ZyncGold ERP — Module Requirements

Identity & Access

Authentication auth

Controls how customers, staff, and administrators prove who they are and obtain a secure session to use the platform.

Overview

The Authentication module governs every way a person can enter the ZyncGold platform and how their session is maintained. It supports password sign-in by email, username or phone, passwordless sign-in and sign-up via one-time codes, password recovery over email and WhatsApp, and email/phone verification. It also lets a user move between the companies and branches they belong to without signing in again, keeping their active business context current at all times.

Capabilities & Scope

• Sign in with email, username, or phone number plus a password.
• Sign in or register using a phone number and a one-time code (OTP).
• Register a new account using an email address.
• Maintain a session and refresh it without re-entering credentials; sign out to end the session.
• Recover a forgotten password by email link or by WhatsApp code.
• Change one's own password while signed in.
• Confirm an email address on a newly created account.
• Verify email and phone after login through one-time codes.
• Switch the active company and active branch for users who belong to more than one.

Functional Requirements

Business Rules

• Suspended or inactive accounts are denied sign-in and receive no session.
• A new sign-in replaces any existing active session for that user (single active session per user).
• One-time codes used for sign-in expire after three minutes, and only one active code per destination is allowed at a time.
• Forgotten-password requests must not disclose whether the supplied email exists.
• An archived company cannot be entered by switching context (except by platform operators).
• Switching branch re-scopes all subsequent activity in that session to the chosen branch.

Known Issues

Identity & Access

Users user

Manages the lifecycle of every person who holds an account on the platform, from creation through profile maintenance to account closure.

Overview

The Users module is responsible for all user account records, regardless of type — administrators, staff, customers, and suppliers. It enforces that identifying details remain unique, lets users maintain their own profiles, gives administrators searchable and paginated access to the user base, and provides a bulk import path for onboarding many users at once. Account closure is handled as a privacy-preserving operation that frees identifiers while retaining historical records.

Capabilities & Scope

• Create user accounts of any type with guaranteed unique email, username, phone number, and ID number.
• Allow a signed-in user to view and update their own profile.
• Look up a user by ID and retrieve the current user's profile.
• Search and paginate the user list by keyword, type, role, status, account, and date range.
• Close (delete) one's own account.
• Bulk-import users from a spreadsheet in a preview-then-confirm flow.

Functional Requirements

Business Rules

• Email, username, phone number, and ID number must each be unique across the platform.
• Passwords are never stored in readable form.
• Self-service profile updates always act on the signed-in user, never on an arbitrary user supplied in the request.
• Account closure anonymises the identifying fields rather than hard-deleting the record.
• Bulk import is transactional: either the previewed set is created or errors are surfaced per row.

Known Issues

Identity & Access

OTP & Verification otp

Generates and validates short-lived one-time codes used to prove ownership of a phone number or email address.

Overview

The OTP & Verification module underpins passwordless sign-in, registration, password recovery, and contact verification. It issues a six-digit code to a phone number (via WhatsApp) or email, tracks its status and expiry, and confirms codes presented back by the user. It guarantees that only one live code exists per destination and that codes are never exposed outside the delivery channel.

Capabilities & Scope

• Generate and deliver a six-digit one-time code to a phone number or email address.
• Tie each code to a specific purpose (sign-in, sign-up, verify email, verify phone).
• Verify a submitted code against the stored record.
• Cancel any prior pending code for the same destination automatically.

Functional Requirements

Business Rules

• At most one pending code may exist per phone number or email at any time.
• A code is only valid for the destination and purpose it was issued for.
• Expired codes cannot be verified.

Statuses & Key Values

Known Issues

Identity & Access

KYC kyc

Lets customers prove their real-world identity by submitting documents, and lets staff review, approve, or reject those submissions.

Overview

The KYC (Know Your Customer) module collects identity documents from customers — the front and back of an ID and a selfie — and routes them to staff for verification. Administrators can review a filtered, summarised queue of submissions and decide each one. Approval marks the customer as identity-verified and notifies them; rejection notifies them with the outcome. The support team is alerted whenever a new submission arrives.

Capabilities & Scope

• Submit identity documents (ID front, ID back, selfie) for verification.
• Prevent duplicate submissions while one is pending or already approved.
• Notify the support team on new submissions via WhatsApp.
• Review submissions in a paginated, filterable list with summary counts.
• Approve a submission, marking the customer identity-verified and notifying them.
• Reject a submission and notify the customer.

Functional Requirements

Business Rules

• A customer may have only one active (pending or approved) submission at a time.
• A customer can submit on their own behalf without specifying their own identifier.
• Approval is the only path that sets the customer's identity-verified status.
• Both approval and rejection notify the customer through two channels.

Statuses & Key Values

Known Issues

Identity & Access

Access Control / RBAC access

Defines what each role of user is permitted to do, down to individual actions within each feature area, and which feature areas are available to each company.

Overview

The Access Control module provides Role-Based Access Control across the platform. Administrators organise users into named role groups and grant or revoke fine-grained permissions — a specific action within a specific feature area — for each group. A complete permission map is resolved for the signed-in user so the rest of the platform can enforce it. On company creation, a baseline set of groups, modules, actions, and full administrator access is seeded automatically. Platform operators can additionally switch whole feature areas on or off per company.

Capabilities & Scope

• Create, update, and delete named role groups, each unique within a company.
• Attach business-specific attributes (such as labour and diamond discounts) to a group.
• Grant or revoke an individual permission (a feature area plus an action) for a group.
• Grant or revoke all permissions for a group in a single bulk operation.
• Resolve the full per-action permission map for the signed-in user.
• Seed the complete permission set and full administrator access when a company is created.
• Block operations that require a company feature the company does not have.
• Enable or disable entire feature areas per client/company.

Functional Requirements

Business Rules

• Role group names must be unique within a company.
• Permission changes take effect immediately, without a restart.
• Granting all permissions only adds the missing ones; revoking all removes the group's permissions.
• Platform operators (SuperAdmin) bypass all permission and feature checks.
• Default role groups (such as Admin, Salesman, Marketing, Customer, Supplier) are created automatically per company.
• When a company's feature list is empty, all features are treated as available by default.

Organisation Setup

Company company

Manages the top-level tenant of the ERP — its profile, lifecycle, enabled modules, and the one-time provisioning of everything a new company needs to operate.

Overview

The Company module defines each tenant — the top-level isolation boundary for all ERP data. Creating a company provisions its full operating foundation in one atomic step: a head-office branch, default configuration, an administrator role and account, a chart of accounts, and fiscal periods. Administrators maintain the company profile; platform operators control which ERP modules are enabled and can archive, restore, or permanently delete a company. The module also answers which company the current user is in and which companies they belong to.

Capabilities & Scope

• Create a company and auto-provision its head-office branch, configuration, admin role and account, chart of accounts, and fiscal periods.
• Update company profile details — contacts, address, tax and registration numbers, logos, and letterheads.
• Enable or disable ERP modules for a company.
• Switch the active company for users who belong to more than one.
• Archive a company to suspend all access, and unarchive to restore it.
• Permanently delete a company and all of its data, with explicit confirmation.
• Return the current user's company and list all companies they belong to.

Functional Requirements

Business Rules

• Company name and registration number must be globally unique.
• Company creation is all-or-nothing; partial provisioning failures retry rather than leaving incomplete data.
• By default a new company has all standard modules and all feature keys enabled.
• Permanent deletion requires the exact company name as a confirmation string and may only be performed by a platform operator.
• Archiving invalidates active sessions and prevents non-operator users from entering the company.

Statuses & Key Values

Organisation Setup

Branch branch

Manages the store locations within a company and lets users switch the branch their work is scoped to.

Overview

The Branch module represents the physical store locations that make up a company, forming the second level of the tenant hierarchy below the company. Administrators create, update, soft-delete, and search branches, optionally assigning a manager to each. Users with access to multiple branches can switch their active branch so that subsequent work is scoped to it, and administrators can download the branch list as a spreadsheet.

Capabilities & Scope

• Create a branch within the current company, optionally naming a manager.
• Update a branch's name and manager.
• Soft-delete a branch.
• Search and paginate branches with their resolved managers.
• Switch the active branch and re-scope the session to it.
• Download the branch list as a spreadsheet.

Functional Requirements

Business Rules

• Every branch belongs to exactly one company, derived from the current context.
• Branch creation, update, and deletion are recorded in the audit trail.
• Deletion is a soft-delete; records are retained.
• Switching branch re-scopes all subsequent scoped operations in the session.

Organisation Setup

Department department

Manages the departments within a branch, each optionally led by a designated head of department.

Overview

The Department module lets administrators organise a branch into departments and optionally assign a head of department to each. Departments are automatically associated with the creating user's branch. Administrators can update, soft-delete, search, and paginate departments, and download the department list — with head-of-department names — as a spreadsheet.

Capabilities & Scope

• Create a department, optionally assigning a head of department.
• Automatically scope a department to the creating user's branch.
• Update a department's name and head of department.
• Soft-delete a department.
• Search and paginate departments with their resolved heads.
• Download the department list with head-of-department names as a spreadsheet.

Functional Requirements

Business Rules

• A department's branch is set automatically from the creating user's active branch.
• Department creation, update, and deletion are recorded in the audit trail.
• Deletion is a soft-delete; records are retained.

Organisation Setup

Master Data master

Maintains the platform's global reference data — currencies, units, metal types, purities, and other shared lookups used across every company.

Overview

The Master Data module holds the shared reference and enumeration values the whole platform relies on, such as currencies, units of measure, metal types, and purities. Unlike most data, master records are global rather than company-specific. Platform operators seed and maintain these records in a hierarchy of parent keys and child entries, while the data itself is openly readable — including by unauthenticated callers — so that onboarding flows and mobile apps can use it freely.

Capabilities & Scope

• Seed a predefined set of global reference records on initial platform setup.
• Create new reference entries under a parent key.
• Update reference record names.
• Delete child reference records.
• Look up a single reference record.
• Browse and paginate reference data publicly, without authentication.

Functional Requirements

Business Rules

• Each reference key must be unique within its parent level.
• Names are stored upper-cased and keys lower-cased automatically.
• Master data is global and not subject to per-company isolation.
• Parent key records are protected from deletion through the administrative interface.

Statuses & Key Values

Organisation Setup

Configuration config

Stores each company's operating settings — default accounts, base currency, mobile app controls, and customer notification details.

Overview

The Configuration module holds the per-company settings that tailor how the ERP behaves. This includes the default accounts used by sales and finance operations, the base currency, mobile app version controls and forced-update flags, and the messages and support contacts used for customer notifications. A default configuration is created when a company is set up, and each update produces a new current configuration so that the latest settings always apply.

Capabilities & Scope

• Return the active configuration for the current company, with linked accounts and categories resolved.
• Update company configuration settings.
• Configure default sales accounts (cash, transfer, value, return value).
• Configure finance accounts (petty cash, debtors, creditors, bank charges, tax paid, stock payable/receivable).
• Set the base currency.
• Set mobile app version settings and forced-update flags for Android and iOS.
• Set KYC notification messages and support contact numbers.

Functional Requirements

Business Rules

• Each company has exactly one effective configuration at any time — the most recent one.
• Configuration is append-only: updates create a new current record rather than overwriting in place.
• A default, empty configuration is provisioned as part of company creation.

Organisation Setup

Tenant Context context

Ensures every operation automatically sees only the data of the signed-in user's company and, where required, their active branch.

Overview

The Tenant Context engine is the foundation of the platform's multi-tenancy. On every request it establishes the signed-in user's company and active branch and applies that scope to all data access automatically, so individual features never need to filter by tenant themselves. It provides a controlled way to temporarily lift company scoping for genuinely cross-tenant operations (such as global reference data or company listings), and it guarantees that scope never leaks from one request to the next.

Capabilities & Scope

• Establish the company and branch scope for each request from the user's session.
• Automatically restrict all data access to the current company.
• Additionally restrict data access to the active branch when required.
• Temporarily bypass company scoping for cross-tenant operations, always restoring it afterwards.
• Guarantee isolation between requests with no cross-request data leakage.

Functional Requirements

Business Rules

• Every record carries a company identifier, and data access is filtered by it by default.
• Tenant isolation is enforced centrally; individual features do not add their own company filters.
• Any temporary bypass of scoping is always reset and cannot persist beyond the operation that requested it.
• Branch scoping is applied only when explicitly requested for an operation.

People

Customers customer

Maintains the master record of every customer the business sells to, linked to a receivable account for tracking what they owe.

Overview

Customers are the people and organisations that buy from the company. Each customer is tied to a finance account so that balances, payments, and statements can be tracked. The module supports day-to-day customer maintenance, bulk onboarding from spreadsheets, multi-currency sub-accounts, and self-service for customers viewing their own profile in the app.

Capabilities & Scope

• Create, update, and remove customers, each linked to a receivable account.
• Optionally hold one currency-specific sub-account per currency under a parent customer.
• Search, filter, and page through customers, with summary counts (total, registered this month, registered today).
• Bulk-import customers from a spreadsheet using a preview-then-confirm flow.
• Download the customer list as a spreadsheet report.
• Let an authenticated customer retrieve their own account from the app.

Functional Requirements

Business Rules

• A customer must be linked to a receivable-category account before it can be saved.
• Sub-accounts are only available when the customer sub-accounts feature is enabled for the company.
• A customer with an outstanding balance cannot be deleted.
• Sub-account creation is all-or-nothing with the parent — a partial failure rolls everything back.

People

Suppliers supplier

Maintains the master record of every supplier the business buys from, linked to a payable account for tracking what is owed to them.

Overview

Suppliers are the people and organisations the company purchases stock and services from. Each supplier is tied to a payable account so amounts owed can be tracked and settled. The module mirrors the customer module: full maintenance, multi-currency sub-accounts, search and paging, and spreadsheet export.

Capabilities & Scope

• Create, update, and remove suppliers, each linked to a payable account.
• Optionally hold one currency-specific sub-account per currency under a parent supplier.
• Search, filter, and page through suppliers.
• Download the supplier list as a spreadsheet report.

Functional Requirements

Business Rules

• A supplier must be linked to a payable account before it can be saved.
• A supplier with an outstanding balance cannot be deleted.
• Sub-accounts follow the same naming and atomic-creation rules as customers.

People

Employees employee

Manages staff records, their login access, HR attributes, and per-employee discount entitlements.

Overview

An employee record links a staff member to their login account, their permission group, and the HR policies that apply to them (leave, attendance, claims, calendar). Administrators can create staff outright, invite an existing user into the company, and set discount overrides that take precedence over group defaults when pricing sales.

Capabilities & Scope

• Create an employee, provisioning a staff login account at the same time.
• Invite an existing user to join the company as an employee.
• Update employee profile and HR attributes (permission group, leave group, attendance group, claim group, calendar, basic salary, employment type).
• Remove employees and search the staff directory by name, email, or phone.
• Set and resolve per-employee labour and diamond discount overrides.

Functional Requirements

Business Rules

• Employee and login account are created together; if either fails the whole creation is rolled back.
• New staff are created with a staff role and access kind.
• An employee discount left unset falls back to the value defined on their group.

People

Human Resources hr

A full HR suite covering attendance, leave, claims, advances, loans, the work calendar, training, recruitment, timesheets, payroll, the org chart, and a multi-level approval engine.

Overview

Human Resources is the people-operations backbone for each company. Employees submit leave, claims, advances, loans, and timesheets; these route through a configurable multi-level approval chain (Manager, Head of Department, HR) derived from the org chart and an approval policy. Approved monetary items post to an HR ledger. Attendance, the holiday calendar, training programs, recruitment pipelines, payroll runs, and a live HR dashboard complete the suite.

Capabilities & Scope

• Attendance: employee clock-in/out (auto-toggling), admin manual entry, device and QR/location capture, spreadsheet import, and daily summaries.
• Leave: entitlement groups, request submission with working-day calculation, balance enforcement, cancellation, and approval routing.
• Claims, Advances, Loans: submission, approval, ledger posting, and (for advances/loans) repayment tracking with installment schedules.
• Calendar: public holidays and working days driving leave and attendance calculations.
• Training: programs with content blocks, completion requirements (view, timed, quiz), and certificates.
• Recruitment: job postings, applicant pipeline, interviews, offers, and offer-to-employee conversion.
• Timesheet: regular and overtime hours with submit/approve/reject.
• Payroll: payroll runs with proration, allowances, deductions, statutory contributions, income tax, and a balanced journal posting.
• Org chart & Approvals: reporting hierarchy, department grouping, configurable approval policies, and an approver inbox.

Functional Requirements

Attendance & Calendar

Leave

Claims, Advances & Loans

Approvals, Org Chart, Timesheet, Training, Recruitment, Payroll & Dashboard

Business Rules

• An approver can never be the same person as the requester.
• Leave, claim, advance, and loan requests can only be cancelled while pending.
• Working-day duration excludes Saturdays, Sundays, and configured holidays.
• Leave balance enforcement counts pending plus approved leave of the same type against the entitlement.
• Repayments are only accepted against approved advances and loans and must be greater than zero.
• A payroll run must be calculated before it can be approved, and approved before its journal can be posted; the journal must balance.
• If the org structure is incomplete, a single fallback approver may be used so submissions are not blocked.

Statuses & Key Values

People

Feedback & CRM feedback

Lets the business build customer survey forms, share personalised feedback links, collect public responses, and review and annotate them.

Overview

The feedback module provides a configurable survey builder and a public response channel. Staff design forms from a small set of field types, publish them to make them live, and generate per-customer links so responses are attributed to a known customer. Customers submit responses without logging in, and staff review responses and attach internal notes.

Capabilities & Scope

• Build survey forms from four field types: short text, paragraph, star rating, and multiple choice.
• Reorder, add, and remove fields, and mark fields required.
• Publish or unpublish a form; only published forms accept responses.
• Generate a personalised, time-limited feedback link tied to a specific customer.
• Accept public responses through a shareable form link.
• Review responses per form and attach staff notes with author and timestamp.

Functional Requirements

Business Rules

• Only published forms accept responses.
• A personalised customer feedback link expires after a fixed period.
• The public form lookup matches on the form's public slug and published state.

Known Issues

Product & Pricing

Inventory inventory

The full product and trading engine: item catalogue, per-piece stock, sales and purchase invoicing, transfers, adjustments, returns, and inventory reporting and dashboards.

Overview

Inventory governs everything about gold and jewellery products: the item master catalogue with gold pricing rules, individually tracked physical stock pieces, and the invoice engine that handles sales, purchases, quotations, and requisitions. It applies the standard jewellery pricing formula, moves stock through its lifecycle as documents are posted, supports inter-branch transfers, stock adjustments, and returns, and surfaces daily reports and executive dashboards.

Capabilities & Scope

• Item master: create, update, import, and search items with categories, types (and margin rules), and gold pricing attributes.
• Stock: track each piece individually with a unique SKU through a status lifecycle.
• Invoicing: create, post, copy, and return sales invoices, purchase invoices, sales quotations, and purchase requisitions, with trade-ins.
• Transfers & Adjustments: move stock between branches and correct stock counts.
• Returns: reverse stock and value against an original sales or purchase document.
• Reporting & Dashboards: daily and store reports, plus stock, sales, purchase, movement, and performance dashboards.

Functional Requirements

Item Master & Pricing

Stock

Invoicing

Transfers, Adjustments & Reporting

Business Rules

• Stock records that are no longer in saved status are immutable.
• Invoice totals are always recomputed from line items, except where a fixed/job-order invoice intentionally locks the total.
• Each stock piece carries a unique auto-generated SKU.
• Posting a purchase invoice is the gate that makes its stock available for sale.
• Trade-in items become locked once attached to a sales invoice.
• Returns reverse the stock direction of the original document and may be partial.

Statuses & Key Values

Known Issues

Product & Pricing

Gold Rate rate

Publishes the daily gold buy and sell rates per purity and broadcasts them in real time to all connected apps.

Overview

Gold rates drive all gold pricing across the system. Authorised staff publish the current buy and sell rate for each gold purity; rates are recorded append-only so history is preserved, and the latest rates are pushed live to every connected admin and customer client. Current rates are also publicly readable without logging in for use on storefronts and apps.

Capabilities & Scope

• Set the daily buy and sell rates for one or more purities in a single action.
• Broadcast updated rates in real time to all connected clients.
• Expose current rates publicly without authentication.
• View historical rate records filtered by purity and date.

Functional Requirements

Business Rules

• Rates are append-only — a new rate creates a new record rather than editing an existing one.
• Current public rates expose buy and sell per purity, defaulting to zero where unset.
• A rate change must reach all subscribers in real time.

Product & Pricing

Exchange exchange

Maintains conversion rates between currencies and commodities for use in multi-currency pricing.

Overview

The exchange module stores conversion factors between any two reference entities (such as currencies or commodities). Administrators maintain these rates, and the system can resolve a conversion either by record or by matching the entities by name, supporting multi-currency invoices and pricing.

Capabilities & Scope

• Create, update, remove, and list conversion rates between two reference entities.
• Resolve each rate with its from and to entities for display.
• Look up the conversion rate between two entities by name.

Functional Requirements

Business Rules

• Lookup by name relies on entity names being unique and consistent.
• Each rate is a directional multiplier from one entity to another.

Product & Pricing

Savings Schemes scheme

Defines gold savings plans, enrols customers, and records their installment payments as double-entry ledger transactions.

Overview

Savings schemes let customers accumulate value toward gold over time. Administrators define scheme products with a type, duration, bonus tiers, and linked accounts. Staff enrol customers, and each installment payment is recorded as a balanced double-entry transaction between the customer's account and the scheme account.

Capabilities & Scope

• Define scheme products (fixed amount, flexible amount, or weight-based) with duration, bonus tiers, and linked scheme and cash accounts.
• Enrol customers into a scheme with optional minimum and maximum installment constraints.
• Record installment payments as double-entry ledger transactions.
• Track enrolment and transaction status through their lifecycle.

Functional Requirements

Business Rules

• Every scheme payment is a balanced double-entry transaction.
• A new enrolment starts pending and must be activated by an administrator.
• Payments cannot be recorded against a non-existent enrolment or scheme.

Statuses & Key Values

Product & Pricing

Membership membership

Defines loyalty membership tiers, enrols customers, records reward transactions, and auto-upgrades members as they earn points.

Overview

Membership is the customer loyalty program. Administrators define tier products with spend thresholds, reward multipliers, benefits, and branding. Staff enrol customers and record loyalty reward transactions as double-entry ledger entries, optionally linked to the sales invoice that earned them. As confirmed reward points accumulate, the system promotes the customer to the highest tier they qualify for.

Capabilities & Scope

• Define membership tier products with level, spend thresholds, reward multiplier, benefits, branding colours, and linked accounts.
• Enrol customers in a membership tier and manage their membership status.
• Record loyalty reward transactions as double-entry ledger entries, optionally tied to a sales invoice.
• Automatically upgrade a customer's tier once their confirmed points qualify them for a higher level.

Functional Requirements

Business Rules

• Every reward is a balanced double-entry transaction.
• Tier eligibility is evaluated only against confirmed reward transactions.
• A member is moved to the highest qualifying tier, not just the next one up.

Statuses & Key Values

Transactions

Finance & Accounting finance

A complete double-entry accounting engine that records every money movement in the business and produces the statutory and management financial statements.

Overview

The Finance module is the financial system of record for a company. It maintains the chart of accounts, captures every transaction as balanced debit and credit pairs, supports manual journals, payments, taxation, fixed assets and trade entries, and governs accounting periods so books can be locked and closed. From this single ledger it produces Profit & Loss, Balance Sheet, Cash Flow, Trial Balance, Aged Receivable/Payable, Tax and General Ledger reports. All figures are scoped to the company and its branches.

Capabilities & Scope

• Hierarchical chart of accounts with account categories that map each account to a financial-statement section.
• Double-entry general ledger where every event posts equal and opposite debit and credit records.
• Manual multi-line journal entries with multi-currency balancing and posting controls.
• Fiscal period management — generate, lock, unlock and close monthly accounting periods.
• Payment entries that settle one or more invoices, including over-payment handling.
• Tax configuration supporting sales, purchase and withholding taxes, inclusive or exclusive of amount.
• Fixed asset register with depreciation and disposal accounting.
• Cashbook, contra and trade entries, finance notes and reusable transaction shortcuts.
• A full suite of financial reports driven by account-category mapping.
• Bulk import of accounts, transactions and journals from spreadsheets.

Functional Requirements

Chart of Accounts & Categories

General Ledger Transactions

Journal Entries

Fiscal Periods

Payments & Taxation

Fixed Assets, Cashbook & Trade

Financial Reports

Business Rules

• Double-entry is mandatory. Every financial event posts at least one debit and one balancing credit; the paired records share a single relation identifier so they are always created, found and deleted together, and a kind value identifies which business process produced them.
• Total debits must equal total credits across the ledger at all times; an unbalanced result rejects the operation.
• Multi-currency journals are balanced at base-currency value through an automatic exchange-balancing entry.
• Transactions cannot be dated into a locked or closed fiscal period.
• An account that already carries transactions cannot be deleted.
• Withholding tax reverses the normal direction so the tax is taken out of the amount due, not added to it.
• Tax entries reference the originating transaction they were calculated from.

Statuses & Key Values

Known Issues

Transactions

Cart & Checkout cart

A per-user shopping cart that lets customers and point-of-sale operators assemble items and convert them into a sales invoice at checkout.

Overview

The Cart module holds the items a buyer intends to purchase before they commit. Each user has a single cart that is created automatically on first use. Items can be added, re-quantified or removed, with availability checked against stock so a buyer cannot order more than is on hand. On checkout the cart is converted into a sales invoice and emptied.

Capabilities & Scope

• One automatically maintained cart per user.
• Add items with a quantity check against available stock.
• Update item quantity, with a zero quantity removing the line.
• Remove an individual item or clear the whole cart.
• Running subtotal, tax and total maintained as the cart changes.
• Checkout that produces a sales invoice and returns its reference and total.

Functional Requirements

Business Rules

• A cart cannot be checked out while empty.
• Requested quantities are validated against available stock before being accepted.
• The cart is emptied automatically after a successful checkout.

Known Issues

Transactions

Job Orders job-order

End-to-end management of bespoke jewellery manufacturing orders, from intake through production stages to delivery and invoicing.

Overview

The Job Orders module handles custom-made jewellery. Staff capture the customer's specification — metal, karat, estimated weight, stone details and design notes — together with any advance payment and the gold rate at the time of order. The order then progresses through defined production stages. Workers are assigned with their making charges, and metal issued to and returned from them is tracked. When the piece is delivered, a sales invoice is generated with totals computed from weight, making charges and stone charges.

Capabilities & Scope

• Create custom orders with an auto-generated unique job-order number.
• Capture customer, metal type, karat, estimated weight, stones, design notes and expected delivery.
• Snapshot the gold rate and record any advance paid at order time.
• Advance an order through its production stages with sequence enforcement.
• Assign workers with a pay-rate type and making charges; update or remove assignments.
• Record metal issued to and returned from workers and compute net consumption.
• Auto-generate the sales invoice on delivery with computed totals.

Functional Requirements

Business Rules

• Order status may only move to the next allowed stage in the sequence.
• Delivering an order automatically creates its sales invoice.
• Invoice generation is idempotent — an order can have only one sales invoice.
• The invoice records a customer receivable, and any advance paid is recorded as a payment against it.

Statuses & Key Values

Known Issues

Transactions

Workflow & Approvals workflow

A configurable multi-stage approval engine that routes business documents through ordered stages of designated approvers before they take effect.

Overview

The Workflow module lets a business define named approval processes — for example for invoices, quotations or requisitions — made up of ordered stages, each with one or more approvers. When a document is submitted it is routed to the first stage's approvers, who approve or reject it. Approvals advance the document stage by stage; on final approval the originating document is marked complete, and on rejection it is returned to the submitter. Approvers and submitters each have views of the work relevant to them, and everyone involved is notified as the document moves.

Capabilities & Scope

• Define named workflows with ordered, reorderable stages and per-stage approvers.
• Submit business documents into a workflow for approval.
• Approve or reject a stage, with automatic progression to the next stage.
• Notify approvers when their action is required and the submitter on completion or rejection.
• An approver inbox of pending tasks and a submitter view of submission progress.
• Complete the underlying document automatically once all stages approve.

Functional Requirements

Workflow Definition

Submission & Routing

Approval & Completion

Inbox & Tracking

Business Rules

• A document moves to the next stage only when the current stage's approval requirement is satisfied.
• A rejection at any stage stops progression and returns the document to the submitter with the rejection remark.
• Only the creator of a workflow definition may modify or delete it.
• Final approval triggers completion of the underlying business document.
• Approvers and submitters are notified in-app at each transition relevant to them.

Statuses & Key Values

Known Issues

Transactions

Subscription & Features subscription

The SaaS subscription and feature-entitlement system that determines which ERP capabilities each company can use, based on its plan, add-ons and overrides.

Overview

The Subscription module governs commercial access to the platform. Operators define subscription plan tiers and a catalogue of feature keys, then assign a plan to each company — optionally with a trial period. A company's effective feature set is resolved from three sources in priority order: company-specific overrides, subscription add-ons, and the base plan. That resolved set gates which operations and screens are available, so entitlement is enforced consistently across the system.

Capabilities & Scope

• Define subscription plan tiers with pricing, user and store limits, trial days and bundled features.
• Maintain a catalogue of feature keys grouped by module and category.
• Assign a plan to a company, with at most one active subscription per company.
• Start trials automatically when a plan offers trial days.
• Upgrade or downgrade a company between plans.
• Add or remove individual feature add-ons on a subscription.
• Force-enable or force-disable specific features per company, optionally with limits and expiry.
• Resolve a company's effective feature set using override-over-add-on-over-plan precedence.

Functional Requirements

Business Rules

• A company may have only one active subscription at a time.
• Feature resolution precedence is company override, then add-on, then plan.
• An override past its expiry date is ignored during resolution.
• A feature already present as an add-on cannot be added again.
• Changing a plan or any override refreshes the company's resolved entitlements.

Statuses & Key Values

Known Issues

System & Infrastructure

Notifications notification

A real-time in-app notification service that delivers event alerts to the right users across the admin and customer applications.

Overview

The Notifications module lets any part of the system inform users about events that concern them — orders, schemes, and workflow approvals. Notifications are created for specific recipients, delivered live to connected clients, and listed in each user's history. Users can mark notifications read individually or all at once, and the system can broadcast a message to all users. Each user sees only their own notifications.

Capabilities & Scope

• Send notifications to one or many users from any business event.
• Deliver notifications to connected clients in real time.
• List a user's notification history, filterable by read state.
• Mark a single notification or all unread notifications as read.
• Broadcast a notification visible to all users.

Functional Requirements

Business Rules

• A user can only see and act on their own notifications.
• Recipients are deduplicated before a notification is sent.
• A broadcast notification has no specific recipient and is visible to all.

Statuses & Key Values

Known Issues

System & Infrastructure

Devices device

Registration and lifecycle management of point-of-sale and kiosk devices so the platform knows which hardware is operating in each location.

Overview

The Devices module tracks the physical POS and kiosk units used across branches. A device can self-register on first use, and administrators can then manage it — naming it, assigning it to a location, enabling or disabling its ability to make sales, and deactivating it. When an employee signs in on a device, the device record reflects who is currently using it. Administrators can list and export the device fleet.

Capabilities & Scope

• Self-registration of a device without prior authentication.
• Administrator management of device details, location and sales-enablement.
• Soft-deactivation of a device.
• Recording of the employee currently signed in on a device.
• Filterable device listing and exportable device report.

Functional Requirements

Business Rules

• Device registration is idempotent — re-registering a known device returns the existing record.
• A device's sales capability is controlled independently of its active status.
• Deactivation is a soft delete; device history is retained.

Statuses & Key Values

System & Infrastructure

File Upload upload

A shared file-handling capability that stores documents and images against business records and serves them back as accessible URLs.

Overview

The File Upload module lets any part of the system attach files — such as images, documents and receipts — to a business record. It keeps a metadata record for each file (its name, type, owning module and uploader) while the binary content is held in storage. Stored paths are transformed into publicly accessible links when files are read, and files can be retrieved for one record or many, and deleted from both storage and the database.

Capabilities & Scope

• Upload a file and associate it with a business record.
• Generate resized image variants on upload.
• Retrieve files for a single record or a list of records.
• Serve stored files as publicly accessible URLs at read time.
• Delete a file, or all files attached to a record, from both storage and metadata.

Functional Requirements

Business Rules

• Each file's metadata is retained alongside its stored binary content.
• Deleting a file removes it from both storage and the metadata record.
• File links are generated at read time rather than stored directly.

Known Issues

System & Infrastructure

Audit Log log

An append-only audit trail that records who changed what and when across the system, with field-level detail, for accountability and compliance.

Overview

The Audit Log module captures an immutable record of every significant change in the system. Each entry records the actor, their role, the action, the affected module and document, and the time, along with a field-level map of what changed and optional before-and-after snapshots. Audit writing is resilient to transient failures, and administrators can search the log and review the full history of any document, scoped to what their role is permitted to see.

Capabilities & Scope

• Immutable, append-only capture of create, update, delete, status-change and bulk operations.
• Field-level change maps and optional full before/after snapshots.
• Resilient, retrying audit delivery that records a failure entry if it cannot complete.
• Search by module, action, user, document code, date range and status.
• Full change history for a specific document.
• Role-based scoping of which audit records a user may view.

Functional Requirements

Business Rules

• The audit log is append-only — records are never modified or removed.
• Audit visibility is scoped by role: super admin (all), company admin (company), staff (branch).
• A failed audit write is itself recorded so no event is silently lost.

Statuses & Key Values