Learn how Empowa360 works.

Turn a customer request into a paid sale

1. In CRM → Leads, find the lead first. Review its contact details, owner, pipeline stage and activity history.
2. If it is a new prospect, create the lead with the information your team needs to follow up. Record meaningful calls, meetings or next steps in its activity history.
3. When the prospect is ready to buy, use the customer record needed for the sale. Search before creating a new customer to avoid duplicates.
4. In Sales → Quotations, create a quotation for the correct customer. Add the agreed products or services, quantities, prices, taxes and any approved discount. Review the total and validity details before sharing it.
5. When the customer agrees, continue through the available order and invoice workflow. Do not treat a quotation or order as proof that an invoice has been paid.
6. In Sales → Invoices, verify the invoice number, customer, lines, due date, tax and total. Send or issue it using the available action.
7. When money is received, record it through Sales → Payments against the correct invoice. Enter the actual date, amount, payment method and reference. For a partial payment, enter only the amount received.
8. Reopen the invoice and confirm the remaining balance or paid status. Check the payment record before entering the same receipt again.

Result: The customer has a traceable sales record; the invoice balance reflects payments, and related stock or accounting effects follow the configured workflow.

Use POS instead when the sale is a cashier checkout at a register. Avoid recording one customer payment in both POS and Sales.

Open a cashier shift, make a sale and close it

1. Open POS → Shifts and start a shift for the correct register. Confirm the register and branch; enter the actual opening cash amount.
2. Open the POS terminal. If the system says no shift is open, return to shift opening rather than trying to complete a sale without one.
3. Add each requested product using search or barcode. Confirm the product, variant, quantity and displayed price for every line.
4. Review available stock, discounts, tax and the final total with the customer before checkout. Apply only discounts you are authorized to give.
5. Select the payment method and enter the amount actually received. Check that the amount tendered and any change are correct.
6. Complete checkout once. Wait for the success result, then provide the receipt. If the page appears to stall, check the sales list before retrying so a completed sale is not duplicated.
7. To pause a sale, use the held-cart action and resume that cart later at the same register. Do not leave a customer's payment half-recorded.
8. At shift end, count the cash and close the shift with the actual closing amount. Review the expected-versus-counted difference and explain any variance according to your company's procedure.

Remember: POS records the sale, payment and related stock movement together. For a refund, find the original sale and use the refund workflow; do not make an unrelated negative sale.

Set up a product and keep stock accurate

1. Open Inventory → Products and search by product name, SKU or barcode before adding anything.
2. For a new product, use a unique SKU and the correct name, unit, category, cost, selling price and tax settings. Add variants or a barcode when relevant. Check active status before relying on it in sales.
3. Open Inventory → Stock and select the right warehouse to check on-hand and available quantities. Available stock may be lower than on-hand stock when some units are reserved.
4. For routine replenishment, use Purchasing and record a goods receipt; this creates the stock movement. Do not create a second manual increase for the same delivery.
5. For a physical count, compare the shelf count with the system quantity, recount discrepancies and use the stock-count or adjustment workflow with a clear reason.
6. For a warehouse move, create a transfer from the source to destination warehouse. Dispatch it when it leaves: the source is reduced while in transit. Confirm receipt at the destination to increase destination stock.
7. Open the stock movement history after the action and confirm the item, warehouse, quantity, reference and resulting balance.

Do not edit stock as a shortcut. Sales, POS, Purchasing, transfers and approved adjustments should create the movement record that explains why stock changed.

Order goods, receive them and settle the supplier

1. In Purchasing → Suppliers, find the supplier and verify the contact and payment details.
2. Create a purchase request for the items and quantities needed. Include a clear business reason and select the correct branch.
3. Submit the request for approval where required. An approved request can be converted into a purchase order; check supplier, prices, quantities and delivery details before sending it.
4. When goods arrive, open Purchasing → Goods Received and record what was actually delivered into the correct warehouse. Note shortages, overages or damaged goods rather than receiving quantities that did not arrive.
5. Match the supplier invoice to the order and goods received. Verify invoice number, date, lines, tax and total before recording it.
6. Record supplier payment against the supplier invoice using the correct finance account, amount, date and reference. A partial payment should leave the remaining payable open.
7. Check the supplier invoice and Payables view to confirm the outstanding balance. For returns, use the purchase-return process so the stock and supplier balance are corrected together.

Keep the documents aligned: Purchase order = what was ordered; goods receipt = what arrived; supplier invoice = what is owed; payment = what was paid.

Record money correctly and check the books

1. Choose the source module first. Customer invoice payments belong in Sales; supplier payments belong in Purchasing; use Finance for direct income, expenses and transfers that are not already being recorded in those workflows.
2. For direct income, open Finance → Income. Select the correct account, date, amount and category, and describe what the money was for. Income is recorded immediately.
3. For an expense, open Finance → Expenses. Enter the actual vendor, category, date, amount, account and supporting reference. Submit it through approval; approved expenses move to paid when payment is recorded.
4. For moving money between company accounts, use Finance → Transfers. Choose different source and destination accounts, enter the actual amount and date, and verify both account balances after saving.
5. Use Finance → Transactions to review account movements. Reconcile only against the relevant bank or cash evidence; reconciliation marks a match and does not replace correcting an incorrect transaction.
6. Use Finance → Receivables and Payables to follow customer and supplier balances. Resolve the underlying invoice/payment discrepancy rather than entering an unrelated balancing amount.
7. In Accounting → Journal and Accounting → Ledger, review the posted source entries. A valid journal balances: total debits equal total credits.
8. Choose the correct reporting period in Accounting → Statements or Trial Balance. Confirm that the period and branch filters match the question you are answering.

Corrections: Posted accounting entries should be reversed or corrected through the authorized workflow, not erased. Closed fiscal periods restrict new postings for dates within that period.

Maintain employee records and prepare payroll

1. In HR → Employees, search before adding an employee. Keep their employee details, department, job title and branch accurate. A user login is optional; not every employee needs one.
2. Record attendance using the correct employee and work date. Use schedules and holidays as context when reviewing exceptions.
3. Submit leave requests with the correct leave type and dates. Managers review and approve or reject the request; check the status and leave balance after the decision.
4. Before a payroll run, review active employees, salary components, deductions, loans and the pay period. Resolve missing or outdated employee details first.
5. Prepare the payroll run, inspect each payslip and the totals, and compare them with approved compensation and attendance inputs. Correct discrepancies before approval or finalization.
6. After the run is finalized, verify the payslip and accounting/payment result using the appropriate Payroll and Finance records. Do not create a second expense for the same payroll payment unless the configured process explicitly requires it.

Protect confidentiality: Payroll and employee records contain sensitive information. Use only the access needed for your role and share payslips only with authorized recipients.

Plan delivery work and handle requests

1. In Projects → Projects, open or create the project for the correct customer or partner and branch. Add the responsible manager and team members.
2. Break the work into tasks and, when needed, subtasks. Assign an owner and due date; use milestones for key deliverables.
3. Record time against the right task and date. Mark it billable only when the project terms allow it. Submit timesheets for approval when required.
4. For a customer request, create or open a ticket in Support → Tickets. Set a clear subject, priority, category, customer and assignee; link a related invoice, project or asset when useful.
5. Use a public reply for information the customer may see. Use an internal note only for staff discussion. Before sending, check which reply type is selected.
6. Update the ticket status as work progresses. Resolve it only when the issue is addressed; reopen and continue if the customer responds with an unresolved issue.

Useful hand-off: Link the supporting customer or transaction record instead of copying sensitive details into unrelated notes.

Coordinate campaigns, partner activity and equipment

1. In Marketing → Segments, define the intended customer or lead audience. Review membership before using a segment in a campaign.
2. Create a campaign with its purpose, channel, dates, budget and audience. Preview its content and recipients, then send only when authorized. Review campaign performance afterward.
3. Use promotions and discount codes with clear validity and usage limits. Test the rule against an appropriate example before communicating it to customers.
4. In Partners, keep the partner type, owner, agreement and referral relationship accurate. Review commission terms and approval status before authorizing a payment.
5. In Assets → Assets, record the correct asset code, category, purchase details and branch. Log assignments and returns so the custody history remains accurate.
6. Record maintenance against the asset and review due maintenance. Depreciation or disposal can affect accounting; use the authorized workflow and verify the resulting entry.