Your role or permission group may not include that menu. Employees often see only the modules and records needed for their work.

Ask an administrator to review your user group, menu access, and role.

Manage Users Permissions Read permission help

BMS creates document numbers from voucher or ID patterns. If the required pattern is missing, users may not be able to create important records.

Configure voucher patterns before using these areas:

• Invoice numbers
• RFQ numbers
• LPO / Purchase Order numbers
• Sales Order numbers
• SKU numbers for products
• Delivery Order numbers
• Quotation numbers, if your company uses quotation numbering

Example: an invoice pattern such as INV-%YYYY%-%mm%-# can generate INV-2026-05-1.

This is a common setup mistake. If a form refuses to create an invoice, RFQ, LPO, sales order, product SKU, or delivery order, check voucher patterns first.

Create Voucher Vouchers Read voucher setup help

1. Create or select the customer.
2. Add a lead with source, contact person, status, and next action.
3. Use lead actions to track follow-up work.
4. Prepare a quotation from the lead when pricing is ready.

Example: Add customer "XYZ Contracting LLC", create a lead for a new inquiry, then prepare a quotation after product prices are confirmed.

Add Customer Add Lead Prepare Quotation Read sales help

Create an invoice for quantities successfully delivered against a sales order and not already included in another active invoice. One order can have multiple invoices as deliveries are completed.

1. Open Prepare Invoice.
2. Select an order with delivered quantities still available to invoice.
3. Review the remaining invoiceable quantities, invoice date, customer, tax, bank, and amount.
4. Save the invoice.
5. Mark it paid only after payment is received.

If no quantity is available, check the delivery results and existing invoices. Pending deliveries do not qualify. Finalized invoices are view-only; voiding an eligible unfinalized invoice releases its quantities for invoicing again.

Prepare Invoice Invoices Read invoice help

Products and stock depend on setup. At least one store should exist before products are added. Product numbering, categories, suppliers, variants, and prices may also be required.

1. Create a store.
2. Create categories and suppliers.
3. Add the product and its variants/prices.
4. Use stock update to enter received quantity.

Stores Add Product Stock Update Read inventory help

A sales delivery order reserves stock when it is created. Editing an unprocessed delivery order adjusts only the changed quantity; voiding it releases the reservation. Other pending deliveries can therefore reduce the stock or order quantity available for a new delivery.

Recording delivery results does not deduct the delivered stock again. Non-faulty returns go back to sellable stock; faulty returns go to faulty stock. After delivery results are recorded, or the delivery order is voided, it cannot be edited.

Check the selected store, pending reservations, remaining order quantities, and delivery status. A sales order cannot be voided once it has successfully delivered quantities. If an older order is flagged for review, ask an administrator to resolve the flagged records.

Prepare Delivery Order Delivery Orders View Inventory Returnables Read delivery help

Document access depends on confidentiality, ownership, workflow participation, and archive status. A document with an active workflow may be locked from editing or deletion.

• Public: can be opened from a public link.
• Internal: company users can usually view it.
• Confidential: creator and workflow users can usually view it.
• Restricted: only explicitly allowed users can view it.

Documents Register File Document Approval Read DMS help

Leave may be blocked if dates overlap an existing request, the end date is before the start date, half-day dates are invalid, or the balance is insufficient.

1. Check your leave balance.
2. Confirm the date range.
3. Review existing pending or approved leave.
4. Ask HR if the leave type or balance looks wrong.

Apply Leave My Leaves Manage Leaves Read HR help

Attendance records may be locked after they are finalized. Authorized users may need to reopen the record and provide a reason before changing it.

If kiosk check-in/out is not working, ask HR or an administrator to confirm device pairing and employee setup.

Attendance Attendance Kiosk Read attendance help

Use the task dashboard to see assigned tasks, deadlines, priorities, checklist progress, comments, attachments, and completed work.

Project leaders create projects and tasks, assign team members, and review submitted work. Assigned members submit their part for review; the leader approves it or returns it with a rejection note. A task cannot receive final approval while individual assignments are still under review.

Use task notifications for assignments and review decisions. The Owner Dashboard provides the owner-level overview.

My Tasks Leader Dashboard Owner Dashboard Create Project Read task help

Internal users prepare an RFQ, select suppliers, and send RFQ links. Suppliers open the link, enter prices and terms, and submit their quote without logging into the internal system.

If a supplier link does not work, it may be expired or already submitted.

Prepare RFQ Received Quotes Compare Quotes Prepare PO Read RFQ help

Check the recipient email address and spam folder first. If emails are still not received, an administrator should review company email settings.

In-app alerts can also be checked from the bell icon or the All Alerts page.

Email Settings All Alerts Read troubleshooting help

1. Open Prepare Sales Order, select the quotation, and review the customer and order lines.
2. Save the sales order, then use Prepare Delivery Order to arrange the quantities ready to leave the selected store.
3. Record the delivery outcome, including returned or faulty quantities.
4. Invoice the successfully delivered quantities that have not already been invoiced.

You can fulfill an order through multiple deliveries. Check existing pending delivery orders before creating another reservation for the same items.

Prepare Sales Order Prepare Delivery Order

A discontinued product is hidden from new catalogue selections. Its existing transaction history is retained, and existing orders and deliveries can still show the saved product.

If an old quotation contains a discontinued item, remove or replace that line before creating a new sales order, or ask an authorized user to restore the product. Deleting a product with business history or remaining stock discontinues it; an unused product with no stock may be permanently deleted.

Products

Adding a product or variant does not receive stock. A variant with no stock movements shows zero. In View Inventory, select the relevant store to check sellable and faulty quantities; All Stores shows combined balances.

Use Stock Update for receipts. For a stock adjustment, select one specific store and enter the correction through Stock Adjustment so the balance change is recorded in stock history.

View Inventory Stock Update Stock Adjustment

1. Set up inventory variants and Raw Materials, including units and stock tracking.
2. Create a Batch Card recipe with ingredient weights totaling 100%, and configure its finished-product outputs and packaging.
3. Create a Job Order (Job Card) for the run, selecting its output variant, store, run quantity, and expiry details.
4. Use the job's BOM section to request and release any ingredients or packaging needed from the warehouse.
5. When the job is Pending, confirm every ingredient in the START material checklist.
6. During Production, record actual output, manufacturing loss, and quality-control results. Resolve failed tests before completing the job.

Completion records finished stock for the job's selected finished-product variant and store. Recipe planning, warehouse issues, START, and completion are separate steps.

Raw Materials Batch Cards Job Orders BOMs

The output list uses the finished-product variants configured on the selected Batch Card recipe. If it is empty, edit the recipe and add the required output configuration first.

For each output, set the fill quantity and unit where applicable, then add packaging components or mark packaging as not applicable. The same formula can produce different configured pack sizes or container types. Packaging requirements are separate from ingredient percentages.

Review the planned output quantity before saving the job. For a product stocked as packs, actual output is the number of packs, not the kilograms of ingredients. For example, 25 pails of 20 kg each are 25 finished units when the variant is stocked by pail.

Batch Cards Job Orders

Open a Job Order and choose Add BOM. Review the warehouse, inventory variants, units, and quantities for ingredients and packaging.

• Save as Draft: saves the request without moving stock.
• Save and Release: issues the entered quantities from the warehouse to production. Releasing requires the appropriate delivery-update access and sufficient warehouse stock.
• Issued to Production: the release is recorded and the BOM is locked against further editing or another stock deduction.

The job's BOM section shows requested or issued quantities and release history. Production BOMs use their own numbering and appear in the BOM register; they do not represent customer deliveries or qualify for sales invoicing.

START does not deduct stock. It confirms ingredients are ready and supplied. Production leftovers may meet a requirement without another warehouse issue. Issued quantities are not a calculation of actual consumption or leftover production stock.

Job Orders BOMs Vouchers

After START, the job's planning fields, including its store, finished product, run settings, and expiry date, are locked. Actual output, manufacturing loss, and QC results are recorded during Production or On Hold.

To complete, the job must be in Production or On Hold, have a positive actual produced quantity, and have no failed QC tests. Manufacturing loss cannot be negative or exceed the material quantity. Check the batch expiry date and the selected finished product and store if validation fails.

For a job with a finished-product variant, completion creates one finished-goods receipt with the batch reference and expiry information. Review the job's receipt and inventory history before entering any manual stock receipt for that output, to avoid counting it twice.

Job Orders View Inventory

Yes. Link the exact inventory variant in Raw Materials and use it as an ingredient in another recipe. For example, a completed premix job can receive stock that a later production BOM issues for another product.

Check that recipe and warehouse units agree before using an availability figure or releasing stock. Materials marked as untracked do not provide tracked warehouse availability. Use inventory balances and movement history to check physical stock; the raw-material register's stock snapshot is maintained separately.

Raw Materials View Inventory

1. Create a campaign and review its strategy.
2. Complete the strategy approval step before generating campaign content.
3. Review generated content and use the available asset approval actions.
4. For email content, copy the text or download the .txt file, then send it from your own email application.

Generating email copy in BMS does not send it to recipients. Review the wording and recipient list before sending. If generation fails, check the displayed error and ask an administrator to review the company's AI configuration.

Marketing Create Campaign Campaign Approvals

Open Archived Documents when a document no longer appears in the active document list. Authorized users can unarchive documents to return them to active use.

Automatic archival settings can also move eligible documents into the archive. If you cannot find or restore a document, ask the document owner or administrator to review its access and archive status.

Archived Documents Automatic Archival Settings

Recovery depends on the record type. Discontinued products can be restored, and archived documents can be unarchived by authorized users. For a permanently deleted record, contact an administrator to check recovery options and available backups.

For progressed records, use edit, void, cancel, archive, or corrected replacement records where available instead of deleting.

Read troubleshooting help