Accounts

Accounts User Guide

Accounts is the accounting and financial management system for the business — customers and suppliers, sales and purchasing, cheques and bank accounts, inventory, VAT, and the general ledger, all in one place. This guide explains how to use the system, screen by screen. It doesn't cover how the system is built — that's technical/developer documentation, out of scope here.

Signing in

Go to the app's login page, enter your email and password. If your account has two-factor authentication turned on, you'll be asked for a 6-digit code from your authenticator app on every login. If your account has been deactivated by an administrator, you won't be able to sign in — contact your Super Admin.

Getting around

The left sidebar is organized into sections that match how the business works:

• Overview — Journals, Trial Balance, AR/AP Summary, Ageing Report. Your landing page after login is the Journals list.
• Sales — Customers, Quotations, Sales Orders, Sales Invoices, Credit Notes, Bad Debt Write-offs.
• Purchases — Suppliers, Purchase Requests, Purchase Orders, Supplier Bills, Debit Notes.
• Cash & Bank — Payments, Cheques, PDC Dashboard, Bank Accounts, Cash & Bank Transactions, Bank Reconciliation.
• Inventory — Products, Categories, Warehouses, Stock Transactions.
• Integration — External Applications, Integration Logs (only visible if your role has Integration Admin access — this is where connected systems like a POS are managed).
• Settings — Company Settings, Chart of Accounts, Tax Codes, VAT reports, Tax Periods, Users, Roles.

You'll only see the sections and menu items your role has permission to view. If something described in this guide isn't in your sidebar, your account doesn't have access to it — ask your administrator if you believe you should.

A few things that are true everywhere in the app

• Every list can be filtered. Most lists have a status dropdown and, on transaction lists, a From/To date range that defaults to the start of the current year through today — widen it to see older records.
• Color means something. Status badges use a consistent color scheme across the whole app: gray = not started (draft), blue = in progress (submitted/approved), amber = needs your attention (due, locked), green = done (posted, cleared, completed), red = cancelled, reversed, overdue, or failed. Chart-of-accounts and Trial Balance "Type" badges use their own consistent color per account type (Asset/Liability/Equity/Revenue/etc.), and role badges on the Users screens use one color per role, so the same word or role always reads the same color no matter which screen you're on.
• Money is always shown to 3 decimal places (the Omani Rial standard), and every amount field in a form works the same way — type the number, the system totals lines automatically.
• Numbers you take for granted are generated for you. Invoice numbers, bill numbers, journal numbers, and every other document number are generated automatically by the system when you save — you never type one in.
• Nothing posted can be edited. Once a document reaches "Posted" status, its figures are locked. If something needs correcting, you reverse it (see Approvals & Workflow) — you never edit a posted document directly.
• You can print or export a PDF from Sales Invoice, Supplier Bill, and Payment detail pages.

Who to ask

If you're not sure whether you should be able to do something, or a screen you expect to see isn't in your sidebar, that's a role and permissions question — see Administration if you're an administrator, or ask your Super Admin or Finance Manager if you're not.