User Guide

The Manufacturing Module in Hunt ERP is an integrated system that helps you manage the entire manufacturing process from start to finish. From the moment you decide to manufacture a product, until the final product enters the warehouse ready for sale.

Imagine you want to manufacture 1000 boxes of a certain product. The cycle goes as follows:

• Define the required raw materials and their quantities (Formulation)
• Request manufacturing of that quantity (Job Order)
• Distribute the work across departments (Production Order)
• Issue raw materials from the warehouse
• Start actual manufacturing stage by stage
• When the product is finished, it enters the warehouse as a final product

• Production Manager: Plans, approves production orders and monitors all departments
• Department Supervisor: Views orders assigned to their department and manages manufacturing
• Warehouse Manager: Approves material issuance and final product additions
• Quality Control: Performs tests on raw materials and final products

Before you start manufacturing, you need to do a one-time initial setup. These steps are done once and then used for all production orders.

A department is where a part of manufacturing takes place. For example: Mixing Department, Filling Department, Packaging Department.

Each department has stages (e.g., Filling Department has filling stage and sealing stage). Each stage has machine groups.

A formulation is a product recipe - it defines what raw materials you need and in what quantities to produce a certain amount of the final product. Think of it like a cooking recipe.

After creating the formulation, now you want to request manufacturing a specific quantity. E.g., The formulation produces 100 kg, and you need 500 kg. So the job order = 500 kg.

You don't have to manufacture the entire quantity at once. You can split it into multiple production orders. E.g., First order = 200 kg, Second order = 300 kg. The system tracks the remaining quantity automatically.

A production order is the actual order that gets executed in the departments. You specify who does what and where.

After reviewing the production order and everything is correct, approve it to start execution.

• The quantity is deducted from the job order
• The starting department is activated with status (Pending) - the supervisor can see it
• Other departments status is (Not Started) - until their turn comes
• The production order status changes from draft to approved

Production order for 200 kg going through 3 departments: Mixing → Filling → Packaging

• Mixing Dept: Status (Pending) - supervisor can see it and is ready to start
• Filling Dept: Status (Not Started) - supervisor cannot see it yet
• Packaging Dept: Status (Not Started) - supervisor cannot see it yet

When the Mixing Dept finishes, the Filling Dept is automatically activated. And so on.

Before a department starts working, it must verify that the required raw materials are available in the warehouse and their quality is good.

After the check, the system automatically creates a material issue request with the required materials.

If you need extra materials during manufacturing:

From here, the supervisor starts executing stages one by one.

When a department finishes all its stages, it hands over to the next department automatically:

Production order 200 kg: Mixing → Filling → Packaging

• Mixing Dept: 200 kg input → 190 kg output (10 kg waste)
• Filling Dept: 190 kg → 185 boxes (5 kg waste)
• Packaging Dept: 185 boxes → 183 finished boxes (2 waste)
• The 183 boxes are added to warehouse as final product

The last step in the manufacturing cycle. The product is finished and ready to enter the warehouse.

• Calculates manufacturing cost from approved issue requests
• Adds the quantity to warehouse stock
• Creates an accounting entry (Debit: Inventory, Credit: Purchases)

The system automatically calculates for each machine: operating hours, consumption percentage, cost, and average monthly maintenance.

During material check before issuance:

Waste is recorded automatically when you complete a stage and enter the waste quantity. For each waste: quantity, cost, reason, whether recyclable.

Reports show: total waste by period, analysis by stage, reason, and department.

The system automatically records each worker's performance: quantities produced, working hours, efficiency rate, and waste rate.

Virtual warehouses are separate from actual warehouses. They are used to track materials before they enter the official inventory.

• Pending: Orders needing check or issuance
• In Progress: Orders currently being manufactured
• Completed: Finished orders

The admin can see all departments and can monitor, assign, and transfer orders.

For each department: order count, quantities, efficiency, costs, and department ranking by performance.

Overview of all orders with statistics by status, priority, delays, and readiness check.

The Legal Affairs Module in Hunt ERP is an integrated system for managing all contracts in your company. It helps you create ready-made contract templates, customize them for each client, employee, supplier, or contractor, and approve them with secure electronic signatures.

Imagine you want to create a contract for a new client. The cycle goes as follows:

• Create a contract template with standard clauses (one time)
• Create electronic signatures for authorized personnel (one time)
• Select the client and customize the contract, modifying clauses if needed
• Save the contract and start the signature cycle
• Each signer enters their personal signature password
• When all signatures are complete, the contract is approved and the client moves to the next stage

• Primary Client Contract: The first contract made with a new client
• Final Client Contract: The official contract after primary approval
• Estimation Contract: A contract linked to a specific estimation
• Employee Contract: Employment contract with employees
• Supplier Contract: Supply contract with suppliers
• Contractor Contract: Contract with contractors

• Create the contract or select a ready template
• Edit the first party description and clauses
• Save and approve the contract
• Signature cycle (one or more signatures)
• All signatures complete = automatic action is triggered
• Print the contract with signatures

Before creating contracts, you need to prepare the base templates. These templates serve as the foundation for all contracts.

A group is a classification for contracts. E.g., Sale contracts, Rental contracts, Employment contracts.

A template is the base contract with its clauses. You copy and customize it for each client or employee.

An electronic signature is what makes a contract official and approved. Each authorized person has their own signature in the system.

The primary contract is the first contract made with a client. It represents the initial agreement before the final contract.

• Client status changes from (Primary Contract) to (Final Contract)
• The client appears in the Final Contracts list
• The contract can be printed with signatures

After the primary contract is signed, the client automatically moves to the final contract stage. The final contract is the official approved contract.

Same steps as the primary contract: select template → edit clauses → save → signatures.

• Client status changes to (Transferred to Estimations)
• The client is now ready for creating estimations
• The final contract can be printed with signatures

New client → Primary contract → Signatures → Final contract → Signatures → Transfer to estimations

An estimation contract is linked to a specific Estimation in draft status. It includes client data, estimation details, and payment information.

• No contract (no_contract): Contract not yet created
• Draft (draft): Saved as editable draft
• Approved (approved): Clauses saved and ready for signing

Employment contracts for employees. Shows all active employees with their departments and positions.

Supply contracts with active suppliers. Same contract cycle but with supplier signing permission.

Contracting contracts with active contractors. Signing permission is (contractor).

All contracts share the same signature system. Understanding this system is very important.

• Each contract type has a group of signers (based on signature permission)
• Required signatures = number of people with that permission
• Each signer enters their personal signature password
• The system verifies: permission + password + no duplicate signing
• Each signature is recorded in order (1st, 2nd, 3rd...)
• When all signatures are complete = automatic action executes

• Primary contract: Client moves to final contract stage
• Final contract: Client moves to estimations stage
• Estimation/Employee/Supplier/Contractor contracts: Contract completion confirmed

• Does the person have signing permission for this type?
• Is the signature password correct?
• Haven't they signed this contract before?
• Is the client in the correct stage? (for primary and final contracts)

After contract approval and signature completion, it can be printed.

• First party description (company information)
• Second party details (client/employee/supplier/contractor)
• Contract clauses numbered sequentially
• Signatures section: signer name, position, signature image, signing date

The system has two layers of security: general system permissions + specific signature permissions.

• view: View contracts and lists
• add: Create new signatures
• edit: Edit clauses and contracts
• approve: Approve contracts
• print: Print contracts
• delete: Delete signatures

Each signature has specific permissions for contract types:

• estimation: Sign estimation contracts
• employee: Sign employee contracts
• supplier: Sign supplier contracts
• contractor: Sign contractor contracts

The Sales module is the heart of the financial system - connecting customers, products, and accounts. It covers the full sales cycle from customer registration to final collection.

The system supports a flexible sales path for all business types:

• Sales Rep: Creates quotations, reservations, and invoices
• Sales Manager: Reviews performance, manages customers, approvals
• Accountant: Tracks collections, reviews entries, manages installments
• Warehouse Keeper: Dispatches goods based on invoices & reservations

The customer is the foundation of sales. The system provides a comprehensive profile for each customer including basic data, financial settings, transaction history, and pricing policies.

When adding a new customer, the system automatically creates an accounting account under Receivables (51):

You can classify customers into groups for easier management and reporting (e.g., VIP, wholesale, retail):

The customers page provides advanced search and filter tools:

• Search by name, phone, address, or tax number
• Filter by province and region
• Filter by status (active / inactive)
• Show only customers who exceeded credit limit

You can view a detailed account statement for any customer including all invoices, payments, returns, and journal entries linked to their account.

A quotation is a non-binding document sent to a customer containing prices, quantities, and terms. Quotations do not affect inventory or accounts.

• Valid: The quotation is still within validity period
• Expired: Past expiry date - auto-updated by system
• Converted: Has been converted to a draft invoice

You can convert a valid quotation directly to a draft invoice, auto-transferring all product data and prices:

Reservations allow you to reserve goods for a customer with a down payment. The system supports two types:

• From Stock: Deducts reserved quantities from available stock immediately
• Without Stock: Records reservation only without affecting available stock

• Pending: Reservation created, waiting for confirmation
• Confirmed: Confirmed and can be converted to invoice
• Completed: Reservation has been converted to sales invoice
• Cancelled: Reservation cancelled and reserved quantities released

You can receive additional payments on a reservation before converting to invoice:

A draft invoice is a modifiable draft before posting. It does not affect inventory or accounts until posted as a final invoice.

A draft invoice can be created in three ways:

• Manual creation directly from invoices screen
• Conversion from a valid quotation
• Conversion from a confirmed reservation

• Cash: Full payment immediately via treasury
• Credit: Pay later with optional down payment
• Bank Transfer: Payment via bank account
• Cheque: Payment by incoming cheque from customer
• E-Wallet: Payment via electronic wallet
• Installments: Split amount into payments with due dates

When selecting installment payment, a payment plan is created including:

• Amount and due date for each installment
• Payment method for each installment (cash/bank/cheque)
• Link cheques to installments directly (if payment by cheque)

The final invoice is the official binding document. When posting a draft invoice, the system performs several automated operations.

When posting a draft invoice, the system automatically:

• Draft: Modifiable and deletable draft
• Posted: Final invoice with journal entries - cannot be modified
• Cancelled: Cancelled with all entries reversed

A posted invoice can be cancelled if there are no active returns. On cancellation:

• All related journal entries are reversed
• Quantities are returned to inventory
• Customer balance is updated

You can add additional discount on a posted invoice in two types:

• Percentage: Discount amount calculated from net invoice
• Fixed Amount: Discount by specific amount

Each additional discount creates a separate journal entry and records who added it, the date, and the reason.

When a customer needs to return goods, the system provides a comprehensive return process that handles inventory and accounts automatically.

• Invoice-based Return: Linked to specific invoice - tracks returned quantities per invoice item
• Direct Return: Without invoice link - used for returning goods without specific invoice reference

• Cash: Refund from treasury
• Bank Transfer: Refund via bank account
• E-Wallet: Refund via wallet
• No Refund (Credit Note): Deduct amount from customer balance without cash refund
• Credit Note: Issue credit note to be deducted from future invoices

Returns need approval after goods enter the warehouse. On approval:

• Returned quantities are added to inventory
• Original invoice is updated (total and remaining)
• Journal entries are created

The payment collection screen shows all credit invoices with remaining balance. Includes both tax and non-tax invoices.

You can record payment for multiple invoices of one customer at once:

A dedicated screen for paying due installments on installment invoices. Shows installments due today and overdue.

• Installments grouped by invoice
• Filter by customer or due date
• Statistics: total due today, overdue, counts
• Cheque-linked installments are hidden (paid when cheque is collected)

• Pending: Not yet paid
• Partial: Partially paid
• Paid: Fully paid
• Cancelled: Cancelled

The system provides a flexible pricing system supporting multiple levels of prices and discounts.

• Basic Price: Default sale price set in product card
• Commercial: Special price for commercial customers
• Special Offer: Temporary offer price
• Wholesale: Bulk/wholesale price

Price lists allow setting different prices per product unit by type:

• Price can be adjusted by increase or decrease (percentage or value)
• Each customer has a preferred price type applied automatically
• You can view a price list specific to each customer

You can set different discount rates per product category per customer, with cascading discount support:

• First discount applied to original price
• Second discount applied to price after first discount (and so on)
• Order matters and is set by user during setup

The system supports two invoice types: Tax (with VAT and withholding tax) and Non-Tax (without taxes). Non-tax invoices work the same way but without tax calculations.

• Supports same payment methods (cash, credit, transfer, cheque, wallet)
• Same posting and accounting entries system (without tax entries)
• Returns can be processed the same way
• Appear in payment collection screen alongside tax invoices

Every screen in the Sales module is protected by a multi-level permission system:

• View: View data and lists
• Add: Create new records
• Edit: Edit existing records
• Delete/Cancel: Delete or cancel records

Regular users only see what they created (their invoices, reservations, quotations). Managers see everything.

Invoices in closed fiscal periods are hidden from lists and cannot be modified, ensuring accounting data integrity.

The system automatically records:

• Who created each invoice/reservation/return (user_id)
• Who posted (processed_by) and when (processed_at)
• Who approved return (approved_by) and when (approved_at)
• Who recorded each payment (created_by)

This chapter consolidates all automatic journal entries generated by the Sales module:

1 Products & Categories Management

1.1 Categories

The system supports a two-level category hierarchy: Parent Categories and Sub-Categories. Each category can be active or inactive.

1.2 Products

A product is the basic unit in the inventory system. Each product belongs to a sub-category and can have multiple units with different prices.

1.3 Units & Pricing

Each product can have multiple units of measurement (e.g., piece, carton, kg). Each unit has its own sale price, purchase price, and barcode.

• Factor = 1: Main unit (e.g., piece) - the basis for inventory calculation.
• Factor > 0: Sub-unit calculated from main (e.g., carton = 12 pieces). No separate inventory record created.
• Factor = 0: Independent unit (e.g., meter). A separate inventory record is created in every warehouse.

1.4 Price Lists

The system supports multiple price types per product unit, with percentage or value-based price adjustments:

• commercial - Commercial price - for regular customers
• special_offer - Special offer - promotional and discount prices
• wholesale - Wholesale price - for bulk purchases

1.5 Barcode

The system provides Code 128 barcode printing in multiple sizes (40x25, 50x30, 60x40, 30x20 mm). Supports showing product name, price, copy count, and custom margins.

1.6 Product Compositions (BOM)

A Composite product is composed of multiple components with specified quantities. Used to calculate composite product cost automatically and to execute assembly/disassembly operations. Services within the composition have their cost calculated but are not deducted from inventory.

1.7 Assembly & Disassembly

Two main operations that work on composite products with automatic warehouse permit creation:

1.8 Excel Import/Export

Export: Excel file with all product data formatted with RTL support. Import: Upload Excel file with automatic validation (name, code, unit, prices, barcode) with clear Arabic error messages.

2 Purchases Management

2.1 Local Suppliers

An accounting account is automatically created for each supplier. Includes credit type, credit limit, payment terms, and available currencies. Cannot modify or delete a supplier with existing transactions.

External Import Suppliers

External suppliers not linked to accounts in the general ledger. They have a separate account statement tracking debits and credits in multiple currencies with exchange rates.

2.2 Purchase Requests

The first stage in the purchasing cycle. An internal request to purchase items including products, required quantities, last purchase price, and specifications.

2.3 Purchase Orders

The main purchasing document. Includes supplier, warehouse, currency, and items with discount, VAT, and Withholding Tax.

Available payment methods:

2.4 Purchase Invoices

Purchase invoices are created as drafts then posted. Support the same payment methods and taxes. On posting, a warehouse add permit is automatically created.

2.5 Purchase Returns

Return goods to supplier. Links to an original purchase invoice. On creation, a warehouse exit permit is automatically created. On approval, a reverse journal entry is created.

2.6 Payment Transactions

Purchase payments can be made in multiple installments. Each transaction links to a purchase invoice, order, or supplier (bulk payment). Supports receipt printing with amount in words.

2.7 Import & Shipments

Comprehensive system for managing import shipments:

3 Warehouse & Inventory Management

3.1 Warehouses

The system supports two warehouse types with capacity tracking and user access control:

• regular - Regular warehouse - for all non-food product types.
• food - Food warehouse - dedicated to food products with expiry tracking and alerts.

3.2 Inventory Records

Each inventory record tracks: Product + Warehouse + Unit. Supports reservation and preparation:

3.3 Warehouse Add Permits

The document by which products are added to a warehouse. Supports multiple sources and creates an automatic journal entry on approval.

Add sources:

3.4 Warehouse Exit Permits

The document by which products are dispatched from a warehouse. Supports partial dispatch with quantity tracking per item and scanning mode for barcode confirmation.

3.5 Warehouse Transfers

Transfer goods from one warehouse to another. On approval: quantity is reserved from source. On completion: deducted from source and added to destination + journal entry. On cancellation after approval: reserved quantities are released.

3.6 Opening Stock

Record initial balances when starting the system or at the beginning of a new fiscal year. On approval: balance is added to inventory + journal entry + optional automatic product price update.

3.7 Inventory Count

Physical inventory count with multiple types: periodic, surprise, full, partial. Includes a count committee (head/member/observer) linked to employees.

3.8 Cost Center Inventory Issue

Issue raw materials to production orders and cost centers. On approval: deducted from warehouse with journal entry. Supports partial return of unused materials with a reverse entry.

4 Automatic Journal Entries

All following entries are created automatically as "posted" with is_automatic = true. The value is calculated from purchase price × quantity.

4.1 Warehouse Add Entry

Created when a warehouse add permit is approved. The credit account varies by source:

4.2 Warehouse Exit Entry

Created on partial dispatch. The debit account varies by exit purpose:

4.3 Warehouse Transfer Entry

4.4 Opening Stock Entry

4.5 Material Issue Entry

4.6 Import Payment Entry

5 Account Reference Map

Summary of all accounting accounts used automatically in the Supply Chain module:

0 Complete Workflow Cycle

The custom manufacturing process goes through the following stages in order:

1 Inspections

1.1 What is an Inspection?

An inspection is a field visit by a company employee to the customer's site to assess requirements, take measurements, and determine the scope of work.

1.2 Inspection Types

1.3 Inspection Data

Each inspection contains the following data:

• Customer - selected from the registered customers list
• Responsible Employee - the employee who will conduct the inspection
• Inspection date and time
• Address and GPS location of the inspection
• Notes and inspection details
• Required products with quantity and specifications

1.4 Status Flow

1.5 Payment & Fees

Inspection fees can be collected from the customer using one of the following methods:

• cash - Cash - cash payment
• bank_transfer - Bank Transfer - payment via bank transfer
• electronic_wallet - Electronic Wallet - payment via e-wallets

2 Estimates

2.1 What is an Estimate?

An estimate is a detailed price quotation presented to the customer that includes the required products, prices, execution timeline, and payment terms.

2.2 Create from Inspection

An estimate can be created directly from a completed inspection, where customer and product data are transferred automatically.

2.3 Estimate Data

• Estimate Items - products with quantity, price, and total
• Execution Days - expected duration to complete manufacturing
• Delivery Base - start date for calculating execution period
• Discount - discount on estimate total (amount or percentage)
• Down Payment - amount required to be paid upfront upon approval
• Payment Method - method for paying the down payment

2.4 Status Flow

2.5 What happens upon approval?

When an estimate is approved, the following steps are executed automatically:

3 Estimate Payments

3.1 What is an Estimate Payment?

Payments are recorded from the customer against the approved estimate to track collected and remaining amounts.

3.2 Payment Methods

3.3 Payment Rules

4 Manufacturing Orders

4.1 What is a Manufacturing Order?

A manufacturing order is a work order automatically created when an estimate is approved, containing the products to be manufactured and each product's status.

4.2 Status Flow

4.3 Required Products

The manufacturing order contains a list of required products with each product's status that can be updated separately.

4.4 Add Services

Manufacturing services (such as installation, painting, transportation) can be added to the manufacturing order with their costs recorded.

4.5 Complete Manufacturing Order

When completing a manufacturing order, the following steps are executed:

4.6 Customer Delivery

After completing the manufacturing order, finished products can be delivered to the customer with a cost of goods sold entry recorded.

5 Raw Material Issues

5.1 What is a Raw Material Issue?

A raw material issue is a document used to issue materials from the warehouse for a specific manufacturing order with automatic journal entries.

5.2 Issue Data

• Estimate - the linked estimate
• Manufacturing Order - the linked manufacturing order
• Cost Center - the cost center linked to the estimate
• Warehouse - the warehouse to issue from
• Items - materials to be issued with quantities

5.3 Status Flow

When the issue is approved, quantities are deducted from the warehouse and a journal entry is recorded (Debit: Work in Progress / Credit: Warehouse).

5.4 Raw Material Return

Unused raw materials can be returned to the warehouse by creating a raw material return that reverses the journal entry.

6 Production Stage Inventory Issue

6.1 What is an Inventory Issue?

A production stage inventory issue is a document used to add finished products to the warehouse after manufacturing is completed.

6.2 Automatic Creation

The inventory issue is created automatically when the manufacturing order is completed for each finished product.

6.3 Status Flow

When the inventory issue is approved, the finished product is added to the warehouse and a journal entry is recorded (Debit: Finished Goods Warehouse / Credit: Work in Progress).

7 Automatic Journal Entries

The system automatically creates journal entries at each stage of the manufacturing process to ensure accounting accuracy.

7.1 Inspection Entry

When a payment is recorded for inspection fees, the following entry is created:

7.2 Estimate Approval Entry (Sales)

When the estimate is approved, a sales entry is recorded for the estimate total:

7.3 Down Payment Entry

7.4 Estimate Payment Entry

When a payment is recorded against the estimate, the following entry is created:

7.5 Manufacturing Service Entry

7.6 Raw Material Issue Entry

7.7 Inventory Issue Entry (Finished Product)

7.8 Customer Delivery Entry

8 Reports & Analytics

8.1 Comprehensive Manufacturing Report

A comprehensive report that displays all manufacturing data in one place, including the following sections:

8.2 Detailed Cost Report

A detailed report for analyzing manufacturing costs, including:

• Detailed costs for each manufacturing order (raw materials + services)
• Comparison of actual cost vs expected cost for each product
• Costs for each manufacturing stage
• Profitability analysis for each estimate
• Cost trends over time periods

8.3 Filters

• Date Range - filter by specific date
• Customer - filter by specific customer
• Product - filter by specific product
• Status - filter by manufacturing order status

9 Account Reference Map

The following table shows the accounting accounts used in the custom manufacturing module:

9.2 Permissions

User permissions are controlled separately for each section of the module.

0 Complete Workflow Cycle

The school system operates in 3 sequential phases: Basic Setup → Registration & Finance → Academics. Each phase must be completed before moving to the next.

Phase 1: Basic Setup

Phase 2: Registration & Finance

Phase 3: Academics

1 Grades, Classrooms & Pricing

1.1 Academic Grades

Grades are organized by stage (Primary / Preparatory / Secondary). Each grade has a name and active status. Sorting is automatic: Primary → Preparatory → Secondary.

1.2 Classrooms

Each classroom belongs to a grade with a defined capacity. When a student is registered and approved, a seat is automatically deducted from available capacity. Transferring a student returns the seat.

1.3 Fee Pricing

Each grade has one active pricing that includes: base price + additional fees (books, uniform, activities...). Final price is calculated automatically.

1.4 Discounts

Create discount types (siblings, staff, honors...) then link them to each grade pricing. Discounts can be percentage or fixed amount. Multiple discounts can be applied to one student during registration.

1.5 Installment Templates

Define the number of installments, percentage of total for each, and due day/month. Percentages must sum to 100%. Templates are auto-applied when creating student registrations.

2 Subjects & Score Divisions

2.1 Subjects

Create subjects of two types: basic (Arabic, Math...) and activity (Art, Music...). Each subject has a unique code.

2.2 Assigning Subjects to Grades

Assign subjects to each grade per term (Term 1 / Term 2) with max score and pass score. The same subject cannot be duplicated in the same grade and term.

2.3 Score Divisions

Divide a subject score into parts (e.g. Written 40 + Oral 10 + Practical 10 = 60). The sum of divisions must equal the max score.

2.4 Grade Level Scale

The grading system converts percentages to grades (Excellent A / Very Good B / Good C / Acceptable D / Fail F). Ranges and colors can be customized or reset to defaults.

3 Teachers & Class Assignment

3.1 Teacher Data

Register teacher information: name, national ID (birth date is auto-extracted from national ID), subject, contract type (contract/hourly), salary, and photo.

3.2 Assigning Teachers to Classes

Assign a teacher to specific classrooms to teach a subject in a given term. The system only shows grades that contain the subject in the requested term.

4 Areas & Transportation

4.1 Geographic Areas

Create geographic areas with transportation fees for each. Area names must be unique.

4.2 Buses

Create buses linked to areas. Each bus has total seats and available seats (auto-updated on registration/transfer). Bus capacity cannot be reduced below occupied seats.

5 Guardians

5.1 Guardian Types

The system supports two types of guardians. Required fields are validated based on type.

6 Enrollment Requests

6.1 Creating an Enrollment Request

Create a new enrollment request with student data linked to a guardian. The request number is auto-generated and age at October 1st is auto-calculated.

6.2 Request Status Cycle

Requests start as pending. They can be approved directly (becomes approved), or rejected with a recorded reason. Rejected requests can be resubmitted (returns to pending with incremented attempt count).

7 Student Registration

7.1 Creating a Registration

From the list of approved enrollments, select a student to create their registration. Student data is pulled from the enrollment with additions: classroom, transportation, fees, discounts, and installments.

7.2 Registration Statuses

Registration goes through three statuses: draft (editable) → approved (enrolled in class) → transferred (left school).

7.3 Classroom Transfer

A student can be transferred between classrooms within the same grade, provided seats are available in the new classroom. Available capacity is updated automatically in both classrooms.

8 Receipt Vouchers & Payments

8.1 Creating a Receipt Voucher

Search for a student and select the installment to pay. Amount auto-fills with the remaining balance. Select payment destination (bank/treasury/e-wallet) and student account.

8.2 Voucher Statuses

8.3 Automatic Journal Entry

9 Installment Reminders

The installment tracking system displays overdue, due today, and upcoming (within 7 days) installments, with WhatsApp notification capability and sent reminder logging.

9.1 Reminder Types

9.2 WhatsApp Notifications

An auto-generated WhatsApp message contains: student name, grade, installment, due date, remaining amount, and overdue status. A WhatsApp link opens directly with the guardian phone number.

9.3 Guardian Search

Search by any guardian data (father/mother/guardian name, phone, national ID) to view all their children with installments in a consolidated view.

9.4 Reminder History

The system logs all sent reminders (date, type, sender, status) with statistics for today, this week, and this month.

10 Student Attendance

10.1 Daily Attendance Recording

Select grade, classroom, and date, then record each student status. Excuse attachments can be uploaded for excused absences. Existing records are updated if already present.

10.2 Absence WhatsApp Notifications

After saving attendance, the system displays absent students with WhatsApp links for instant notification to their guardians.

10.3 Attendance Reports

Weekly report: table per student with weekday columns and colored symbols. Monthly report: attendance rate per student. Best/Worst students: ranked by attendance rate.

11 Exams & Scores

11.1 Creating an Exam

Create a new exam specifying: subject/grade/term, type (weekly/monthly/midterm/final/makeup), max score, and scope (whole grade, specific classroom, or specific students).

11.2 Exam Statuses

11.3 Entering Scores

Enter each student score (score must not exceed max). Students can be marked as absent. The system auto-calculates percentage and grade level.

11.4 Makeup Exam

Create a makeup exam from any completed exam. The system auto-shows eligible students: absent + failed (percentage below 50%). Makeup exams are linked to the original via parent_exam_id.

11.5 Exam Statistics

The system auto-calculates: total students, present, absent, highest score, lowest score, average, and pass rate.

12 Report Cards & Certificates

12.1 Generating Certificates

Generate certificates in bulk (for entire grade or classroom) or individually (for one student). Specific subjects can be selected, or default to all subjects.

12.2 Certificate Content

Each certificate contains subject details: exam list with scores, total score, percentage, grade level, and result (passed/failed). Result is determined by comparing with each subject pass score.

12.3 Ranking Calculation

After generating certificates, each student rank is calculated at two levels: classroom rank and grade-wide rank (grade_rank) based on overall percentage.

12.4 Approval

Certificates can be approved individually or in bulk. Approval locks the results and prevents modification or deletion.

13 Financial Reports

13.1 Comprehensive Installment Report

A multi-dimensional financial report showing installment status from 5 different perspectives. Results can be filtered and each section can be printed or exported.

13.2 Available Filters

Filter by: grade, classroom, academic year, payment status (all/paid/unpaid/partial). Filters apply to all report sections.

13.3 Overdue Report

List of overdue installments with days overdue and guardian phone number. Direct receipt voucher creation or WhatsApp reminder available.

14 Permissions

The system supports granular permissions for each school module section. Receipt vouchers require an additional permission (accounts-operations) from the accounting system.

1 Service Stores | المخازن

1.1 Create Store | إنشاء مخزن

A service store is the primary unit in the storing system. Each store has a defined capacity in pallets and can contain areas and racks.

1.2 Capacity Management | إدارة السعة

The system calculates capacity automatically based on confirmed receivings only. Dispensed pallets are excluded from used capacity.

1.3 Store Dashboard | لوحة المعلومات

Store details page shows comprehensive statistics: capacity and usage, areas and racks count, confirmed and pending pallets, total quantities. With inventory filtering by area, rack, and customer.

2 Areas & Racks | المناطق والرفوف

2.1 Areas | المناطق

An area is a section within a store. Each area has its own capacity and can contain racks. An area belongs to exactly one store.

2.2 Racks | الرفوف

A rack is the smallest storage unit within an area. Pallets can be placed directly in an area or in a specific rack within the area.

2.3 LPN Operations | عمليات الباليتات

Pallets can be managed within areas and racks via quick AJAX operations without leaving the page.

3 Shipments & Items | الشحنات والأصناف

3.1 Create Shipment | إنشاء شحنة

A shipment is the primary unit for incoming goods. Contains customer info, policy number, and items. Must be created before receiving.

3.2 Manage Shipment Items | إدارة الأصناف

Item data can be edited after creation: change name, update barcode (must be unique), modify production and expiry dates.

4 Receiving | الاستلام

4.1 Receiving Workflow | سير العمل

Receiving records pallet arrival at the warehouse. Creates a Receiving record per LPN and a ReceivingSummary grouping all receivings.

4.2 Confirm Receiving | تأكيد الاستلام

After review, receiving is confirmed. Changes summary from "pending" to "confirmed" which starts capacity calculation.

4.3 Receiving Tools | أدوات الاستلام

Helper tools for efficient receiving management.

5 Storage | التسكين

5.1 Storage Workflow | سير العمل

Storage moves confirmed pallets from Stage to final locations. Each movement recorded in Storage table.

5.2 Movement Types | أنواع الحركات

Multiple movement types supported with capacity validation on each.

5.3 Storage Confirmation | تأكيد التسكين

Storage operations start as "pending" and can be confirmed or undone.

6 Dispensing | الصرف

6.1 Dispensing Workflow | سير العمل

Dispensing releases pallets from warehouse via a DispensingOrder. Order number auto-generated as DISP-YYYY-MM-DD-###.

6.2 Confirm & Manage | تأكيد وإدارة

Order lifecycle: pending > confirmed > approved > in_progress > completed. Can be cancelled before completion.

6.3 Export & Search | تصدير وبحث

Advanced search and export for dispensing orders.

7 LPN Transfers | نقل الباليتات

7.1 Transfer Workflow | سير العمل

Transfer pallets between stores via LpnTransfer. Number auto-generated as TRF-YYYYMMDD-####. Changes service_store_id and area_id.

7.2 Transfer Actions | إجراءات النقل

Managing transfer orders after creation.

8 Inventory & Tracking | المخزون والتتبع

8.1 Inventory View | عرض المخزون

Inventory page shows all currently stored items with advanced search and filtering.

8.2 Storage Stock | مخزون التسكين

Additional pallet tracking system based on LPN number with movement history.

9 Audit | الجرد

9.1 Audit Workflow | سير عمل الجرد

Audit system allows reviewing actual inventory against records. Audit by policy, batch, or store with export.

9.2 Audit Results | نتائج الجرد

View and export audit results in multiple ways.

10 Expiry Tracking | تتبع الصلاحية

10.1 Expiry Search | البحث

Expiry tracking system searches items by expiry dates with danger level classification.

10.2 Expiry Levels | المستويات

The system classifies items into 4 danger levels based on expiry proximity:

11 Handling | التحميل والتفريغ

11.1 Handling Types | الأنواع

Physical loading/unloading operations tracking linked to shipments and pallets.

11.2 Handling Data | البيانات

Each handling operation contains the following data:

• PO Number - links operation to purchase order.
• Policy Number - links operation to shipment.
• Batch Code - links operation to pallet group.
• Vehicle Info - license plate and vehicle type.
• Driver Info - driver name and phone number.
• Booking Number - links to booking system.

12 External Labor Reports | العمالة الخارجية

12.1 Create Report | إنشاء تقرير

Track external labor used in warehouse operations (loading, unloading, sorting, moving).

12.2 Manage Reports | إدارة التقارير

View, edit, and export external labor reports.

13 Reports | التقارير

13.1 Reports Dashboard | لوحة التقارير

Main dashboard with 9 stat cards: receiving (today/total), storage (today/total), dispensing (today/total), items (total/active), warehouses (total/active), shipments (total/pending), expiry (expired/near-expiry within 30 days).

13.2 Report Types | أنواع التقارير

9 main report types. Each supports multi-filter, Excel export, and printing:

14 Movements Hub | مركز الحركات

Central page combining all core operations in one place with quick shortcuts to key tasks.

1 Chart of Accounts

1.1 Chart of Accounts Overview

The Chart of Accounts is the hierarchical tree structure containing all financial accounts in the system. Accounts are organized from main (parent) accounts down to sub-accounts.

1.2 Add a New Account

To add a new account to the Chart of Accounts, follow these steps:

1.3 Search Accounts

You can search the Chart of Accounts by name, account number, or type. Results are filtered instantly as you type.

2 Journal Entries

2.1 Journal Entries Overview

Journal entries are the foundation of the financial system. Every financial transaction is recorded as a journal entry with debit and credit sides that must be equal.

2.2 Create a Manual Journal Entry

To create a new manual journal entry:

2.3 Automatic Journal Entries

The system automatically creates journal entries for certain operations such as: Receipt & Payment Vouchers, Internal Transfers, Currency Exchanges, Card Machine Settlements, Fixed Asset Depreciation, and Opening Balances.

3 Fiscal Years

3.1 Overview

Fiscal years organize accounting operations into defined time periods. Each fiscal year consists of 12 monthly periods.

3.2 Close Periods

Monthly periods can be closed individually to prevent any modifications to journal entries in that period.

4 Currencies

4.1 Currency Setup

The system supports multiple currencies with a default local currency and updatable exchange rates.

4.2 Currency Exchange

You can perform currency exchange operations between Treasuries or Banks with different currencies.

5 Treasuries

5.1 Create a Treasury

Treasuries represent cash on hand in the company. Each treasury has an automatically created accounting account.

5.2 Treasury Operations

You can view treasury transactions and perform various operations.

6 Banks

6.1 Create a Bank Account

Each bank account in the system has a dedicated record with bank details and an automatically created accounting account.

6.2 Bank Operations

You can view bank financial transactions and track balances.

7 Card Machines

7.1 Create a Card Machine

Card machines (POS) are registered in the system to track collected amounts and their settlements with banks.

7.2 Machine Settlement

Settlement is the process of transferring collected amounts from the machine to the bank account minus the commission.

8 Electronic Wallets

8.1 Create an Electronic Wallet

Electronic wallets are used to track balances in electronic payment services (e.g., Vodafone Cash, Fawry, etc.).

8.2 Wallet Operations

You can view and manage electronic wallet transactions.

9 Receipt & Payment Vouchers

9.1 Receipt Voucher

A receipt voucher records the receipt of funds from customers or any other sources.

9.2 Payment Voucher

A payment voucher records the payment of funds to suppliers or for expenses. It works the same way as receipt vouchers with reversed sides (credit is the source, debit is the destination).

9.3 Internal Transfers

Internal transfers are used to move funds between Treasuries, Banks, and Electronic Wallets.

10 Cost Centers

10.1 Create a Cost Center

Cost centers are used to track expenses and revenues associated with a specific project, department, or activity.

10.2 Automatic Closure

The cost center is automatically closed when the debit reaches the specified percentage of the credit.

11 Employee Custody

11.1 Create a Custody

Custody is a financial amount given to an employee to make purchases or expenses on behalf of the company.

11.2 Workflow

Custody goes through several stages from creation to final settlement.

12 Cheques

12.1 Cheque Types

The system supports two cheque types for financial operations.

12.2 Cheque Workflow

A cheque goes through several stages from registration to collection or cancellation.

13 Fixed Assets

13.1 Add a Fixed Asset

Fixed assets include long-term properties such as equipment, devices, and real estate.

13.2 Depreciation

Monthly depreciation is calculated automatically: Monthly Depreciation = (Asset Value × Depreciation Rate) ÷ 12.

13.3 Asset Statuses

The asset status can be changed based on its actual condition.

14 Products & Price Lists

14.1 Create a Product

Products are items that are sold, purchased, or manufactured in the system.

14.2 Product Types

The system supports several product types:

• Inventory: A product with tracked quantities in warehouses
• Service: A service with no inventory (e.g., maintenance service)
• Food: A food product with expiry date tracking
• Composite: A product composed of multiple other products
• Raw Material: A material used in manufacturing
• Manufactured: A finished product resulting from a manufacturing process

14.3 Price Lists

You can create multiple price lists to apply based on customer type or season.

14.4 Import Prices

You can import and update product prices from an Excel file.

15 Financial Dashboard

15.1 Overview

The Financial Dashboard provides a comprehensive and quick view of the financial status.

16 Accounting Reports

16.1 Report Types

The system provides a comprehensive set of accounting reports to monitor financial performance.

16.2 Report Tools

All reports feature common tools for ease of use.