Sales / Collections / Expenses / Petty Cash / Payroll / Purchases / Bank / Inventory
Transaction Type	Type configuration keys (e.g., sale_revenue, collection_cash, expense_payment)
Mapping Type	Debit / Credit
Account	The linked account name and identifier code
Status	Active / Inactive

3.2 Create a New Mapping

Click Add Mapping and fill in the required fields (Module Name, Transaction Type, Mapping Type, Account, and Description). Duplicate combinations are explicitly blocked by the database validation layer.

3.3 Auto-Generate Default Mappings

Click any of the designated generation links: Generate Default Sales Mappings, Generate Default Expense Mappings, Generate Default Collection Mappings, Generate Default Purchase Mappings, Generate Default Payroll Mappings, or Setup Inventory Mappings. Use the "Validate Mappings" routine tool to check configuration states.

Navigate to Accounts List ➡️ click View on any active row line to expand the historical running statement transaction logs.

• Grid Headers: Displays account profile attributes, metadata tracking, and child/parent nested references.
• Journal Lines Structure: Renders fields: Date, Entry Number, Description, Reference Type, Debit Amount, Credit Amount, Running Balance, and Created By.
• Filter & Sorting Controls: Run target queries using date ranges, entry pagination selectors, or row-level character lookups.

Balance Calculation Rules:

• Asset / Expense (Debit Normal): Running Balance = Opening Balance + Total Debits − Total Credits
• Liability / Equity / Income (Credit Normal): Running Balance = Opening Balance + Total Credits − Total Debits

If the selected profile is an Asset Ledger and matches standard bank keywords, a quick-action Bank Reconciliation shortcut button expands dynamically on the header ribbon.

Navigate to Chart of Accounts ➡️ Bank Reconciliation to audit system books against clearing bank logs.

• Reconciliation Table Data: Tracks fields: Bank Account, Period, Statement Date, Statement Balance, Ledger Balance, Difference, and Status.
• Initialization Routine: Click Start New Reconciliation. Populate the Bank Account, Statement Date, Closing Statement Balance, and target Period, then click Start.
• Discrepancy Identification: Click the automated execution tool marked Detect Discrepancies to run background validation checking for unlinked transactions, value variances, or calendar mismatch codes.
• Data Extraction: Click Export Report to download structured summary spreadsheets (CSV/Excel) for external audits. Erroneous logs can be removed via the row Delete trigger.

Navigate to Chart of Accounts ➡️ Petty Cash. Manages sub-safe operational limits and automates postings back to cash counters.

• Fund Settings Tracking: Tracks parameters: Fund Name, Code, Initial Balance, Current Balance, Max/Min Caps, Custodian, and Location.
• Replenishment Posting: When sub-balances cross below thresholds, custodians trigger requests. Executive approval automatically writes a transaction line: Debit Petty Cash Account / Credit Cash in Hand or Bank.
• Fund Transfers: Execute Send Fund to Petty Cash or Get Fund from Petty Cash commands to reallocate liquidity values automatically based on account mappings.
• Audit Balance Checks: Click Reconcile to input exact physical cash counts, check systemic variances, and audit real-time statistics panels.

Navigate to Reports to execute analytical evaluation sheets across company ledgers.

• Trial Balance: Displays complete tracking debits vs credits. The variance difference calculation must total exactly 0. Set the As-of Date criteria and click export to process external review logs.
• Balance Sheet: Renders hierarchical tracking metrics for Assets, Liabilities, and Equity calculations at a designated point in time. Group subtotals can be exported as Excel/PDF profiles.
• Profit & Loss Statement: Evaluates income streams vs COGS and operational bills across calendar boundaries to calculate net profitability values.
• Ageing Summaries (Receivable & Payable): Organizes customer or vendor outstanding balances into chronological overdue buckets: Current (0-30 days), 31-60 days, 61-90 days, 91-120 days, and 120+ long overdue days. Summary lists map totals while detail screens open invoice lines.

Go to the specialized **System Accounts Tab** inside the Accounts List workspace to monitor core accounting nodes.

• Default Protected Registry: Controls keys: 1001 Cash in Hand, 1002 Bank Account, 1003 Petty Cash, 1101 Accounts Receivable, 1201 Inventory Adjustment, 2101 Accounts Payable, 2201 Tax Payable, 3001 Retained Earnings, 4001 Sales Revenue, 5001 COGS, 5002 Payroll Expense, and 5003 General Expenses.
• Restoration Utility: If a default core node is dropped or missing during environment changes, click the action switch marked Create System Accounts to rebuild missing entries using standard serial coding series.
• Stock Accounting Ledger: Access Stock Valuation to view a live side-view mapping tracking inventory updates, material purchases, and stock removals against the active Inventory Adjustment configuration node.