Klydex ERP is a unified enterprise resource planning system that integrates core business functions such as Accounting, CRM, Project Management, HRM, POS, Inventory, and Support. The system is modular and customizable, enabling businesses to automate workflows, reduce errors, and gain real-time operational insights.

Logging In

1. Open the ERP login page.
2. Enter your username and password.
3. Click Login to access the dashboard.

Navigation

• Sidebar Menu: Lists all modules available to the user.
• Top Navigation Bar: Contains search, notifications, and user profile settings.
• Breadcrumbs: Display current module and submodule path for easy navigation.
• Quick Actions: Common tasks accessible from the dashboard or module home page.

Use Case: A new user logs in and immediately sees the dashboard widgets summarizing financials, open projects, active leads, and POS activity.

Purpose

The Dashboard provides a consolidated, real-time view of business operations across all modules. Users can track KPIs, monitor progress, and identify areas requiring attention.

Features

• Widgets: Revenue, expenses, project progress, active deals, attendance, stock levels.
• Analytics: Graphs, charts, and drill-down capabilities for detailed reports.
• Customization: Users can add, remove, and rearrange widgets to suit business priorities.

Workflow

1. Navigate to Dashboard.
2. Click on any widget to see detailed data.
3. Drag and drop widgets to rearrange layout.
4. Use filter options to adjust date ranges or data scope.

Use Case: A manager monitors sales trends for the month while tracking current project milestones and inventory alerts on the same dashboard.

Overview

The Accounting module manages all financial operations, including banking, sales, purchases, budgets, and reporting. It supports full double-entry bookkeeping and integrates with CRM, POS, and other modules.

3.1 Banking

Purpose: Manage company bank accounts and reconcile statements.

Workflow:

1. Navigate to Accounting → Banking.
2. Click Add Bank Account, fill in bank name, account number, and account type.
3. Import statements manually or synchronize with the bank API.
4. Match transactions with invoices or bills.
5. Approve reconciled entries.

Use Case: The accountant reconciles the company’s bank statement against sales invoices and supplier payments, ensuring accurate ledger balances.

[Screenshot Placeholder: Banking Page]

3.2 Sales

Purpose: Issue invoices, track payments, and manage customer revenue.

Workflow:

1. Go to Accounting → Sales → Create Invoice.
2. Select Customer from the CRM database.
3. Add products or services, specifying quantity, taxes, and discounts.
4. Validate the invoice and send via email or download PDF.
5. Record payment once received.

Field Details:

• Customer: Linked to CRM records.
• Invoice Date: Sets accounting entry date.
• Payment Terms: Immediate, Net 15/30 days, or recurring.
• Taxes: Automatically calculated based on product or service settings.

Use Case: A sales executive issues a service invoice. Upon payment, the ERP automatically updates the ledger, reflecting the revenue and bank account balance.

[Screenshot Placeholder: Sales Invoice Form]

3.3 Purchases

Purpose: Manage supplier bills, payments, and expenses.

Workflow:

1. Navigate to Accounting → Purchases → Create Bill.
2. Select Vendor and enter bill details.
3. Add products or services with cost and taxes.
4. Approve and schedule payment.

Use Case: Accounts payable team tracks supplier invoices, schedules payment, and ensures accurate cash flow monitoring.

[Screenshot Placeholder: Purchase Bill Form]

3.4 Double Entry

Purpose: Maintain accounting integrity through automatic debit and credit entries.

Workflow:

• ERP generates journal entries for every financial transaction automatically.
• Users can view, filter, and, if necessary, adjust journal entries.

Use Case: Recording a sale automatically debits Accounts Receivable and credits Sales and Tax Accounts.

[Screenshot Placeholder: Journal Entries]

3.5 Budget Planner

Purpose: Plan and monitor departmental budgets.

Workflow:

1. Navigate to Accounting → Budget Planner.
2. Define budget lines by account, department, and period.
3. Compare budget vs actual in real-time.

Use Case: Finance team monitors marketing spend vs allocated budget, identifying over or under-spending.

[Screenshot Placeholder: Budget Planner]

3.6 Financial Goals

Purpose: Track organization-wide financial targets.

Workflow:

• Define revenue, profit, or cost-saving goals per department.
• Monitor goal achievement via dashboard and reports.

Use Case: CEO sets a quarterly revenue goal. The dashboard shows progress against the target.

[Screenshot Placeholder: Financial Goals]

3.7 Accounting Setup

Purpose: Configure accounting system.

Workflow:

1. Define fiscal years.
2. Configure chart of accounts.
3. Set tax rules, payment terms, and currency options.

Use Case: Company configures fiscal year and tax rules before launching the ERP for official accounting.

[Screenshot Placeholder: Accounting Setup]

3.8 Print Settings

Purpose: Customize printed financial documents.

Workflow:

• Modify invoice templates, include company logo, and configure page layout.
• Preview print output before finalizing.

Use Case: Generate PDF invoices for emailing to clients with company branding.

Overview

CRM manages customer relationships, capturing leads, tracking deals, and managing contracts. Integration with Accounting ensures seamless invoicing and revenue tracking.

4.1 Leads

Workflow:

1. Navigate to CRM → Leads → New Lead.
2. Enter lead details: name, company, email, phone.
3. Assign to a sales rep.
4. Qualify or disqualify based on potential.

Use Case: Marketing campaigns generate leads; the sales team follows up and updates the ERP status.

[Screenshot Placeholder: Leads Form]

4.2 Deals

• Pipeline view of opportunities.
• Update stages: New → Qualified → Proposal → Won/Lost.
• Add notes, activities, and expected revenue.

Use Case: Track the lifecycle of a large enterprise deal from first contact to contract signature.

[Screenshot Placeholder: Deals Pipeline]

4.3 Form Builder

• Create lead capture forms for websites.
• Map form fields directly to CRM lead records.

Use Case: A website contact form automatically creates new leads in the ERP.

[Screenshot Placeholder: CRM Form Builder]

4.4 Contracts

• Manage client contracts: terms, start/end dates, automated renewal notifications.

Use Case: Track service agreements, renewal dates, and associated invoices.

[Screenshot Placeholder: Contracts Management]

4.5 CRM System Setup

• Configure pipeline stages.
• Define sales territories and assign team members.
• Set automated alerts and reminders.

Overview

Manage projects, tasks, timesheets, bug tracking, and reporting.

5.1 Projects

• Create new projects with milestones and managers.
• Assign team members and define priority.

Use Case: Launch a software project with clear deadlines and milestones.

[Screenshot Placeholder: Project Dashboard]

5.2 Tasks

• Break projects into tasks.
• Assign tasks to team members.
• Track status, deadlines, and progress.

Use Case: Track development tasks with assigned resources and completion deadlines.

[Screenshot Placeholder: Task Form]

5.3 Timesheets

• Record time spent on tasks.
• Generate weekly/monthly reports per employee or project.

Use Case: Project manager reviews hours logged to ensure billing accuracy.

[Screenshot Placeholder: Timesheet Entry]

5.4 Bugs

• Log, assign, and resolve bugs.
• Track resolution time and priority.

Use Case: QA team logs software defects and assigns developers for resolution.

[Screenshot Placeholder: Bug Tracker]

5.5 Task Calendar

• Visual calendar view of all tasks and deadlines.

Use Case: Team sees overlapping tasks to manage workload efficiently.

[Screenshot Placeholder: Task Calendar]

5.6 Tracker

• Track employee task completion and resource utilization.

Use Case: Managers monitor productivity per project or employee.

[Screenshot Placeholder: Tracker Dashboard]

5.7 Project Reports

• Generate reports for progress, task completion, and milestones.
• Export to PDF or Excel for stakeholder meetings.

Use Case: Monthly status report for executive review.

[Screenshot Placeholder: Project Reports]

5.8 Project System Setup

• Define templates for common project types.
• Configure task stages and priorities.

Overview

Manage employees, attendance, leaves, payroll, and roles.

Employees

• Maintain personal and job information.
• Track employment status and contracts.

Use Case: HR adds new hires and stores their employment details.

[Screenshot Placeholder: Employee Records]

Attendance

• Record daily check-in/out times.
• View monthly attendance summary.

Use Case: Monitor employee attendance for payroll calculation.

[Screenshot Placeholder: Attendance Dashboard]

Leave Management

• Employees submit leave requests.
• Managers approve/reject requests.
• Track leave balances automatically.

Use Case: HR monitors vacation days and statutory leave entitlements.

Payroll

• Calculate salaries based on attendance, allowances, and deductions.
• Generate payslips automatically.

Use Case: Monthly payroll generation for all employees.

Roles & Permissions

• Assign roles such as HR Manager, Accountant, Project Manager.
• Control access to modules and actions.

Use Case: Restrict financial operations to accountants only.

Products & Services

• Add/edit products and services with categories, SKUs, prices, and tax rules.

Use Case: Inventory and sales teams manage product catalog efficiently.

[Screenshot Placeholder: Product Catalog]

Product Stock

• Track inventory levels by warehouse/location.
• Receive/issue stock with automatic ledger updates.

Use Case: Warehouse manager monitors stock to prevent stockouts.

Warehouse

• Maintain stock at multiple locations.
• Sync with POS for real-time inventory updates.

Purchases & Quotations

• Create purchase orders and supplier quotations from POS module.

Add POS

• Configure new point-of-sale terminals.
• Assign POS users and permissions.

POS Transactions

• Process sales, apply discounts, accept multiple payment methods.

Transfers

• Move stock between warehouses.
• Record transfer date, quantity, and destination.

[Screenshot Placeholder: Stock Transfer]

Print Barcode & Print Settings

• Generate barcodes for products.
• Configure receipt layout and printer settings.

Zoom Meeting Integration

• Schedule and manage meetings directly from ERP.
• Track meeting participants and agenda.

Messenger

• Internal chat for real-time communication.
• Create group or private chats.

Notification Templates

• Predefine notifications for leads, invoices, and projects.
• Customize text and delivery method (email, SMS).

Users

• Add new users and configure profile information.

Roles

• Assign access rights and module permissions.

Clients

• Manage external client portal access.

System Settings

• Configure global ERP options (currency, date format, modules enabled).

Subscription Plans

• Define subscription packages for clients.
• Set pricing, duration, and renewal options.

Orders

• Manage subscription orders and billing.