Sign in with your username (not your email) and password. Remember me keeps you signed in on that browser; a session lasts up to 12 hours, after which you are brought back to the login page with a note that it expired — signing in again returns you to where you were.

Changing a password you still know is done from Profile in the sidebar — it asks for the current password first. Nobody, including administrators, can see your existing password.

Every sale moves through the same chain, and each step is its own document:

1. 1Quotation — priced and sent to the customer. Reworking it creates a revision, so earlier versions are kept. When the customer agrees, convert it to an invoice; the quotation stays linked.
2. 2Invoice — the committed sale. Items can be picked from Inventory (orderable) or typed by hand (labour, ad-hoc charges). An invoice can also name who referred the sale, which feeds the referral report.
3. 3Payment — recorded when money arrives, then verified by someone with the Verify permission. Verification is the trigger for everything downstream.
4. 4Order list — created automatically on the first verified payment, one per supplier, and tracked per item through Pending → Ordered.

A customer marked oversea is billed with no GST/SST, and Singapore documents for them print and export tax-free.

There is exactly one moment an order list is created automatically: when a payment on the invoice is verified. Nothing else creates one — not saving the invoice, not converting a quotation, not recording a payment.

Work down this list if no order appeared:

1. 1No payment has been verified yet. Recording a payment is not enough — it sits as Pending until someone with the Verify permission verifies it. This is the usual answer.
2. 2An order list already exists for this invoice. It is created once per invoice. Verifying a second or third payment does not create another, and that is not an error. Check the Orders listing before assuming it failed.
3. 3Not one item on the invoice could be ordered. Every line was skipped for one of the reasons in the next section. The person who verified the payment is told this on screen, with each item named.
4. 4The payment was a money-out record. Credit notes, referral fees and overpayments never create order lists — they are not linked to an invoice in that way.
5. 5Something failed unexpectedly. The verifier sees an error asking them to create the order manually. The payment stays verified either way — verification never fails because of the order list.

An order list can be created successfully and still not cover every line on the invoice. Each line is checked on its own, and any that fails is left off. Since these were previously dropped in silence, the verifier is now shown each skipped item and its reason at the moment of verification.

Worth a habit: after verifying a payment, check that the order list has as many lines as you expected. A missing supplier on one product is easy to fix on the day and awkward to discover when the stock does not arrive.

Recording a payment and verifying it are two separate acts, usually by two different people. Recording only registers that money is claimed to have arrived; verification is what the rest of the system reacts to.

Every payment is created as Pending. The system never verifies one on its own — verification is only reachable by a person with the Verify permission, and the acting user is recorded against it.

If verification is refused with a message about region access, the invoice belongs to a country your user group cannot open. That is a permission setting, not a fault.

Locking protects what has already been acted on. It is driven by whether a payment has been verified — not by how much money has arrived, which is why a $0 credit-term sale locks just as firmly as a fully paid one.

A pending payment locks nothing. If an invoice is locked and you believe nothing has been verified, open its payment list and check the status of each row.

Almost every ordering problem traces back to one field: an item's Main Supplier. Order lists are grouped by supplier, so an item without one cannot be placed on any order and is quietly left off.

• Main Supplier is required when creating an item, both on the item form and through CSV import. A new row in an import without one is rejected, and the reason is listed against that row.
• An existing item's supplier cannot be erased. A blank supplier — a cleared dropdown, or a spreadsheet column left empty — means “not supplied”, not “remove it”. Previously this wiped the supplier and made the item silently unorderable.
• Items created before this rule can still be saved without a supplier, so tidying up old records is never blocked. They will still be skipped at order time until one is set.

Money leaving the company is tracked in Payments Out, entirely separate from customer receipts. Three kinds exist, and they share one approval flow, one listing and one footer total:

• Credit note — reverses part or all of an invoice. Raise it from the invoice's More actions; submitting it for approval locks the document and creates the payout under the credit note's own number.
• Referral fee — pays the person or company who introduced a sale. The referrer is picked from Customers, and their bank details are read from their customer record — a wrong account is fixed there, where it fixes every future fee. The fee is keyed line by line with a rate per line.
• Overpayment — refunds money a customer paid beyond the invoice total. Linking the invoice prefills the excess and shows its full payment history, so you can tell a real overpayment from a double-keyed receipt. Partial refunds are fine — type your own figure.

Customer credit is money the customer has already handed over that no invoice claims — typically an overpayment they chose to leave with us instead of taking back. The balance shows on the customer's record.

• Spending it: record a payment on their invoice with method Credit. The amount is capped at their balance — credit that never arrived cannot be spent.
• It stays in its own country. Malaysian credit is RM and Singapore credit is S$; there is no conversion, and credit is only spendable against invoices in the country it arose in.
• A credit payment cannot be edited — its amount and method are locked to the ledger entry behind it. Keyed it wrong? Delete it (the credit returns to the customer automatically) and record it again.
• Credit payments still start as Pending and are verified like any other payment.

Every notification appears in one place: the bell at the bottom of the left sidebar, just above your name. There is no email and no pop-up toast — if it is not in the bell, it was not sent to you.

Clicking an entry marks it read and opens the related record in a new tab. Mark all read at the top of the popup clears everything at once.

The bell refreshes on its own roughly every minute. A background tab stops checking altogether and catches up the moment you switch back to it, so a notification can appear the instant you return to the tab rather than while you were away.

Notifications fire on creation and status movement only. Editing a document — changing an address, fixing a quantity, correcting a price — does not notify anyone. That is deliberate: an alert on every save produces a bell nobody reads.

Nothing in this list is on by default. Until an administrator switches an event on for a user group, it notifies nobody — see Setting notifications up.

Four rules decide who gets a notification. They are applied in order, and every one of them can only ever narrow the audience.

1. 1The group must be switched on for that event. Notifications are configured per user group, per event. A group with nothing switched on is silent.
2. 2Scope decides how widely within the group. Own notifies only the person who owns the record — the one who created it, or the salesperson on the order. All notifies every active member of the group, and is only offered to groups ticked for it under User Groups → Notification Reach.
3. 3Country access still applies. A group that cannot open Singapore documents is never told about one, even on All scope. This is what stops a notification revealing the customer and document number of a record the recipient is not allowed to open.
4. 4You are never notified about your own action. The person who clicked the button is always removed last, even if every other rule would have included them.

Notifications are worked out at the moment the event happens, not when you open the bell. Changing a group's settings affects future events only — it never adds or removes anything already in someone's inbox.

Two screens are involved, and they answer two different questions.

Both settings live at the bottom of the Notifications card in Settings.

• Refresh rate — how often the bell checks for new notifications. Default 60 seconds; the minimum is 15. Lower values mean every open tab of every user asks the server more often, so leave it high unless you have a reason.
• Retention — how long notifications are kept. Default 30 days, maximum 365, and 0 keeps them forever. Only notifications you have already read are ever removed, so nothing disappears unseen while you are on leave.

Credit notes, referral fees and overpayments have their own four events — submitted, approved, rejected and paid — separate from the money-in payment events. A group can therefore follow payouts without being notified about every customer receipt.

Unseen payout notifications also drive the red badge on Payments Out in the sidebar. It counts the same notifications the bell does, so opening the bell clears both at once.

Work down this list — the causes are ordered by how often they are the answer.

1. 1The event is not switched on for your group. Nothing is enabled by default. Check Settings → Notifications.
2. 2You performed the action. You are never notified about your own work. Testing with a single login will always look broken — use two accounts.
3. 3You are not the owner, and your group is on Own scope. Own scope reaches the person who created the record or is the salesperson on it. Everyone else in the group needs All scope.
4. 4The document belongs to a country your group cannot access. Check the group's country access under User Groups.
5. 5You are looking too soon. The bell refreshes about once a minute, and not at all while its tab is in the background. Switch to the tab to force a refresh.
6. 6The record has no recorded owner. Older documents can carry a creator that is no longer a real user account. Own scope then reaches nobody, and only All-scope groups are notified. If this happens on recent records, report it — it is a data problem, not a settings one.

The Reports hub collects the figures. Every report filters by country and date, and exports to Excel or CSV for anything that needs to leave the system.

• Detailed sales — invoice-level sales with print and Excel export.
• Monthly sales — the month's sales per salesperson.
• Referral — referral fees by referrer, period and status. The same figures also appear on each customer's record, and the two can never disagree. Rejected referrals are listed but never counted in a total.
• Commission — running a month, statements, and the SG cohorts, for those with the Commission permission. Everyone else still sees their own statement on the same page — your own figure never needs a permission. Deductions from mishandling penalties are managed under Penalties in the sidebar.

Access is granted through user groups: each group holds a set of module permissions (view, manage, delete, and per-module actions like Verify or Approve) plus country access. A user belongs to one group and can do exactly what it allows. The Administrator group holds everything.

Creating a user needs a username, the person's real email address (password reset codes go there and nowhere else), and a group. If someone's email changes, update it on their user record the same day.

Settings is grouped by area: Documents (remark templates, terms & conditions, payment details on printouts), Finance (tax rates, deposit policy, commission rates, mishandling types), Inventory (units, products, brands), Notifications, and Email.