Owner & Admin Guide

Complete ERP Documentation

Everything you need to set up, manage, and grow your business with Webgox ERP. Follow the steps below to get started quickly.

Sales Purchase Accounts Inventory HR Reports

Getting Started

First-time setup — complete these steps before anything else

Get your account activated — Webgox ERP is invite-only. Contact us via WhatsApp (+880 1402 739898) or email (rhtahsan979@gmail.com) to request access.

Sign in at /app — Use the credentials you received after activation.

Set up Company Profile — Go to Admin → Company Profile and fill in your business name, logo, owner name, phone, address, and invoice header. This information appears on every printed invoice.

Choose your currency — Go to Settings → Currency and pick your currency symbol. The default is ৳ (Bangladeshi Taka).

Add your products — Go to Inventory → Add Product. Enter the product code, name, category, cost price, selling price, unit, and opening stock.

Add your clients and suppliers — Go to Contacts → Client Directory and Contacts → Supplier Management to add your contacts.

Create user accounts — Go to Admin → User Entry to add staff. Set roles and restrict access using Admin → User Access.

Set opening balances — Go to Accounts → Balance Sheet to enter your starting cash, bank, and MFS balances.

Use only one browser tab per account at a time. Webgox ERP syncs your entire state on save — multiple tabs on the same account can cause data conflicts.

Dashboard

Business overview at a glance

Summary Cards

The top row shows your total sales, purchases, expenses, and net profit for the current period. Numbers update in real time as you enter data.

Revenue Chart

A visual monthly breakdown of income vs. expenses. Quickly spot your best and worst months without running a full report.

Quick Actions

Shortcut buttons to the most-used features — New Sale, New Purchase, Add Expense, and Add Product — right from the home screen.

Low Stock Alerts

Any product with stock at or below its alert threshold appears here. Review this daily so you never run out of key items unexpectedly.

Balance Summary

Live totals for Cash, Bank, and MFS balances. Customer and supplier dues are also shown so you never lose track of outstanding amounts.

Business Monitor

A dedicated analytics module (sidebar → Business Monitor) shows deeper revenue trends with date filtering and category breakdowns.

Sales

Create invoices, manage returns, and track all transactions

Create a Sale

Go to Sales → Sales Entry
Select a customer or type a new name
Search products and add them to cart
Adjust quantity and unit price if needed
Enter discount, VAT, and transport charges
Set payment method and amount paid
Click Submit Sale — a printable invoice opens automatically

Print Invoice

After submitting, a print window opens automatically. You can also reprint any past invoice from Sales Record — find the sale and click the print icon.

Sales Return

Go to Sales → Sales Return
Enter the original invoice number
Select items being returned and quantities
Submit — stock is automatically added back

Quotation

Create price estimates without affecting inventory or accounts. Quotations can be printed and shared with customers.

Go to Sales → Quotation
Add products and customer details
Submit and print the quotation slip

Sales Record

Full history of all sales with search, date filter, and customer filter. Click any row to view the full invoice and reprint it.

Invoice numbers are auto-generated in SL-XXXXX format. Due amounts are tracked per customer in the Accounts module and Customer Due List report.

Purchase

Record stock purchases and manage supplier transactions

Purchase Entry

Go to Purchase → Purchase Entry
Select purchase type: Retail or Wholesale
Select supplier from the list
Add products to cart with quantity and cost
Set payment method and amount paid
Submit — stock increases, supplier due updates

Purchase Return

Return goods to a supplier and reduce your stock accordingly. The supplier's balance adjusts automatically.

Go to Purchase → Purchase Return
Select the original purchase order
Choose items and quantities to return
Submit to finalize

Purchase Record

Complete list of all purchase orders. Filter by date, supplier, or type. Click any record to view full details and print the purchase invoice.

Return Record

Full log of all purchase returns, with supplier name, date, and amount. Useful for reconciling supplier balances.

Purchase invoices have two formats: Retail (with full item breakdown) and Wholesale (simplified). Both are printable from Purchase Record.

Accounts

Manage cash, bank, expenses, and financial statements

Cash View

Live breakdown of your current cash, bank, and MFS balances. All inflows (sales payments) and outflows (expenses, purchases) are reflected here automatically.

Expense Entry

Go to Accounts → Expense Entry
Enter date, expense category, and amount
Select payment method (Cash / Bank / MFS)
Add a note and submit

Bank Transaction

Record transfers between Cash, Bank, and MFS accounts. Use this for deposits, withdrawals, or inter-account transfers to keep balances accurate.

Receive Payment

Collect due payments from customers without creating a new sale. The customer's due balance decreases automatically and the transaction is logged.

Pay Supplier

Record payments made to suppliers against outstanding dues. The supplier's balance reduces and the payment is tracked in the accounts ledger.

Balance Sheet

A snapshot of your total assets (cash, bank, MFS, inventory value) versus liabilities (customer dues, supplier dues). Use this to understand your net worth at any point.

Cash Statement

A chronological log of every cash movement — sales receipts, purchase payments, expenses, and transfers. Filter by date range to review any period.

Inventory

Products, stock levels, damage tracking, and branch transfers

Add Product

Go to Inventory → Add Product
Enter product code, name, and category
Set cost price, selling price, and unit
Enter opening stock quantity
Set a low-stock alert threshold
Click Save Product

Stock Management

View all products with live stock levels, cost, selling price, and total value. Search, filter, and edit any product. Stock updates automatically on sales and purchases.

Re-Order List

Automatically lists all products whose stock has fallen to or below the alert threshold. Review this daily to know what needs restocking before you run out.

Product Price List

Printable catalogue of all products with their current selling prices. Share with customers or use as a reference sheet for your sales team.

Branch Transfer

Transfer stock from one branch to another. The source branch stock decreases and the destination increases. A transfer log is maintained for audit purposes.

Damage Entry

Go to Inventory → Damage Entry
Select the damaged product and enter quantity
Record the cost and reason
Submit — stock is deducted and the loss is recorded

Damage List

Full history of all damage entries with dates, products, quantities, costs, and reasons. Filter by date to calculate total losses for any period.

HR & Payroll

Employees, salaries, and payment records

Add Employee

Go to HR & Payroll → Add Employee
Enter name, role/designation, and monthly salary
Set status to Active
Click Save Employee

Employee List

All employees in one view with their roles, salaries, and active status. Edit or deactivate employees as needed. Inactive employees no longer appear in payroll.

Pay Salary

Go to HR & Payroll → Pay Salary
Select the employee and payment month
Enter the amount paid (full or partial)
Choose payment method and submit

Salary Payment Report

Full history of all salary payments, filterable by employee and date range. Use this for monthly payroll reconciliation and audit trails.

Contacts

Manage your clients and suppliers

Client Directory

Store all customer contact details — name, phone, email, address, area, and owner. Track outstanding dues per client. Search and filter to find any customer instantly.

Go to Contacts → Client Directory
Click Add Client and fill in details
Save — the client is now available in sales entry

Supplier Management

Full supplier directory with contact info, products supplied, and current balance. Supplier dues update automatically when you record purchases and make payments.

Go to Contacts → Supplier Management
Click Add Supplier and fill in details
Save — the supplier is now available in purchase entry

Customer codes are auto-generated (e.g., CL-00001) and supplier codes are auto-generated (e.g., SP-00001). These codes appear on invoices for easy reference.

Reports

Financial summaries, due lists, and full audit trails

Daily Report

All transactions for a single day — sales, purchases, expenses, and payments. A quick end-of-day reconciliation tool.

Day Book

Chronological ledger of every financial transaction. More detailed than the Daily Report — shows individual line items across all categories for any date range.

Expense & Income Report

Grouped summary of all income sources and expense categories for a date range. Identify where money is coming from and where it is going.

Profit & Loss

Revenue minus cost of goods sold minus expenses = net profit. The P&L report calculates this automatically for any period you select. The most important business health metric.

Stock Report

Full inventory valuation — quantity on hand, unit cost, and total stock value for every product. Export for insurance, audit, or investor review.

Customer Due List

All customers who owe money, sorted by amount. Click any customer to see all outstanding invoices. Use this daily to follow up on collections.

Customer Payment Report

Complete history of all customer payments received — full and partial. Filter by customer and date range for account-level reconciliation.

Supplier Due List

All suppliers you owe money to, with outstanding balances. Use this before making supplier payments to prioritize and reconcile.

Admin Panel

Categories, users, permissions, and company setup

Category Entry

Create product categories (e.g., Electronics, Garments, Food). Categories are used when adding products and in the Stock Report for grouped analysis.

Unit Entry

Manage measurement units (Piece, Kg, Litre, Dozen, etc.). Enable or disable units using the checkbox list. Only active units appear in product entry.

Company Profile

Business name, owner name, phone, email, address, logo, and invoice header text. These appear on every printed invoice — set this up before making your first sale.

User Entry

Create login accounts for staff members. Set username, password, role, phone, email, and whether the account is active. Each user can have a profile photo.

User Access (Permissions)

Control exactly what each user can see and do. There are 88 permission items across 12 groups:

Permission Group	What It Controls
Sales	Sales Entry, Sales Return, Quotation, Sales Record
Sales Reports	Sales summaries and invoice lookups
Purchase	Purchase Entry, Purchase Return, Return Record, Purchase Record
Purchase Reports	Purchase summaries and supplier invoices
Accounts	Cash View, Expense Entry, Bank Transaction, Receive Payment, Pay Supplier, Balance Sheet, Cash Statement
Accounts Reports	Financial statements and ledger reports
Billing	Invoice printing and reprinting
HR & Payroll	Employee management and salary payments
Loan	Loan tracking module
Investment	Investment tracking module
Administrator	Full admin access — categories, users, company profile
Invoices	Print and export invoices

Each permission group also has Add, Edit, and Delete action flags. A user can have view-only access without being able to modify any data.

Settings

Currency, import/export, and global preferences

Currency

Change the currency symbol used across the entire ERP. The default is ৳ (Bangladeshi Taka). After changing, all amounts update immediately on every page.

Shop Details

Quick access to basic shop information — same as Company Profile but from a settings perspective. Useful for quick edits without navigating to Admin.

CSV Bulk Import

Import multiple products at once from a CSV file. Useful when setting up the system for the first time with an existing product catalogue. Download the template, fill it in, and upload.

Data Export / Import

Export your entire ERP database as a JSON backup file. Restore from a backup file if needed. Use this before major changes or for migrating between devices.

Export a backup regularly. The Data Export file is a complete snapshot of your entire business data and can be imported back at any time to restore your state.

Client / Customer Guide

Understanding Your Account

This guide explains what Webgox ERP is, what information the business keeps about you, and how invoices, payments, and quotations work.

Invoices Payments Quotations Data Privacy

What is Webgox ERP?

A cloud system your supplier or vendor uses to run their business

Webgox ERP is a business management system that the company or shop you deal with uses internally. You do not need an account — it is their back-office tool.

The business uses Webgox ERP to create your sales invoices, track what you have purchased, and manage any outstanding balance you owe.

Your data is completely isolated — each business has its own private database. Your information is only accessible to the business you deal with, not other businesses on the platform.

If you have any questions about your account, contact the business directly. Webgox ERP only provides the software — billing and account queries are handled by the business you purchased from.

Invoices & Payments

Understanding your bills and how payments are recorded

What's on your invoice?

Every invoice from this business includes:

Invoice number (format: SL-XXXXX)
Date and your name/phone
Itemized list of goods with quantities and prices
Subtotal, discount, VAT, and transport charges
Total, amount paid, and balance due
Business contact details for queries

How are payments recorded?

At sale time — partial or full payment entered on the invoice itself
Later payment — if you pay a due balance later, the business records it in Receive Payment and your due amount decreases
Always ask for a receipt when making payments against dues

How to check your balance

Ask the business to look up your name in the Client Directory
Your total outstanding due is shown on your client profile
For a full breakdown, ask them to check the Customer Due List report
Request a copy of your Customer Payment Report for a payment history

Returning goods

If you return goods, the business processes a Sales Return in the system. Your due amount reduces accordingly. Make sure to get a return receipt and keep your original invoice number handy.

Quotations

Price estimates before you commit to a purchase

A quotation is a formal price estimate. The business prepares it to show you what your purchase would cost before you commit.

Quotations have their own number format and are clearly marked as "Quotation" — not a sales invoice.

No money changes hands and no stock is reserved when a quotation is issued. It is only an offer.

When you confirm the order, the business converts the quotation into a full sales invoice. Only then does the stock move and payment tracking begin.

You can negotiate or decline a quotation without any financial obligation.

If you receive a quotation, keep it for reference. Ask the business for the quotation number so they can look it up quickly when you are ready to confirm.

Frequently Asked Questions

Common questions from customers

How do I know how much I owe?

Ask the business to check the Customer Due List or look up your name in the Client Directory. They can tell you the exact outstanding balance on your account at any time.

How do I get a copy of my invoice?

Give the business your invoice number (format: SL-XXXXX). They can look it up in Sales Record and reprint it. If you don't have the invoice number, they can search by your name or phone number.

What is a quotation and is it binding?

A quotation is a price estimate only — it is not a sale and not binding. No money is collected and no stock is reserved. You can accept, negotiate, or decline it freely.

Is my personal data safe?

Yes. Each business on Webgox ERP has a completely separate database. Your information (name, phone, purchase history) is only accessible to the business you deal with — no other business or third party can access it.

I paid, but the business says I still have a due balance — what should I do?

Show your payment receipt or bank transaction confirmation to the business. Ask them to locate your payment in the Customer Payment Report. If the payment was not recorded, they can add it manually in Receive Payment.

Can I access the ERP myself to check my orders?

Webgox ERP is a business-facing system — customers do not have login access. All queries about your account should go directly to the business. They can look up anything you need in seconds.

Who do I contact if I have a dispute about an invoice?

Contact the business directly — they manage all billing. Webgox ERP is the software provider; we do not have access to or control over any individual business's transactions or customer data.