User Manual – ERPGo SaaS

1Introduction

Welcome to the ERPGo SaaS user manual. ERPGo SaaS is an all-in-one business ERP where a Super Admin manages multiple companies, and each company runs projects, accounting, HRM, CRM, and POS from its own secure workspace.

This guide covers login, dashboard, company and plan setup, projects, accounting, HRM, CRM, POS, and system settings.

2Login Process

The login process enables users to access the platform seamlessly.

2.1 Introduction

Allows users to access their accounts within ERPGo SaaS and its functionalities.

2.2 Accessing the Login Page

Navigate to the designated login page of the ERPGo SaaS platform.

2.3 Entering Your Credentials

• Email Address: Enter your registered email address.
• Password: Enter your account password.
• Click "SIGN IN" to access your account.

2.4 New to ERPGo SaaS?

Click "Create one" on the login page and fill in:

• Name: Your full name.
• Email Address: Your email.
• Password: A strong password.
• Confirm Password: Re-enter to confirm.
• Click "Create account" to finish.

2.5 Successful Login

Once credentials are verified, you are logged in and can explore all ERPGo SaaS features.

2.6 Seamless Access

Subsequent logins use your registered email and password on the login page.

3Super Admin Access & Capabilities

As a Super Admin you can manage and oversee pivotal aspects of the platform.

Profile Settings

• Upload a profile picture by clicking Browse.
• Enter your Name and Email. Optionally add a Mobile Number.
• Click "Save Changes" to apply updates.

Change Password

• Enter Current Password, then New Password, then Confirm Password.
• Click "Save Changes".

Language Management

• Use the top-right language selector to switch UI language.
• Create Language: Enter language code, name, or country code.
• Edit translation keys per module (General, HRM, CRM, POS, etc.).

3.1 Dashboard Insights

A monthly line chart shows order volume across all twelve months. Hover any point to see the exact count.

3.2 User Management

View, create, and manage all registered users. Use Search and Filters (email, login status) to locate users. Toggle between list and grid view.

3.3 Helpdesk Management

Manage helpdesk tickets and categories. Filter tickets by Status, Priority, Category, or User.

Ticket Statuses

• Open — New unassigned ticket
• In Progress — Being worked on
• Closed — Resolved and closed
• Resolved — Marked complete

Create Helpdesk Ticket

• Title, Description, User, Category, Priority — all required fields.

3.4 Subscription Management

Control plan creation, pricing, coupons, and orders. Navigate Monthly / Yearly tabs to manage billing cycles.

Create Plan fields

• Plan Name, Max Users (enter -1 for unlimited), Storage Limit (GB), Description, Features
• Toggles: Active, Trial, Free

Create Coupon fields

• Name, Code, Type (Percentage / Flat / Fixed), Discount, Usage Limit, Expiry Date

3.5 CMS Management

Manage the public-facing landing page. Three sections: Landing Page, Custom Pages, Newsletter Subscribers.

A Live Preview panel shows changes in real time. Click "Save Changes" to publish.

Landing Page Tabs

• Setup — General info, section order, color theme
• Layout — Header, Hero, Footer configuration
• Content — Features, Modules, Benefits sections
• Social — Stats and Gallery
• Engagement — CTA section
• Page — Pricing page configuration

3.6 Email Templates

Manage automated email notifications per module. Filter by Module. Click Edit to customise template content. Templates cannot be created or deleted — only edited.

3.7 Notification Templates

Three tabs: Slack, Telegram, Twilio. Each uses the same layout. Edit templates per event. Requires integration configured in Settings.

3.8 Media Library

• Click "New Folder" to organise files into folders.
• Click "Upload Files" to add media.
• File actions: Download, View Info, Copy Link, Delete.

3.9 Settings Management

Categories: Brand, System, Currency, Cookie, Pusher, SEO, Cache, Storage, Email, Email Notifications, Google reCAPTCHA, Webhook, Bank Transfer, Stripe, PayPal.

Key settings

• Brand Settings — Logo (dark/light), Favicon, Title, Theme color, Sidebar style, Layout direction
• System Settings — Default language, date/time format, enable registration/email verification/landing page
• Currency Settings — Currency, symbol position, separators, decimal places
• Email Settings — SMTP Host, Port, Username, Password, Encryption, From Address
• Stripe / PayPal — Enable gateway, enter API keys

4Admin Login Process

4.1 Access ERPGo SaaS

Go to the ERPGo SaaS website and enter your admin credentials (username and password provided by the system administrator), then click "Log In".

5Dashboard

Seven specialised dashboards are accessible from the Dashboard menu:

• Project Dashboard — Total projects, task completion, bugs, team members, clients, monthly progress graph
• Account Dashboard — Total clients, vendors, customer/vendor payment summaries, recent revenues and expenses
• HRM Dashboard — Attendance today, absences, leave, branches, departments, promotions, terminations
• Recruitment Dashboard — Total candidates, active jobs, interviews, onboarded; hiring funnel stages
• POS Dashboard — Today's revenue, total sales, average transaction, out-of-stock products, top sellers
• CRM Dashboard — Total deals, leads, users, clients; deal and lead call breakdown, deals by stage
• Support Tickets Dashboard — Total, open, closed tickets; avg response time; active categories; ticket trends

5.1 Role-Based Dashboard

HR Role

• HRM Dashboard: daily staff summary, quick action buttons (add employee, process payroll, apply leave)
• Recruitment Dashboard: full hiring pipeline, interview calendar, QR code for career page

Customer Role

• Account Dashboard: total paid, revenue, transactions, payment trend chart
• Support Tickets: create ticket button, status overview, activity chart

Staff Role

• HRM Dashboard: personal attendance, leave balance, Clock In/Out button
• CRM Dashboard: assigned deals/leads, task calendar, assignment overview

Vendor Role

• Account Dashboard: total received, expenses, payment transactions, monthly trend
• Support Tickets: raise and track vendor support requests

6User Management

6.1 Manage Roles

A role is a set of permissions controlling what a user can see and do. Create once, assign to multiple users.

• Default Roles (Staff, Client, Vendor, Hr) — can be edited but not deleted.
• Custom Roles — can be edited and deleted.

Create New Role

• Name: System name (e.g., manager)
• Label: Display name (e.g., Manager)
• Permissions: Organised by module tabs — tick checkboxes for allowed actions.

6.2 Manage Users

Filter users by Email, Role, or Login Status. Toggle list/grid view. Click the history icon to view login history.

Create User

• Name, Email, Mobile Number, Password, Confirm Password, Role, Login Status

7Proposal Management

Create and manage sales proposals sent to customers before an invoice is raised.

Proposal Statuses

• Draft → Sent → Accepted / Rejected / Expired

Actions per Proposal

• Download PDF, Send, View, Edit (Draft), Delete (Draft), Accept / Reject (Sent), Convert to Invoice (Accepted)

Create Sales Proposal fields

• Proposal Date, Due Date, Customer, Warehouse, Payment Terms, Notes
• Items: Product, Qty, Unit Price, Discount %, Tax (auto), Total (auto)

8Sales Invoice

8.1 Sales Invoice

Filter by Customer, Warehouse, Status (Draft, Posted, Partial, Paid, Overdue), Date Range.

Invoice Types

• Product-wise — for physical products; includes Qty and Warehouse fields.
• Service-wise — for services; no Qty or Warehouse required.

8.2 Sales Invoice Returns

Manage product returns from customers against previously issued invoices.

Return Statuses

• Draft → Approved → Completed

Create Sales Return fields

• Return Date, Original Invoice, Warehouse, Return Reason, Notes
• Select items from invoice → enter Return Qty per item

9Purchase Management

9.1 Purchase Invoice

Filter by Vendor, Warehouse, Status, Date Range. Actions: Download, View, Post (Draft), Edit (Draft), Delete (Draft).

Create Purchase Invoice fields

• Invoice Date, Due Date, Vendor, Warehouse, Payment Terms, Notes, Sync to Google Calendar

9.2 Purchase Returns

Manage returns sent back to vendors. Statuses: Draft → Approved → Completed.

9.3 Warehouses

Manage warehouse locations for storing and managing inventory.

Create Warehouse fields

• Name, Address, City, Zip Code, Phone (with country code), Email, Status

9.4 Transfers

Move stock between warehouses.

Create Transfer fields

• From Warehouse → To Warehouse → Product → Quantity → Date

10Product & Service

10.1 Items

View all products and parts. Filter by Item Type or Category. Toggle list/grid view.

Create Item — 4 Steps

• Step 1 – Basic Details: Item Type (Product / Part / Service), Name, SKU, Tax, Category, Description
• Step 2 – Pricing & Stock: Sale Price, Purchase Price, Unit, Quantity (not shown for services)
• Step 3 – Images: Main product image + additional images
• Step 4 – Warehouse: Select warehouse (not shown for services)

10.2 System Setup

• Category — Name + Color
• Taxes — Tax Name + Rate (%)
• Units — Unit Name

11Quotations Management

Create and manage customer quotations with item-level pricing, discounts, and tax calculations.

Quotation Actions

• Download, Send, Duplicate, View, Edit, Delete
• For sent quotations: Approve, Reject, Create Version

12Project Management

12.1 Manage Project

Actions: Duplicate, View, Edit, Delete. Filter by Status (Ongoing, Onhold, Finished) and Date Range.

Project Detail Panels

• Project Details, Overview, Team Members, Clients, Progress, Milestones, Recent Activity, Files

Views

• Task Kanban — Todo, In Progress, Review, Done. Drag & drop tasks.
• Bug Tracker — Unconfirmed, Confirmed, In Progress, Resolved, Verified.
• Calendar View — Month / Week / Day layout.

12.2 Project Reports

Shows Tasks, Bugs, Milestones progress. Pie chart for task status, bar chart for priority, users table, milestones table.

12.3 System Setup

• Task Stage — Draggable ordered list (default: Todo, In Progress, Review, Done)
• Bug Stage — Draggable ordered list (default: Unconfirmed, Confirmed, In Progress, Resolved, Verified)

13Accounting Management

13.1 Customers

Create customers with billing/shipping address, tax number, payment terms. View Report shows Total Invoiced, Returns, Credit Notes, Payments, Balance.

13.2 Vendors

Create vendors with billing/shipping address. View Report shows Total Billed, Returns, Debit Notes, Payments, Balance.

13.3 Banking

• Bank Accounts — Create with account type (Checking/Savings/Credit/Loan), GL account, opening balance.
• Bank Transactions — Auto log of all financial movements. Mark as Reconciled.
• Bank Transfers — Internal transfers between accounts. Cannot be edited after processing.

13.4 Chart of Accounts

Create accounts with type, code, normal balance (Debit/Credit), opening balance. Optionally create as sub-account.

13.5 Vendor Payments

Select outstanding invoices to pay. Apply available debit notes to offset payment. Total auto-calculated.

13.6 Customer Payments

Select outstanding invoices. Apply credit notes. Statuses: Pending (yellow), Cleared (green), Cancelled (red).

13.7 Revenues

Statuses: Draft → Approved → Posted. Draft: Approve / Edit / Delete. Approved: Post. Posted: View only.

13.8 Expenses

Same workflow as Revenues: Draft → Approved → Posted.

13.9 Debit Notes

Raised against vendors (from purchase returns). Statuses: Draft → Approved → Applied.

13.10 Credit Notes

Issued to customers (from sales returns). Statuses: Draft → Approved → Applied.

13.11 Reports

• Invoice Aging — Outstanding balances by aging buckets (Current, 1-30, 31-60, 61-90, 90+ days)
• Bill Aging — Same for vendor payables
• Tax Summary — Tax Collected (Sales) vs Tax Paid (Purchases), Net Tax Liability
• Customer Balance — Total Invoiced, Returns, Paid, Balance per customer
• Vendor Balance — Total Billed, Returns, Paid, Balance per vendor

13.12 System Setup

• Account Types — Category (Assets/Liabilities/Equity/Revenue/Expenses), Name, Code, Normal Balance
• Revenue Categories — Name, Code, linked GL Account
• Expense Categories — Name, Code, linked GL Account

14Goal Management

• Goals — Type (Savings/Expense Reduction/Debt Reduction), Priority, Target Amount, Date
• Milestones — Checkpoint targets per goal; statuses: Pending → Achieved
• Contributions — Log financial contributions; types: Manual / Automatic
• Tracking — Progress log with status: On Track / Behind / Ahead
• Categories — Classify goals (Financial, Health, Career, etc.)

15Budget Planner

• Budget Periods — Financial year, start/end dates; Active or Closed
• Budgets — Name, Period, Type (Operational / Capital); Draft → Active → Approved
• Allocations — Allocate budget funds to accounts; tracks Spent and Remaining
• Monitoring — Read-only time-based spending view; Variance % shows over/under spend

16Double Entry

16.1 Ledger Summary

Overview of all ledger accounts with Date, Account Code/Name, Reference, Description, Debit, and Credit columns. Filter by account and date range. Download PDF.

16.2 Trial Balance

Confirms total Debits = total Credits. Auto-generated from all connected modules. Select date range, click Generate.

16.3 Balance Sheet

Generate for a selected date. Shows Assets vs Liabilities & Equity. Draft status allows changes; Finalised is permanent. Compare finalised balance sheets across periods.

16.4 Profit & Loss Statement

Select date range → Generate. Shows Total Revenue, Total Expenses, Net Profit (or Net Loss). Download PDF.

16.5 Reports

• Journal Entry, General Ledger, Account Statement, Account Balance, Cash Flow, Expense Report

17HRM Management

17.1 Manage Employees

Create employee over 6 tabs: Personal → Employment → Contact → Banking → Hours & Rates → Documents.

17.2 Payslip

• Set Salary — View and edit basic salary per employee; add Allowances, Deductions, Loans, Overtimes.
• Manage Payrolls — Create payroll with frequency (Weekly/Bi-Weekly/Monthly); Run Payroll to calculate; Pay Salary per employee; Download salary slip.

17.3 Attendance

• Shifts — Name, Start/End Time, Break times, Night Shift toggle
• Attendances — Log Clock In/Out; statuses: Present (green), Absent (red), Half Day (yellow)

17.4 Leave Management

• Leave Types — Name, Max Days/Year, Is Paid, Color
• Leave Applications — Employee, Leave Type, Start/End Date, Reason; statuses: Pending → Approved / Rejected
• Leave Balance — Real-time Total / Used / Available per employee, auto-updated on approval

17.5 Holidays

Create holidays with type, date range, paid status, and optional Google/Outlook Calendar sync.

17.6 Awards

Award employee with award type, date, optional description and certificate upload.

17.7 Promotions

Record branch/department/designation change with effective date. Statuses: Pending → Approved.

17.8 Resignations

Last working date, reason, document upload. Statuses: Pending → Accepted / Rejected.

17.9 Terminations

Termination type, notice date, termination date, reason. Statuses: Pending → Approved / Rejected.

17.10 Warnings

Warning type, subject, severity. For Approved warnings: add written Response.

17.11 Complaints

Complaint against employee with type, subject, description. Statuses: Assigned → In Progress → In Review → Resolved.

17.12 Employee Transfers

Track branch/department transfer. Statuses: Pending → In Progress → Approved.

17.13 Documents

Upload employee documents by category. Statuses: Pending → Approved / Rejected.

17.14 Acknowledgments

Assign a document to an employee for acknowledgment. Statuses: Pending → Acknowledged.

17.15 Announcements

Create announcements with category, department, priority, date range. Statuses: Draft → Active / Inactive.

17.16 Events

Create events with type, departments, start/end datetime, location, color. Optional Google Calendar sync.

17.17 System Setup

Configure: Branches, Departments, Designations, Document Types, Award Types, Termination Types, Warning Types, Complaint Types, Holiday Types, Document Categories, Announcement Categories, Event Types, Allowance Types, Deduction Types, Loan Types, Working Days, IP Restricts.

18Performance Management

• Performance Indicators — Name, Category, Measurement Unit, Target Value; Active / Inactive
• Employee Goals — Title, Goal Type, Target, Progress %, Dates; statuses: Not Started → In Progress → Completed / Overdue
• Review Cycles — Name, Frequency (Monthly/Quarterly etc.), Active / Inactive
• Employee Reviews — Reviewer, Review Cycle, Date; rate indicators with 5-star scale; add Pros/Cons; Submit Review
• System Setup — Indicator Categories, Goal Types

19Training Management

• Training Types — Name, Branch, Department
• Trainers — Name, Contact, Email, Experience, Branch, Department, Expertise, Qualification
• Training List — Title, Type, Trainer, Branch, Dates, Status; manage Tasks and Feedbacks per training

20Recruitment Management

• Job Locations — Name, Address, Remote Work toggle; visible on career portal
• Custom Questions — Text/Select/Radio/Checkbox/Date/Number; appear on application forms
• Job Posting — Title, Type, Location, Branch, Salary, Deadline, Description, Requirements, Benefits; publish/unpublish toggle
• Manage Candidates — Tracked by Tracking ID; View full candidate profile
• Interview Rounds — Round name, sequence, job posting link
• Manage Interview — Candidate, Round, Type, Date/Time, Duration, Location, Interviewers
• Interview Feedback — Rate Technical Skills, Communication, Cultural Fit, Overall; Recommendation
• Candidate Assessment — Score, Status (Pending/Pass/Fail), Conducted By
• Manage Offer — Position, Salary, Bonus, Start Date, Expiry; Send/Download Offer Letter; Convert to Employee
• Checklist Items — Tasks per onboarding checklist; Category, Assigned Role, Due Day
• Candidate Onboarding — Assign checklist and buddy employee to hired candidate
• System Setup — Job Types, Candidate Sources, Interview Types, Onboarding Checklists, Brand Settings, Offer Letter Template

21POS Management

21.1 Add POS

Select customer and warehouse. Browse products by category or search. Click product to add to cart. Adjust quantities. Select bank account. Click Checkout → Process Payment → get receipt (Download PDF / Print).

21.2 POS Orders

View all completed transactions. Filter by Customer and Warehouse. View full sale details. Download PDF.

21.3 Product Barcodes

Select warehouse, choose products, set copy count, click Download PDF to print barcode sheets.

21.4 Reports

• Sales Report — Daily, Monthly, Warehouse comparison charts
• Product Report — Top 10 by revenue, quantity distribution, performance table
• Customer Report — Top 10 by spending, order distribution, customer performance table

22CRM Management

22.1 System Setup

• Pipelines, Lead Stages, Deal Stages, Labels, Sources

22.2 Manage Leads

Create with Name, Email, Subject, User, Phone, Follow Up Date. View as list or Kanban. Filter by user or stage. Assign labels.

22.3 Manage Deals

Create with Deal Name, Price, Client. Switch pipelines. Filter by Stage or Status. View as list or Kanban.

22.4 Lead / Deal Detail View

8 panels: General, Tasks, Users, Products, Sources, Files, Calls, Activity. Use Convert to Deal button to promote a lead.

22.5 Reports

• Lead Reports — General (conversion pie, source bar, monthly chart), Staff, Pipeline
• Deal Reports — General, Staff, Client, Pipeline

23Form Builder

• Create Form — Name, Enable/Disable toggle, Layout (Single Column/Two Column/Card)
• Field Types — Text, Email, Number, Phone, URL, Password, Textarea, Select, Radio, Checkbox, Date, Time
• Share — Copy Link button; deactivated forms show unavailable message
• Responses — View submissions in tabular format
• Convert To — Map form fields to CRM Lead, Deal, or Project Management module

24Support Ticket

24.1 System Setup

• Categories, KnowledgeBase Categories, Brand Settings, Custom Pages, Title Sections, CTA Sections, Quick Links, Support Information, Contact Information

24.2 Manage Tickets

Filter by Status. Color-coded status badges: Closed (red), In Progress (blue), On Hold (yellow). Actions: View, Edit, Delete.

24.3 Knowledge Base

Create articles with Title, Category, Description. Import in bulk via CSV (Download Sample → fill → Import).

24.4 Manage FAQ

Create FAQ entries with question Title and rich-text Answer. Import via CSV.

24.5 Manage Contact

View all contact form submissions. Actions: View (full message), Delete.

25Contract Management

25.1 Manage Contracts

Create with Subject, Value, Start/End Date, Status, Contract Type, Users. Statuses: Pending, Accepted, Declined, Closed.

Contract Detail Tabs

• Details, Attachments, Comments, Notes, Renewals

25.2 Contract Types

Create types with Name and Active/Inactive status.

26Calendar Management

Unified view of all scheduled activities. Toggle Month / Week / Day. Filter by activity type.

26.1 Activity Types

• Sales Invoice, Purchase Invoice, Event, Holiday, Leave, Deal Task, Lead Task, Contract End, Project Due Task, Zoom Meeting, Interview Schedule

27Zoom Meeting

27.1 Meetings Table

Columns: Title, Start Time, Duration, Host, Participants, Status, Actions. Statuses: Scheduled, Started, Ended, Cancelled.

27.2 Create Zoom Meeting

• Title, Description, Password, Start Time, Duration, Host/Participant Video toggles, Waiting Room, Recording, Status, Participants, Host, Sync to Google Calendar

28Timesheet Management

28.1 Table Columns

Name, Project, Task, Type (Clock In/Out / Project / Manual), Date, Hours, Minutes, Actions.

28.2 Create Timesheet

• Type, User, Date, Hours, Minutes, Notes

29Messenger

29.1 Conversations Panel

• Search users field; toggle All Users / Favorites.
• Each conversation shows profile picture, name, last message preview, timestamp.
• Green badge = unread message count.
• Click user to open active chat.

30Helpdesk Management (Company)

30.1 Tickets List

Filter by Status, Priority, Category. Status badges: In Progress (yellow), Closed (gray), Open (blue). Priority badges: Urgent (red), High (orange), Medium (yellow), Low (green).

30.2 Create Helpdesk Ticket

• Title, Description (rich text), Category, Priority (default: Medium)

31Plan Management

31.1 Subscription Plans

Plans are created by Super Admin and available here for subscription. Click Subscribe to Plan or Start Trial. Payment methods: Bank Transfer, PayPal, Stripe. Apply coupon code for discounts.

31.2 Bank Transfer Requests

Track subscription payment requests. Statuses: Pending (yellow), Rejected (red). Actions: View, Delete.

31.3 Orders

Full order history. Columns: Order ID, Plan, Coupon, Amount, Status, Payment Method, Date.

32Settings Management

32.1 Common Configuration

Brand, System, Currency, Email, Email Notifications, Webhook, Stripe, and PayPal Settings work the same as Super Admin level.

32.2 Company Settings

• Company Name, Registration Number, Address, City, State, Country, Zip Code, Telephone, Company Email, Email From Name, Tax Number (VAT/GST)

32.3 Support Settings

• Enable FAQ, Knowledge Base toggles
• Ticket Fields Settings: customise field labels, placeholders, types, required status, width

32.4 Contract Settings

Set Contract Prefix (e.g., CON) — applied to all new contracts (e.g., CON0001).

32.5 Email Notification Settings

Tabs: General, CRM, Support Ticket, Recruitment. Toggle each notification on/off.

32.6 Slack Settings

Enable integration, enter Webhook URL, toggle notifications per module.

32.7 Telegram Settings

Enable integration, enter Bot Token and Chat ID, toggle notifications per module.

32.8 Twilio Settings

Enable integration, enter Account SID, Auth Token, From Phone Number, toggle SMS notifications per module.

32.9 AI Assistant Settings

• AI Provider (e.g., OpenAI), API Key, AI Model

32.10 Zoom Meeting Settings

• Enable toggle, Client ID, Client Secret, Account ID (from Zoom Marketplace Server-to-Server OAuth app)

32.11 Google Calendar Settings

• Enable toggle, Google Calendar ID, Google OAuth 2.0 service account JSON file

32.12 Webhook Settings

Add webhooks with Method (GET/POST), Event trigger, and Webhook URL. Events grouped by: General, Accounting, Recruitment, Training, Zoom, Project, CRM, Contract, HRM.