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Aspect ERP - Complete User Manual & Onboarding Guide

Welcome to Aspect ERP, your comprehensive business management solution! This guide includes screenshots, step-by-step instructions, and details for every feature.

🚀 Quick Start Guide (5 Steps to Your First Sale)

Follow these precise steps to get up and running:

Login Screen

  1. Login:

    • Open the app.
    • Enter admin in the username field.
    • Enter admin123 in the password field.
    • Click the red Sign In button.

  2. Add your first Product:

    • Click Inventory in the sidebar.
    • Click the + Add Product button at the top right.
    • Fill in the Product Name, Price, and Initial Stock.
    • Click Save Product.

  3. Open the Cash Register:

    • Click Sales in the sidebar.
    • A prompt will appear: "You must open the cash register".
    • Click Open Register.
    • Enter the Opening Cash amount (e.g., 100).
    • Click Confirm.

  4. Process a Sale:

    • In the Sales screen, type your product name in the search bar.
    • Click on the product in the search results to add it to the cart.
    • Click the large orange Pay button (F9 shortcut).
    • Select Cash.
    • Click Complete Sale.

  5. Check your Success:

    • Click Dashboard in the sidebar to see your total sales and profit update instantly!

📊 1. Dashboard - Your Business Command Center

Dashboard

The Dashboard provides a real-time snapshot of your business performance.

Key Metrics

Widgets

Time Filters

Use the date filters at the top right to view data for:
* Today
* Last 7 Days
* This Month
* Custom Range (select specific dates)

🛠️ 2. System Setup & Configuration

2.1 Activation & Licensing

2.2 Company Profile

Settings

2.3 Setting Up Locations (Branches)

2.4 Managing Users & Roles

🛒 3. Sales & POS (Point of Sale)

Sales POS

3.1 The Register Workflow

3.2 Processing a Sale

Method 1: Barcode Scanning
1. Press F2 to focus the search bar.
2. Scan product barcode with your scanner.
3. Product is added to cart automatically.

Method 2: Search & Click
1. Type product name in search bar.
2. Click on the product card to add to cart.

Method 3: Grid View
1. Click Show Grid button.
2. Browse products visually by images.
3. Click product images to add to cart.

3.3 Advanced Cart Features

3.4 Customer Selection

3.5 Checkout & Payment

  1. Click the orange Pay button (or press F9).
  2. Select payment method:
    • Cash: Enter amount received, system calculates change.
    • Card: Swipe/tap card at terminal.
    • Bank Transfer: Enter transaction reference.
    • Split Payment: Click "+ Add Payment" to combine methods.
  3. Coupons/Gift Cards: Enter code in the "Coupon Code" field before checkout.
  4. Click Complete Sale.
  5. Receipt is automatically printed to your default thermal printer.

3.6 Returns & Refunds

  1. Go to Sales History in the sidebar.
  2. Search for the Invoice ID or customer name.
  3. Click the Eye Icon to view transaction details.
  4. Click Return Items.
  5. Adjust the Return Quantity for specific items (use + / - buttons).
  6. Add Return Notes (reason for return).
  7. Click Confirm Return.
    • Stock is automatically added back to inventory.
    • Refund is recorded in the accounting journal.

📦 4. Inventory & Supply Chain

Inventory

4.1 Product Management

Adding a New Product
1. Go to Inventory > Click + Add Product.
2. Fill in the form:
- Product Name: Display name for POS
- SKU: Stock Keeping Unit (internal code)
- Barcode: Scannable barcode number
- Product Type:
- Physical: Tracked inventory (most products)
- Service: Non-stock item (e.g., "Repair Labor")
- Digital: Software/downloads (no stock)
- Category: Select from dropdown or create new
- Cost: Your purchase price (for profit calculations)
- Sales Price: Customer-facing price
- Initial Stock: Starting quantity
- Min Stock: Low stock alert threshold
- Image: Upload product photo for visual POS
3. Click Save Product.

Editing Products
* Click the Edit (Pencil) icon on any product row.
* Update fields and click Update Product.

Bulk Import
1. Click Import CSV.
2. Download the Template CSV file.
3. Fill your data in Excel/Sheets (follow column headers exactly).
4. Upload the completed CSV.
5. System imports and validates all products.

Stock Adjustments
1. Click the History (Clock) icon on a product.
2. Click Adjust Stock.
3. Select Reason (Breakage, Shrinkage, Found, etc.).
4. Enter Quantity (+ to add, - to remove).
5. Add Notes and click Save.

4.2 Stock Transfers

  1. Go to Transfers in the sidebar.
  2. Click New Transfer.
  3. Select Source Location (where stock is leaving).
  4. Select Destination Location (where stock is arriving).
  5. Click Add Items and select products.
  6. Enter Quantity to transfer.
  7. Click Complete Transfer.
    • Stock is automatically deducted from source and added to destination.

4.3 Purchase Orders (PO)

  1. Go to Purchases > New Purchase Order.
  2. Select a Supplier from the dropdown (or click + to add new).
  3. Click Add Items to pick products from your catalog.
  4. For each item, enter:
    • Quantity: How many units you're ordering
    • Unit Cost: Price from supplier
  5. System calculates Total Cost automatically.
  6. Click Create Purchase Order.

Receiving Stock
1. When goods arrive, go to Purchases and find your PO.
2. Click the View icon.
3. Click Receive Items.
4. Confirm quantities match what you received.
5. Click Confirm Receipt.
- Inventory is updated automatically.
- Accounting journal entries are created.

💰 5. Accounting & Finance

Accounting

5.1 Managing Expenses

  1. Go to Expenses in the sidebar.
  2. Click Record Expense.
  3. Fill in the form:
    • Amount: Total cost
    • Category: Rent, Utilities, Salaries, Transport, etc.
    • Date: When expense occurred
    • Description: What the expense was for
    • Receipt Upload: Click Upload to attach a photo of the bill
  4. Click Save Expense.
    • Expense is recorded in accounting journal.
    • Net Profit on dashboard updates immediately.

5.2 Chart of Accounts (CoA)

The Chart of Accounts is the foundation of your accounting system.

Pre-configured Account Types:
* Assets: What you own (Cash, Bank, Inventory, Equipment)
* Liabilities: What you owe (Loans, Accounts Payable)
* Equity: Owner's stake in business
* Income: Revenue sources (Sales, Service Income)
* Expense: Operating costs (Rent, Salaries, Utilities)

Adding a New Account
1. Go to Accounting > Chart of Accounts.
2. Click + Add Account.
3. Fill in:
- Code: Numeric identifier (e.g., 1001, 4002)
- Account Name: Descriptive name (e.g., "Petty Cash")
- Account Type: Select category
- Parent Account: (Optional) Nest under an existing account
4. Click Save.

Import/Export CoA
* Click Export CSV to backup your chart.
* Click Import CSV to restore or bulk-add accounts.

5.3 Journal Entries

View all financial transactions:
1. Go to Accounting > General Journal.
2. View automatic entries from sales, purchases, and expenses.

Manual Journal Entries
1. Click + Add Entry.
2. Add at least two lines:
- Debit Line: Account being debited + amount
- Credit Line: Account being credited + amount
3. Ensure Total Debit = Total Credit (accounting equation must balance).
4. Add Reference note.
5. Click Save Entry.

5.4 Financial Reports

Go to Accounting > Financial Reports to access:

Trial Balance
* Shows all accounts with debit and credit balances.
* Use to verify books are balanced before generating statements.

Balance Sheet
* Snapshot of financial position:
- Assets = Liabilities + Equity
* Select As Of Date to view position at any point in time.

Tax Balance Sheet
* Tax Collected: From sales
* Tax Paid: On purchases
* Tax Due: Net amount owed to authorities

Cash Flow Statement
1. Go to Accounting > Cash Flow.
2. Select date range.
3. View:
- Opening Balance: Starting cash
- Inflows: Sales, receivables collected
- Outflows: Expenses, purchases
- Closing Balance: Ending cash position

👥 6. Workforce (HR & Payroll)

HR Employees

6.1 Employee Management

Adding Employees
1. Go to Workforce > Employees.
2. Click + Add Employee.
3. Fill in Personal Details:
- Full Name
- Employee ID: Unique identifier
- Email and Phone
- Hire Date
4. Fill in Job Details:
- Department: Sales, Admin, Operations, etc.
- Job Title: Manager, Cashier, etc.
- Basic Salary: Monthly base pay
5. Upload Documents (Optional): ID, Contract,Certificates.
6. Emergency Contact: Add name and phone.
7. Click Save.

Editing Employee Records
* Click Edit icon on employee row.
* Update any field and click Update.

6.2 Attendance Tracking

Manual Clock-in/out
1. Go to Attendance.
2. Select Employee from dropdown.
3. Click Check-In when they arrive.
4. Click Check-Out when they leave.
5. System records time and flags Late arrivals automatically.

Bulk Import
1. If using a biometric device, export attendance data to CSV.
2. Click Import CSV.
3. Upload file (columns: Employee ID, Date, Check-in Time, Check-out Time).

6.3 Leave Management

Requesting Leave (Employee)
1. Go to Leave > Request Leave.
2. Select Leave Type: Vacation, Sick, Personal, etc.
3. Enter Start Date and End Date.
4. Add Reason (optional).
5. Click Submit.

Approving Leave (Manager)
1. Go to Leave.
2. View Pending Requests list.
3. Hover over a request.
4. Click Checkmark to approve or X to reject.
5. Leave balance is automatically deducted for approved requests.

6.4 Running Payroll

Creating a Payroll Cycle
1. Go to Payroll.
2. Click + Create New Cycle.
3. Enter Cycle Name (e.g., "March 2026").
4. Select Pay Period dates.
5. Click Create Cycle.

Generating Payslips
1. Open the cycle.
2. Click Generate Drafts.
3. System calculates for each employee:
- Basic Salary
- Deductions (absences, late penalties)
- Bonuses (if any)
- Tax (based on tax brackets in settings)
- Net Pay (final amount)
4. Review each payslip for accuracy.
5. Make manual adjustments if needed (click Edit on individual payslip).

Finalizing Payroll
1. Click Finalize Cycle.
2. System locks the payroll (no further edits).
3. Print All Payslips or Email to Employees.
4. Accounting journal entries are created automatically.

📣 7. CRM & Marketing

Marketing

7.1 WhatsApp Integration

Initial Setup
1. Go to Marketing > WhatsApp dashboard.
2. Click Connect New Device.
3. A QR code will appear on screen.
4. Open WhatsApp on your phone:
- Open WhatsApp > Menu > Linked Devices > Link a Device
5. Scan the QR code.
6. Status should change to "Connected ✓".

Sending Messages
* Once connected, you can send marketing campaigns to contact lists.
* Messages are sent from your linked WhatsApp number.

7.2 Contact Lists

  1. Go to Marketing > Lists.
  2. Click + Create List.
  3. Enter List Name (e.g., "VIP Customers").
  4. Click Add Contacts:
    • Manually: Enter name and phone one by one
    • Import CSV: Upload file with columns: Name, Phone, Email
  5. Click Save List.

7.3 Marketing Campaigns

  1. Go to Marketing > Campaigns.
  2. Click + Create Campaign.
  3. Fill in:
    • Campaign Name: Internal identifier
    • Select List: Choose target audience
    • Channel: WhatsApp
    • Message: Type your message. Use variables:
    • {{name}}: Personalized name
    • {{points}}: Loyalty points balance
  4. Preview to test message.
  5. Click Send Campaign or Schedule for later.

Campaign Analytics
* View Sent, Delivered, Failed message counts.
* Click View Details to see recipient statuses.

7.4 Promotions & Loyalty

Coupons
1. Go to Marketing > Coupons.
2. Click + Add Coupon.
3. Fill in:
- Coupon Code: Unique text code (e.g., SAVE20)
- Discount Type: Percentage or Fixed Amount
- Discount Value: Amount (e.g., 20% or $10)
- Expiry Date: When coupon becomes invalid
- Usage Limit: Max redemptions (or leave blank for unlimited)
4. Click Save Coupon.
5. Print Coupons: Click Print to generate physical tickets for distribution.

Gift Cards
1. Go to Marketing > Gift Cards.
2. Click + Issue Gift Card.
3. Fill in:
- Card Number: Generate or enter custom barcode
- Initial Value: Amount loaded on card
- Recipient: (Optional) Customer name
4. Click Issue.
5. Redeeming: During checkout, scan gift card barcode to apply balance.

Loyalty Points
* Customers earn 1 point per $ spent (configurable in Settings).
* View points on customer profile.
* Redeem points as discounts during checkout (100 points = $1, or custom ratio).

📊 8. Reports & Analytics

Reports

8.1 Sales Reports

Sales Trend Report
1. Go to Reports > Sales > Sales Trend.
2. Select Date Range.
3. View line chart showing daily/weekly revenue trends.
4. Export CSV for Excel analysis.

Top Selling Products
1. Go to Reports > Sales > Top Selling Products.
2. View bar chart ranking products by:
- Quantity Sold
- Revenue Generated
3. Click Detailed Data to see full product table.

Payment Methods Breakdown
* View pie chart of Cash vs. Card vs. Other payment types.
* Helps with cash flow planning and payment processor fees analysis.

8.2 Inventory Reports

Stock Valuation
* Go to Reports > Inventory > Valuation.
* View total inventory worth at:
- Cost Price (what you paid)
- Retail Price (potential if sold)

Low Stock Report
* Lists all products below minimum threshold.
* Click Reorder to create PO directly.

Stock Movement
* Audit trail of every addition/deduction.
* Columns: Date, Product, Reason, Quantity, User

8.3 Financial Reports

Profit & Loss Statement
1. Go to Reports > Financial > P&L.
2. Select date range.
3. View:
- Revenue: Total sales
- Cost of Goods Sold (COGS): Product costs
- Gross Profit: Revenue - COGS
- Operating Expenses: Rent, salaries, etc.
- Net Profit: Gross Profit - Expenses

Expense Report
* Breakdown of costs by category.
* Pie chart + table view.
* Export for tax filing.

Tax Report
* Tax Collected: From customer sales
* Tax Payable: Amount due to authorities
* Grouped by month/quarter for filing.

Invoice Aging Report
* Shows overdue customer invoices.
* Columns:
- Current (0-30 days)
- 30-60 days
- 60-90 days
- 90+ days
* Helps prioritize collection efforts.

8.4 HR Reports

Employee Performance
* Sales generated per staff member (if tracked in POS).
* Attendance percentage.

Customer Insights
* Top customers by spending.
* Purchase frequency analysis.

8.5 Export Options

All reports have:
* Export CSV: For Excel/Google Sheets
* Export XLSX: Native Excel format
* Print: Generate PDF for physical records

📄 9. Invoices & Quotes

Invoices

9.1 Creating Invoices

  1. Go to Invoices > + New Invoice.
  2. Select Customer (or add new).
  3. Add Line Items:
    • Product/Service: Select from inventory or type custom description
    • Quantity
    • Unit Price
    • System calculates line total
  4. Payment Terms:
    • Due on Receipt
    • Net 15 (due in 15 days)
    • Net 30 (due in 30 days)
    • Custom Date
  5. Add Notes (optional terms and conditions).
  6. Click Create Invoice.
  7. Send via Email: Click Email button, enter recipient address.
  8. Print: Click Print for PDF.

9.2 Recording Payments

  1. Open invoice from list.
  2. Click Record Payment.
  3. Enter:
    • Amount: Can be partial payment
    • Payment Method: Cash, Card, Transfer
    • Date
    • Reference: Check number or transaction ID
  4. Click Save Payment.
    • Invoice status updates to Paid or Partial.
    • Accounting journal entries are created.

9.3 Invoice Aging & Reminders

9.4 Quotes & Estimates

Creating a Quote
1. Go to Quotes > + New Quote.
2. Fill in customer and line items (same as invoice).
3. Add Validity Period (e.g., "Valid for 30 days").
4. Click Create Quote.

Quote Status Lifecycle
* Draft: Still being prepared
* Sent: Emailed to customer
* Accepted: Customer approved
* Rejected: Customer declined
* Converted: Turned into an invoice or sale

Convert to Invoice
1. Open an Accepted quote.
2. Click Convert to Invoice.
3. System creates invoice with same line items.
4. Original quote status changes to Converted.

✅ 10. Tasks & Project Management

10.1 Task Board

  1. Go to Tasks in sidebar.
  2. View Kanban-style board with columns:
    • To Do
    • In Progress
    • Done

10.2 Creating Tasks

  1. Click + New Task.
  2. Fill in:
    • Title: Short description
    • Description: Full details
    • Assign to: Select employee (optional)
    • Due Date
    • Priority: Low, Medium, High
  3. Click Create.

10.3 Managing Tasks

⚙️ 11. Advanced Settings

11.1 Receipt Customization

  1. Go to Settings > Receipt Settings.
  2. Header Text: Add custom message (e.g., "Thank you for shopping!").
  3. Footer Text: Add terms/tax ID/return policy.
  4. Show Comments: Toggle to print cart comments on receipt.
  5. Live Preview: See changes in real-time.
  6. Click Save Configuration.

11.2 Tax Configuration

  1. Go to Settings > Tax Rates.
  2. Default Rate: Set your primary tax percentage.
  3. Add Tax Bracket (for payroll):
    • Min Salary: 0
    • Max Salary: 5000
    • Tax %: 5%
  4. Multiple Tax Rates: For different product categories or locations.

11.3 HR Settings

  1. Go to Settings > HR Settings.
  2. Work Days: Check days business operates (Mon-Sat).
  3. Standard Hours: Enter daily working hours (e.g., 8).
  4. Overtime Multiplier: 1.5x for overtime pay.
  5. Late Penalty: Deduct % of daily wage for late arrivals after grace period.

11.4 Database Management

11.5 Integrations

11.6 Appearance

11.7 Notification Preferences

  1. Go to Settings > Notifications.
  2. Toggle on/off:
    • Low Stock Alerts
    • New Order Alerts
    • Payment Received
    • Daily Summary (email at end of day)
  3. Click Save Preferences.

🆘 12. Troubleshooting & Support

Common Issues

Issue: Login fails with "Invalid credentials"
* Solution: Reset password via Settings > User Profile (if logged in as admin) or contact support.

Issue: Barcode scanner not working
* Solution:
1. Ensure scanner is set to HID/Keyboard mode (not Serial).
2. Press F2 to focus search bar before scanning.

Issue: Printer not printing receipts
* Solution:
1. Go to Settings > Printing.
2. Click Refresh Printers.
3. Select correct thermal printer from dropdown.
4. Click Save.

Issue: Database is slow or crashes
* Solution:
1. Go to Settings > Performance.
2. Run Benchmark to test database speed.
3. If slow, try:
- Restart application
- Create a backup and restore to a new database file
- Clear browser cache (if using web version)

Issue: WhatsApp QR code won't connect
* Solution:
1. Ensure you're using WhatsApp Business app (recommended) or standard WhatsApp.
2. Make sure you have good internet connection.
3. Try Disconnect then Connect again.
4. Check WhatsApp > Linked Devices and remove old connections.

Getting Help

Updates

🎓 13. Best Practices

Daily Routine

  1. Morning: Open register with counted cash.
  2. Throughout Day: Process sales, record walk-in customers.
  3. Evening: Close register, reconcile cash, create backup.

Weekly Tasks

Monthly Tasks

Security Tips

📚 14. Glossary

© 2026 Aspect ERP - Empowering Small Businesses Worldwide

Version: 1.0 | Last Updated: February 2026

© 2026 Aspect ERP - Aspect ERP User Manual