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Prerequisites

Before you begin, make sure you’ve completed the installation and have:
  • ✅ PHP 8.2+ installed
  • ✅ Composer and npm available
  • ✅ Database configured
  • ✅ Application server running
If you haven’t installed the system yet, follow our Installation Guide first.

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First Steps

1

Access the System

Navigate to your application URL (e.g., http://localhost:8000) and log in with your credentials.Default Development Credentials:
Email: [email protected]
Password: password
Change default credentials immediately in production environments.
2

Configure Basic Settings

Before creating sales, configure essential settings:1. Company Information
  • Navigate to Settings → General Configuration
  • Set company name, RNC (tax ID), address
  • Configure currency symbol and format
2. Create a Warehouse
  • Go to Inventory → Warehouses
  • Click New Warehouse
  • Enter name (e.g., “Main Warehouse”) and location
  • Mark as active
3. Add Product Categories
  • Navigate to Products → Categories
  • Create categories for your products (e.g., “Electronics”, “Office Supplies”)
4. Define Units of Measure
  • Go to Configuration → Units
  • Common units: Unit (un), Box (box), Kilogram (kg)
3

Create Your First Product

Add a product to sell:
  • Go to Products → Products List
  • Click New Product
  • Fill in the details:
Name: Sample Product
SKU: PROD-001
Category: Select from dropdown
Unit: Unit
Price: 99.99
Cost: 65.00
Is Active: Yes
Is Stockable: Yes
  • Click Save
4

Add Initial Stock

If your product is stockable, add inventory:
  • Go to Inventory → Stock Movements
  • Click New Movement
  • Select Input type
  • Choose warehouse and product
  • Enter quantity (e.g., 100 units)
  • Enter unit cost
  • Add description: “Initial stock”
  • Click Save
The system automatically updates stock levels and creates accounting entries.
5

Create a Client

Add your first customer:
  • Navigate to Clients → Clients List
  • Click New Client
  • Fill in required information:
Type: Individual or Company
Name: John Doe / ABC Company
Tax ID: Customer's RNC or Cédula
Email: [email protected]
Phone: (809) 555-1234
Credit Limit: 5000.00
Payment Terms: 30 days
  • Click Save
6

Make Your First Sale

Create a sale at the point of sale:
  • Go to Sales → New Sale
  • Select Client from dropdown
  • Select Warehouse where stock will be deducted
  • Choose Payment Type:
    • Cash - Immediate payment
    • Credit - Creates receivable
Add Products:
  • Click Add Product
  • Select product from list
  • Enter quantity
  • Price auto-fills (editable if needed)
  • Subtotal calculates automatically
For Cash Sales:
  • Select payment method (Cash, Card, Transfer)
  • Enter amount received
  • System calculates change
Complete Sale:
  • Review total amount
  • Click Complete Sale
The system automatically:
  • Deducts inventory
  • Creates journal entry
  • Generates invoice
  • Creates receivable (if credit)
  • Assigns NCF (if configured)
7

Print the Invoice

After completing the sale:
  • Click Print Invoice button
  • Invoice opens in new tab with:
    • Company information
    • Customer details
    • Itemized products
    • Total amount
    • NCF (if applicable)
    • Payment details
Three print formats available:
  • Ticket (80mm) - Thermal receipt printer
  • Letter - Standard office printer
  • Route (58mm) - Mobile printer

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What Happened Behind the Scenes?

When you completed the sale, the system automatically:

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1. Inventory Adjustment

// Stock reduced for each product sold
InventoryMovement::create([
    'type' => 'output',
    'warehouse_id' => 1,
    'product_id' => 1,
    'quantity' => 2,
    'description' => 'Sale FAC-2024-001',
]);

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2. Accounting Entry (Cash Sale)

Debit:  Cash (1.1.01)           $199.98
Credit: Sales Revenue (4.1)     $199.98

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3. Accounting Entry (Credit Sale)

Debit:  Accounts Receivable (1.1.02)  $199.98
Credit: Sales Revenue (4.1)           $199.98

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4. Receivable Created (Credit Sales Only)

Receivable::create([
    'client_id' => 1,
    'total_amount' => 199.98,
    'due_date' => now()->addDays(30),
    'status' => 'unpaid',
]);

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Next Steps

View Sales History

Access all sales with filtering and export options

Track Inventory

Monitor stock levels and movements across warehouses

Manage Receivables

Track outstanding invoices and apply payments

Accounting Reports

View journal entries, trial balance, and financial reports

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Common Tasks

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Applying a Payment (Credit Sales)

1

Navigate to Receivables

Go to Accounting → Receivables
2

Find the Invoice

Filter by client or invoice number
3

Record Payment

  • Click Add Payment
  • Enter payment amount
  • Select payment method
  • Add reference number (check/transfer)
  • Click Save
System updates:
  • Receivable balance
  • Client balance
  • Receivable status (Unpaid → Partial → Paid)
  • Generates payment journal entry

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Checking Stock Levels

// View stock for a product
Inventory → Stock Levels

// Filter by:
- Warehouse
- Category
- Low stock (below minimum)

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Canceling a Sale

Sales can only be canceled if no payments have been applied to credit sales.
1

Find the Sale

Go to Sales → Sales History
2

Cancel Sale

  • Click on the sale
  • Click Cancel Sale
  • Enter cancellation reason (required for NCF)
  • Confirm
System automatically:
  • Returns products to inventory
  • Reverses accounting entries
  • Cancels receivable (if unpaid)
  • Voids NCF
  • Cancels invoice

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Understanding the Dashboard

The main dashboard shows:
  • Today’s sales count and total
  • Monthly sales trend
  • Top selling products
  • Sales by payment type
  • Low stock products
  • Out of stock items
  • Recent movements
  • Stock value by warehouse
  • Total outstanding amount
  • Overdue invoices
  • Aging analysis (current, 30-60 days, 60+ days)
  • Top debtors
  • Latest sales
  • Recent payments
  • Pending actions
  • System notifications

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Tips for Success

Set Minimum Stock LevelsConfigure minimum stock thresholds for automatic low stock alerts:
Inventory → Stock → Edit Product
Set "Minimum Stock" field
Use Credit Limits WiselyStart with conservative credit limits and increase based on payment history:
New clients: $5,000
After 3 months good payment: $10,000
Established clients: $25,000+
Regular BackupsSchedule daily database backups:
php artisan backup:run
Export Data RegularlyUse Excel export features to create backups and analysis:
  • Sales → Export
  • Inventory → Export
  • Receivables → Export
  • Journal Entries → Export

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Troubleshooting

Problem: Product doesn’t have enough stock in the selected warehouse.Solution:
  1. Check stock levels: Inventory → Stock
  2. Add stock if needed: Inventory → New Movement (Input)
  3. Or select different warehouse with available stock
Problem: Sale would exceed client’s credit limit.Solution:
  1. Check client’s current balance: Clients → View Client
  2. Either:
    • Increase credit limit if justified
    • Request cash payment
    • Apply pending payments to reduce balance
Problem: Sale completed but no invoice created.Solution:
  1. Check sale status is “completed”
  2. Manually regenerate: Sales → View Sale → Print Invoice
  3. Check logs: storage/logs/laravel.log
Problem: Trial balance shows debits ≠ credits.Solution:
  1. Check journal entries: Accounting → Journal Entries
  2. Find unbalanced entries (Status: Draft)
  3. Review and post or cancel
  4. Contact support if automated entries are unbalanced

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Need Help?

Architecture Guide

Understand how the system is structured

Module Documentation

Detailed guides for each module

API Reference

Developer documentation for customization

GitHub Repository

Source code and issue tracking

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What’s Next?

Now that you’ve completed your first sale, explore these advanced features:
  1. NCF Generation - Configure Dominican fiscal numbers for tax compliance
  2. Journal Entries - Understand automated double-entry accounting
  3. Export Functionality - Generate Excel reports with filters
  4. Adding Custom Modules - Extend the system with new features

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