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Central Info Tech System Documentation

Master System Knowledge Base & User Manual

Comprehensive operating instructions, module descriptions, and step-by-step workflow guides for all 100% core and custom enterprise modules.

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Table of Contents
Custom Module

1. Book Publishing & Printing Operations

Technical Addon: ph_publishing | Menu: Book Publishing & Printing

Designed specifically for book publishing management. It centralizes author agreements, automates royalty accrual based on real sales, and handles Print-on-Demand (POD) job orders with paper/cover specifications and approvals.

Key Capabilities
  • Author Agreements: Track author contracts, royalty percentages, payout frequencies, and rights agreements.
  • Automated Royalty Calculations: Generates royalty accruals automatically whenever associated book ISBNs are sold in POS, E-Commerce, or Sales.
  • POD Job Orders: Manage print specifications including paper type (GSM, bookpaper, newsprint), binding (perfect bind, saddle stitch), and cover finishes (matte, glossy, foil stamping).
  • Approval Workflow: Multi-tier job order approval (Draft Manager Approval In Production Completed).
Step-by-Step Operating Workflow:
  1. Create Author: Go to Book Publishing > Authors & Contributors > New. Set royalty rate (e.g. 10%) and payment details.
  2. Create Publication: Under Book Publishing > Publications, register title, ISBN, author, and base selling price.
  3. Create POD Job Order: Go to Book Publishing > Print Job Orders > New. Select book, target quantity, paper weight, and binding style. Submit for approval.
  4. Generate Royalty Payouts: Go to Book Publishing > Royalty Payouts > Compute Royalties for the month. Review statements and confirm disbursement.
Custom Module

2. Multi-Channel E-Commerce Hub

Technical Addon: ph_ecommerce | Menu: E-Commerce

Unified multi-channel order hub aggregating sales from Website, Shopee, Lazada, and TikTok Shop with integrated barcode pick verification and courier tracking.

Key Capabilities
  • Omnichannel Order Aggregation: View and manage orders across all digital channels in a single screen.
  • Barcode Pick Verification: Eliminates packing errors by requiring staff to scan ISBN barcodes before generating shipping labels.
  • Courier & Waybill Tracking: Assign couriers (J&T, Flash Express, SPX, LBC) and record airway bill (AWB) tracking numbers.
  • Automated Invoicing & Revenue: Instantly posts invoice and inventory moves upon shipment completion.
Step-by-Step Operating Workflow:
  1. Review Orders: Go to E-Commerce > Orders > To Process to view incoming orders.
  2. Pick & Scan Verification: Click Verify Items and scan each physical book barcode to ensure order accuracy.
  3. Assign Courier: Enter Waybill / Tracking number and select courier provider.
  4. Mark Shipped: Click Ship Order to deduct inventory and generate the sales invoice.
Custom Module

3. Philippine Book Events & Caravans

Technical Addon: ph_events | Menu: Book Events

End-to-end management for book fairs, school caravans, and pop-up events. Manages inventory dispatch, driver assignment, venue stock acceptance, cashier sales, Picturebooks vouchers, and return reconciliation.

Key Capabilities
  • Event Planning: Manage event dates, locations, booth assignments, and team leaders.
  • Warehouse Pick Lists & Dispatch: Generate dedicated event stock transfers, pack boxes, and assign fleet vehicles/drivers.
  • Picturebooks Vouchers & Print Services: Redeem custom gift vouchers and track specialized print merchandise sold on-site.
  • Venue Acceptance & Reconciliation: Reconcile dispatched stock vs. sold stock vs. returned stock with automated discrepancy detection.
Step-by-Step Operating Workflow:
  1. Create Event: Go to Book Events > Events > New. Set name, location, and dates.
  2. Generate Pick List: Click Create Event Pick List, select book titles and target quantities.
  3. Dispatch & Ship: Assign driver and fleet vehicle, then click Dispatch Stock.
  4. Process Event Sales: Cashiers log transactions on-site via event POS or sales orders.
  5. Reconcile Returns: Upon event conclusion, click Receive Event Returns, enter counted remaining stock, and review the automated discrepancy report.
Custom Module

4. Custom Barcode Scanner

Technical Addon: custom_barcode_scanner | Menu: Custom Barcode Scanner

High-speed web scanner interface designed for mobile phones, tablets, and handheld USB/Bluetooth barcode guns. Instant real-time ISBN lookup, price verification, and stock adjustment.

Key Capabilities
  • Live Camera & Laser Scanning: Use device camera or physical laser scanner with zero latency.
  • Instant Product Lookup: Displays cover image, title, author, price, on-hand quantity, and bin location in under 200ms.
  • Audio Feedback: Distinct audio beeps for successful scan vs. item not found.
  • Quick Stock Adjustment: Count inventory and update quantities on the fly right from the scanner interface.
Step-by-Step Operating Workflow:
  1. Open Scanner: From the apps launcher, click Custom Barcode Scanner.
  2. Scan Barcode: Point camera at the book ISBN barcode or scan with a handheld scanner.
  3. View Details: Instantly view stock quantity across warehouses and current selling price.
  4. Adjust Quantity: To update stock, tap Adjust Stock, enter the physical count, and click Save.
Custom Module

5. Philippine Payroll System

Technical Addon: ph_payroll | Menu: Payroll

Compliant with Philippine labor laws and statutory regulations. Automates computations for SSS, PhilHealth, Pag-IBIG, BIR TRAIN Law withholding tax, 13th-month pay, and employee salary advances.

Key Capabilities
  • Statutory SSS Tables: Calculates Employee and Employer shares automatically using the current SSS contribution bracket.
  • PhilHealth & Pag-IBIG: Standard 5% PhilHealth premium computation (50/50 split) and Pag-IBIG mandatory contributions.
  • BIR Withholding Tax: Progressive withholding tax brackets based on the Philippine TRAIN Law.
  • 13th Month & Advances: Automatic proration of 13th-month bonus and tracking of salary loan/cash advance deductions.
Step-by-Step Operating Workflow:
  1. Configure Employee Salary: In Employees > Contracts, enter basic monthly salary, de minimis allowances, and SSS/TIN/PhilHealth/HDMF numbers.
  2. Create Payroll Batch: Go to Payroll > Payroll Runs > New. Select period (e.g. 1st Half / 2nd Half of month).
  3. Compute Payslips: Click Generate Payslips. The system automatically computes gross pay, deductions, and net take-home pay.
  4. Confirm & Disburse: Review individual payslips, click Validate, and export the bank payroll disbursement file or print PDF payslips.
Custom + Enterprise Extensions

6. Accounting & Financial Statements Suite

Technical Addon: custom_financial_reports, account, account_financial_report | Menu: Accounting

Complete financial accounting suite tailored to the Philippine Chart of Accounts. Features native customer invoicing, vendor bills, asset depreciation, tax reporting, and our custom Financial Statements engine.

Key Capabilities
  • Profit & Loss (P&L): Operating Revenue, Cost of Goods Sold (COGS), Gross Profit, Operating Expenses, EBIT, and Net Profit.
  • Balance Sheet: Current/Non-Current Assets, Current/Non-Current Liabilities, Equity, Retained Earnings, and dynamic P&L equation verification ($Assets = Liabilities + Equity$).
  • Cash Flow Statement: Indirect method cash flow breakdown (Operating, Investing, Financing activities).
  • Executive Summary & KPIs: Live financial ratios (Gross Margin %, Operating Margin %, Current Ratio, Quick Ratio, Debt-to-Equity).
  • OCA Accounting Reports: General Ledger, Trial Balance, Journal Ledger, Open Items, Aged Partner Balances.
  • Asset Management: Fixed asset depreciation schedules and automatic depreciation journal entries.
Step-by-Step Operating Workflow:
  1. Generate Financial Statement: Go to Accounting > Reporting > Financial Statements. Select Profit & Loss or Balance Sheet.
  2. Set Filters: Choose Date Range (e.g. This Financial Year) and enable Comparison if you wish to see prior period or prior year variance.
  3. View or Export: Click View on Screen for interactive drill-down to journal items, or click Print PDF / Export Excel.
  4. Create Customer Invoice: Go to Accounting > Customers > Invoices > New. Select customer, add lines, and click Confirm Register Payment.
  5. Record Vendor Bill: Go to Accounting > Vendors > Bills > New. Enter vendor invoice details, confirm, and register payment.
Core App

7. CRM & Sales Management

Technical Addons: crm, sale_management, contacts | Menus: CRM, Sales, Contacts

Track customer leads through visual pipeline stages, generate professional quotations with PDF quote builder, manage price lists, and convert deals into confirmed sales orders.

Key Capabilities & How-To
  • Lead Pipeline: In CRM, drag opportunity cards across stages (New Qualified Proposition Won).
  • Quotations & Orders: Go to Sales > Orders > Quotations > New. Add customer, items, and taxes. Send by Email or confirm to generate a Delivery Order.
  • Pricelists: Under Sales > Products > Pricelists, configure wholesale discounts, promotional pricing, and currency exchange rates.
Core App

8. Inventory, Warehouse & Logistics

Technical Addons: stock, purchase | Menus: Inventory, Purchase

Manage multi-warehouse storage locations, automated stock replenishment rules, goods receipts from vendor purchases, internal transfers, and customer delivery orders.

Key Capabilities & How-To
  • Stock Overview: Navigate to Inventory > Operations > Transfers to see all incoming receipts, internal transfers, and delivery orders.
  • Physical Inventory Count: Go to Inventory > Operations > Physical Inventory to perform cycle counts and reconcile stock.
  • Purchase Orders: Go to Purchase > Orders > Requests for Quotation > New. Send RFQ to vendor, confirm order, and click Receive Products.
Core App

9. Point of Sale (POS)

Technical Addons: point_of_sale, pos_loyalty | Menu: Point of Sale

Fast touch/barcode-driven retail cashier terminal. Supports opening cash floats, split payments (Cash, GCash, Credit Card), barcode scanning, and session cash control.

Key Capabilities & How-To
  • Open Session: In Point of Sale, click Open Session on the cash register and enter starting opening cash.
  • Sell Products: Tap or scan items, select payment method (Cash, Bank, GCash), enter received amount, and print receipt.
  • Close Session: Click Close Register, enter counted closing cash, and validate closing entries to post journal entries automatically.
Core App

10. Manufacturing (MRP) & Equipment Repairs

Technical Addons: mrp, repair | Menus: Manufacturing, Repairs

Manage multi-level Bills of Materials (BOM), production scheduling, subcontracting, and repair orders for equipment or damaged goods.

Key Capabilities & How-To
  • Create Bill of Materials (BOM): Go to Manufacturing > Products > Bills of Materials > New. List raw materials and quantities required to produce the finished book or product.
  • Produce Goods: Go to Manufacturing > Operations > Manufacturing Orders > New. Select BOM, set quantity, check component availability, and click Produce All.
  • Repairs: Go to Repairs > Repair Orders > New to record damaged parts, required replacement materials, and labor fees.
Core App

11. Human Resources, Attendance & Recruitment

Technical Addons: hr, hr_attendance, hr_holidays, hr_recruitment, hr_skills | Menus: Employees, Attendances, Time Off, Recruitment

Comprehensive workforce management covering employee profiles, organizational hierarchy, kiosk/RFID attendance tracking, leave requests, and job applicant tracking.

Key Capabilities & How-To
  • Employee Directory: In Employees, manage job titles, department hierarchy, emergency contacts, and skill sets.
  • Attendance Tracking: Use Attendances > Kiosk Mode for staff check-in/out via PIN code or badge scan.
  • Time Off: Go to Time Off > My Time Off > New to submit vacation/sick leave requests with manager approval flow.
  • Recruitment: In Recruitment, post job positions and track candidates through stages (Initial Interview Assessment Contract Offer).
Core App

12. Projects, To-Dos, Timesheets & Collaboration

Technical Addons: project, project_todo, hr_timesheet, calendar, mail | Menus: Project, To-do, Timesheets, Calendar, Discuss

Collaborative workspace for task tracking, personal to-do lists, employee timesheets, shared corporate calendars, and direct team messaging channels.

Key Capabilities & How-To
  • Project Kanban: In Project, create project boards and move task cards across stages. Assign team members and deadlines.
  • Timesheets: Go to Timesheets > My Timesheets to log hours worked against specific customer projects or tasks.
  • Discuss & Meetings: In Discuss, create public/private team chat channels. In Calendar, schedule team meetings with reminders.
Core App

13. Fleet & Equipment Maintenance

Technical Addons: fleet, maintenance, lunch, data_recycle | Menus: Fleet, Maintenance, Lunch, Data Cleaning

Manage corporate vehicle fleet, fuel expenses, odometer logs, machinery/equipment maintenance schedules, and staff lunch orders.

Key Capabilities & How-To
  • Vehicle Fleet: Go to Fleet > Vehicles > New to record license plates, assigned drivers, fuel logs, and insurance renewal dates.
  • Equipment Maintenance: In Maintenance, log maintenance requests (Corrective vs. Preventative) for printing presses, computers, and warehouse equipment.
  • Data Cleaning: Under Data Cleaning, automate deduplication and archiving of old contacts or inactive records.
Core App

14. Marketing & Enterprise UI Theme

Technical Addons: mass_mailing, mass_mailing_sms, web_enterprise_login, web_responsive | Menus: Email Marketing, SMS Marketing, Settings

Omnichannel marketing tools for bulk email newsletters, promotional SMS campaigns, combined with our modern Enterprise login theme and responsive mobile web UI.

Key Capabilities & How-To
  • Email Newsletters: In Email Marketing > Mailings > New, design drag-and-drop newsletters and target customer mailing lists.
  • SMS Campaigns: In SMS Marketing, send text announcements and promo discount codes directly to customer mobile phones.
  • User Access & Settings: In Settings > Users & Companies > Users, assign role-based permissions (User vs. Administrator) per module.