File Sharing Overview

The file sharing feature enables seamless collaboration by allowing users to upload, share, and manage files directly within the system. This ensures that team members have quick access to important documents.

• public: A shared folder accessible to all users, typically containing files intended for general access..
• User-Specific: A personal or restricted folder for specific users or departments. This ensures privacy and secure file storage for sensitive data.
• Trash: The folder allows users to recover recently deleted files, providing a safety net for accidental deletions.

• Manage Sharing: A shared folder accessible to all users, typically containing files intended for general access.
• Allows users to filter shared files by file type either for public or client
• Password: Displays whether shared files are password-protected
• From Date & To Date: Enables filtering by date range, helping users find specific files shared within a set timeframe.

• Report: Reports from the feature can help analyze the sharing and download activities e.g total number of files shared over a specific period

Suppliers Overview

The suppliers module helps manage supplier information, including contact details, transaction history, and ratings. This feature supports efficient procurement and vendor management.

How to Add a Supplier
• Navigate to the Supplier section in the CRM.
• Click on the New Supplier button.
• Fill in the required details, such as:
• Supplier Name,Contact Information (phone number, email),Business Details
• Click Save to store the supplier's information.

import New Suppliers

The Supplier Import Page allows you to import supplier data in bulk using a CSV file. Follow these steps to complete the process:
1. Prepare the CSV File

Ensure the CSV file includes the following headers:
Firstname (Required) Lastname (Required) Email (Required) Contact Phonenumber Position Company (Required) Is Preferred Vat Phone Save the file in UTF-8 format. Use the date format Y-m-d (e.g., 2024-12-16) for any date fields. Ensure there are no duplicate email entries, as they will not be imported.
2. Upload the CSV File
Click Choose File and select the prepared CSV file from your device.
3. Optional Settings
Groups: Assign suppliers to a specific group using the dropdown menu. Default Password: Set a default password for all imported suppliers.
4. Simulate or Import
Click Simulate Import to verify the file for errors before importing. Click Import to complete the process and add the suppliers to the system.

Accounting Overview

The accounting module provides tools for managing financial records, tracking expenses, generating invoices, and ensuring compliance with tax regulations. It simplifies financial operations for the organization.

• Journal Entry: Track and categorize journal Entry.

• Charts of Accounts: Create and manage different Accounts.

• Budget:Calculate and prepare Budget.

Customers Overview

The customers module centralizes all customer information, allowing for effective relationship management, interaction tracking, and sales follow-ups.

1. Navigate to the Customer Page:
   • Go to the "Customer" section in your dashboard.
   • Click on the "New Customer" button.
2. Fill in Customer Details:
   
   • Company: Enter the name of the customer's company (this is a required field).
   • VAT Number: Provide the VAT number (optional).
   • Phone: Add the customer's phone number.
   • Website: If applicable, input the customer's website URL.
   • Groups: Select a group for the customer from the dropdown list or click the "+" to create a new group.
   • Currency: Choose the preferred currency, or leave it as "System Default" if no changes are needed.
   • Address: Enter the customer's full address.
3. Save the Customer:
   • After entering all required details, click the "Save" or "Submit" button to save the customer information.

Once completed, the new customer will appear in your customer list, and you can manage their details anytime.Afterwards you can add billing information to the next Page

Import file will be used to add a large number of customers at once in csv format

Remainder Overview

The Remainder section helps manage and track reminders for important tasks, follow-ups, or deadlines, ensuring timely action and improved workflow efficiency.

• Create Reminders:

  Set up reminders for tasks such as client meetings, follow-ups, or project deadlines.

  • Click on the "Add Remainder" button.
  • Fill in the details like Customer name, Date, Assigned to, and Description.
  • You can choose the reminders to be via email or sms
  

Sales Overview

The sales module helps track the entire sales process, from lead generation to deal closure, providing insights into performance metrics and sales forecasts.

Proposals

Proposals are used to offer services or products to potential clients formally.

Steps to Create a Proposal:

• Accessing Proposals: Navigate to Sales > Proposals on the sidebar menu.
• Filling Personal Information:
  
  • Client Name: Enter the client’s full name or company.
  • Email Address: Provide the client’s email.
  • Proposal Title: Add a brief, clear title for the proposal.
  • Valid Until: Choose the expiration date.
  • Description/Notes: Write details, including the offer and terms.
• Saving and Sending: Save the proposal and send it via the Send button.
• Monitoring Status: Check status: Draft, Sent, Accepted, or Declined.

Estimates

Estimates provide a price quotation for a product or service.

Steps to Create an Estimate:

• Accessing Estimates: Navigate to Sales > Estimates on the sidebar.
• Creating a New Estimate:

  Click the New Estimate button.

• Filling Personal Information:
  • Client Name: Enter the customer or company name.
  • Estimate Date: Select the current date.
  • Expiration Date: Choose the expiration date.
  • Estimate Number: Auto-generated or manually input.
  • Notes: Provide any relevant details.
• Adding Items:

  Click Add Item to include products or services:

  • Provide item name, quantity, and unit price.
  • Include tax rates if applicable.
  • Verify totals for accuracy.
• Finalizing the Estimate: Save and send the estimate using the Send button.
• Tracking Status: Monitor statuses: Draft, Sent, Accepted, or Expired.

Creating an Invoice

The Invoice section allows users to generate and manage invoices for customers, ensuring smooth payment tracking.

Steps to Create a New Invoice:

1. Accessing the Invoice Section:

   Navigate to Sales > Invoices from the sidebar menu.

2. Selecting the Customer:

   In the Customer field, begin typing the customer’s name and select it from the dropdown list.

3. Filling Invoice Details:
   • Invoice Number: Auto-generated (e.g., INV-000013) but can be customized.
   • Invoice Date: Set the invoice date using the date picker.
   • Due Date: Choose when the invoice will be due.
   • Bill To / Ship To: Customer address details will populate here automatically if configured.
   • Tags: Add any relevant tags to categorize the invoice.
4. Payment and Currency Settings:
   • Allowed Payment Modes: Select the payment method (e.g., Bank).
   • Currency: Confirm or set the currency (e.g., TZS).
   • Recurring Invoice: Choose "Yes" or "No" for recurring billing.
   • Discount Type: Apply discounts if applicable (e.g., No Discount, Percentage, Fixed Amount).
5. Adding Items to the Invoice:
   • Click on the "Add Item" dropdown to select products/services.
   • Provide details such as quantity, unit price, and tax if applicable.
   • Ensure the totals and calculations reflect correctly.
6. Admin Notes (Optional):

   Add any specific notes for internal purposes in the Admin Note field.

7. Saving and Finalizing the Invoice:

   Once all details are filled in, click the "Save" button to finalize the invoice.

8. Sending the Invoice:

   After saving, you can use the "Send" option to email the invoice to the customer.

Additional Notes:

• Check the box for "Prevent sending overdue reminders for this invoice" if needed.
• Choose to display item quantity as Qty, Hours, or Qty/Hours at the bottom of the form.

Appointly Overview

The Appointly section is designed to help you manage appointments and callback requests efficiently, ensuring seamless communication with clients and team members.

1. Appointment Management

Use the Appointment feature to schedule meetings, consultations, or follow-ups with clients.

• Create an Appointment:
  • Click on the "New appointment" button.
  • Fill in the following details:
    • subject: Enter a name for the appointment (e.g., Client Meeting).
    • Date & Time: Select the date and time for the appointment.
    • Related: Choose the Lead or contact person.
    • Description: Add any notes or details about the appointment.
  • Click "Save" to confirm the appointment.

2. Callback Management

The Callback feature helps you manage and track callback requests from clients or leads.

• Log a Callback Request:
  • Click on the "Callback" button.
  
  • All callback requests appear in the Callback section of Appointment.

Expenses Overview



This section helps you manage your expenses efficiently by providing features to track, categorize, and summarize your spending.

New Expenses



• Attach Receipt: Click on the "Attach Receipt" field to upload a receipt for the expense.
• Vendor: Enter the name of the vendor from whom the expense was incurred.
• Expense Name: Enter a name for the expense for easy identification.
• Note: Add any additional notes or descriptions about the expense.
• Expense Category: Specify the category for the expense (e.g., Travel, Office Supplies).
• Expense Date: Select the date when the expense occurred.
• Amount: Enter the total amount for the expense.
• Customer: If applicable, enter the name of the customer related to the expense.
• Currency: Choose the currency for the expense amount from the dropdown menu.
• Tax Options: Specify any tax details related to the expense.
• Payment Mode: Enter the mode of payment used for the expense (e.g., Cash, Credit Card).
• Reference Number: Provide a reference number for the expense if available.
• Repeat Interval: Specify if the expense repeats over a certain interval (e.g., Monthly, Annually).

Purchases Overview

This section helps you manage all aspects of purchasing within the organization, including tracking items, managing vendors, handling purchase requests, and generating necessary documents like quotations, orders, and invoices.

Items

The "Items" section allows users to manage the inventory of products or services that the organization purchases. Here, you can:

• Add New Items: Enter details about new products or services that need to be added to the inventory.


Purchase Request

The "Purchase Request" section is where users can create and manage requests for purchasing items. Follow these steps to submit a purchase request:



1. Create Request: Click on "Create Purchase Request" to start a new request.
2. Fill in Details: Provide necessary information such as item name, quantity, preferred vendor, and any special instructions.
3. Submit Request: Once all details are filled in, submit the request for review and approval by relevant authorities within the organization.
• Vendors: Manage information about vendors or suppliers, add new vendors, and update existing vendor details.
• Vendor-Items: Link specific items to their respective vendors to facilitate easier vendor selection during the purchasing process.
• Quotations: Request and manage quotations from vendors, compare quotes, and select the best offer.
• Purchase Order: Create and manage purchase orders, ensuring all purchase details are properly recorded and tracked.
• Contracts: Manage contracts with vendors, create new contracts, update existing ones, and store contracts for easy access.
• Invoices: Manage invoices received from vendors, record invoice details, track payment status, and ensure timely processing.
• Reports: Generate reports on purchase requests, orders, vendor performance, and more to analyze procurement activities.