User Guide - Hunt ERP

📖

Welcome to the User Guide

Select a module from the sidebar to view the detailed step-by-step guide, or click on one of the cards below.

Human Resources

Employees, payroll, attendance and leaves

Contracting

Projects, extracts and retentions

Accounting

Costs, allocation and reports

Warehouses

Serials and variable quantities

👥 Human Resources

The complete guide: employees · shifts · attendance and fingerprint · automatic deductions · leaves · payroll and salary payment · allowances, deductions and loans.

1 How Does the Module Work?

Human Resources is not a set of separate screens — it is a connected chain. Each link feeds the next one, and if a link is missing, everything after it comes out wrong. This is the complete path from setting up the system until the employee receives their pay:

HR Workflow — 9 Steps in 3 Stages

① Setup — one time only

1DepartmentsCompany divisions

2ShiftsWorking hours + deduction rules

3Fingerprint + work locationsAttendance devices and locations

▼

② For each new employee

4Employee dataPersonal · job · insurance

5Shift scheduleWhich shift the employee is on

6Salary componentsBasic · allowances · insurance

▼

③ Every month

7Attendance + automatic deductionsFingerprint or manual → lateness and absence

8Period closingLocking the month's figures

9Payroll + paymentCalculate → approve → pay

📌 The golden rule: never do a step before the one that comes before it.
• Employee without a department = rejected · • Attendance without a shift schedule = no deductions calculated
• Loan without a basic salary = rejected · • Payroll before period closing = figures may change afterwards

Who Uses What?

Personnel affairs: departments · employees · attachments · leaves · job applications.
Attendance officer: shifts · shift schedule · fingerprint · work locations · attendance · period closing.
Payroll accountant: salary components · allowances · deductions · loans · payroll · payment.
Manager: approving leaves, loans, allowances and deductions + reports.

All Module Screens

EmployeesFull data + import

DepartmentsCompany divisions

AttachmentsEmployee documents

ShiftsWorking hours and deduction rules

Shift ScheduleLinking employees to shifts

AttendanceRecording and follow-up

Attendance SettingsProcessing and period closing

Fingerprint SettingsDevice connection

Fingerprint–Employee MappingMatching codes

Work LocationsAllowed attendance locations

Location Attendance (GPS)Attendance by coordinates

Attendance ReportsDetailed and summary

Leave RequestsIndividual and group

Employee SalariesSalary components

PayrollMonthly payroll

Salary PaymentExecuting the payment

Payroll HistoryPayroll archive

AllowancesFixed · percentage · days

Deductions ManagementFixed · days

CommissionsCalculation and approval

Employee LoansWithin legal limits

Job ApplicationsApplicants

2 Departments

Human Resources › Departments

A department is the employee's administrative division. You must set it up before any employee — the system refuses to save an employee without an existing department.

1Open "Departments" and click Add.

2Enter the department name and save.

Use clear names: "Warehouses" · "Site — New Cairo" · "Technical Office".

⚠️ Do not delete a department that has employees — move them to another department first.

3 Employees

Human Resources › Employees

The add screen is divided into 8 sections. The system refuses to save without the fields marked *.

1 · Personal Data

Field	Actual rule in the system
Full name *	Required · maximum 255 characters.
Photo	JPG / JPEG / PNG only · maximum 2 MB. Any other format is rejected.
ID type *	National ID card or passport.
National ID number	The ID number according to the type.
Date of birth *	Required.
Gender *	Male / female — maternity leave is accepted for females only.
Marital status *	Single / married / divorced.
Address · alternative address	Optional.

2 · Contact Numbers · 3 · Emergency Contact

Field	Rule
Phone	Maximum 20 digits. Not required by the system — but always fill it in
Home · alternative · father · mother · spouse	Optional · maximum 20 digits each.
Emergency contact	Name · phone · relationship.
Relationship	Father · mother · husband/wife · brother · sister · son · daughter · friend · relative · other.

4 · Job Data

Field	Rule
Employee code *	Digits only · 1 to 7 digits · unique. This is the code that links the employee to the fingerprint device.
Hiring date *	Used to calculate the length of service and the leave balance.
Department *	Must be an existing department.
Job / title	Optional.
Employee attributes	Sales representative · purchasing · accountant · lecturer · has commission · has target.

📌 The "Sales representative" attribute makes the employee appear on the sales screens, and "Has commission" makes them appear on the commissions screen. If you cannot find them there — go back to these attributes.

5 · Custody · 6 · Contract · 7 · Education

Field	Rule
Has custody / fixed asset	If they received a cash custody or an asset (car, laptop…).
Contract start	Start date of the current contract.
Contract end	Must be after the start date — the system rejects an earlier or equal date.
Education level	Higher · intermediate · none.
Academic degree	Bachelor of Science · Bachelor of Arts · Master's · Doctorate.
Qualification name · university	Optional.

8 · Insurance

Field	Rule
Insurance status *	Insured / not insured.
Insurance number	Becomes required automatically if you choose "Insured" · maximum 20 digits.
Subject to social insurance	Enables the rate and the insurable wage.
Insurance rate	A number between 0 and 100 — anything outside this range is rejected.
Insurable wage	The amount the rate is calculated on · must be ≥ 0.
Martyrs' Fund deduction	If it applies to you.

Importing Employees in Bulk

1Open the import screen and download the template.

Do not change the column names in the template.

2Fill in the file and upload it.

3Review the result.

The system shows what was added, what failed and the reason for each failure.

Attachments

Employee documents: ID card · birth certificate · qualification · experience certificates · criminal record certificate. Give each attachment a clear name.

4 Shifts — The Most Important Screen in the Module

Human Resources › Shifts

A shift is not just "working hours". In this system the shift is the brain that governs attendance and deductions: it sets the hours, how many minutes of grace, when lateness turns into absence, how much is deducted, how it is calculated and what its maximum is. That is why any mistake here shows up in the salaries of all employees linked to the shift.

1 · Basic Hours

Field	Explanation
Shift name *	Required · maximum 255 characters. Example: "Morning 8–4" or "Warehouses Evening".
Start time *	When the working day starts.
End time *	When the working day ends.
Shift type *	Daily · weekly · monthly.
Days off	From: Saturday · Sunday · Monday · Tuesday · Wednesday · Thursday · Friday. No absence is counted on these days.
Minimum / maximum hours	Whole number ≥ 0 · used to calculate the counted hours.

2 · Break

Field	Explanation
Break time	When the break starts.
Break duration	In minutes · whole number ≥ 0 · deducted from the counted working hours.

3 · Grace and Lateness — The Three Settings That Govern Everything

Field	Explanation
Grace period	In minutes. Anyone who arrives within it is not counted as late at all.
Minimum late minutes for deduction	If the lateness is less than this number, the deduction = zero, even if it exceeds the grace period.
Absence threshold	If the lateness reaches or exceeds this number, the day turns into a full absence, not lateness.

⚠️ These three work in order: grace → minimum minutes for deduction → absence threshold. If you set the absence threshold to a small number, any slight lateness will turn into an absence and a full day will be deducted. This is the setting most often configured wrongly.

4 · Overtime and Incentives

Field	Explanation
Overtime rate	Multiplier for calculating an overtime hour · ≥ 0.
Overtime grace	The minutes after the end of the shift that are not counted as overtime.
Enable overtime incentives	Opens tiered incentive rules.
Incentive	The shift incentive amount.
Night shift + night allowance	Night shift flag and the allowance due for it.

5 · Temporary Shift

A shift that runs for a limited period only (Ramadan · temporary project · season).

Field	Rule
Start date *	Must be today or later — a temporary shift cannot have a past date.
End date *	Must be after the start date.
Times	In hour:minute:second format.

💡 There is Copy Shift — copy a similar shift and change what is different instead of starting from scratch. There is also Activate/Deactivate a shift without deleting it.

5 The Automatic Deduction Engine — Calculations in Detail

This is the part that turns "late minutes" into "deducted money". The calculation goes through 6 stages in order, and each stage can stop the ones after it. Understand it well so you can answer any employee who asks "where did this deduction come from?".

📌 The settings live in two places: the grace period is in the shift, and the rest of the deduction rules are on the Deduction Settings screen linked to the shift. That is why you must review both together.

Deduction Calculation Path — 6 stages, and the first answer stops the rest

Raw late minutesFrom the attendance record

▼

Subtract the grace periodActual lateness = lateness − grace · And if lateness ≤ grace → zero

Within grace → no deduction

▼

Actual lateness ≥ absence threshold?If yes → full absence, skipping straight to stage 5

Yes → absence

▼ No

Actual lateness ≥ minimum minutes for deduction?And it must be greater than zero

No → no deduction

▼ Yes

Calculate the amountAbsence: (salary ÷ 30) × absence multiplier · Lateness: by the chosen method

1 · FixedOne amount regardless of the lateness

2 · Per minuteActual lateness × minute multiplier

3 · By days(Salary ÷ 30) × day multiplier

4 · PercentageSalary × percentage ÷ 100

5 · Points(Points − threshold + 1) × point value

▼

Apply the maximumIf the result exceeds the cap → it is trimmed to it

The Six Stages in Order

1Raw late minutes

The difference between the actual arrival time and the shift start, taken from the attendance record.

2Subtracting the grace period

If the "Use shift grace" and "Respect grace period" options are both enabled:
• If the lateness is less than or equal to the grace → actual lateness = zero and there is no deduction at all.
• If greater → actual lateness = lateness − grace period.

⚠️ Note: the grace period is subtracted from the lateness — it is not just "exceeded or not". So 40 minutes late with 15 minutes of grace → the calculation is done on 25 minutes, not 40. And all the following steps work on that number.

3Is it an absence?

If actual lateness ≥ absence threshold → the day turns into a full absence and we skip straight to stage 5.

4Does it deserve a deduction at all?

The deduction applies only if actual lateness is greater than zero and ≥ minimum late minutes for deduction. Otherwise the deduction = zero.

5Calculating the amount

If absence → (salary ÷ 30) × absence multiplier.
If lateness → according to the chosen calculation method (the five below).

6Applying the cap

If the result is greater than the maximum deduction → it is trimmed to the maximum.

The Five Methods — Formulas and Examples

Method	Formula	Fields used
Fixed	Deduction = fixed amount	Fixed amount
Per minute	Deduction = actual lateness × minute multiplier	Minute multiplier
By days	Deduction = (salary ÷ 30) × day multiplier	Day-based deduction rules
Percentage	Deduction = salary × (percentage ÷ 100)	Percentage multiplier
Points	Deduction = (points − points threshold + 1) × point value	Points threshold · point value · lateness points multiplier

Example 1 — Per Minute
Salary 3,000 · lateness 45 minutes · shift grace 10 · minimum minutes for deduction 15 · absence threshold 240 · minute multiplier 2 · cap 100.
← Actual lateness = 45 − 10 = 35 minutes
← 35 did not reach 240 (not an absence) ✓ · and 35 ≥ 15 (deduction applies) ✓
← Deduction = 35 × 2 = 70 EGP (below the cap of 100, so it stays 70)

Example 2 — Lateness That Became an Absence
Same settings · lateness 300 minutes · absence multiplier 1 (a full day).
← Actual lateness = 300 − 10 = 290 minutes
← 290 ≥ 240 → full absence, and the system does not look at the per-minute method at all
← Deduction = (3,000 ÷ 30) × 1 = 100 EGP (a full day)

Example 3 — Lateness Within the Grace Period
Lateness 8 minutes · grace 10.
← 8 ≤ 10 → actual lateness = zero → no deduction, even if the minimum minutes for deduction = 5.

The "Days" Method — Tiers

This is the most precise method if you want a graduated deduction. You define tiers, and each tier has a day multiplier:

From (minute)	To (minute)	Day multiplier	Result on a 3,000 salary
1	30	0.25 (quarter day)	25 EGP
31	60	0.5 (half day)	50 EGP
61	120	1 (full day)	100 EGP

📌 If you do not define tiers, the system uses a default rule: day multiplier = late minutes ÷ 480 (a day = 8 hours). So 60 minutes late → 60÷480 = 0.125 day → 12.5 EGP on a 3,000 salary.

⚠️ If the lateness falls in no tier at all (for example, you defined tiers up to 120 minutes and the lateness is 150), review the tiers — leave the last tier open-ended so you do not leave a gap.

Points System

Instead of deducting money for every lateness, you give the employee points, and once they pass a certain threshold the deduction starts.

Field	Explanation
Enable points system	Turns this method on.
Lateness points multiplier	How many points per minute/lateness violation · ≥ 0.
Points threshold	Whole number ≥ 1. The deduction starts after this threshold.
Point value	The deduction for each extra point · ≥ 0.

Example: points threshold 5 · point value 20 · the employee reached 8 points.
← Deduction = (8 − 5 + 1) × 20 = 80 EGP.
And if they reached only 4 points → no deduction (they have not passed the threshold yet).

Absence Deduction

Field	Explanation
Absence threshold *	Whole number ≥ 0 · required. Lateness that reaches it turns into an absence.
Absence multiplier *	Number ≥ 0 · required. 1 = full day · 0.5 = half day · 2 = two days (double penalty).

Absence deduction = ( salary ÷ 30 ) × absence multiplier

📌 A full absence (when the employee did not come at all) uses the same formula — no separate setting is needed.

Deduction Settings — Remaining Fields

Field	Rule and purpose
Setting name *	Required · maximum 255 characters. Give it a clear name such as "Administration Deduction" — so you link it to the right shift.
Active	If it is off, the setting is not applied at all.
Deduction type *	Required · appears in the employee's deduction details.
Deduction reason *	Required · appears on the payslip.
Minimum late minutes for deduction *	Whole number ≥ 0 · required.
Calculation method *	One of the five · required.
Maximum deduction	The amount cap. Leave it empty = no cap.
Use shift grace	Reads the grace period from the linked shift.
Respect grace period	Subtracts the grace from the lateness. Both must be enabled for the grace to work.
Accumulate minutes	Adds up late minutes over the period instead of deducting each day separately.
Separate deductions	Records each deduction as a separate line instead of merging them — makes reviewing easier.

💡 "Accumulate minutes" is useful when the daily lateness is small and does not deserve a deduction on its own, but its monthly total is large. And keep "Separate deductions" always enabled — it shows the employee which day each deduction came from.

Running and Approving Deductions

1Link the deduction setting to the shifts.

There is a "Linked Shifts" screen that shows which shifts are using this setting.

2Run the processing.

There is daily processing and weekly processing, depending on your policy.

3Review the deductions report.

It shows every calculated deduction: employee · day · minutes · method · amount.

4Approve or cancel.

You can approve any deduction so it goes into the salary, or cancel it if there is a valid excuse.

⚠️ A deduction that is not approved does not go into the payroll. Review the report and approve before you run the payroll.

Escalation and Repeat Violations

Lateness escalation: the deduction increases as the lateness increases — in tiers at the shift level.
Absence escalation: the same idea for consecutive absence days.
Repeat penalty: increases the deduction if the violation is repeated — and the counting period is weekly or monthly.

Deduction Caps — The Safety Valve

Cap	Purpose
Maximum lateness deduction	No matter how long the lateness, the lateness deduction does not exceed this amount.
Maximum absence deduction	Cap on the absence deduction.
Maximum total deduction	Cap on the total of all deductions in the period.

💡 Always set a cap. Without one, a mistake in a single setting can wipe out an employee's entire salary — especially with the "Percentage" and "Days" methods.

6 Shift Schedule — Linking Employees to Shifts

Human Resources › Shift Schedule

A shift on its own does nothing. You must link employees to it from here — this is what makes attendance get calculated.

1Click Add Schedule.

2Select the shift.

Required — must be an existing shift.

3Set the start date.

Required. The end date is optional — but if you set it, it must be after the start.

4Select the employees.

Required — at least one employee. You can select a group at once.

5Save.

Time-Saving Tools

Calendar: view schedules as a monthly calendar.
Bulk edit: change the shift of a group of employees at once.
Copy schedule: repeat one month's schedule for the following month.
Add / remove employee: modify an existing schedule without recreating it.

📌 A schedule has a priority and a status (active / inactive). If an employee is placed on more than one schedule in the same period, the priority decides which shift applies — useful for temporary shifts that override the permanent ones.

⚠️ An employee not linked to any schedule = their attendance is not calculated and no deduction applies to them. Review the schedules after every new hire.

7 Attendance, Fingerprint and Work Locations

Attendance is recorded from 3 sources — all feeding into a single record

Fingerprint deviceFingerprint settings + mapping codes to employees

GPS location attendanceRequires a location registered in "Work Locations"

Manual entryFrom the Attendance screen

▼

Attendance recordCheck-in · check-out · late minutes

▼

Deduction engineCompares the record with the shift rules and produces the deduction

Fingerprint Settings and Code Mapping

1Connect the device from "Fingerprint Settings".

2Open "Fingerprint–Employee Mapping".

Here you match each employee's code on the device to their name in the system.

3Review the mapping after every new employee.

⚠️ Wrong mapping = one employee's attendance is recorded for another employee, and both get wrong deductions. This is the most common problem in practice — review it regularly.

Work Locations and GPS Attendance

1Register the location in "Work Locations".

2The employee records their attendance from their location.

The system verifies that they are actually within the range of the registered location.

📌 Unregistered location = attendance is rejected. Register the locations before giving employees permission for GPS attendance.

Attendance Screen

Field	Rule
Employee *	Must be an existing employee.
Attendance date *	Required.
Actual check-in time *	In hour:minute format — any other format is rejected.
Actual check-out time	Same format · optional (you can record it later).
Notes	Optional — write the reason for any manual change.

💡 For any manual change to attendance, write the reason in the notes — it saves you long reviews at the end of the month.

8 Attendance Processing and Period Closing

Human Resources › Attendance Settings

This is where the processing happens: the system runs all attendance records through the shift rules and produces lateness, absence and deductions — then you close the period.

1Create a new period.

Set the month or the date range.

2Click "Calculate".

The system goes through every employee: expected working days · leaves · absence · lateness · deduction due.

3Review each employee's details.

There is a details screen that shows exactly where the deduction came from — the method, the multiplier and the result.

4Approve employee by employee, or all at once.

5Close the period.

After closing, no one can edit that month's attendance.

📌 If you need to make changes after closing, there is Reopen Period. Make your changes, then recalculate and close it again — otherwise the figures will stay outdated.

⚠️ Close the period before running payroll. If you run the payroll while the period is open, any later change to attendance will not be reflected in the paid payroll.

Attendance Reports

Filter by period, department and employee, and it gives you: attendance days · absence · late minutes · overtime hours — and it can be exported.

9 Leaves

Human Resources › Leave Requests

1Click Add and select the employee.

2Select the leave type.

The types in the system: annual · sick · casual · maternity · unpaid · other.

3Set the start and end.

The end must be the same day as the start or later. The duration is calculated automatically.

4Tick "Deduct from balance" if needed.

5Enter the reason and save.

The reason is required · maximum 255 characters.

3 Checks the System Runs Automatically

Check	What it does
Overlap	Looks for any other leave for the employee in the same period (any status except rejected) and prevents duplicates.
Balance	Checks the employee's available balance before accepting.
Gender	Checks the employee's gender — maternity leave is for females only.

Group Leave

A separate screen for recording leave for a group at once (holiday · site shutdown). You choose the employees — at least one — the period and the type, and the system creates a request for each employee.

Approval

The request stays pending until it is approved or rejected. After approval it affects attendance and salary according to the type and "Deduct from balance".

10 Payroll — From Components to Payment

Net Salary Breakdown — every item that enters the calculation

＋ Earnings Basic salary
Housing · transportation · meal · work nature allowance
＋ 4 custom allowances
＋ Overtime + incentives + commissions

−

− Deductions Social insurance · health insurance · tax
Martyrs' Fund + 4 custom deductions
Lateness · absence · unpaid leave deductions
＋ Loan installment

Net salary Earnings − deductions

📌 Daily wage = salary ÷ 30. · Any change to the components is recorded with a new effective date and the old one is kept.
Lateness and absence deductions come from attendance processing · and the loan installment is deducted only if its status is "Approved".

A · Employee Salary Components

Human Resources › Employee Salaries

Field	Rule
Employee *	Must be an existing employee.
Salary type *	Daily · weekly · monthly.
Basic salary *	Required · ≥ 0.
Effective date *	When the salary takes effect. A change is recorded with a new date and the old one is kept.
Allowances	Housing · transportation · meal · work nature — all ≥ 0 · plus 4 custom allowance fields.
Insurance	Insurance rate 0–100 · social insurance · health insurance.
Other deductions	≥ 0 · plus 4 custom deduction fields.
Subject to tax	Enables the monthly tax calculation.
Affecting days	Annual leave overrun · casual leave overrun · unpaid leave · absence days — whole numbers ≥ 0 that turn into deductions.

Total allowances = housing + transportation + meal + work nature + (4 custom allowances)
Total deductions = social insurance + health + other + (4 custom deductions) + Martyrs' Fund + tax + leave deduction + absence deduction
Net salary = gross − total deductions

💡 There is bulk edit and bulk adjustment — you can raise the salary of a group of employees by a percentage or an amount at once instead of one by one.

B · Payroll

⚠️ Before running payroll, make sure of 4 things: the period is closed · leaves are approved · loans are approved · monthly allowances and deductions are recorded and approved. Anything recorded after that will not appear in the payroll.

1Select the month and department.

2Click Calculate.

3Review the columns: basic · total allowances · total deductions · net.

4Approve the payroll.

C · Salary Payment

Human Resources › Salary Payment

Field	Rule
Period type *	Daily · weekly · monthly.
From date *	Start of the payment period.
To date *	Must be the same day as the start or later.
Status	It starts as "Prepared" and changes to executed when you confirm the payment.

1Create a payment order and set the period.

2Review the statement.

There is a summary print of the payroll and a detailed print for each employee.

3Click "Confirm Payment".

This is the step that actually finalizes the payment and affects the treasury/bank.

📌 "Prepared" ≠ "Paid". Until you click Confirm Payment, no money has moved. If you forget to confirm, you will find that employees have not been paid and no journal entry was made.

D · Payroll History

An archive of all payrolls — view, report and print any previous month, including each employee's record details if someone asks about an old month.

11 Allowances, Deductions, Commissions and Loans

Variable Allowances

Apart from the fixed allowances in the salary components, these are allowances paid in a specific month (assignment · bonus · project allowance).

Field	Rule
Employee *	Must be an existing employee.
Allowance type *	Free text · maximum 255 characters.
Calculation method *	Fixed · percentage · days.
Date *	Determines the payroll the allowance will be included in.
Reason *	Required · maximum 255 characters.

📌 With the "Percentage" and "Days" methods the system calculates the amount for you automatically — you do not need to calculate it yourself.

Manual Deductions

Penalties and withholdings you record yourself — separate from the automatic deduction that comes from attendance.

Field	Rule
Employee *	Must be an existing employee.
Deduction type *	Free text · maximum 255 characters.
Calculation method *	Fixed or days — note: deductions have no "percentage" option like allowances.
Date *	Determines the affected payroll.
Reason *	Required.

💡 Write a clear, specific reason — it appears to the employee on the payslip and prevents any dispute.

⚠️ Allowances and deductions must be approved to be included in the payroll. Anything not yet approved is not counted.

Commissions

Field	Rule
Commission title *	Maximum 255 characters.
From date *	Start of the calculation period.
To date *	The same day as the start or later.
Employees *	At least one.

📌 The employee must have "Has commission" enabled in their job data. If they do not appear in the list — this is why.

Employee Loans

⚠️ Prerequisite: the employee must have a recorded basic salary. Without it the system refuses with the message "The employee has no basic salary defined".

1Select the employee and set the loan date.

2Enter the amount.

Must be greater than zero.

3Select the type.

Immediate (deducted once) or scheduled (in installments).

4If scheduled, set the installments.

From 1 to 60 installments · installment = amount ÷ number of installments.

5Approve the loan.

The system generates a loan number automatically.

Legal Limits

Limit	Value	Example on a 10,000 salary
Maximum monthly installment	10% of basic salary	1,000 EGP
Cap on total deductions	25% of basic salary	2,500 EGP
In case of alimony	50% of basic salary	5,000 EGP

Available installment = the lower of ( 10% × basic ) and ( 25% × basic − active loan installments )

Example: salary 10,000 and an existing loan with an installment of 700.
Available = the lower of (1,000) and (2,500 − 700 = 1,800) → 1,000 EGP.
If you request a loan with an installment of 1,200 → the system will refuse. Increase the number of installments so the installment gets smaller.

Loan Statuses

Status	Meaning
Pending	Recorded but not yet approved — not deducted.
Approved	Active — the installment is deducted monthly and counted among deductions for any new loan.
Completed	Fully repaid.
Cancelled	Does not affect the salary or the limits.

💡 There is Reschedule if the employee cannot repay on the current schedule.

12 Job Applications

Recording applicants before hiring and tracking their status, and converting an accepted applicant into an employee without re-entering their data.

1Record the applicant's data.

2Set the status: under review / accepted / rejected.

3Convert the accepted applicant into an employee and complete their data.

13 Common Problems and Solutions

Problem	Cause and solution
The employee does not appear among sales representatives	Open their file › Job Data › enable "Sales representative".
The employee does not appear in commissions	Enable "Has commission" and "Has target" in their job data.
Attendance is not being recorded	Check 3 things: linked to a shift schedule? · fingerprint code matching? · location registered (if GPS)?
One employee's attendance was recorded for another employee	A mistake in "Fingerprint–Employee Mapping" — correct the mapping and recalculate.
The deduction is far too large	Usually the absence threshold is small, so lateness turns into absence. Review it, and set a maximum deduction cap.
No deduction is applied at all	Check: is the deduction enabled on the shift? · is the lateness above the minimum minutes for deduction? · is the employee linked to a schedule?
I cannot edit a month's attendance	The period is closed — reopen it, make your changes, recalculate, and close it again.
The payroll came out with wrong figures	Was the period closed before calculating? · Were the leaves approved? · Is the salary effective date correct? · Were loans and deductions recorded before the payroll?
The loan was rejected	Either the employee has no basic salary, or the installment exceeds the allowed limit — increase the number of installments.
The loan installment is not being deducted	The loan is still "Pending" — approve it.
Salaries were not paid	The payment order is still "Prepared" — click Confirm Payment.
The allowance / deduction was not included in the payroll	It is still not approved, or its date is outside the payroll period.
I cannot find a screen	Screens appear according to your permissions — contact the admin: System Settings › Users › Screen Permissions.

🏗️ Contracting: Projects and Extracts

The project is the contract. There are no sales invoices or quotations — the project itself defines the contract value, and revenue is recorded with owner extracts, not when the contract is signed.

1. Creating a Project

Projects › Projects › Create Project

Select the customer. A customer can have more than one project.
Select the work item — each project has a single work item. The description, unit and unit price are filled in automatically from the work item definition, and you can adjust them for this project.
Enter the quantity. Total = quantity × unit price, calculated as you type.
Add the inclusions (types of work) and the supplies (warehouse items). The phase is optional — if you set one, it opens a section in the project's cost center.
Approve the project, then post it.

What does posting do? It opens a cost center for the project with the contract value, creates a section for each phase with its budget, and links each phase's items to its section.

2. Project Posting Entry

The project is opened under assets at the contract value — as if you had opened a warehouse with that value:

Debit Projects in progress (1106 — asset) 8,000,000
Credit Ongoing contract obligations (2106 — liability) 8,000,000

Important: posting does not record revenue or a receivable from the customer. The contract is a future obligation, not a transaction — both start with the first extract.

3. Owner Extracts

Projects › Project › Create Extract

The extract is created from the project screen itself, and its name is generated automatically: Interim Extract 1, then Interim 2 and so on, and the last extract, which completes the contract value, becomes the Final Extract.

Item	Explanation
Work value	What was executed in this period. Quantities already claimed in earlier extracts do not appear again.
Deductions	Retentions, taxes and stamp duties — each one to its own account.
Net	Work value minus deductions = what the customer will pay.
Overrun limit	Cumulative quantities may not exceed 125% of the item's contract quantity.

4. Extract Approval Entry

Example: an extract of 1,000, deductions of 300, net 700

Debit Customer (owner) 700
Debit Deduction accounts 300
Credit Contracting revenue (4102) 1,000

Debit Ongoing contract obligations (2106) 1,000
Credit Projects in progress (1106) 1,000

Result: revenue of 1,000 and an expense of 300 ⇒ profit of 700. And the inventory (projects in progress) went down by 1,000 — so it empties gradually as the contract is executed.

5. Extract Payment and Installments

Extract › Payment Installments

From the extract screen, open Payment Installments.
Generate an equal plan (number of installments + first due date + interval in months), or add the installments manually with their amounts and dates.
Record the payment from Extract Payment and choose its installment — the amount is filled with the installment's remaining balance, and the installment updates by itself.

An installment that is past its due date and still has a remaining balance is marked overdue in the plan. The total of the installments may not exceed the extract's net amount.

6. Retention Refund

Contracting › Retention Refund

Every extract withholds a retention (initial and final) that stays as an asset receivable from the client. The refund closes that asset:

Debit Treasury / Bank / Cheque Amount
Credit Initial retention (1107.1) or final (1107.2) Amount

The screen shows the withheld, refunded and remaining amount for each type, and a refund cannot exceed the remaining amount. Cancelling creates a reversing entry and returns the retention to withheld.

7. Changing the Contract Value (Change Orders)

Projects › Project › Project Amendments

After posting, the project cannot be edited from the project screen — its value is recorded under assets with a matching liability, so editing it directly would break both. Any change is made from here:

Open Project Amendments and click New Amendment.
Enter the new quantity and the new unit price — the screen calculates the new value and the difference in front of you as you type.
Enter the reason for the amendment (required) — this is what appears in the log later.
Run it. The system records the amendment, posts its entry and updates the project and the cost center.

Example: a project of 8,000,000 (2,500 m³ × 3,200), and the owner increased the quantities to 2,700 m³:

Debit Projects in progress (1106) 640,000
Credit Ongoing contract obligations (2106) 640,000

The entry is for the difference only. The full contract value is never posted again — otherwise the asset would double. A decrease makes the same entry in reverse.

Every amendment is logged: quantity and price before and after, the difference, the reason, who made it and when, and its entry number. You can open any amendment and see its entry line by line.

Hard limit: you cannot reduce the contract value below what has already been drawn through approved extracts.

8. Issuing to a Project or One of Its Phases

Warehouses › Cost Center Issue Note › Create

Select the project, then the phase if the issue is for a specific phase. Leave it at "Whole project" if it is not for a phase — and a project without phases is issued to directly.
Select the warehouse, items and quantities. For an item tracked by serial you must select its serials (reels, for example).
Approve the note.

Approval is what releases the goods: it deducts the stock, marks the serials as issued, charges the cost to the phase you selected (not the project), and posts:

Debit Project costs (to the phase's cost center)
Credit Warehouse

The project screen shows you Total = project + its phases, so even if all your issues go to phases, the total still shows correctly.

9. Material Requests (Technical Office)

Technical Office › Project › Item Request

The engineer requests the items they need, and the request goes to the warehouse that issues them. The request is for stock items with their quantities — it is not linked to the work item.

The engineer opens the project and creates an item request, choosing the phase or "Whole project".
They add the items with their quantities and send the request to the warehouse.
The warehouse assigns the items to warehouses ⇒ the system automatically generates a cost center issue note for the same phase.
Approving the note releases the goods and charges the cost exactly as in item 8.

The Technical Office does not see prices or costs — it only opens projects and requests materials and custody.

💰 Accounting: Costs, Allocation and Closing

1. Charging Costs to the Project

Every expense is charged to the project's cost center or to one of its sections (a phase). The screens that charge costs are:

Cost Center IssuesIssue items from the warehouse to the project or one of its phases

Service ProcurementsService items charged to the project

Direct PurchasesAn item entered by name as free text, with its quantity

CustodyCash expenses with their accounts and cost centers

When you select the project on any of these screens, the list shows you the project itself first, then its sections. Sections are optional — a project without sections is charged to its own cost center.

2. Allocating Indirect Expenses

Accounts › Expense Allocation

An expense that is not charged to a cost center stays pending until you allocate it with a settlement. There is no clearing account and no dummy cost center — the system keeps track of what has been allocated and what has not.

Open Expense Allocation and choose the period. The screen shows the pending expenses in it.
Choose the percentage basis: from owner extracts, from the engineer's input, or whichever is higher.
Select the participating projects — the percentages are normalized to their total, so the full amount gets allocated.
Run the settlement. The journal entry moves the expense from "No cost center" to the projects' cost centers.

Example: 1 million pending, project A at 50% and project B at 10%. The total is 60, so the allocation is: A = 50÷60 × 1 million = 833,333.33 · B = 166,666.67. The amount is cleared in full, and rounding differences go to the largest share.

The period cannot be closed while it still has unallocated expenses — the system blocks the closing and tells you the number of entries and their total.

3. Project Completion Percentage

It determines the project's share of indirect expenses, and it comes from two sources:

Source	How
Engineer	From Technical Office › Project › Project Completion Percentage (maximum 125%)
Extracts	Calculated = total extracts ÷ contract value

4. Transactions and Their Entries

Accounts › Transactions and Their Entries

A report that collects every transaction in the system together with its journal entry lines — by account, cost center, debit and credit. It can be filtered by period, transaction type, cost center and account, and exported to Excel.

5. No Payments Above the Balance

You cannot pay from a treasury, bank or e-wallet more than its actual balance. The balance is calculated from posted entries, and the check applies to custody payments, purchase payments, subcontractor extracts, service procurements and batch payments.

6. Closing a Cost Center

A cost center never closes on its own, no matter how far the cost exceeds the amount collected. Closing is a manual decision from the Cost Centers screen, and the project remains available and can still receive issues afterwards.

📦 Warehouses: Serials and Variable Quantities

1. Serial-Tracked Items

For some items, each unit has its own number — and each unit has a different quantity: one cable reel weighs 620 kg and another 580 kg, of the same item.

The item is defined with its unit (e.g. kilogram), and each reel is recorded with its serial and its actual quantity in that same unit. The conversion factor plays no part in a reel's quantity.

2. Entering Serials

Warehouses › Goods Receipt Notes › New Note

In the serials field, enter one reel per line: the number, then |, then the quantity. You can also paste two columns (serial and weight) straight from Excel:

REEL-2026-001 | 620
REEL-2026-002 | 580
REEL-2026-003 | 300

The total of the reel quantities must equal the line quantity — here 1,500 kg. A number with no quantity counts as 1 (for items counted by the piece).

3. Serial Life Cycle

Status	Meaning
Awaiting receipt	Created with the note and not yet approved
Available in warehouse	The note was approved and it entered the warehouse
Reserved	Reserved for a goods issue note
Partially open	Part of it was issued and some remains (an opened reel)
Issued	Fully issued

4. Issuing and Returning a Quantity from a Reel

In the goods issue note, select the reel and enter the quantity required from it in the item's unit (e.g. kg).
Approval takes the quantity out of the warehouse and deducts it from the serials' remaining quantities in order.
Delivery finalizes the issue — a reel that is used up becomes "Issued", and one that was partly issued becomes "Partially open".
A return comes back as a quantity to the same reel it was issued from, and that reel's remaining increases.

Example: you issued a 620 kg reel and returned 30. The reel's remaining becomes 30, and the other 590 is actually consumed on the cost center.

And at every step: total remaining quantity of serials = warehouse balance, exactly.

5. Serial Tracking

Inventory › Serial Numbers

The screen shows each number with its quantity, remaining quantity and status, and tracking shows its path: which goods receipt note it came in with, when it was reserved, and which goods issue note it went out with.

🔐 Login and Security

This part concerns every user of the system, not a specific department.

1. Logging In

You can log in with your username, email or mobile number — all three take you to the same account.

2. Email Verification Code

The first time you log in from a new device, the system sends a 6-digit code to your email and holds you on the verification screen until you enter it.

Enter your username and password as usual.
If the password is correct, you will be taken to the verification code screen, with your email shown partially hidden (example: me*****@gmail.com).
Open your email, get the code and enter it. If it has not arrived, click Resend Code.

Only once. After you verify, this device stays trusted for two months and will not ask you for a code again during that time. After two months it asks once more and the period is renewed.

A new device or a new browser asks for a code all over again — and that is intended.

The code is for verification only. The password must be correct first, and there is no password recovery with this code at all.

3. Code Limits

Validity	10 minutes from the time it is sent
Usage	Once — after that it expires
Attempts	5 attempts, after which you request a new code
New code	Automatically invalidates the previous one

4. Who Is Exempt from the Code

There are two cases the system lets through without a code, for one reason: they must not get locked out of the system if email breaks.

The only admin. If they are the only one in the system and no one else can unlock it, the system never asks them for a code.
An email that cannot receive anything, such as admin@example.com that comes with the installation, or any test domain. The code would go nowhere, so the system lets it through.

This means that as soon as you set a real email on a user, verification starts working for them automatically.

5. The Code Did Not Arrive?

Check the spam folder — the first message from the system usually goes there. Click "Not spam" once and after that it will arrive in the inbox.
Make sure the email registered on the user is correct and actually exists — a single wrong letter makes the message bounce.
Click Resend Code.
Still nothing? Contact technical support — all messages are logged in the server log and show whether they were delivered or not.

6. Permissions

Settings › Users

Permissions in the system have two layers, and both must allow access:

Screen	Whether the screen appears to the user at all
Action	Inside the screen: add · edit · delete · view · approve · print…

A user who has access to the screen but not the approve action will see the document but will not be able to approve it. This is intentional — separating the person who enters the data from the person who approves it.

Welcome to the User Guide

Human Resources

Contracting

Accounting

Warehouses

👥 Human Resources

🏗️ Contracting: Projects and Extracts

1. Creating a Project

2. Project Posting Entry

3. Owner Extracts

4. Extract Approval Entry

5. Extract Payment and Installments

6. Retention Refund

7. Changing the Contract Value (Change Orders)

8. Issuing to a Project or One of Its Phases

9. Material Requests (Technical Office)

💰 Accounting: Costs, Allocation and Closing

1. Charging Costs to the Project

2. Allocating Indirect Expenses

3. Project Completion Percentage

4. Transactions and Their Entries

5. No Payments Above the Balance

6. Closing a Cost Center

📦 Warehouses: Serials and Variable Quantities

1. Serial-Tracked Items

2. Entering Serials

3. Serial Life Cycle

4. Issuing and Returning a Quantity from a Reel

5. Serial Tracking

🔐 Login and Security

1. Logging In

2. Email Verification Code

3. Code Limits

4. Who Is Exempt from the Code

5. The Code Did Not Arrive?

6. Permissions

🖨️ Print User Guide