📘 Help & User Guide

The dashboard will be the users main point to understand the financial condition of the company. It consists of many different items.

First, Navigation. There are multiple buttons that will allow the user to navigate to different sections of the application. These consist of NEW ENTRY / HELP / ADMIN LOG / EXPORT / SETTINGS / LOGOUT

New Entry allows the user to Add, file and Edit Quotes and Purchase Orders.

Help will give a detailed description on how to use and navigate the application.

Admin Log is for recording user interface with the application.

Export allows the user to export all data entered into the application.

Settings allows the user some basic controls over the application.

Logout, is exactly that. This logs the user out to avoid any accidental issues.

All information will be added or edited using the dashboard.

Next is the financials table. It shows a quick reference of totals of whats owed, due, paid etc. This gives the user an idea of what is coming up and what is ongoing.

The dashboard also has a sarch bar and filter for locating specific Purchase orders. This may not seem relevant with only a few PO's but when you haev 50 plus it wil become very usefull..

The filter at this time will seperate paid/unpaid and all purchase orders to narrow down the search of PO cards.

Lastly, at this time you have PO cards. These will display the client name, PO number and a status. These cards can be expanded by selecting each of them whcih will allow the user to add , edit and alter each one as needed.

Once you are logged in, it will also show who you are as a logged in user. This allows for record keeping by user in the admin logs.

.

Use your authorized company email to log in. Only the company emails are allowed:

Only users with access at this time
• [email protected]
• [email protected]
• [email protected]
• [email protected]
• [email protected]
• [email protected] /ADMIN

Use the 🚪 Logout button in the top-right to sign out. This works on all devices.

Click "+ New Entry" from the dashboard. Fill out all relevant fields:

• Client name, PO number, total amount
• Materials billed and cost (internal use)
• Quote number and date
• Optional: JIRA, description, engineer, terms
• Invoice section lets you add multiple invoices with dates, amounts, and paid status

Click ✅ Save to save the entry. You will see a confirmation modal.

Everything works exactly the same when adding a quote as adding a new PO. Just leave the PO information blank and it will not add the total to the existing tables on the dashboard.

In doing this, if a PO is not issued it will not affect the owed or Due PO amounts.

This allows for tracking quotes that have been submitted regardless of approval or not.

This also keeps a running total of all quote amounts given to clients.

All POs appear on the dashboard. Click the PO card header to expand and view full details.

You’ll see invoice history, totals, and notes.

When expanded, the user can at this time edit that specific card or PO/Quote.

When expanded the ADMIN can delete the PO/Quote.

To add an invoice, the user will need to expand a PO Card, select EDIT, Then scroll to the bottom and select Add Invoice.

Only ADMINS can delete POs.

If logged in as an ADMIN, a 🗑 Delete button appears on each card. Click and confirm to delete.

NO PO Cards should ever be deleted, unless it was created by mistake, Even if a PO card was creaetd by mistake, it can be edited to be fully useable

This application is used to track all financials provided by Purchase order / Quotes. For this reason it is sensitive company documentation and should never be deleted.

Add one or more invoices with:

• Invoice #, Amount, Dates, Paid?, Ref #

Select Add Invoice and it will open 5 sections to be filled. Some of these can be filled at that time, and others will be filled after its paid.

If more than one invoice is needed to pay the PO, please select add new invoice again below the existing invoice. Do not change the existing invoice as it is from an earlier payment

Each new invoice will have its own card with information, that can be altered as needed for payments made.

When an invoice is paid by a client, there is usally a reference number for that payment, it can be added to the Bank Reference spot.

Totals auto-update. "Still Due" calculates automatically.

If Net terms are set, the due date will auto fill.

The initial invoice date will also auto fill upon filling for the day the invoice is filled.

If an invoice is late, it will show a status flag that its late and a reminder needs to be sent to the client.

Once a client pays an invoice , it needs to be updaetd to keep totals correct, Do this by editing that PO card, and then filling or changing the information needed.

Please ensure the invoice number is also logged when filling a new invoice.

All data is synced in real-time. If one user adds or edits a PO, all other devices will instantly update.

This works on desktop and mobile with minimal differences.

Please be sure to alwasy "UPDATE" or "SAVE" all newly added info so all users will see th enewly added information.

Syncing should be instant, if it is not, sometimes you may need to refesh the page, Ensure you have saved your data first before refreshing.

• All logged-in users can view ,Add & edit
• If you do not understand how to use this application, please do not alter any information as it can result in serious financial drawbacks and concerns
• Only fill out information you have. Do not estimate or fill in information that may be upcoming, as it can seriously hinder the calculations. Everything can be edited later
• If you fill in information before it is time to, another user may use that information to also make changes. This can cause issues adn concerns
• Only ADMINS can delete POs
• new roles will be added soon which will only allow certain users to modify certain items.

• Tap headers to expand PO cards
• Use landscape mode for easier editing
• Keep browser tab open — auto-sync runs in background
• The app is fully mobile-friendly. Cards are touch-optimized, and forms are responsive.
• Use the app in landscape mode if you need more screen space for editing POs or invoices.

• Begin typing PO number or Client name to filter results
• Results will be shown by what is typed into the search bar.
• Filter box for paid and unpaid PO'S will filter only the ones from the choice made.
• With this, if you select PAID, It will remove any others and only show paid PO's.
• Exactly the same with unpaid and all. To see all PO's again, just select ALL, to see UNPAID, Select UNPAID

When filling in a new Quote or PO, Set your net terms to the normal terms and it will auto set the due date per invoice when adding a new invoice.

If this is not selected during the initial set up, you will have to save and possibly refresh the page if changing or adding it later for it to save correctly.

The export button on the Dashboard will build a CSV or excel sheet for downlaoding, that will display all added information abut purchase orders and quotes.

Just select the Export button and it will build the CSV automatically for you to downlaod..

If logged in as an ADMIN, You will see a selection for an ADMIN LOG. This opens a page that records all user intervention. With this anything that is added or changed will be logged by user and recorded on the admin log sheet which can be also exported into a csv file.

Exportation of all data should be done periodically at minimum once a week to once a month for back ups.

Throughout the application will be displayed different flags or statuses to catch your attention about certain items.

On PO cards there will be statuses that show PAID or UNPAID. This lets the user know if those PO'id or not.

If a PO Card is expanded, and invoices have been issued per that PO, An invoice status will show on the invoice card of weather it has been paid or not also.

If an invoice has been issued and not paid by the due date, a flag will be shown showing a status of "INVOICE DUE-SEND REMINDER" to let the user know the invoice has not been paid.

Flags /Statuses are here for quick notifications to help the user see any possible concerns that need taken care of right away.

In this box it will tell you what is late, comign due, how much is lef to tbepaid etc..

As you add more documents to this tracker these notification will tell you if they have a po yet or many other thigns.

Please keep an eye on the notifictaion to undertsnad what condition each of the documents are in..

This box will keep you up to date on how the po's and quotes are doing.

The Vendor Page allows tracking all vendor-related information including contact details, billing, shipping, login credentials, and invoices.

Each vendor can have multiple contacts, multiple email/phone numbers, addresses, and notes.

You can also assign billing terms, record login credentials (optional), and see all associated bills and invoices for that vendor.

From the Dashboard, select the Vendors tab or button.

Click on Add New Vendor at the top of the vendor list.

Fill in all required fields including name, website, billing/shipping address, contact info, and optional login credentials.

Primary and secondary contacts are provided by default. You can click "Add Another Contact" to add more contacts.

Each contact can have multiple emails and phone numbers with type selectors.

Check the box "Billing address is same as shipping" if applicable. Otherwise, a second billing address field will be shown.

Click Save to create the vendor. You will see a confirmation and the card will appear in the list.

Locate the vendor card you wish to edit and click Edit.

All saved vendor fields will become editable including contacts, addresses, emails, and phones.

Click "Add Another Contact" to add more. Each contact added can be removed with the ❌ button.

When removing a contact, a confirmation popup will appear.

Make sure you don't overwrite existing contact data accidentally — editing will preserve all saved contact blocks unless removed manually.

After making changes, click Save to store your updates.

To add a new bill or invoice, expand a vendor card and click "Add Bill".

This will open a modal allowing you to itemize charges, taxes, and add invoice details.

Fill in:

• Description of the bill
• Item name, quantity, amount
• Tax %, Purchase Date, Due Date, and Net Terms

Invoices tied to this bill will appear below. Use the invoice section to log payment info.

Click Save when finished. The bill will be linked to the vendor and shown in the card view.

Click on a bill inside the vendor card to expand invoice details.

You can edit invoice number, PO reference, amounts, payment method, and paid status.

Each paid invoice reduces the amount due on that bill.

Overdue invoices will be flagged. Paid invoices will update totals and show as paid.

Make sure to update invoice fields only after the client has paid, to avoid reporting incorrect balances.

You can export vendor data including all bills and invoices using the Export button on the dashboard.

This export includes vendor name, contact info, itemized bills, invoice statuses, and totals.

Admins can also view vendor changes in the Admin Log if enabled.

It’s good practice to export monthly to back up financial and vendor records.

The chat system allows users to communicate in real-time with others in the company.

There are two types of chats:

• 🌐 Main Company Chat: visible to all users, cannot be deleted.
• Private Chats: created by users, only visible to selected participants.

All messages are saved and synced instantly. Each message includes the sender name and timestamp.

The main chat is the default channel for all users.

It appears at the top of the chat list inside its own card labeled 🌐 Main Company Chat.

Click to expand and open the chat window.

Messages in this chat cannot be deleted or hidden.

This chat is visible to all users and ideal for team-wide announcements and updates.

Go to Settings and click ➕ New Chat.

Enter a title for your chat and select the users to include.

You do NOT need to hold Ctrl — just click each name to add them.

The developer ([email protected]) is added to all chats automatically.

Click "Start" to create your chat. It will now appear in the ongoing chats list.

Each chat appears in a collapsible card under Ongoing Chats.

Click on a card to expand it and see participants and creation date.

Click 💬 Open Chat to enter the thread.

Type your message and click the send button to post.

Users can edit their own messages by clicking the ✏️ icon next to them.

Admins can delete any message by clicking the ❌ icon.

Deleted messages are removed permanently from the chat history.

Edits take effect immediately across all devices.

Admins can view and access all private chats.

If you are logged in as an admin, you will see ❌ Delete buttons on private chats you did not create.

The 🧹 button inside the chat panel allows admins to clear the entire main chat.

Only admins can fully wipe or delete messages and threads.

You will receive desktop notifications when new messages arrive (if notifications are allowed).

Notifications only appear if:

• The message is from another user
• The chat panel is hidden
• You have granted browser notification permissions

This helps users stay informed of new messages while working elsewhere in the app.

In the chat panel header, users can:

• Select different visual themes from the Theme dropdown.
• Admins will also see a 🧹 button to clear the chat (only for the main chat).

Chat preferences like theme are saved locally in your browser.

ADD DATA HERE.

ADD DATA HERE.

ADD DATA HERE.

ADD DATA HERE.