Access the platform

BMS is opened from your company web address. Most pages require login. Public document links and supplier quotation links may open without login when they are shared with you.

1. Open the BMS web address.
2. Enter your email or username and password.
3. Select Login.
4. After login, use the module grid at the top left to open the area you need.

Useful links: Profile, Forgot Password, Logout.

Use menus, buttons, alerts, and smart search

The module grid opens major areas such as CRM, Inventory, DMS, Invoicing, HR, Settings, and Marketing. The side menu changes based on the selected module and your permissions.

• Add New creates a record.
• Edit changes an existing record when allowed.
• View opens details, documents, or printable vouchers.
• Delete, Discontinue, Archive, and Void have different effects. Read the confirmation and use the action appropriate to the record's history.
• The bell icon opens alerts and approvals.
• The clipboard icon opens task dashboards.

Smart search on this page: type words such as “invoice paid”, “restricted document”, or “attendance report”. Choose a matching topic from Browse Help or the mobile topic selector. Matching workflow steps open automatically; use Previous/Next topic to move through the results.

Useful links: All Alerts, My Tasks, FAQ.

Understand what each user can access

If a page is missing, ask an administrator to review your group and menu access in Manage Users or Permissions.

Complete setup before daily transactions

Administrators should complete core setup so quotations, orders, invoices, delivery orders, RFQs, purchase orders, product SKUs, documents, and approvals work correctly.

Employee records hold HR details; user accounts provide login access. Review the employee selection and group on the user form, and confirm the account is active. Set up Departments and Designations before assigning them. Help links identify available screens; access still depends on your company, role, and permissions.

Configure voucher and ID patterns before transactions

BMS uses voucher or ID patterns to generate official record numbers. If the required pattern is not configured, users may be blocked when creating transaction records.

Configure patterns before using:

1. Open Settings.
2. Open Create Voucher or review the existing voucher list.
3. Select the voucher type, starting counter, and pattern.
4. Use # for the auto-increment number and date placeholders such as %dd%, %mm%, and %YYYY%.
5. Save, then test by creating the relevant record.

Batch and production BOM numbering have default patterns. Review their formats and counters in Vouchers if your company needs different numbering. BOM numbering is separate from customer delivery numbering. If a counter overlaps an existing record, correct the counter rather than manually changing a Job Order's generated batch number.

Useful links: Create Voucher, Vouchers.

Manage the sales flow from customer to order

Sales work usually starts with a customer and lead, then moves to quotation and sales order.

Prepare customer and pricing information

Search Customers before adding a company. Add its contact people and keep the selected contact's email and phone current. Supplier contacts are maintained separately for purchasing.

Record the inquiry source, owner, status, and next follow-up when adding a lead. Use Lead Actions to record calls, meetings, and follow-up work; update the lead outcome to In Progress, Won, or Lost as appropriate.

Prepare, review, and fulfill the quotation

Choose the lead in Prepare Quotation, review products or service lines, quantities, prices, selected taxes, and terms, then save and open the quotation for review or printing. Use Estimates where needed to prepare costing before the customer quotation.

When the customer confirms, create the sales order and review its lines. Discontinued products on an old quotation must be removed, replaced, or restored by an authorized user before a new order can use them. Existing records retain their saved descriptions and prices.

Continue through delivery and returns, then invoice the successfully delivered quantities. An order can have several deliveries and invoices; pending delivery reservations reduce the quantity available for another delivery.

Additional links: Customer Contacts, Supplier Contacts, Estimates, CRM Dashboard, Sales Orders.

1. Create or search the customer.
2. Add the lead with contact person, source, status, and next action.
3. Complete follow-up actions from the lead action page.
4. Create a quotation from the lead.
5. Convert the quotation to a sales order when confirmed.

Useful links: Customers, Add Customer, Leads, Add Lead, Lead Actions, Prepare Quotation, Quotations, Prepare Order.

Manage products, stock, delivery, and returns

Inventory depends on correct products, variants, suppliers, stores, and stock quantities. Add at least one store before adding products.

Set up the catalogue and receive stock

Create categories and subcategories, then add products with their exact variants, units, suppliers, and prices. A variant identifies the item actually stocked, such as a particular size or container. Creating the catalogue record does not receive stock.

In Stock Update, select the store and exact variant, enter the received quantity and required reference details, then save. In View Inventory, select the store and search for the product to review its variants, sellable balance, and faulty balance. All Stores combines balances; a variant without movements shows zero.

For a correction, use Stock Adjustment with one specific store. Review the quantity and reason before saving, then check the resulting balance and stock history. Do not enter a second receipt for finished goods already received by completing a production job.

Create a delivery and record the outcome

1. Open Prepare Delivery Order and choose the sales order and store.
2. Enter quantities within the remaining order quantity and available stock. Check other pending deliveries if less stock is available than expected.
3. Save the delivery order. This reserves stock immediately.
4. Open the delivery update action and record delivered, returned, and faulty quantities accurately.
5. Review Returnables and the order's remaining quantities before arranging the next delivery.

Editing an unprocessed delivery order adjusts only the changed quantity. Voiding it releases the reservation. Recording delivery results does not deduct stock again: non-faulty returns go to sellable stock and faulty returns go to faulty stock. Processed or void delivery orders are locked. A sales order cannot be voided after successful delivery.

Discontinue or restore products

Deleting an unused product with no stock can permanently remove it. A product with business references or remaining stock is discontinued so its history is retained. Discontinued products are unavailable for new catalogue selection, but existing committed orders remain viewable. Use the product list's restore action when the item should be available for new business again.

1. Create categories, stores, and suppliers.
2. Add products and variants with prices.
3. Use stock update when items are received.
4. Use inventory view to check available and defective stock.
5. Create delivery orders from sales orders.
6. Update delivered, returned, and faulty quantities.

Useful links: Inventory Dashboard, Products, Add Product, Suppliers, Stores, Stock Update, View Inventory, Stock Adjustment, Prepare Delivery Order, Delivery Orders, Returnables.

Set up raw materials, recipes, and finished-product outputs

Before you start: create the required stores and inventory variants for ingredients, finished goods, and packaging. Confirm their inventory units. Manufacturing uses Batch Cards for reusable recipes and Job Orders (Job Cards) for individual runs.

1. Register raw materials

1. Open Raw Materials and add or review each ingredient.
2. Link the exact inventory variant where the material is stocked, and review its unit, density or specific gravity, and stock-tracking setting.
3. Use inventory receipts and balances to manage physical warehouse stock. The raw-material register's stock snapshot is maintained separately.

A manufactured intermediate can also be a raw material: link its finished-product inventory variant as an ingredient for a later recipe. Untracked materials can be included in production requirements without tracked warehouse availability.

2. Build the Batch Card recipe

1. Create the recipe and add its ingredients and formula quantities.
2. Check that ingredient weight percentages total 100% before creating a run.
3. Review density, weight, and volume so the scaled run uses the intended quantities.
4. Save and review the recipe and its printable Batch Card.

3. Configure finished outputs and packaging

Add each allowed finished-product variant to the recipe's output configuration. Enter fill quantity and fill unit where applicable, then add packaging components and their quantities per output, or explicitly mark packaging as not applicable. Packaging is separate from the chemical formula.

The Job Order output list contains the variants configured for its recipe. Configure the recipe first if the list is empty. Review the planned output quantity when scaling, especially where the run does not fill a whole output unit.

Open Raw Materials, Add Raw Material, Batch Cards, then continue to Job Orders and production.

Run Job Orders, release BOMs, record QC, and receive finished goods

1. Create and review the Job Order

Select the Batch Card recipe and configured finished output. Set the run quantity or volume, review the scaled ingredients and planned output, and choose the store and expiry details. Save the job and review its generated batch number. Draft and Pending jobs hold planning information; review it before START.

2. Request materials through a production BOM

1. Open the job's BOM section and choose Add BOM.
2. Review the warehouse, ingredients and packaging, inventory variants, units, and quantities requested.
3. Use Save as Draft to prepare the request without moving stock.
4. When material physically leaves the warehouse, use Save and Release or the saved BOM's release action. Release requires sufficient stock and delivery-update access.
5. Review the job's BOM status and history for the document, release user/date, and requested or issued quantities.

Released BOMs show Issued to Production and are locked. Releasing the same document again does not deduct stock again. An unprocessed draft may be edited or voided while its job remains open. Production BOMs have their own register and numbering; they are internal issues and cannot be used as customer deliveries or sales-invoice quantities.

3. Confirm readiness and START

With the job Pending, open Start Production and confirm every current ingredient and quantity is ready and supplied. START changes the job to Production and locks its planning fields; it does not deduct warehouse stock. Existing production leftovers may satisfy requirements without a new issue.

Check units when comparing planned requirements with warehouse availability. Issued totals show what left the warehouse, not actual consumption or the balance of production leftovers. BMS does not calculate those leftovers.

4. Record production results and quality checks

During Production or On Hold, enter actual produced quantity, manufacturing loss, and QC tests. Each QC row needs a test, measured value, and Pass or Fail result. Resolve failed results before completion. Provide a reason when putting a job On Hold; cancellation also requires a reason and an eligible status.

Actual quantity uses the finished variant's stocking unit. For a variant stocked as pails, 25 pails of 20 kg each means 25 finished units, not 500. A bulk product stocked in kg uses kg. Manufacturing loss must be nonnegative and cannot exceed the material weight.

5. Complete and verify the finished receipt

Complete Production is available from Production or On Hold after the blocking checks pass. A positive actual output and valid expiry details are required. For a selected finished-product variant, completion receives that output into the job's store once, with the batch reference and expiry information.

Review the finished receipt and inventory history after completion. Do not add a manual receipt for the same output. If a job reports an existing receipt or mismatched output, have an administrator review its history before trying to correct stock.

Open Job Orders, BOMs, or View Inventory. Use the record's view/print actions for Batch Card, Job Order, and BOM documents.

Invoice customers and request supplier quotations

Invoices are normally created from eligible sales orders. RFQs help request prices from suppliers before creating purchase orders.

Partial invoicing and finalized records

Only successfully delivered quantities that are not allocated to another active invoice are available. Pending delivery quantities do not qualify. One order can have multiple invoices as further deliveries are completed.

For example, if 6 of 10 ordered units are successfully delivered, up to 6 can be invoiced. After invoicing those 6, the remaining 4 become invoiceable when they are successfully delivered. Paid or otherwise finalized invoices are view-only. Voiding an eligible unfinalized invoice releases its delivery quantities for invoicing again.

Review Sales Entries and Sales Statement for recorded sales. Use Sales Entry for the separate sales-entry workflow where your company uses it; avoid recording the same sale twice.

Request, compare, and order from suppliers

Prepare the required items and supplier contacts before creating an RFQ. Review the source record, requested quantities, supplier selection, and expiry date, then send the supplier links. Suppliers enter prices and terms through their link without an internal login.

Open Received Quotes and Compare Quotes to review price, quantity, and terms before choosing a supplier. Prepare and review the purchase order, then use the PO list to track it. When goods physically arrive, record their receipt through Stock Update; a request for prices or a purchase order alone is not a warehouse receipt.

Set up accounts, enter vouchers, and review reports

Before entering transactions: review account types, accounts, debtor and creditor accounts, bank accounts, taxes, and voucher numbering with the person responsible for your company's accounts.

1. Maintain the account structure

Use Accounting Settings to review the available setup areas. Create the required accounts and confirm customer/debtor, supplier/creditor, employee, and bank account details before selecting them in entries.

2. Record receipts, payments, and journals

1. Choose Receipts for money received, Payment Vouchers for money paid, or Journal Entries for the appropriate journal transaction.
2. Select the relevant accounts and voucher type, then enter the date, amount, reference, and narration requested by the form.
3. Review the debit and credit lines for a journal and correct any imbalance before saving.
4. Open the saved voucher to verify its accounts and amounts. Use the ledger to review the resulting entries.

Check existing invoice, payment, and payroll entries before creating another entry for the same event. Use the allowed edit or correction action for the actual record and review its status first.

3. Review balances and statements

Select the required account and date range in Account Statement or View Ledger. Use Trial Balance to review account balances and Profit and Loss for the chosen reporting period. Confirm the period and recorded entries when comparing reports.

Open Accounting Settings, Accounts, Debtor Accounts, Creditor Accounts, Receipts, Payment Vouchers, Journal Entries, View Ledger, Account Statement, Trial Balance, or Profit and Loss.

Prepare and review payroll for a period

Before you start: confirm employee salary details, the payroll period, and the accounts used for payroll. Review applicable attendance and leave records with HR before entering the period's figures.

1. Open Payroll and choose Prepare Payroll for the required month and year.
2. Review the included employees, basic salary, allowances, and total days.
3. Enter or check non-working days and overtime hours, then choose Generate Payroll.
4. Open the payroll view for the same period to verify the calculated results.
5. Where your company uses Bulk Payroll Entries, review the period's existing entries before saving payroll ledger amounts.

Payroll preparation and payroll ledger entries are separate screens. Check both the saved payroll and accounting records when reconciling a period, and avoid entering the same period twice.

Open Payroll, Prepare Payroll, Payroll View, or Bulk Payroll Entries.

Register documents and route them for approval

DMS stores documents with confidentiality, version history, archive status, and approval workflows.

Choose access and register the file

Enter the document details, upload the file, and choose confidentiality before saving. Public documents may be shared through a public link; Internal documents are for company users; Confidential access depends on the creator and workflow participants; Restricted documents require explicitly selected access. Review the intended audience before sharing.

Route, review, and retain documents

Build or select a workflow template with the required steps and participants, then allocate it to the document. Approvers open Document Approval or their alerts, review the document, and act on their assigned step. Follow the process status to see where action is pending. Active workflows can lock document edits or deletion.

When updating an eligible document, use its edit/version flow and review the version history or comparison available from the document. Registering a separate duplicate does not preserve the same version chain. Open the document first to use Ask Doc where available, and verify answers against the file.

Archived documents are listed separately. Authorized users can unarchive them; automatic archival settings control eligible archival. If a document is missing, check both archive status and confidentiality access.

Additional links: Workflow Processes, Automatic Archival Settings, Archived Documents.

1. Register the document and upload the file.
2. Choose confidentiality: public, internal, confidential, or restricted.
3. Create or select a workflow template.
4. Allocate the workflow to the document.
5. Approvers approve or reject each step.
6. Use alerts to follow workflow actions.

Useful links: DMS Dashboard, Register File, Documents, Archived Documents, Workflow Templates, Allocate Workflow, Document Approval.

Manage employees, leave, attendance, and HR settings

HR features help administrators maintain employee records and allow employees to apply for leave and review attendance information.

Maintain employees and HR rules

Complete employee details, department, designation, reporting manager, and the related user account. Review the organization chart after changing reporting relationships. In HR Settings, configure work week, holidays, leave types, work hours, and attendance rules before daily use.

Apply for and review leave

1. Open Apply Leave and check the available balance.
2. Choose the leave type and dates, including the half-day option when appropriate, and provide the requested details.
3. Check for overlaps with existing pending or approved requests, then submit.
4. Track the decision in My Leaves. Use the available cancellation action when plans change.
5. Approvers review dates, balance, and existing requests in Leave Approvals or Manage Leaves, then approve or reject.

Invalid date ranges, overlapping requests, invalid half-day selections, and insufficient balance can prevent submission. Ask HR to review configuration when the balance or leave type is incorrect.

Mark attendance and use a paired kiosk

Open Attendance, select the date and employees, review the marking, and save. Finalized attendance is locked; an authorized user must reopen a record with a reason before correcting it. For kiosk check-in/out, an administrator pairs the device and employees use the configured identification flow. Ask HR to review pairing or employee setup if the device cannot identify an employee.

Additional links: Leave Approvals, Attendance Kiosk, Payroll guide.

1. Enroll employees and assign reporting managers.
2. Configure work week, holidays, leave types, and attendance settings.
3. Employees apply for leave.
4. HR or authorized approvers approve or reject leave.
5. Attendance users mark daily attendance or use kiosk check-in/out where enabled.

Useful links: HR Dashboard, Employees, Enroll Employee, Org Chart, Apply Leave, My Leaves, Manage Leaves, Attendance, HR Settings.

Track projects, tasks, checklists, and comments

Tasks help teams assign work, update progress, add comments, attach files, and complete checklist steps.

Choose the dashboard for your role

Employees use My Tasks for assigned work and due dates. Project leaders use the Leader Dashboard to create and coordinate projects, assign members, and review work. The Owner Dashboard provides the owner-level overview. Open a project to manage its tasks and team.

Work, submit, and approve

Open the assigned task, review the description and deadline, update checklist steps and progress, and use the discussion and attachments to record results. Submit your part for review when ready. The leader reviews each assignment; rejected work includes a note to guide correction.

Final task approval is blocked while individual assignments are under review. A rejected assignment can return progress to the last approved point, so check the review decision before assuming the task is complete. Task notifications report assignments and approval or rejection; use All Alerts to review the wider notification history.

1. Create a project and assign the project leader and team.
2. Create tasks under the project.
3. Assign users, priority, and due dates.
4. Update status and checklist progress.
5. Submit your assigned work for review. The project leader approves it or returns it with a rejection note.
6. Resolve returned work and submit it again. Review completed tasks and dashboard summaries after approval.

Useful links: Employee Dashboard, Leader Dashboard, Owner Dashboard, Create Project, Completed Tasks.

Plan campaigns, generate content, and review performance

Marketing users can create campaigns, prepare strategy, request approvals, generate content, review assets, and record performance insights.

Review generated work before use

Start with the campaign goal, audience, selected channels, budget, dates, and product or brand details. Review the generated strategy, edit it where needed, and submit it for approval. Resolve rejection feedback before continuing to content generation.

Review generated wording and images, regenerate or edit where needed, and complete asset review. Insights requires approved assets for the campaign's selected platforms. Add performance evidence after publication and review the campaign's insights and analytics.

Send email content from your email application

Open the generated email, use Copy or Download .txt, and send it from your own email application after checking the wording and recipients. Generating or approving an email in BMS does not send it. Use the campaign's lead export where available when preparing your recipient list.

1. Create a new campaign with goal, audience, channels, budget, and dates.
2. Generate or review campaign strategy.
3. Submit the strategy for approval and resolve requested changes before generating content.
4. Generate content and assets.
5. Review and approve or reject assets. Copy or download approved material for publication through your chosen channel.
6. Add campaign insight reports after performance data is available.

Useful links: Marketing Dashboard, New Campaign, Campaign Strategy, Approvals, Campaign Content, Campaign Insights, Analytics.

Configure and review QuickBooks synchronization

Use this integration when your company maintains records in both BMS and QuickBooks. An authorized user configures the company's QuickBooks credentials in QuickBooks Settings and checks the connected company before synchronization.

1. Review the integration settings and resolve authentication errors.
2. Confirm customer, supplier, and tax records before synchronizing invoices that depend on them.
3. Run the required synchronization action from the integration workflow.
4. Read the created, updated, and error results, then check the affected records in both systems.

Customer, supplier/vendor, and invoice synchronization includes imports from QuickBooks and exports from BMS. Tax synchronization imports QuickBooks taxes into BMS. These actions change records; review the intended company and records before running them. A successful response can still contain individual record errors that need attention.

Start with QuickBooks Settings. Ask the integration administrator to review credentials or record mappings when a synchronization fails.

Use BMS assistance and configure company AI features

Ask for help or draft content

Use the BMS Assistant chat for questions about using the platform. Include the module, the task you are trying to complete, and the message you see. Use the feedback option on an answer to report an issue. For a specific document, open it in DMS and use Ask Doc where available.

CRM and Marketing provide AI-assisted drafting where enabled. Review generated emails, proposals, strategy, and content before using them. An answer or draft does not replace saving a business record, completing an approval, or sending an email through the appropriate workflow.

Configure company AI

A Company Admin opens Agentic Settings, selects the available provider and preferred model, supplies the API key, and enables the configuration. Leaving the key blank keeps the existing key. If generation fails, review the on-screen error and ask the Company Admin to check that configuration.

Super Admins use Customer Bot Settings and feedback review for platform-level assistant administration. These are separate from a company's Agentic Settings.

Open Agentic Settings as Company Admin. Super Admin links: Customer Bot Settings and Feedback Review.

Select a package, report payment, and track renewal

Company administrators use Select Package to review the package, billing cycle, and user requirements. Super Admins manage package definitions, companies, subscription records, and payment verification.

1. Review the selected package, Monthly or Yearly cycle, users, amount, and payment instructions shown for your company.
2. For a package change or renewal, follow the displayed payment instructions and submit the payment reference.
3. Check the pending-payment status. A submitted reference remains awaiting verification until the billing administrator confirms payment.
4. If a reference is already pending, use the billing contact displayed on the page for follow-up rather than submitting another payment request.
5. After renewal confirmation, log in again if the renewal page instructs you to do so.

Payment-exempt companies do not need package payment. If payments are shown as unavailable, contact the billing administrator. If access is affected by expiry or renewal, check the subscription status as well as the user's account status and permissions.

Open Select Package or Renewal. Super Admins can use Packages and Subscription Management.

Fix common problems

Common tasks and where to go