All the details
How every part of RaXa works, as it is today. Pick a part from Contents, or open a module's tutorials for the step-by-step guides.
Start here
Everything built on November 6 to 8 is live. These three steps get you from logging in to trying it for real.
1. Log in
- Open RaXa and press Login at the top of Home. Enter your email and the access code that was emailed to you. How
- As an Admin, Home shows Get set up, which ticks off each step as you finish it. For a new company, Open the setup guide walks through company details, locations, accounts, tax, users and opening balances, one step at a time. Setup
- As Ultra, use Switch company in your account details to open a client company. How
2. Turn on the new switches
Admins have everything already. For everyone else, open System Management > Users, choose a person, then Permissions. Start from a role fills most of it in one click. Roles · Who can do what
- Can export (top of Permissions): Excel, PDF and printing everywhere, including the Management report.
- Reports and Analytics: Dashboard, Sales, Inventory, Financial and People report, one switch each.
- Inventory > Deliveries > Approver: the dispatcher, who plans drivers on the Dispatch board.
- Inventory: Stock Planning, Stock Adjustments, Fixed Assets and Asset Transfers, each with its own Approver where it has one.
- Human Resource > Expense Claims: Access to see all claims, Add to file for others, Edit to mark paid, Approver to approve.
- Human Resource > Recruitment: job posts and applicants. Hiring also needs Add on Employees.
- Human Resource > Payroll > Approver, and Accounting Payables, Expenses and Journal entries > Approver, for anything an Approval rule holds.
- Sales > Sales > Delete / Modify: voids, write-offs and every cashier's drawer Shifts.
- Sales > Coupon Bank: now also covers Promotions (Add to make one, Edit to change or switch it off).
- Accounting: Projects use the Accounts switches (Add, Edit) and show to anyone with Statements; project budgets use Budgets.
- Price increase alert: in Inventory > Suppliers > Alert limits, Price increase above (5% unless changed) sets when a purchase order line turns red for a price rise.
- Cash floor: in Accounting > Statements > Cash forecast, Warn me when cash would fall below (needs Accounts > Edit) sets the amount that turns the Dashboard's Cash and banks tile red. It is zero until you set it.
When you give someone their login, set their Start page so they land where they work, and send them their part of Your day, for example the Cashier link.
While there, set the Company details and logo for the letterhead on every printout, and the Approval rules amounts.
3. Try these on a real device
These need a real login, camera, location or printer, so they could only be tested with made-up data. Tick them off as you go.
- Photo upload (saved to Google Drive): an employee photo, a damage report photo, and an expense claim receipt.
- Map Confirm: set a location's map pin and press Confirm, then an outside address on a delivery.
- Phone camera scanning: Scan to count on a Physical Count, and scanning a barcode on Quick sale.
- Time clock with the selfie check, from a phone.
- Printing: a sale receipt, a payslip, and Export > Management report on the Dashboard. Each should carry your letterhead.
- Cash drawer: open a shift, make a quick sale, close it, and check the Z reading.
- The books: after that sale, open Accounting and see it in the Income statement.
- The bell and search: press N for the bell and Ctrl + K to find the sale. ? lists every shortcut.
- Import: a small CSV of suppliers, then item types and opening stock. How
- Install the app: on Android, open RaXa in Chrome and choose Install app from the ⋮ menu. On an iPhone, open it in Safari, tap Share, then Add to Home Screen. Open RaXa from the new icon: it should go straight to the log-in box, and the keyboard should show letters for the access code.
Then read What's new for everything else.
Your day
If you use RaXa for one job, this is all you need to start. Your Admin can set your Start page, so after you log in RaXa opens right where you work. Each part has its own link, so an Admin can send it to a new person with their login, for example tutorial.html#day-cashier.
Cashier
- Open your drawer: Sales and Marketing > Sales > Cash drawer > Open a shift, with the cash you start with. How
- Sell: Sales > Quick sale. Scan the item, tap the cash, then Complete sale and print the receipt. For a named customer or a balance, use Add sale. How
- Close your shift: count the cash, enter the total, and print the Z reading. How
Warehouse
- Receive deliveries: Inventory and Logistics > Purchase Orders, open the PO and press Receive delivery, then count what arrived. How
- Send and receive transfers between locations. How
- Count: Physical Count > Today's cycle count, or scan with your phone. How
HR assistant
- Needs HR: Human Resource > Daily Time Records, set Show to Needs HR to see the days with something to check. How
- Leave: Leave > To decide. Approve or decline each request. How
- Fix time logs: in Daily Time Records, add a missing time log or correct a wrong one before payroll. How
Accounting clerk
- Enter bills: Accounting and Finance > Payables > Add bill, for rent, utilities, services and anything else you will pay later. Choose the supplier, what it is for (an expense account) and the amount with VAT. Stock bought on a purchase order is billed by Inventory, so don't enter it twice. How
- Pay bills: open the bill and press Pay, or use Pay on the supplier's row. Choose where the money comes from (cash, bank or e-wallet) and add the check or transfer number as the reference. How
- At month end, reconcile: Cash and banks > Reconcile on the bank account. Enter the statement date and the last balance printed on the bank statement, tick each line that shows on it, and press Finish when the difference is zero. Not done yet? Save for later. How
Sales rep
- Quote: Sales and Marketing > Quotations > Add quotation. Pick the customer, or type a prospect's name, add the items and the date it is valid until, then Save and Print or share it. How
- Turn it into a sale: when the customer says yes, open the quotation and press Convert to sale. The customer, items and prices carry over; add the payment and Complete sale. How
- Follow up who owes: Collections > Overdue, open the customer, then Reminder message or Log follow-up (with the date and amount they promise). When they pay, press Collect payment. How
Approver or manager
- Check the bell (or press N). Its teal number is what waits for you, and only what you may approve. How
- Tap a line to go straight to it, then Approve, or Reject with a reason.
- On the Dashboard, Today shows the same list grouped by kind. How
Lost? Press Ctrl + K to search, or ? for the shortcuts.
What's new
Added from November 6 to 8, 2026. Each line links to how it works.
Every page
- The bell lists what is waiting for you across every module, and search (Ctrl + K) finds any customer, sale, employee, item or supplier. Bell · Search
- Keyboard shortcuts: press ? to see them. How
- Can export: one switch per person, beside Show sensitive, decides who can export or print lists. How
Reports and Analytics
- A Dashboard with sales against target, cash, balances, stock and people, plus Sales, Inventory, Financial and People reports. How
- Compare with the period before or the same dates last year, keep Saved views, and Customise the Dashboard. It opens instantly and guides a new company.
- Tap any Dashboard number to open the list behind it, and print a one-page Management report or the longer Monthly management pack (adds aging, top customers and payroll cost). How
- My reports: save any report to come to you daily, weekly or monthly; it shows in the bell when ready. How
- Explore: build your own sales table, for example brands by branch or categories by month, as item sales, units, number of sales or gross profit. How
- The Library: over 200 ready-made reports with charts across sales, customers, inventory, purchasing, finance and people, with favourites and export. How
- Goals on the Dashboard: targets for the month, quarter or year with the pace and last period. How
- Alerts: tell RaXa to warn you when cash runs low, overdue balances or bills due pile up, yesterday's sales were weak, or an item runs short. How
- History of a record: every change, who and when, on Users and Locations, with more modules to follow. How
- Today: what needs you at the top of the Dashboard: approvals, deliveries, overdue balances, stock to order and interviews, each a tap away. How
- User Activity has a Summary for an audit: changes by person, by section and the records changed most. How
- A find-anything box on the Dashboard, and search now finds Accounting bills and invoices too. How
System Management
- Backup can now also download a zip of CSV files, one per table. How
- A Start page per user: a cashier lands on Quick sale, a clerk on Purchase Orders, an approver on the Dashboard. How
- Setup guide for a new company: six steps from company details to opening balances, each skippable, and it picks up where you stopped. How
- Role templates fill a new user's switches in one pick. How
- Import customers, employees, suppliers, item types and opening stock from a spreadsheet. How
- Approval rules for a second approver, Security to sign people out of every device, Backup, and the Company letterhead on every printout. Approvals · Security · Backup · Company
Accounting and Finance
- Approvals, Recurring entries, and prepaid or accrual spreads. Approvals · Recurring
- Compare statements with the period before, last year or the budget; aging By customer and supplier Aging. Statements · Payables
- Projects: tag bills, expenses, charges, journal lines and recurring entries to a job and see its profit against budget. How
- An Audit trail of every entry, flagging back-dated, night or weekend, large and hand-typed control-account entries, and a History on each entry. How
- Budgets per branch or project, a Monthly variance report, and Templates for journal entries and bills. How
- To collect: a worklist of overdue customers with notes and promises to pay, shared with Sales; and a 6-month Ratios trend. To collect · Ratios
- An Opening balances wizard (customers, suppliers and other balances from a spreadsheet, previewed first), Revalue foreign bills at month-end, and Paid from remembering your account. Opening balances · Payables
- A 13-week Cash forecast with a cash floor warning on the Dashboard, a Tax summary by month or quarter, and Print statement on a ledger card. Cash forecast · Tax
- A Ledger card per supplier or customer, a Checks register, and the SLSP for RELIEF. Payables · Tax
- Suggested matches and Add to books when reconciling, Print statements for every customer or supplier at once, and payment runs approved as one request. Reconcile · Payables
- Bills in another currency, Import bank statement to reconcile, and the Month-end checklist. Cash and banks · Closing
Sales and Marketing
- Cash drawer and end of day: open a shift, X and Z readings, over or short, posted to Accounting. How
- Forecast: the next 3 months against target, and how many days each top item's stock will last. How
- Promotions that apply by themselves at the till: percent off, amount off, or buy X get Y. How
- Serial numbers to tap on a sale, and a Project on sales and quotations, which then counts in that project's profit. Serials · Projects
- Quick sale at the counter, and serial numbers on sales and returns. Quick sale · Serials
- Share a receipt or statement as a link the customer opens without logging in, and stop it at any time. How
Inventory and Logistics
- Serial numbers from receiving to transfers, returns, damages and adjustments. How
- Supplier Scorecard and grades, and the expected date on a PO that marks it Late. Suppliers · Purchase orders
- Stock Planning: what to order now and lots about to expire. How
- Count with a phone: several people scan the same count at once, and Today's cycle count suggests a few items a day. How
- Record supplier credit closes a supplier return with a credit note, refund or replacement, posted to Accounting; deliveries show which lots to pick first; the bell lists products out of stock. Returns · Deliveries
- Scan with the camera in Inventory, the Master list, Supplier Returns, Transfers and Receive delivery. How
- Forecast in Stock Planning suggests reorder points from 12 months of real demand, with the season and safety stock. How
- Make transfer turns a branch's request into a draft transfer in one tap, and labels print in bulk on A4 sheets or label rolls. Requests · Labels
- Kits and bundles that build themselves from parts when sold, and price alerts on purchase orders. Kits · Price alerts
- Dispatch board: assign deliveries to drivers, order the stops, plan a timed route that keeps each delivery's hours, and open it in Google Maps. How
- Make purchase orders now picks the best supplier for each item, and Value by location shows stock worth per branch. How
- Lots follow the stock, first expiry first out, and forms say which lot to pick. How
- An item's full history with a running balance, a Slow and dead stock view, a printed Delivery Receipt and driver run sheet, and adjustable Route timing. History · Slow stock · Deliveries
- Cases with their own barcode and price, and a Quality hold for stock that must be checked when it arrives. Units · Quality hold
- RFQs to compare several suppliers' quotes and award in one step, and Blanket POs with agreed prices for the year. RFQs · Blanket POs
Human Resource
- Contribution and tax rates you can update when the government changes them, and the 2027 holidays. How
- Payroll government lists, BIR 1601-C, 2316 worksheets, the alphalist, bank file and final pay. How
- Expense claims with a receipt photo, approved and paid back through Accounting or with the salary. How
- The 13th month report (earned, paid and still due) and an Org chart under Analytics. 13th month · Org chart
- Projects on expense claims and a default project per employee, so salaries post to each job. How
- Recruitment: job posts, applicants through each stage, interviews in the bell, and Hire straight into Employees. How
- Who's off: a month calendar of leave, and Check changes before approving a payroll. Leave · Payroll
- Employment status and movements: regularization, promotion, transfer and pay changes with an effective date, a printed notice, and a Status ending reminder. How
Quick start
New to RaXa? These nine steps take a new company from nothing to its first sale. If you are an Admin, Home shows the same list as Get set up and ticks each step off as you finish it, and System Management > Setup walks you through the same nine, one at a time.
- Add your locations. System Management > Locations > Add location, for each branch, store or warehouse. How
- Add your employees. Human Resource > Employees > Add employee, with a valid email and a clear photo. Have many? Import them from a spreadsheet, along with customers, suppliers, item types and opening stock. How
- Give your team their logins. System Management > Users > Add user, then tick only the pages each person needs. Their access code is emailed to them. How · Who can do what
- Add your suppliers. Inventory and Logistics > Suppliers > Add supplier. How
- Set up your items. Item Classification > Add item type, then buy with a purchase order. Items join the Master list by themselves when stock is received. Stock already on your shelves? Import it as opening stock. How
- Set pay profiles. Human Resource > Payroll > Pay profiles, a salary or daily rate for each employee. How
- Enter your company tax details. Accounting and Finance > Accounts: TIN, RDO and address, for the BIR forms. How
- Enter your opening balances. Accounting and Finance > Journal entries > Opening balances: a wizard for what customers owe, what you owe suppliers, and cash, bank and other balances on the day you start. How
- Make your first sale. Sales and Marketing > Sales > Add sale. Stock, receivables and the books update by themselves. How
Every day: check the bell for what is waiting for you, press Ctrl + K to find anything (? shows every shortcut), and open Reports and Analytics to see how the business is doing.
1. Getting started
What it is for: logging in, finding your way around every module, and letting RaXa tell you what needs you today.
Step by step
Log in for the first timeMag-login sa unang beses
- Open RaXa. You land on Home.
- Press Login at the top right. It is the only place to log in.
- Type the access code from the email you were sent, then press Log in.
- Lost the code? Press Forgot code on the login box and type your recovery email. A new code is sent, and the old one stops working.
- Buksan ang RaXa. Mapupunta ka sa Home.
- I-press ang Login sa taas sa kanan. Ito lang ang lugar para mag-login.
- I-type ang access code mula sa email na pinadala sa iyo, tapos i-press ang Log in.
- Nawala ang code? I-press ang Forgot code sa login box at i-type ang recovery email mo. May bagong code na ipapadala, at hindi na gagana ang luma.
Find anything fastHanapin agad ang kahit ano
- Press Ctrl + K (⌘ + K on a Mac), or tap the magnifying glass.
- Type at least 2 letters of a customer, sale, item, supplier, employee or bill.
- Use the arrow keys and Enter, or click a result. Its page opens with the search already typed in.
- To jump to a page, type part of its name, such as payroll, and press Enter.
- I-press ang Ctrl + K (⌘ + K sa Mac), o i-tap ang magnifying glass.
- Mag-type ng kahit 2 letters ng customer, sale, item, supplier, employee o bill.
- Gamitin ang arrow keys at Enter, o i-click ang result. Bubukas ang page na naka-type na ang search.
- Para pumunta sa page, i-type ang part ng name nito, tulad ng payroll, at i-press ang Enter.
See what is waiting for youTingnan kung ano ang naghihintay sa iyo
- Look at the bell on Home or in any module's menu, or press N.
- The teal number counts what waits for you, and only what you are allowed to act on, such as leave to decide or orders to approve.
- Click a line to go straight to it.
- The bell refreshes every 2 minutes, and whenever you come back to the page.
- Tingnan ang bell sa Home o sa menu ng kahit anong module, o i-press ang N.
- Ang teal na number ay bilang ng naghihintay sa iyo, yung kaya mo lang gawin, tulad ng leave na dedesisyunan o orders na ia-approve.
- I-click ang line para diretsong pumunta doon.
- Nagre-refresh ang bell kada 2 minutes, at tuwing babalik ka sa page.
See a record's historyTingnan ang history ng isang record
- Open a record that has a History button, such as a user or a location.
- It lists every add, change and delete, newest first: who, when, and each field's old and new value.
- Values you may not see show as "changed (value hidden)".
- In User Activity, clicking a record's name does the same for any record.
- Buksan ang record na may History button, tulad ng user o location.
- Nakalista ang bawat add, change at delete, pinakabago muna: sino, kailan, at ang luma at bagong value ng bawat field.
- Ang values na hindi mo puwedeng makita ay lalabas na "changed (value hidden)".
- Sa User Activity, ang pag-click sa name ng record ay ganun din para sa kahit anong record.
Work faster with shortcutsBumilis gamit ang shortcuts
- Press ? on any page to see every shortcut.
- Ctrl + K or / opens search.
- N opens or closes the notifications.
- Esc closes search, a form or a picture. Letter shortcuts work when you are not typing in a box.
- I-press ang ? sa kahit anong page para makita lahat ng shortcut.
- Ang Ctrl + K o / ay magbubukas ng search.
- Ang N ay magbubukas o magsasara ng notifications.
- Ang Esc ay magsasara ng search, form o picture. Gagana ang letter shortcuts kapag hindi ka nagta-type sa box.
Use a module pageGamitin ang module page
- On Home, press a module card, for example Sales and Marketing.
- The menu across the top lists its pages. On a phone, the three lines open the menu.
- Use search and the filters along the top, then click a row to open it.
- At the bottom of every page, Tutorial opens the guide for the page you are on.
- Sa Home, i-press ang module card, halimbawa Sales and Marketing.
- Nakalista sa menu sa taas ang pages nito. Sa phone, ang tatlong linya ang magbubukas ng menu.
- Gamitin ang search at filters sa taas, tapos i-click ang row para buksan.
- Sa baba ng bawat page, ang Tutorial ay magbubukas ng guide para sa page na iyon.
Put RaXa on your phoneIlagay ang RaXa sa phone mo
- On Android, open RaXa in Chrome and choose Install app from the ⋮ menu.
- On an iPhone, open RaXa in Safari, tap Share, then Add to Home Screen.
- Open RaXa from the new icon. It still needs the internet to open your records.
- Sa Android, buksan ang RaXa sa Chrome at piliin ang Install app sa ⋮ menu.
- Sa iPhone, buksan ang RaXa sa Safari, i-tap ang Share, tapos Add to Home Screen.
- Buksan ang RaXa mula sa bagong icon. Kailangan pa rin ng internet para mabuksan ang records mo.
Get in touch with the RaXa teamKontakin ang RaXa team
- Press Get in touch at the top of Home or the Tutorial page.
- Logged in, your company and nickname are filled in for you. Visitors add an email and contact number.
- Type your message and send it.
- To log out, press Hi, your name beside the logo, then Log out.
- I-press ang Get in touch sa taas ng Home o ng Tutorial page.
- Kapag naka-login, naka-fill in na ang company at nickname mo. Ang visitors ay maglalagay ng email at contact number.
- I-type ang message mo at i-send.
- Para mag-log out, i-press ang Hi, your name sa tabi ng logo, tapos Log out.
Tips
- Press ? on any page to see every keyboard shortcut.
- Your Admin can set your Start page, so RaXa opens right where you work after you log in.
- Press Hi, your name beside the logo to log out, or to sign out of your other devices.
Questions
A colleague sees a page I don't. Why?
Pages you have no permission for are hidden. Ask an Admin to turn on that page for you in System Management > Users > Permissions.
Where are the Excel, PDF and Print buttons?
They only show for people with the Can export switch. Receipts always print.
Does RaXa work without the internet?
No. With no connection it shows a short note and a Try again button. Nothing about your company is kept on the device.
I lost my phone while logged in. What now?
On another device, press Hi, your name and Sign out other devices. An Admin can also use System Management > Security > Sign out everywhere.
All the details
History of a record
A History button on a record shows every add, change and delete made to it, newest first: who, when, and each field's old and new value. Values you may not see (such as a Sensitive field) show as "changed (value hidden)". It opens for anyone with User Activity or with access to that record's section. Today it is on Users and Locations in System Management; other modules are adding it. In User Activity, clicking a record's name does the same for any record.
Logging in
- Open RaXa. You land on Home.
- Press Login at the top right. This is the only place to log in.
- Type your access code and press Log in. Your code comes by email when your account is made.
- Forgot code: on the login box, press Forgot code and type your recovery email. A new code is sent to it, and the old one stops working.
- Register: a new company presses Register and enters the company name, contact person, Admin nickname and email. The first code goes to that email, and that person becomes the company's Admin.
- Log out: press Hi, your name beside the logo, then Log out. The same box says if you are also logged in on other devices, with Sign out other devices to end them.
Home
Logged out, Home is the public page, with Tutorial and Get in touch at the top. Logged in, the top bar shows your greeting, Get in touch, the bell and System Management, and the module cards at the bottom open each module.
- Hi, your name: shows your account details and Log out.
- Bell: what is waiting for you, with a count. See The bell.
- Search (the magnifying glass): find anything. See Search.
- Get set up (Admins): the setup steps still to do, until they are all done. Press × to hide it.
- Get in touch: send a message to the RaXa team. Logged in, your company and nickname are filled in for you. Visitors also give an email and contact number.
- Tutorial: opens the tutorials and this manual. Logged in, it sits at the bottom of every page.
Using a module page
- The menu across the top lists the pages of the module. Pages you have no permission for are hidden. On a smaller screen, extra pages move under More.
- On a phone, the three lines open the menu and the person icon opens your details.
- Home, or the pandas at the bottom, take you back to Home.
- Most pages have search and filters along the top, then a list. Click a row to open it.
- A form only lets you change what your permissions allow. If you leave with unsaved changes, RaXa asks first.
- Excel, PDF and Print buttons only show if you have Can export.
The bell
The bell is on Home and in the menu of every module. Its teal number counts what is waiting for you, and only what you are allowed to act on:
- Leave and schedule requests to decide, as HR, as the manager, or as the reliever.
- Payroll runs, purchase orders, deliveries and extras, supplier returns, damage reports and counts to approve. Payroll runs waiting for a second approver are listed on their own line, and a run you approved first is not counted for you.
- Onboarding and offboarding items past their due date (Edit on Employees).
- Payments, expenses and journal entries waiting in Accounting > Approvals.
- Transfers, asset transfers and item requests on the way to your location, and deliveries assigned to you.
- Items to order now and expired lots from Stock Planning (lots expiring soon show as an update).
- Expired certifications (those expiring within 60 days show as an update).
- Performance reviews to approve, and your own review waiting for you to read and acknowledge.
- Updates, shown without the teal count: customer balances past due, bills due within 7 days, entries Accounting could not post, your own requests decided this week, and new announcements for you posted in the last 7 days.
- Your scheduled reports that are ready to open.
- Products out of stock (an update): items that had stock and now have none, at your location, or at every location for Admins and people with no location. It needs Inventory or Stock Planning access.
Click a line to go straight to that page. The bell refreshes every 2 minutes, and whenever you come back to the page.
Search
Press Ctrl + K (⌘ + K on a Mac) on any page, or the magnifying glass, then type at least 2 letters. On the Dashboard you can also just type in the Find a customer, item, invoice, bill or employee box. RaXa finds customers, sales, items, suppliers, Accounting bills and other charges (invoices), employees, users and locations, but only in the pages you can open. Use the arrow keys and Enter, or click a result to open its page with the search already typed in.
Go to a page: type part of a page's name, such as payroll or transfers, and Go to lists that page first; press Enter to open it. With nothing typed, Recent shows the last places you opened on this device. Search offers only pages your menu shows you, after you have opened that module once on the device.
Keyboard shortcuts
Press ? on any page to see this list. The letter shortcuts work when you are not typing in a box.
- Ctrl + K or /
- Search everything (⌘ + K on a Mac).
- N
- Open or close the notifications.
- ?
- Show the shortcuts.
- ↑ ↓ and Enter
- Move through search results and open one.
- Esc
- Close search, the notifications, a form or a picture.
Installing the app
RaXa can be installed on a phone or computer from the browser's menu, for example Add to Home screen or Install app. It still needs the internet: with no connection it shows a short note and a Try again button. To open faster, the device keeps RaXa's own pictures (the wallpaper, logo and icons) and fonts after the first visit; pages and records always come fresh, and nothing about your company is stored on the device.
For the RaXa team (Ultra)
An Ultra user opens a client company with Switch company in their account details. They act as that company's Admin for 2 hours.
2. System Management
What it is for: setting up the company. Locations, logins and what each person may do, importing your lists, approval rules, your letterhead, and the record of who changed what. Many pages are for Admins only.
Step by step
Add a locationMag-add ng location
- Open System Management > Locations and press Add location.
- Enter the name and type (Head Office, Branch, Store, Warehouse and so on), the address, the map pin, a contact number and the person in charge.
- Press Save. The location now shows in Inventory, and stock can be received, counted, sent and sold there.
- A location that closes is set Inactive, not deleted.
- Open ang System Management > Locations at i-press ang Add location.
- I-type ang name at type (Head Office, Branch, Store, Warehouse at iba pa), address, map pin, contact number at person in charge.
- I-press ang Save. Lalabas na ang location sa Inventory, at puwede nang mag-receive, magbilang, mag-send at magbenta doon.
- Kapag nagsara ang location, i-set na Inactive, huwag i-delete.
Set up a new company step by stepI-set up ang bagong company step by step
- As an Admin, open System Management > More > Setup, or Open the setup guide on Home.
- Each step says what it is for and what is there now. Its button opens the page where you do it.
- A step turns Done by itself once the work is there. Skip for now moves on.
- Below the steps, the Data health check lists what is missing, each with a Fix button.
- Bilang Admin, open ang System Management > More > Setup, o ang Open the setup guide sa Home.
- Sinasabi ng bawat step kung para saan ito at ano ang meron na. Bubuksan ng button nito ang page na gagawan.
- Kusang magiging Done ang step kapag tapos na. Ang Skip for now ay lilipat sa susunod.
- Sa ilalim, nakalista sa Data health check ang kulang, bawat isa may Fix button.
Give someone a loginBigyan ng login ang isang tao
- First add the person in Human Resource > Employees, with a valid email. A login is always made from an employee.
- In System Management > Users, press Add user, choose the employee, and set a nickname and role.
- Under Permissions, pick a job in Start from a role, such as Cashier, then change any switch you need.
- Press Save. Their access code is emailed to them.
- Open the user again and choose a Start page, so they land where they work.
- Una, i-add ang tao sa Human Resource > Employees, with valid email. Laging galing sa employee ang login.
- Sa System Management > Users, i-press ang Add user, piliin ang employee, at i-set ang nickname at role.
- Sa Permissions, pumili ng trabaho sa Start from a role, tulad ng Cashier, tapos baguhin ang switches na kailangan.
- I-press ang Save. Ie-email sa kanya ang access code.
- Buksan ulit ang user at pumili ng Start page, para doon siya mapunta pagka-login.
Choose what each person can doPiliin kung ano ang kayang gawin ng bawat tao
- Open Users, choose a person, then Permissions.
- Turn a module on first, then tick its pages: Access to see, Add, Edit, Delete / Modify and Approver.
- Can export at the top allows Excel, PDF and Print everywhere. Can see sensitive shows fields like cost.
- Open What each role gives to compare the ready-made roles.
- Open ang Users, pumili ng tao, tapos Permissions.
- I-on muna ang module, tapos i-tick ang pages: Access para makita, Add, Edit, Delete / Modify at Approver.
- Ang Can export sa taas ay nagbibigay ng Excel, PDF at Print kahit saan. Ang Can see sensitive ay nagpapakita ng fields tulad ng cost.
- Buksan ang What each role gives para ikumpara ang ready-made roles.
Bring in your lists from a spreadsheetI-import ang lists mo mula sa spreadsheet
- Open Import and choose what you are bringing in: customers, employees, suppliers, item types or opening stock.
- Press Download the template, fill it in with Excel or Google Sheets, and save it as CSV.
- Press Choose CSV file and look at the preview. Rows marked in red need a fix and are skipped.
- Press Import. When it finishes, Download the rows to fix, fix them and import that file again.
- Open ang Import at piliin ang ii-import: customers, employees, suppliers, item types o opening stock.
- I-press ang Download the template, i-fill in sa Excel o Google Sheets, at i-save bilang CSV.
- I-press ang Choose CSV file at tingnan ang preview. Ang rows na pula ay kailangang ayusin at lalaktawan.
- I-press ang Import. Pagkatapos, i-Download the rows to fix, ayusin, at i-import ulit.
Ask for a second approver on big amountsHumingi ng second approver sa malalaking amount
- As an Admin, open Approval rules.
- Switch on a rule, such as Purchase orders, and enter the amount it starts from.
- Press Save. From then on, anything at or above that amount needs someone other than the person who made it.
- Working in the Status column means that module already checks the rule.
- Bilang Admin, open ang Approval rules.
- I-on ang rule, tulad ng Purchase orders, at i-type ang amount kung saan ito magsisimula.
- I-press ang Save. Mula noon, ang nasa o lampas sa amount ay kailangan ng ibang tao para ma-approve.
- Ang Working sa Status column ay ibig sabihin, chine-check na ito ng module.
Put your letterhead on every printoutIlagay ang letterhead mo sa bawat printout
- As an Admin, open Company.
- Fill in the company name, address, TIN, phone, email and website.
- Press Add logo and choose a PNG, JPEG or WebP picture. A wide logo on a white background prints best.
- Check the preview on the right, then press Save.
- Bilang Admin, open ang Company.
- I-fill in ang company name, address, TIN, phone, email at website.
- I-press ang Add logo at pumili ng PNG, JPEG o WebP. Pinakamaganda ang wide na logo sa puting background.
- I-check ang preview sa kanan, tapos i-press ang Save.
Sign someone out of every deviceI-sign out ang isang tao sa lahat ng device
- As an Admin, open Security.
- Your logins lists every device you are on. Sign out ends one.
- Everyone in the company shows each person's devices. Sign out everywhere ends all of theirs, for example when a phone is lost.
- To stop them logging in again, set them Inactive in Users.
- Bilang Admin, open ang Security.
- Nakalista sa Your logins ang bawat device mo. Ang Sign out ay tatapusin ang isa.
- Makikita sa Everyone in the company ang devices ng bawat tao. Ang Sign out everywhere ay tatapusin lahat, halimbawa kapag nawala ang phone.
- Para hindi na makapag-login, i-set na Inactive sa Users.
Download a backupMag-download ng backup
- As an Admin with Can export, open Backup.
- Choose Download as Excel, Download as CSV files (zip) or Download as JSON.
- Open What is in it to see each table and its count. Passwords and codes are never included.
- Keep the file somewhere safe. Once a month is a good habit.
- Bilang Admin na may Can export, open ang Backup.
- Piliin ang Download as Excel, Download as CSV files (zip) o Download as JSON.
- Buksan ang What is in it para makita ang bawat table at bilang nito. Hindi kasama ang passwords at codes.
- Itago ang file sa ligtas na lugar. Magandang gawin ito buwan-buwan.
Find out who changed somethingAlamin kung sino ang nagbago ng isang bagay
- Open User Activity.
- Search by user or record, or filter by user, section, action and dates.
- Click a record's name to see every change to it, newest first.
- For an audit, set View to Summary for an audit.
- Open ang User Activity.
- Mag-search ayon sa user o record, o i-filter ayon sa user, section, action at dates.
- I-click ang name ng record para makita ang bawat pagbabago, pinakabago muna.
- Para sa audit, i-set ang View sa Summary for an audit.
Hide or require a fieldItago o i-require ang isang field
- As an Admin, open Field Control and pick the list, such as Employees or Master list.
- Show off means only Admins see the field.
- Sensitive shows it only to Admins and people with Can see sensitive, for cost, SRP and personal details.
- Editable off locks it after a record is made, and Required means the form won't save without it.
- Bilang Admin, open ang Field Control at piliin ang list, tulad ng Employees o Master list.
- Kapag naka-off ang Show, Admins lang ang makakakita ng field.
- Ang Sensitive ay makikita lang ng Admins at may Can see sensitive, para sa cost, SRP at personal details.
- Kapag off ang Editable, naka-lock ito pagkagawa ng record, at ang Required ay hindi magse-save kung wala ito.
Tips
- New company? More > Setup walks you through nine steps, from locations to the first sale.
- The Data health check under Setup lists what is missing, each with a Fix button.
- Download a Backup once a month and keep it somewhere safe.
- Make cost and SRP Sensitive in Field Control, so only the right people see them.
Questions
Why can't I add a user?
A user is always made from an employee. Add the person in Human Resource > Employees first, with a valid email.
How do I stop someone logging in?
Set them Inactive in Users. To end the logins they already have, use Security > Sign out everywhere.
Can I change my own role?
No. You cannot set yourself Inactive or change your own role, and only an Admin can change an Admin.
Import says a location doesn't match.
Locations are matched by their name in System Management > Locations, so spell them the same way. A file can have up to 2,000 rows.
All the details
Set up the company: locations, users and their permissions, and the rules for each field. Open it from System Management on Home.
Locations
- Press Add location.
- Enter the name and type (Head Office, Branch, Store, Warehouse and so on), the address, a map pin, a contact number and email, and the person in charge.
- Press Save.
A location can be set Inactive instead of deleted. Every location is a column in Inventory, and a place stock can be received, counted, sent and sold from.
On the Locations and Users lists, Export saves the list as shown (after your search and status filter) to Excel or PDF, for people with Can export. Open a location or user and press History to see who added and changed it, and what changed.
Users
- First add the person in Human Resource > Employees, with a valid email. A user is always made from an employee.
- In Users, press Add user, choose the employee, and set a nickname and role.
- Under Permissions, pick a role in Start from a role to fill in the switches for a common job, or turn on the modules and pages yourself. You can change any switch before saving (see Who can do what).
- Press Save. Their access code is emailed to them.
- Roles: Admin can do everything. Head, User and Employee get only what Permissions gives them.
- Setting a user Inactive stops them logging in. You cannot set yourself Inactive or change your own role, and only an Admin can change an Admin.
- Start page (Admins): open a saved user and choose where they land right after logging in, then press Save start page. For example, Quick sale for a cashier (it opens Quick sale straight away), Purchase Orders for a warehouse clerk, Daily Time Records for HR, or the Dashboard for an approver. Only pages that person can open are offered. With none chosen, people with the Dashboard switch land on the Dashboard, and everyone else on Home. If their switches change later so they can no longer open their start page, they land on Home instead.
Import
Bring in your existing customers, employees, suppliers, item types or opening stock from a spreadsheet instead of typing them one by one.
- Choose what you are importing, then Download the template. Fill it in with Excel or Google Sheets and save it as CSV (in Excel: File > Save As > CSV).
- Choose CSV file. RaXa matches the columns by name and checks every row. Locations are matched by their name in System Management > Locations, and dates can be written 2026-01-31 or 01/31/2026.
- Look at the preview. Rows marked in red need a fix first and are skipped.
- Press Import. Each row is saved exactly as if it were typed into the form, with the same checks and User Activity lines. You can press Stop at any time.
- When it finishes, Download the rows to fix gives you a file of the rows that did not go in, each with the reason. Fix them and import that file again.
- Item types fill Inventory > Item Classification: one row per classification (Product, Office supplies or Asset), category and type, with the unit of measure. Separate several brands or specifications with a semicolon, for example "Zeta; Halo". A product needs at least one of each.
- Opening stock is for what is already on your shelves on day one. Import Suppliers and Item types first. Each row names the item (classification, category, type, brand and specification), the location, the supplier (company name or supplier ID), the term (Outright unless you write Consignment or 1, 3, 6 or 12 months), the quantity and the unit cost. It goes in as "Opening stock" at that cost, just like a received batch, and joins the Master list.
- Different column names? If your file's headings do not match the template, open Match your columns under the file and pick which column holds each field (or leave it blank). The preview and the check update as you choose.
You need Add on Customers, Employees, Suppliers, Item Classification or Stock to import each one. Up to 2,000 rows a file. After that, new stock comes in through purchase orders. Opening money balances (cash, bank, what customers and suppliers owe) go in through Accounting > Opening balances.
Approval rules (Admins only)
Set amounts that need a second person to approve, so no one can finish a large purchase order, payment, expense, discount, void, write-off, journal entry or payroll alone.
- Switch a rule on and enter the amount it starts from.
- Press Save. The change shows in User Activity.
For example, with a Purchase orders amount, a PO at or above it must be approved by someone other than the person who made it. With a Writing off amount, a damage report worth at or above it (at the stock's average cost) must be approved by someone other than the person who reported it. RaXa says so when the same person tries.
The Status column says Working when that module already asks for the second approver. Not checked yet means the rule is kept and applies as soon as that module starts checking it.
Security (Admins only)
- Your logins: every device you are logged in on, such as "Chrome on Android", with when it started and ends. Sign out ends one, and Sign out all other devices ends all but this one.
- Everyone in the company: how many devices each person is logged in on and their latest login. Sign out everywhere ends all of that person's logins, for example when a phone is lost or someone leaves. To stop them logging in again, set them Inactive in Users.
- Every sign-out shows in User Activity.
Backup (Admins only)
Download everything your company has in RaXa: customers, sales, stock, employees, payroll, the books and every other record.
- Download as Excel gives one file with a tab per table. Download as CSV files (zip) gives one zip with a CSV file per table (UTF-8, column names in the first row) and a short README; any spreadsheet or database can read them back. Download as JSON gives one file for technical use or moving to another system.
- Downloading needs the Can export switch as well as being an Admin.
- Login codes, passwords and other secrets are never included. Open What is in it to see each table and how many records it has.
- Keep the file somewhere safe, because it holds personal details. A monthly backup is a good habit.
Setup (Admins only)
A guided first run for a new company, one step at a time. It has the same nine steps as Get set up on Home and the Quick start, with the same count in both places: locations, employees, logins, suppliers, items, pay profiles, company details, letterhead and tax, opening balances (with the chart of accounts), and the first sale. Open it from System Management > More > Setup, or Open the setup guide under Get set up on Home.
- Each step says what it is for, how to do it, and what is there now, for example "2 locations, 1 with a map pin". Its button opens the page where you do it.
- A step turns Done by itself once the work is there, the same as on Home: a location, an employee, a second user, a supplier, an item on the Master list, a pay profile, a TIN in Accounting, opening balances, and a sale.
- Do the steps in any order. Skip for now moves on and marks the step Skipped; it stays on the list until it is done.
- RaXa remembers the step you were on, with your login, so Setup opens where you stopped, on any device. Check again refreshes the status after you come back.
- Data health check, under the steps: what is missing or wrong in your records, each with a count and a Fix button that opens the page to fix it. It checks products with no cost or no selling price (SRP), items below zero, customers with no mobile or email, active employees with no pay profile or no email, suppliers with no phone or email, locations with no map pin, and entries Accounting could not post. A green tick means that one is in order. Check again counts again after you fix things.
Company (Admins only)
Your letterhead. The company name, logo, address, TIN, phone, email, website and a short line print at the top of every PDF export and report.
- Fill in the details. Leave the name or TIN blank to use the registered name and the TIN in Accounting.
- Press Add logo and choose a PNG, JPEG or WebP picture. A wide logo on a white or clear background prints best. RaXa shrinks it for you.
- Check the preview on the right, then press Save. The change shows in User Activity.
User Activity
A record of every change: who did it, when, and what changed from and to. Search by user or record, and filter by user, section, action (Added, Changed, Deleted) and dates. Load more shows older lines. Click a record's name to see its whole history, every change to it, newest first. Export saves the lines on screen to Excel or PDF, for people with Can export. Fields that are hidden or sensitive for you stay hidden here too.
Summary for an audit: set View to "Summary for an audit", then choose the dates, and a person or a section if you like. It counts the changes three ways: By person (Added, Changed, Deleted, total and their last change), By section (the same, with how many people), and the 10 Records changed most. Export saves all three tables to Excel or PDF (Can export). To see the lines behind a number, switch View back to "Every change" with the same filters.
Field Control (Admins only)
Sets rules for each field in Locations, Users, Employees, Suppliers, Master list and Customers:
- Show: off means only Admins see the field.
- Sensitive: only Admins and people with Can see sensitive for that module see it. Use this for things like cost, SRP and personal details.
- Editable: off means it can be filled when a record is new, but not changed later.
- Required: the form will not save without it.
Locked fields, such as names and IDs, are needed by the system and keep their rules.
3. Human Resource
What it is for: your people. Employee records and 201 files, the time clock and daily time records, leave, payroll with government rates and BIR reports, and expense claims.
Step by step
Add an employeeMag-add ng employee
- Open Human Resource > Employees and press Add employee.
- Enter the name, location, position, manager, contact details, birth date and date hired. The email is needed for their login and payslips.
- Add a clear, front-facing photo. The time clock uses it to check their face.
- Press Add employee. The Employee ID is made for you.
- Open ang Human Resource > Employees at i-press ang Add employee.
- I-type ang name, location, position, manager, contact details, birth date at date hired. Kailangan ang email para sa login at payslips.
- Maglagay ng malinaw na photo na nakaharap. Ginagamit ito ng time clock para i-check ang mukha.
- I-press ang Add employee. Kusang gagawin ang Employee ID.
Use My HR as an employeeGamitin ang My HR bilang employee
- Anyone whose login is linked to an employee opens Human Resource > My HR. No permission is needed.
- See your Payslips, Time records and your Schedule for the next 14 days.
- Check your Leave credits, and loans and charges with what is left to pay.
- Read announcements at the top, and your trainings and reviews.
- Kahit sino na naka-link ang login sa employee ay puwedeng mag-open ng Human Resource > My HR. Walang permission na kailangan.
- Makikita ang Payslips, Time records at Schedule mo sa susunod na 14 days.
- I-check ang Leave credits, at loans at charges kasama kung magkano pa ang babayaran.
- Basahin ang announcements sa taas, at ang trainings at reviews mo.
Promote, transfer or regularize someoneI-promote, i-transfer o i-regularize ang isang tao
- Open the person in Employees and find Employment status and movements.
- Press Add movement and choose Regularization, Promotion, Transfer, Salary adjustment or Change of status.
- Set the effective date, and change only what is new: position, location, manager, status, and pay if you have Payroll access.
- Open the movement and press Print notice for a signed Notice of personnel action.
Other ways
- A movement dated later takes effect on its date, or when a payroll starts on or after it.
- Buksan ang tao sa Employees at hanapin ang Employment status and movements.
- I-press ang Add movement at piliin ang Regularization, Promotion, Transfer, Salary adjustment o Change of status.
- I-set ang effective date, at baguhin lang ang bago: position, location, manager, status, at pay kung may Payroll access ka.
- Buksan ang movement at i-press ang Print notice para sa Notice of personnel action na pipirmahan.
Other ways
- Ang movement na later ang date ay mag-e-effect sa date na iyon, o kapag nag-start ang payroll sa o pagkatapos nito.
Hire through RecruitmentMag-hire gamit ang Recruitment
- Open Recruitment and press Add job post: the title, position, location and number of openings.
- Click the post and press Add applicant with their name, email and contact number.
- Open an applicant to Move them through Screening, Interview and Offer, or Set interview, which reminds you in the bell.
- Press Hire. They are added to Employees, and their onboarding can start.
- Open ang Recruitment at i-press ang Add job post: title, position, location at bilang ng openings.
- I-click ang post at i-press ang Add applicant with name, email at contact number.
- Buksan ang applicant para i-Move sa Screening, Interview at Offer, o Set interview, na magpapaalala sa bell.
- I-press ang Hire. Madadagdag siya sa Employees, at puwedeng simulan ang onboarding.
Run an onboarding or offboarding checklistMagpatakbo ng onboarding o offboarding checklist
- Open Onboarding and start an Onboarding or Offboarding checklist for the employee.
- Tick items as they are done. RaXa records who ticked them and when.
- Late items stand out, and the bell reminds people with Edit on Employees.
- Print a Certificate of employment, or Print clearance when someone leaves.
Other ways
- Change the starting list under Company lists.
- Open ang Onboarding at mag-start ng Onboarding o Offboarding checklist para sa employee.
- I-tick ang items kapag tapos na. Nire-record ng RaXa kung sino ang nag-tick at kailan.
- Kita agad ang late items, at nagpapaalala ang bell sa may Edit sa Employees.
- Mag-print ng Certificate of employment, o Print clearance kapag may aalis.
Other ways
- Baguhin ang starting list sa Company lists.
Clock in with the time clockMag-clock in gamit ang time clock
- On a shared phone or tablet, someone with Add on Daily Time Records logs in and opens Time clock. Employees do not log in.
- The employee scans their User ID QR code, or it is typed. Print QR codes makes a sheet of them.
- Check the name, choose the log type and press Save.
- For the selfie check, look at the camera, blink twice when asked, and hold still. The log saves with Identity confirmed.
- Sa shared phone o tablet, mag-login ang may Add sa Daily Time Records at buksan ang Time clock. Hindi nagla-login ang employees.
- I-scan ng employee ang User ID QR code niya, o i-type. Ang Print QR codes ay gumagawa ng sheet nito.
- I-check ang name, piliin ang log type at i-press ang Save.
- Sa selfie check, tumingin sa camera, kumurap nang dalawang beses kapag hiningi, at huwag gumalaw. Mase-save ang log with Identity confirmed.
Make the work scheduleGawin ang work schedule
- Open Daily Time Records, choose the cut-off and location, and pick the Scheduling tab.
- Choose Monthly, Weekly or Daily.
- Click or drag over days, or click a name or date to pick a whole row or column.
- Set the time in and out, Rest day, or Clear. Approved leave shows by itself.
- Open ang Daily Time Records, piliin ang cut-off at location, at ang Scheduling tab.
- Piliin ang Monthly, Weekly o Daily.
- I-click o i-drag sa mga araw, o i-click ang name o date para piliin ang buong row o column.
- I-set ang time in at out, Rest day, o Clear. Kusang lalabas ang approved leave.
Check time records before payrollI-check ang time records bago mag-payroll
- Open Daily Time Records and choose the cut-off and location.
- Daily records opens on Show: Needs HR when a day needs fixing, such as Absent or No time out.
- Click a dark red row to fix that day.
- To correct a wrong time, open Time log entries, click the log and give a reason.
- Open ang Daily Time Records at piliin ang cut-off at location.
- Bubukas ang Daily records sa Show: Needs HR kapag may araw na kailangang ayusin, tulad ng Absent o No time out.
- I-click ang dark red na row para ayusin ang araw na iyon.
- Para i-correct ang maling oras, open ang Time log entries, i-click ang log at maglagay ng reason.
File and approve leaveMag-file at mag-approve ng leave
- Open Leave and press File leave. Choose the type, the dates, half day if needed, and a reliever.
- The reliever accepts, the manager approves, then HR decides. Each step emails the next person.
- Approvers open the bell or Leave > To decide, then press Approve or Disapprove.
- Who's off shows a month calendar of leave.
- Open ang Leave at i-press ang File leave. Piliin ang type, dates, half day kung kailangan, at reliever.
- Tatanggapin ng reliever, ia-approve ng manager, tapos HR ang magdedesisyon. Bawat step ay nag-e-email sa susunod.
- Ang approvers ay bubuksan ang bell o Leave > To decide, tapos Approve o Disapprove.
- Ang Who's off ay month calendar ng leave.
Write a performance reviewSumulat ng performance review
- Open Performance Reviews and press Add review. Choose the employee, and the review cycle if there is one.
- Rate each criterion from 1 to 5, then add strengths, areas to improve and goals.
- Press Submit. If the cycle needs approval, it goes to the approver first.
- The employee reads and acknowledges it in My HR. Print it with signature lines.
Other ways
- Set up Review cycles and Criteria with Edit on Performance Reviews.
- Open ang Performance Reviews at i-press ang Add review. Piliin ang employee, at ang review cycle kung meron.
- I-rate ang bawat criterion mula 1 hanggang 5, tapos i-add ang strengths, areas to improve at goals.
- I-press ang Submit. Kung kailangan ng approval ang cycle, mapupunta muna sa approver.
- Babasahin at ia-acknowledge ito ng employee sa My HR. I-print with signature lines.
Other ways
- Mag-set up ng Review cycles at Criteria gamit ang Edit sa Performance Reviews.
Record trainings and certificatesI-record ang trainings at certificates
- Open Training and press Add training: the employee, title, kind, provider, date finished, expiry date and hours.
- The status shows Expired, Expires in n days, Valid to a date, or No expiry.
- Overview and the bell list what is expired or expiring.
- Adding the renewed one with the same title clears the alert.
- Open ang Training at i-press ang Add training: employee, title, kind, provider, date finished, expiry date at hours.
- Makikita ang status: Expired, Expires in n days, Valid to a date, o No expiry.
- Nakalista sa Overview at bell ang expired o malapit nang ma-expire.
- Kapag in-add ang renewed na may parehong title, mawawala ang alert.
Post an announcementMag-post ng announcement
- Open Announcements and press Add announcement.
- Type a title and message, and choose who sees it: everyone or one location.
- Set the show-from date and, if you like, a show-until date. Tick Pin on top for an important one.
- Everyone linked to an employee sees it at the top of My HR.
- Open ang Announcements at i-press ang Add announcement.
- I-type ang title at message, at piliin kung sino ang makakakita: lahat o isang location.
- I-set ang show-from date at, kung gusto, show-until date. I-tick ang Pin on top para sa importante.
- Makikita ito ng lahat ng naka-link sa employee sa taas ng My HR.
Keep SOPs and file an incident reportMag-keep ng SOPs at mag-file ng incident report
- Open Rules and Policies and pick a tab, such as SOP or Document Bank.
- Press Add, type the title, category and description, and attach a PDF or scan paper. It gets a code like SOP-0001.
- To update one, open it and press New revision. Older revisions stay in the history.
- Anyone linked to an employee can press Add incident report on the Incident Report tab.
- Open ang Rules and Policies at pumili ng tab, tulad ng SOP o Document Bank.
- I-press ang Add, i-type ang title, category at description, at mag-attach ng PDF o i-scan ang papel. Magkakaroon ito ng code tulad ng SOP-0001.
- Para i-update, buksan ito at i-press ang New revision. Nasa history pa rin ang lumang revisions.
- Kahit sino na naka-link sa employee ay puwedeng mag-press ng Add incident report sa Incident Report tab.
Run payrollMag-run ng payroll
- Make sure everyone has a Pay profile with their salary or daily rate.
- In Payroll > Payroll runs, press Add payroll run and choose the cut-off and location. Attendance comes from Daily Time Records.
- Check the draft. Click a person to add a bonus or deduction, and press Recompute after changing time records.
- Press Check changes, then Approve. The run is locked and goes to Accounting.
- Export > Payslips prints one payslip per page.
- Siguraduhin na may Pay profile ang lahat, with salary o daily rate.
- Sa Payroll > Payroll runs, i-press ang Add payroll run at piliin ang cut-off at location. Galing sa Daily Time Records ang attendance.
- I-check ang draft. I-click ang tao para mag-add ng bonus o deduction, at i-press ang Recompute kapag binago ang time records.
- I-press ang Check changes, tapos Approve. Mala-lock ang run at mapupunta sa Accounting.
- Ang Export > Payslips ay nagpi-print ng isang payslip kada page.
Add a loan or a chargeMag-add ng loan o charge
- Open Loans and Charges and press Add loan or charge.
- Choose the kind: SSS or Pag-IBIG loan, company loan, cash advance, uniform, shortage or other.
- Enter the total, the amount per cut-off and the start date.
- It comes off each approved payroll until it is paid. Use Record payment for money paid outside payroll.
- Open ang Loans and Charges at i-press ang Add loan or charge.
- Piliin ang kind: SSS o Pag-IBIG loan, company loan, cash advance, uniform, shortage o iba pa.
- I-type ang total, amount per cut-off at start date.
- Kakaltasin ito sa bawat approved payroll hanggang mabayaran. Gamitin ang Record payment para sa bayad sa labas ng payroll.
Get the SSS, PhilHealth, Pag-IBIG and BIR figuresKunin ang SSS, PhilHealth, Pag-IBIG at BIR figures
- Open Payroll > Reports. Everything comes from approved payrolls.
- Pick the month for the SSS (R3), PhilHealth (RF-1) and Pag-IBIG (MCRF) lists.
- Open BIR 1601-C summary for the amounts to key in each month.
- At year end, use Annual compensation > Export for the BIR 2316 worksheets and the Alphalist.
Other ways
- Have an accountant check them before filing.
- Open ang Payroll > Reports. Lahat ay galing sa approved payrolls.
- Piliin ang month para sa SSS (R3), PhilHealth (RF-1) at Pag-IBIG (MCRF) lists.
- Buksan ang BIR 1601-C summary para sa amounts na ita-type kada buwan.
- Sa year end, gamitin ang Annual compensation > Export para sa BIR 2316 worksheets at Alphalist.
Other ways
- Ipa-check muna sa accountant bago mag-file.
Update government rates and holidaysI-update ang government rates at holidays
- Open Payroll > Settings > Contribution and tax rates. It shows the rates in force today.
- When the government announces new rates, press Add rate set, choose the start date, and change only the figures that changed.
- Open Holidays, choose next year, and press its Add national holidays button.
- Add local holidays with Add holiday, and check every date against the proclamation.
- Open ang Payroll > Settings > Contribution and tax rates. Makikita ang rates na in force ngayon.
- Kapag may bagong rates ang gobyerno, i-press ang Add rate set, piliin ang start date, at baguhin lang ang nagbago.
- Open ang Holidays, piliin ang next year, at i-press ang Add national holidays button nito.
- Mag-add ng local holidays gamit ang Add holiday, at i-check ang bawat date sa proclamation.
Work out 13th month and final payKuwentahin ang 13th month at final pay
- For 13th month, tick it when adding a payroll run. Reports > 13th month pay shows what is earned, paid and still due.
- For someone leaving, open the Final pay tab and choose the employee and last day.
- RaXa adds salary since the last payroll, unpaid 13th month and unused leave, less loans still owed, and settles the tax.
- Print it with Prepared, Approved and Received lines, then add it to a payroll by hand.
- Para sa 13th month, i-tick ito sa pag-add ng payroll run. Ang Reports > 13th month pay ay nagpapakita ng earned, paid at due pa.
- Para sa aalis, open ang Final pay tab at piliin ang employee at last day.
- Idadagdag ng RaXa ang sahod mula sa huling payroll, unpaid 13th month at unused leave, babawasan ang loans, at aayusin ang tax.
- I-print with Prepared, Approved at Received lines, tapos idagdag sa payroll nang manual.
See your workforce at a glanceTingnan ang workforce mo nang mabilisan
- Open Overview for who is on duty, on leave, and what needs HR today. Click a tile to go there.
- Open Analytics for headcount, turnover, absences and overtime over 6, 12 or 24 months.
- Choose Org chart to see everyone under their manager.
- Separations lists who left, with the reason.
- Open ang Overview para sa naka-duty, naka-leave, at ano ang kailangan ng HR ngayon. I-click ang tile para pumunta doon.
- Open ang Analytics para sa headcount, turnover, absences at overtime sa 6, 12 o 24 months.
- Piliin ang Org chart para makita ang lahat sa ilalim ng manager nila.
- Nakalista sa Separations ang mga umalis, kasama ang reason.
Pay back an expense claimIbalik ang pera sa expense claim
- The employee opens My HR > Expenses, presses Add expense claim, and takes a photo of the receipt.
- An approver opens the claim, presses View receipt, then Approve, or Reject with a reason.
- When it is paid back, choose Cash, Bank transfer or E-wallet and press Mark paid, or add it to the next payroll.
- Bubuksan ng employee ang My HR > Expenses, ipe-press ang Add expense claim, at kukunan ng photo ang receipt.
- Bubuksan ng approver ang claim, ipe-press ang View receipt, tapos Approve, o Reject with reason.
- Pag nabayaran na, piliin ang Cash, Bank transfer o E-wallet at i-press ang Mark paid, o idagdag sa susunod na payroll.
Tips
- Everyone linked to an employee has My HR: payslips, time records, schedule, leave credits and loans.
- When the government changes rates, use Payroll > Settings > Add rate set, and have an accountant check it.
- Add next year's holidays from Payroll > Holidays before the year starts.
- In HR forms, pressing Enter in a one-line box presses Save.
Questions
Someone is missing from the payroll run.
They most likely have no pay profile yet. The payroll form says how many, with Open Pay profiles.
The time clock won't save a log.
The employee may have no photo on file, or the face check failed. Nothing is saved; HR can use Add time log instead.
Can I approve my own leave?
No. Nobody decides their own request.
Where are the SSS, PhilHealth, Pag-IBIG and BIR lists?
In Payroll > Reports: the monthly government lists, the BIR 1601-C summary, and the 2316 worksheets and alphalist.
All the details
People, time, leave and company documents.
Overview
The first HR page. Tiles show who is on duty now, not in yet or absent, on leave today, active employees, requests waiting, payroll, employees with no pay profile, loans and charges, open incident reports and open checklists. Below are birthdays and work anniversaries this month, employees by location, and 201 files and certifications expiring within 60 days. You only see the tiles for the parts of HR you can open. Click a tile to go there.
Analytics
Your workforce over the last 6, 12 or 24 months. Needs Access on Employees; pay figures also need Access on Payroll.
- Trends: headcount, turnover, absenteeism and overtime cost, with monthly charts for headcount, turnover, absenteeism, late hours, overtime and rest-day pay, and gross pay. Also active employees by position, length of service, and why people left.
- By month: the same numbers as a table, to export to Excel or PDF.
- Separations: people who left, with hire date, last day and reason. Click one to set the last day and reason (needs Edit on Employees).
- Org chart: everyone active, under their manager (from each person's Manager in Employees), with position, location and team size. People who head a team are drawn as a tree with reporting lines on a wide screen (an indented tree on a phone), with even-sized cards. Everyone without a manager is grouped by location in a grid; setting each person's Manager in Employees moves them into the reporting lines. Find a person or position to highlight them, and use Hide team to fold a branch.
Setting an employee Inactive records today as their last day. Turnover is people who left over the average headcount. Absenteeism counts scheduled days with no time in, leaving out approved leave and holidays.
My HR
For everyone whose login is linked to an employee, with no permission needed:
- Payslips from approved payrolls, to open and print.
- Time records for a cut-off.
- Schedule for the next 14 days, with holidays and leave.
- Leave credits, and loans and charges with what is left to pay.
- Training: your trainings and certifications, with expiry dates.
- Current announcements at the top, pinned ones first.
Employees
- Press Add employee. Enter the name, location, position, manager, contact details, emergency contact, birth date and date hired. The email is needed for their login and payslips.
- Add a photo. It is used for the Time clock face check, so use a clear, front-facing picture.
- Press Add employee. The Employee ID is made for you.
- Files (201 file): open an employee and add files by scanning paper with the camera or choosing a PDF. Files are kept in the company's Google Drive folder.
- An employee who leaves is set Inactive, not deleted. Filter by status at the top.
Employment status and movements
Open a person in Employees. The Employment status and movements card shows their status (Probationary, Regular, Contractual, Project-based, Seasonal or Part-time) and when it ends, such as "Probationary · Probation ends Nov 18, 2026". People who can see Payroll also see the current pay. Below it is every movement, newest first.
- Add movement (Edit on Employees): choose Regularization, Promotion, Transfer, Salary adjustment, Change of status or Other, and the effective date. Change only what is new: position, location, manager, employment status and its end date, and, with Edit on Payroll, pay type, rate and allowances. Add a reason if you like.
- Regularization makes the person Regular with no end date, and can give the new rate at the same time.
- A movement dated today or earlier takes effect at once on the employee and the pay profile. A later one shows "Takes effect" with its date, and is applied on that date or when a payroll is started on or after it, so payroll always uses the pay in force. Pay already computed is not changed.
- Open a movement to see what changed from and to, and press Print notice for a Notice of personnel action on the letterhead, with lines to sign.
- A movement still waiting can be cancelled. One that took effect stays as history; record a new movement to change it back. People without Payroll access see "Pay changed" but not the amounts.
- Overview shows a Status ending card when a probation or contract ends within 30 days (or has ended without a movement), and how many movements are waiting for their date.
Projects on expense claims and payroll
These use Accounting's projects. Only active projects can be chosen, and a project is always optional.
- Expense claims: the claim form has Project (optional). It starts on the person's default project and can be changed or left blank. An approver can set or change it before pressing Approve; the expense goes to Accounting tagged with that project. The project shows on the claim, can be searched, and is a column in the export.
- Default project per employee: Payroll > Pay profiles > open a person > Default project. When a payroll is approved, each person's salary and employer share of SSS, PhilHealth and Pag-IBIG post under their default project, with one Salaries and one Benefits line per project (plus one for people with no project). A closed project stays on the profile until it is changed.
In Human Resource forms, pressing Enter in a one-line box presses Save or Add. Text areas, search boxes, checkboxes and open pickers keep Enter for themselves. On the first visit to Overview, Analytics, Training, Announcements and Expenses, a Loading card shows until the page is ready.
Recruitment
Switch: Recruitment. Hiring also needs Add on Employees.
- Job posts: press Add job post with the title, the position the hire gets, the location, the number of openings, the status (Open, On hold, Closed) and a description. The list shows how many are hired and in progress. A post closes by itself when its openings are filled. Click a post to see its applicants.
- Applicants: Add applicant to an open post with their name, email, contact number, where they came from and a note. The stage buttons along the top (Applied, Screening, Interview, Offer, Hired, Not selected, Withdrew) show how many are in each and filter the list.
- Open an applicant to see their history, Move them to another stage with a note, Add note, give a star Rating, or Set interview (date, time, interviewer), which moves them to Interview and reminds you in the bell on the day.
- Hire asks for the date hired, location and position, adds them to Employees with their name, email and contact number, can start their onboarding checklist, and closes the post when it is filled. Export gives Excel or PDF.
Onboarding
- Start an Onboarding or Offboarding checklist for an employee. It is copied from your company list, which starts with a ready-made list until HR changes it under Company lists.
- Tick items as they are done. RaXa records who ticked them and when. Items can have due dates, and late ones stand out.
- Employees Access sees checklists, Edit starts and ticks them, and Delete / Modify changes the company lists.
- Certificate of employment: from a checklist (or Payroll > Final pay), prints a COE on your letterhead with the employee's name, ID, position and dates of employment. Type the purpose (optional) and who signs it with their title; the signatory is remembered on that device.
- Print clearance (Offboarding): the clearance form with each item as Cleared or Pending, who cleared it and when, and sign lines for the employee, HR and the approver.
Performance Reviews
- Press Add review, choose the employee and rate each criterion from 1 to 5. The company's criteria and their weights can be changed under Criteria.
- Add strengths, areas to improve and goals. The overall rating is the weighted average, labelled from Outstanding to Poor.
- A draft can be changed or deleted. Submit locks it.
- The employee sees it in My HR > Reviews and acknowledges it, with an optional comment. Print it with Reviewer and Employee signature lines.
Nobody reviews themselves. Access sees all reviews, Add writes reviews and sees your own, Edit changes drafts, criteria and review cycles, and Approver approves reviews.
Review cycles and approvals
- Review cycles (needs Edit): press Add review cycle with a name (such as Mid-year review 2026), the period reviewed, an optional due date, and whether reviews need approval (on unless changed). The list shows how many active employees are done or waiting for approval, and marks a late cycle. Close a cycle to stop new reviews, reopen it, or delete one that has no reviews yet.
- Writing a review in a cycle: in Add review, choose the cycle and the period fills in. Each employee gets one review per cycle. When the cycle needs approval, Submit sends it for approval instead of straight to the employee.
- Approving (Approver switch): the To approve tab lists reviews waiting for you. Approve shares it with the employee in My HR. Return sends it back to the writer as a draft, with your note shown at the top. Nobody approves a review they wrote, and the printout has reviewer, approver and employee lines.
Training
One line per training, certification or license: employee, title, kind, provider, date finished, expiry date and hours.
- Press Add training. Click a line to change or delete it. Keep the certificate itself in the employee's 201 files.
- The status shows Expired, Expires in n days (within 60 days), Valid to a date, or No expiry. Filter by expired or expiring, or by kind, and export to Excel or PDF.
- Overview, and the bell, list what is expired or expiring. Adding the renewed one with the same title clears the alert.
- Each employee sees their own records in My HR > Training.
Announcements
Press Add announcement with a title, message, who sees it (everyone or one location), the show-from date, an optional show-until date, and Pin on top. The list shows each one as Scheduled, Showing or Ended. Everyone linked to an employee sees the current ones at the top of My HR, pinned first.
Daily Time Records
Choose a cut-off (1 to 15, 16 to month end, or your own dates), a location and an employee, then pick a tab.
- Scheduling: make the schedule on a grid, Monthly, Weekly or Daily (every employee for one day with full times; phones open on Daily). Click or drag over days, or click a name or date to pick a whole row or column, then set the time in and out, Rest day, or Clear. Whole hours only. Approved leave and schedule changes show on the grid by themselves, and a changed day has a small orange dot in its corner. Excel and Print / PDF are at the top.
- Time log entries: every time in, break and time out as recorded. Click one to correct it (a reason is needed, and the first recorded time is kept) or delete it.
- Daily records: one row per employee per day, worked out from the schedule and the logs: time in and out, break, worked, late, undertime, over-break and OT. Days that need HR, such as Absent or No time out, show in dark red. Click a row to fix that day. Each time Daily Time Records is opened, Daily records starts on Show: Needs HR when any day in the cut-off needs fixing; change Show to see the rest. Overview then shows a Daily records card, "N days need HR this cut-off", that opens it.
- Employee DTR: one person's cut-off as a printable form with signature lines.
- Payroll summary: one line per employee with the totals, including paid and unpaid leave. Use the Export list for Excel or PDF, as on every other list (Daily records exports the same way).
Scheduling, Time log entries, Daily records and Payroll summary show 100 employees at a time, with arrows ("Employees 1–100 of 1,000") to step through them; choosing an employee shows just that person. Totals still cover everyone: the Payroll summary's last row reads "Total, all N employees", and Scheduling's On duty row counts every employee.
Time clock
- On a shared phone or tablet, someone with Add on Daily Time Records logs in and opens Time clock. Employees do not log in.
- The employee scans their User ID QR code, or it is typed. Print QR codes makes a sheet of them.
- Check the name, choose the log type and press Save. The time is the server's time and cannot be changed.
- The selfie check opens: look at the camera, blink twice when asked, and hold still.
- When the face matches the employee's photo, the log saves with Identity confirmed.
No selfie is stored. If there is no photo on file or the check fails, nothing is saved, and HR can use Add time log instead.
Leave
Everyone linked to an employee can file their own requests here.
- File leave: choose the type (vacation, sick, emergency, unpaid, maternity, paternity, solo parent, special leave for women or VAWC), the dates, half day if needed, and a reliever.
- Change schedule: a different shift time, work on a rest day, or move a rest day.
- Steps: the reliever accepts, the manager approves, then HR decides. Each step emails the next person, and the employee is told the result.
- Leave balances: HR sets yearly credits. Days past the credits are unpaid.
- Leave rules (Leave balances, needs Edit): the yearly credits for everyone without their own number (5 unless changed); whether credits come all on January 1 or one twelfth each month; nothing until one year of service, or a share from the month hired; and how many unused days carry over (0 for none). Credits round to the nearest half day.
- You can cancel your own request while it waits. Nobody decides their own request.
- Cancel request is the employee's own button. HR cancels a request, or an approved leave, from More on the request, with a note. After Approve or Disapprove, a confirmation names the person and dates, such as "Approved · Ana Cruz, Nov 17 to 18".
- A request for vacation, sick or emergency leave shows the person's credits, such as "5 days left, 3 days after this". The three share one set of credits. The Leave Year menu starts at this year; next year appears from November.
- Who's off (Leave): a month calendar of leave. Use Previous month and Next month to move, and HR can pick a location. Each day shows who is off (½ marks a half day) and holidays; click a day for the list. HR (Access on Leave) sees everyone with the leave type, and requests still waiting appear dashed. Everyone else sees approved leave of people at their own location by name only, plus their own leave and requests. On a phone it is a list of the days with someone off.
- My HR > Leave and loans shows your leave balance (yearly credits, used, waiting, left) and has See who's off. In File leave, the half-day choice (whole day, morning off or afternoon off) appears once the leave is a single date.
Rules and Policies
Tabs: SOP, KPI, Evaluation, Performance Appraisal, Incident Report and Document Bank.
- Documents: press Add on the tab (Add SOP, Add KPI, Add evaluation, Add performance appraisal or Add document), enter the title, category and description, and attach a PDF (up to 5 MB) or scan paper. Each document gets a code such as SOP-0001.
- New revision: open the document, press New revision, say what changed and the effective date, and attach the new PDF. Older revisions stay in the history.
- Retire: needs a reason, and can be undone. Nothing is deleted.
- Incident Report: anyone linked to an employee can press Add incident report: when and where, type, sensitivity, the people involved, and what happened, with PDF files. An investigator records the root cause and actions, then closes it. Reports are never deleted.
Payroll
Tabs: Payroll runs, Pay profiles, Holidays, Reports and Settings.
- Pay profiles: set each employee's monthly salary or daily rate, allowances, whether to deduct contributions and tax, and their SSS, PhilHealth, Pag-IBIG and TIN numbers.
- Payroll runs: press Add payroll run for a cut-off (1 to 15, or 16 to month end), for all locations or one. Attendance comes from Daily Time Records: absences, unpaid leave, late, undertime, overtime and rest-day duty. The form says how many active employees have no pay profile yet (for the location chosen) and will not be paid in that run, with Open Pay profiles.
- Check the draft. Click a person to see their payslip, add a bonus, commission or other deduction, and press Recompute after changes in Daily Time Records. A draft can also be deleted.
- Check changes (on a draft) compares each person's net pay with their last approved payslip. Approve runs the same check first and lists anyone whose net pay changed by 20% and ₱1,000 or more (with the parts of pay that changed most, such as "Basic pay +₱5,000.00"), anyone with no earlier payslip, and active people who were in the last payroll for the same location but are missing from this one (often a missing pay profile or no time records). Press Approve anyway to go ahead. A company's first payroll has nothing to compare with, so it goes straight to the usual question.
- Press Approve. The run is locked, loan installments are taken, and the entry goes to Accounting. If Approval rules has a Payroll amount and the run's net pay reaches it, two different approvers are needed: the first Approve shows "First approval by ...", and a second person approves it for real. Any change to the amounts after the first approval clears it.
- Export on a run gives Excel or PDF of the whole run, and Export > Payslips prints one payslip per page with a Received by line.
SSS, PhilHealth, Pag-IBIG and withholding tax use the rates in Settings > Contribution and tax rates (below). In Settings you choose to take them half each cut-off or all on the second, and set the night differential (10% unless changed) for work between 10 PM and 6 AM.
- Holidays: the 2026 national holidays are already in. For the next year, choose 2027 and press Add 2027 national holidays (the button follows the year chosen). Eid'l Fitr and Eid'l Adha are not in the lists; add them with Add holiday once they are proclaimed, and check every date against the proclamation. Add your own, such as local holidays. A regular holiday is paid even when not worked, and pays 200% when worked. A special non-working day pays 130% when worked. Neither counts as an absence.
- Sales commissions (on a draft payroll, needs Edit): shows each employee's commission for the month the cut-off ends, or another month you choose: their completed sales that month, less returns, times their commission rate set in Sales. Voided sales do not count. Add to this payroll puts it on each line as a taxable "Sales commission" earning. A month already paid in another payroll is not added twice.
- Minimum wage earners: tick it in the pay profile. Their basic pay, holiday pay, overtime and night differential are tax-free, and the annual report marks them for the alphalist.
- Bank file: add each employee's bank and account number to their pay profile. On an approved payroll, Export > Bank file (CSV) lists everyone's net pay with a total, and names anyone to be paid in cash. Banks have their own upload layouts, so adapt it to yours.
- Final pay (tab): choose the employee and their last day. RaXa works out salary since the last approved payroll, unpaid 13th month, unused leave, less loans and charges still owed, and settles the year's tax (which can be a refund). Print it with Prepared, Approved and Received lines. It saves nothing, so add it to a payroll by hand. If days after the last payroll have no schedule or no time records, Final pay warns you: those days are not paid until you fix them in Daily Time Records.
- 13th month pay: tick it when adding a payroll run. It is the basic pay earned in the year over 12, less what was already paid. Reports > 13th month pay: earned, paid and still due shows, per employee for the year, the basic pay earned (after absences and lateness), the 13th month earned, what was paid so far, and what is still due by December 24. Final pay adds it for people who leave.
- Expense claims in the salary: on a draft payroll, press Expense claims. It lists the approved claims of the people in that payroll. Add to this payroll puts each on the person's line as a non-taxable earning named after the claim (not taxed, and not counted for SSS, PhilHealth or Pag-IBIG). When the payroll is approved, those claims are marked paid, and Accounting takes them off Accrued expenses instead of booking them as salaries. A claim in a payroll cannot also be marked paid by cash, and a claim already in another payroll is not added again. See Expense claims.
- Reports: from approved payrolls, the SSS, PhilHealth and Pag-IBIG remittances by month, monthly withholding tax for BIR 1601-C, and the yearly figures for BIR 2316 and the alphalist. Excel or PDF.
- Government lists: Reports also has one monthly list per agency, from approved payrolls whose cut-off ends in that month: the SSS contribution list (R3) with salary credit, shares and EC; the PhilHealth remittance list (RF-1); and the Pag-IBIG remittance list (MCRF). Each shows your employer number and a total. They are for checking and keying in, not the agencies' upload files.
- BIR 2316 and alphalist (Reports > Annual compensation > Export): BIR 2316 worksheets (print) gives one page per employee with Parts I, II, IV-A and IV-B, and Alphalist (Excel) one line per employee with the same figures. Copy them into the official BIR forms, and have an accountant check them first.
- BIR 1601-C summary (Reports): pick the month to see the amounts to key into BIR Form 1601-C: total compensation, the minimum wage earners' exempt pay, 13th month and other benefits up to ₱90,000, de minimis and other non-taxable pay, employee contributions, total taxable and total tax withheld, with your employer TIN and RDO. Adjustments from earlier months and penalties are not included, so have an accountant check it before filing. The per-employee list is still there as "Monthly withholding tax by employee".
- Contribution and tax rates (Settings): shows the SSS, PhilHealth, Pag-IBIG and withholding tax rates in force today. When the government announces new rates, press Add rate set: choose the date they start, an optional note (such as the circular number), and change only the figures that changed; the form starts from the rates in force. SSS has the employee and employer shares, the lowest and highest salary credit, the step and the EC. PhilHealth has the shares with the salary floor and ceiling. Pag-IBIG has the shares, the lower share for low salaries and the salary cap. The semi-monthly and annual tax tables are rows of "over, fixed tax, rate". A payroll uses the set in force on the last day of its cut-off, final pay the set on the last day of work, and the annual report the set on December 31. Click a set to see it or delete it (needs Edit on Payroll). With no set saved, the built-in 2025 rates and the TRAIN tables apply. Have an accountant check any new set before the next payroll.
- Employer numbers (Settings): SSS employer number, PhilHealth PEN, Pag-IBIG employer ID, employer TIN, RDO code and address. Changing them needs Edit on Payroll.
Loans and Charges
- Press Add loan or charge: SSS or Pag-IBIG loan, company loan, cash advance, uniform, shortage, damage or other charge, with the total, the amount per cut-off and the start date.
- The amount is taken each time a payroll is approved, until it is paid.
- Record payment for money paid outside payroll, Change amount to change the installment, and Cancel with a reason.
Expense claims
- My HR > Expenses: anyone linked to an employee presses Add expense claim. Enter the date spent, the amount, a category (Transportation, Meals and representation, Supplies, Phone and internet, Repairs and maintenance, Training and seminars, Other) and what it was for, and take or choose a photo of the receipt (saved to Google Drive). The list shows each claim, where it stands, and how much is still to be paid back. A claim still waiting can be cancelled.
- Human Resource > Expenses (switch: Expense Claims): every claim, filtered by status and year, with search, the total, Export to Excel or PDF, and Add expense claim for another employee (needs Add).
- Open a claim to View receipt, Approve, or Reject with a reason (Approver; never your own claim). Approving sends it to Accounting as the expense, owed to the employee.
- When it is paid back, choose Cash, Bank transfer or E-wallet and press Mark paid (Edit), or add it to the next payroll (see Payroll). Accounting gets the payment. The bell tells approvers about claims waiting.
4. Inventory and Logistics
What it is for: buying, stock, counts and moving things between locations. Stock is never typed in: every number is the total of recorded movements, so it can always be traced.
Step by step
Set up suppliers and itemsMag-set up ng suppliers at items
- Open Suppliers and press Add supplier: company, representative, contact details, TIN and brands.
- Open Item Classification and press Add item type: Product, Office supplies or Asset, then category, type, brands and unit.
- Items join the Master list by themselves when stock is received.
- Stock already on your shelves? Import it as opening stock in System Management > Import.
- Open ang Suppliers at i-press ang Add supplier: company, representative, contact details, TIN at brands.
- Open ang Item Classification at i-press ang Add item type: Product, Office supplies o Asset, tapos category, type, brands at unit.
- Kusang papasok ang items sa Master list kapag na-receive ang stock.
- May stock na sa shelves? I-import ito bilang opening stock sa System Management > Import.
Order and receive stockMag-order at mag-receive ng stock
- Open Purchase Orders, press Add purchase order, choose the supplier and add the items.
- Submit it for approval. An approver approves it, or sends it back with a reason.
- When it arrives, open the PO, press Receive delivery, choose where, and count the good items. Damaged items go under Rejected with a photo.
- Once the delivery is approved, the stock is added at that location.
- Open ang Purchase Orders, i-press ang Add purchase order, piliin ang supplier at i-add ang items.
- I-submit for approval. Ia-approve ito ng approver, o ibabalik with reason.
- Pagdating, buksan ang PO, i-press ang Receive delivery, piliin kung saan, at bilangin ang maayos na items. Ang sira ay sa Rejected with photo.
- Kapag na-approve ang delivery, madadagdag ang stock sa location na iyon.
Return goods to a supplierMag-return ng goods sa supplier
- Open Supplier Returns and press Add supplier return. Choose the supplier, location and items, then submit it.
- After approval, mark it Returned. Only then does the stock leave.
- It now shows Waiting for credit. When the supplier answers, press Record supplier credit.
- Choose Credit note, Refund or Replacement. Accounting is updated by itself.
Other ways
- Print gives a Return to Supplier debit memo for people who may see costs.
- Open ang Supplier Returns at i-press ang Add supplier return. Piliin ang supplier, location at items, tapos i-submit.
- Pagka-approve, i-mark na Returned. Saka pa lang aalis ang stock.
- Lalabas na Waiting for credit. Pag sumagot ang supplier, i-press ang Record supplier credit.
- Piliin ang Credit note, Refund o Replacement. Kusang mag-a-update ang Accounting.
Other ways
- Ang Print ay nagbibigay ng Return to Supplier debit memo para sa may access sa costs.
Add freight and other landed costsMag-add ng freight at iba pang landed cost
- After a delivery is approved, open the PO, go to Receiving, and press Add landed cost under the batch.
- Add each charge: the kind, who it is paid to, and the amount.
- Choose how to share it: By value or By quantity, then Save draft to see the extra cost per unit.
- An approver presses Post. Item costs go up and Accounting gets the entry.
- Pagka-approve ng delivery, buksan ang PO, pumunta sa Receiving, at i-press ang Add landed cost sa ilalim ng batch.
- I-add ang bawat charge: kind, kanino babayaran, at amount.
- Piliin kung paano hahatiin: By value o By quantity, tapos Save draft para makita ang dagdag na cost per unit.
- Ipe-press ng approver ang Post. Tataas ang cost ng items at may entry sa Accounting.
Compare suppliers' quotes (RFQ)Ikumpara ang quotes ng suppliers (RFQ)
- In Purchase Orders choose RFQs, then Add RFQ. List the items and tick the suppliers to ask.
- Print requests gives each supplier a page to fill in, then choose Mark as sent.
- As quotes come back, choose Enter quotes. The cheapest is marked.
- Pick a supplier for each item and choose Award and make POs.
Other ways
- For agreed prices over a year, use Blanket POs and Release stock as you need it.
- Sa Purchase Orders piliin ang RFQs, tapos Add RFQ. I-list ang items at i-tick ang suppliers na tatanungin.
- Ang Print requests ay may page para sa bawat supplier, tapos piliin ang Mark as sent.
- Pagbalik ng quotes, piliin ang Enter quotes. Naka-mark ang pinakamura.
- Pumili ng supplier sa bawat item at piliin ang Award and make POs.
Other ways
- Para sa agreed prices sa buong taon, gamitin ang Blanket POs at mag-Release ng stock kapag kailangan.
See where a stock number came fromTingnan kung saan galing ang stock number
- Open Inventory. It is read only, with a column for each location.
- Search by SKU, brand, spec, category or type.
- Open an item to see every movement in date order, with the balance after each one.
- Choose a location or dates to narrow it, and export it if you need it.
- Open ang Inventory. Read only ito, may column para sa bawat location.
- Mag-search gamit ang SKU, brand, spec, category o type.
- Buksan ang item para makita ang bawat movement ayon sa date, kasama ang balance pagkatapos ng bawat isa.
- Pumili ng location o dates para paliitin, at i-export kung kailangan.
Manage items on the Master listI-manage ang items sa Master list
- Open Master list. Items join by themselves when stock comes in, or press Add item.
- Open an item and press Price history to see every approved PO price by supplier.
- Press Units to add a box or case, for example a Box holds 12 Pieces, with its own barcode and price.
- Press Kit parts to make a kit that builds itself from parts when sold.
- Open ang Master list. Kusang papasok ang items pag dumating ang stock, o i-press ang Add item.
- Buksan ang item at i-press ang Price history para makita ang bawat approved PO price ayon sa supplier.
- I-press ang Units para mag-add ng box o case, halimbawa ang Box ay 12 Pieces, may sariling barcode at price.
- I-press ang Kit parts para gumawa ng kit na kusang nabubuo mula sa parts kapag nabenta.
Master list · Units · Kits
Track serial numbersI-track ang serial numbers
- On the Master list, open the item, press Serial numbers and tick Track serials.
- For stock already here, press Add serials, choose the location, and type or scan one per line.
- From then on, receiving asks for each unit's serial, and transfers, returns and damages ask which units are leaving.
- Serials lists every unit with its status, such as In stock, Sold or Missing.
- Sa Master list, buksan ang item, i-press ang Serial numbers at i-tick ang Track serials.
- Para sa stock na nandito na, i-press ang Add serials, piliin ang location, at mag-type o mag-scan ng isa kada line.
- Mula noon, hihingin sa receiving ang serial ng bawat unit, at sa transfers, returns at damages kung aling units ang aalis.
- Nakalista sa Serials ang bawat unit at status nito, tulad ng In stock, Sold o Missing.
Print barcode labelsMag-print ng barcode labels
- In the Master list or Inventory, press Print labels.
- Tick the items, and set the copies for all or one by one. Tick Show the price to print the SRP.
- Pick the label size: an A4 sheet, or one label per page for 50 x 25, 40 x 30 or 100 x 50 mm rolls.
- Press Print. A scanner reads these straight into search or a count.
Other ways
- For asset tags, use Fixed Assets > Print tags.
- Sa Master list o Inventory, i-press ang Print labels.
- I-tick ang items, at i-set ang copies para sa lahat o isa-isa. I-tick ang Show the price para i-print ang SRP.
- Piliin ang size: A4 sheet, o isang label kada page para sa 50 x 25, 40 x 30 o 100 x 50 mm rolls.
- I-press ang Print. Diretsong mababasa ng scanner sa search o count.
Other ways
- Para sa asset tags, gamitin ang Fixed Assets > Print tags.
Hold stock for a quality checkI-hold ang stock para sa quality check
- On the Master list, open the item and tick Inspect on receipt. Everything of it received afterwards is held.
- In Inventory, choose Quality hold to see what is waiting.
- Release what passed, or Reject what failed and write what was wrong.
- Rejected stock is written off as Damaged.
Other ways
- Admins can also Hold stock by hand, for example for a recall.
- Sa Master list, buksan ang item at i-tick ang Inspect on receipt. Lahat ng mare-receive nito pagkatapos ay naka-hold.
- Sa Inventory, piliin ang Quality hold para makita ang naghihintay.
- I-Release ang pumasa, o i-Reject ang bumagsak at isulat ang mali.
- Ang na-reject ay mawi-write off bilang Damaged.
Other ways
- Puwede ring mag-Hold stock ang Admin, halimbawa para sa recall.
Count your stockBilangin ang stock mo
- Open Physical Count, press Add count and choose the location.
- Scan items (each scan adds 1), or type the number counted. On a phone, Scan to count uses the camera.
- Submit for approval. Whoever counts does not see the system quantity.
- The approver checks the differences and approves. An item left blank counts as 0.
Other ways
- No barcode? Type the SKU or barcode in the Code box, or use Set number to type the total.
- Only a few items a day? Use Today's cycle count.
- Open ang Physical Count, i-press ang Add count at piliin ang location.
- I-scan ang items (bawat scan ay 1), o i-type ang bilang. Sa phone, ang Scan to count ay gumagamit ng camera.
- I-submit for approval. Hindi makikita ng nagbibilang ang system quantity.
- Iche-check ng approver ang differences at ia-approve. Ang item na blank ay 0.
Other ways
- Walang barcode? I-type ang SKU o barcode sa Code box, o gamitin ang Set number para i-type ang total.
- Ilang items lang kada araw? Gamitin ang Today's cycle count.
Send stock to another branchMag-send ng stock sa ibang branch
- Open Transfers, press Add transfer, and choose From, To and the items.
- Send it. The stock leaves the From location.
- The other location receives it, and the stock arrives there. Any shortfall stays on record.
- A branch asked for stock? Open its request in Requests and press Make transfer.
- Open ang Transfers, i-press ang Add transfer, at piliin ang From, To at items.
- I-send ito. Aalis ang stock sa From location.
- Ire-receive ito ng kabilang location, at doon papasok ang stock. Naka-record ang kulang.
- May branch na humingi ng stock? Buksan ang request nila sa Requests at i-press ang Make transfer.
Deliver with a receiver's signatureMag-deliver with pirma ng receiver
- Open Deliveries and press Add delivery: between your locations, or to or from an outside address on the map.
- The driver marks Picked up and Delivered, with photos if needed.
- At the stop, press Get signature, type the receiver's name, and have them sign with a finger.
- Print gives the Delivery Receipt on your letterhead.
Other ways
- A delivery can carry a transfer, and it shows which lots to pick first.
- Open ang Deliveries at i-press ang Add delivery: sa pagitan ng locations mo, o papunta o galing sa address sa map.
- Ima-mark ng driver ang Picked up at Delivered, with photos kung kailangan.
- Sa stop, i-press ang Get signature, i-type ang name ng receiver, at papirmahin gamit ang daliri.
- Ang Print ay Delivery Receipt na may letterhead mo.
Other ways
- Puwedeng may kasamang transfer ang delivery, at sasabihin nito kung aling lots ang unang kukunin.
Plan the drivers' day on the Dispatch boardI-plano ang araw ng drivers sa Dispatch board
- Open Deliveries > Dispatch board and choose the day. It needs Deliveries > Approver.
- Deliveries waiting are on the left. Choose a driver and tap Assign.
- Use the arrows to change the order, or Plan route to suggest one that keeps each delivery's hours.
- Open in Google Maps shows the run, and Print run sheet gives the driver a sheet to sign.
- Open ang Deliveries > Dispatch board at piliin ang araw. Kailangan ng Deliveries > Approver.
- Nasa kaliwa ang naghihintay na deliveries. Pumili ng driver at i-tap ang Assign.
- Gamitin ang arrows para baguhin ang order, o Plan route para mag-suggest na sumusunod sa oras ng bawat delivery.
- Ipinapakita ng Open in Google Maps ang biyahe, at ang Print run sheet ay may sheet na pipirmahan.
Ask another branch for stockHumingi ng stock sa ibang branch
- Open Requests and press Add request. Pick the location to ask, the reason and the items, then Submit.
- The other branch opens it and presses Make transfer, which drafts a transfer from what they have.
- They check and send the transfer.
- The request completes by itself when you receive the transfer.
Other ways
- Items not on the Master list can be typed in with a photo.
- Open ang Requests at i-press ang Add request. Piliin ang location na hihingan, reason at items, tapos Submit.
- Bubuksan ito ng kabilang branch at ipe-press ang Make transfer, na gagawa ng draft transfer mula sa meron sila.
- Iche-check at ise-send nila ang transfer.
- Kusang matatapos ang request kapag na-receive mo ang transfer.
Other ways
- Ang items na wala sa Master list ay puwedeng i-type with photo.
Correct a stock numberI-correct ang stock number
- Open Stock Adjustments and press Add adjustment. Choose the location and the reason.
- For each item, type a plus number to add (such as 5) or a minus number to take away (such as -2).
- Save, then Submit for approval. Nothing moves until an approver presses Approve.
- Broken or expired stock goes in Damage Reports with a photo instead.
- Open ang Stock Adjustments at i-press ang Add adjustment. Piliin ang location at reason.
- Sa bawat item, mag-type ng plus para magdagdag (halimbawa 5) o minus para magbawas (halimbawa -2).
- I-save, tapos Submit for approval. Walang gagalaw hangga't hindi pinipindot ng approver ang Approve.
- Ang sira o expired na stock ay sa Damage Reports with photo.
Report damaged or expired stockMag-report ng sira o expired na stock
- Open Damage Reports and press Add damage report.
- Choose the location and items, and the cause: broken, expired, spoiled or missing.
- Add at least one photo, then submit.
- When it is approved, the items leave stock as Damaged.
- Open ang Damage Reports at i-press ang Add damage report.
- Piliin ang location at items, at ang cause: broken, expired, spoiled o missing.
- Maglagay ng kahit isang photo, tapos i-submit.
- Kapag na-approve, aalis sa stock ang items bilang Damaged.
Keep fixed assets and depreciationI-manage ang fixed assets at depreciation
- Open Fixed Assets and choose View > Not in the register yet. Pick a tag.
- Check the cost, salvage value, useful life and method, then Save.
- Each month, in Depreciation runs, press Run depreciation and choose the month.
- To move an asset, use Asset Transfers: tick the tags, Send, and the other location presses Receive.
Other ways
- To retire one, choose Dispose: Sold, Scrapped, Donated or Lost.
- Open ang Fixed Assets at piliin ang View > Not in the register yet. Pumili ng tag.
- I-check ang cost, salvage value, useful life at method, tapos Save.
- Kada buwan, sa Depreciation runs, i-press ang Run depreciation at piliin ang month.
- Para ilipat ang asset, gamitin ang Asset Transfers: i-tick ang tags, Send, at ipe-press ng kabilang location ang Receive.
Other ways
- Para i-retire, piliin ang Dispose: Sold, Scrapped, Donated o Lost.
Know what to orderAlamin kung ano ang ioorder
- Open Stock Planning > Reorder and press Add reorder point: the item, location, minimum, maximum and lead time.
- Items at or below the minimum show Order now.
- Press Make purchase orders, check the quantities, then Make all drafts.
- Approve the drafts in Purchase Orders as usual.
- Open ang Stock Planning > Reorder at i-press ang Add reorder point: item, location, minimum, maximum at lead time.
- Ang items na nasa minimum o mas mababa ay may Order now.
- I-press ang Make purchase orders, i-check ang quantities, tapos Make all drafts.
- I-approve ang drafts sa Purchase Orders gaya ng dati.
Watch lots and expiry datesBantayan ang lots at expiry dates
- When receiving, type each item's Lot number and Expiry date.
- Open Stock Planning > Expiry. Lots show Good, Expiring soon or Expired.
- Stock always leaves first expiry, first out, and forms say which lot to pick.
- Report expired stock in Damage Reports with the cause Expired.
Other ways
- Press Add lot in Expiry for stock already on hand.
- Sa pag-receive, i-type ang Lot number at Expiry date ng bawat item.
- Open ang Stock Planning > Expiry. Makikita kung Good, Expiring soon o Expired ang lots.
- Laging nauuna ang malapit nang ma-expire, at sinasabi ng forms kung aling lot ang kukunin.
- I-report ang expired sa Damage Reports with cause na Expired.
Other ways
- I-press ang Add lot sa Expiry para sa stock na nandito na.
Set reorder points from real demandMag-set ng reorder points base sa totoong demand
- Open Stock Planning and choose View > Forecast and your location.
- Each item shows its last 12 months, next month's demand, safety stock and a suggested minimum and maximum.
- A teal reorder point differs from the suggestion.
- Tick the items you agree with and choose Use suggested min / max.
- Open ang Stock Planning at piliin ang View > Forecast at ang location mo.
- Makikita sa bawat item ang nakaraang 12 months, demand next month, safety stock at suggested minimum at maximum.
- Kapag teal ang reorder point, iba ito sa suggestion.
- I-tick ang items na sang-ayon ka at piliin ang Use suggested min / max.
See what your stock is worth, and what isn't movingAlamin ang halaga ng stock mo, at kung ano ang hindi gumagalaw
- Open Stock Planning and pick a View.
- Valuation and Value by location show what owned stock is worth. They need permission to see costs.
- Slow and dead stock lists what hasn't moved out for 60, 90 or 180 days, and the money tied up in it.
- ABC and slow movers ranks items by what left stock, and Count plan shows what is due for counting.
- Open ang Stock Planning at pumili ng View.
- Ang Valuation at Value by location ay nagpapakita ng halaga ng stock. Kailangan ng access sa costs.
- Nakalista sa Slow and dead stock ang hindi gumalaw sa 60, 90 o 180 days, at ang perang nakatali dito.
- Nira-rank ng ABC and slow movers ang items ayon sa lumabas, at makikita sa Count plan kung ano ang dapat nang bilangin.
Tips
- Wherever you see Scan, the phone or laptop camera reads barcodes. A scanner gun works too.
- The Inventory page is read only. History shows every movement behind a number.
- Lots go out first expiry, first out, and forms say which lot to pick.
- Purchase orders, transfers and deliveries each have a Print button with your letterhead.
Questions
Why can't I just type the stock number?
Every number is the total of recorded movements, so it can be traced. Use a Stock Adjustment or a Physical Count to correct it.
I received a delivery but the stock didn't change.
It goes into stock once an Admin or a PO approver approves the delivery. The top of the PO says what it is waiting for.
I can't see a transfer.
Only people at the From and To locations see it.
Why can't I see costs?
Cost and SRP can be made Sensitive in Field Control. Ask an Admin for Can see sensitive in Inventory.
All the details
Buying, stock, counts and moving things between locations. Stock is never typed in: every number is the total of recorded movements, so it can always be traced.
Printing: purchase orders, supplier returns, transfers, deliveries, damage reports and asset transfers each have a Print button when opened. The paper carries your company letterhead, the details, the items and signature lines. Unit costs and totals on a purchase order show only to people who may see costs, and Print shows only to people who may export.
Suppliers
- Press Add supplier and enter the company, representative, contact details, address, TIN and brands carried.
- Scan or upload agreements, and end a contract when it ends.
- The supplier page shows figures, stock on hand by location, a scorecard and alerts. You can adjust the alert limits.
- Monitoring shows the supplier's score and grade (A 90 and up, B 75, C 60, D below). The score is made from on-time delivery (40), fill rate (40) and quality, which is 100 minus the return rate (20). It also shows how many POs are late now. Alert limits set when on-time delivery, fill rate or return rate shows red.
- Scorecard, at the top of Suppliers, ranks every active supplier. You can export it to Excel or PDF.
Item Classification
Press Add item type to set up what kinds of items you buy: Product, Office supplies or Asset, then category, type, description, brands and unit. Names are suggested as you type, so they stay consistent.
Purchase Orders
- Press Add purchase order and choose the supplier. Add items. The PO number is given when the first item is added.
- Submit it for approval. An approver approves it, or disapproves it with a reason so it can be fixed and resubmitted.
- Receiving: open the PO and press Receive delivery, choose where it is received, and count the good items. The difference is worked out for you. Each delivery shows under the PO's Receiving tab. It goes into stock once an Admin or a PO approver approves it, and the top of the PO always says what it is waiting for: approval, a received delivery to approve, or the delivery itself with its expected date.
- Damaged items go under Rejected with a photo. Items not on the PO, or extra quantity, go under Unlisted for approval.
- When the batch is approved, the stock is added at that location, and new items join the Master list.
Watch supplier prices: on a purchase order, the "vs last price" column shows how each price compares with the last time you bought the item from that supplier (per stock unit, so boxes are divided by what they hold). A red mark and a warning mean the price went up more than your limit, set in Suppliers > Alert limits > Price increase above (5% unless changed). Only people who can see costs see it.
Set expected date on a PO tells RaXa when the delivery should arrive. If an approved PO is past that date and not all received, it shows Late. The date is used for the supplier's on-time delivery.
A PO can be cancelled, or closed if it will not be completed. Use Dates, Status and search to find POs. Opening a purchase order loads its lines and receiving, which can take a moment on a slow connection.
Lot numbers and expiry dates
When marking a delivery as received, each item has an optional Lot number and Expiry date under it. A lot number needs an expiry date. When the batch is approved, each lot appears in Stock Planning > Expiry, so expiring stock is flagged without typing it twice.
- First expiry, first out: every movement that takes stock out of a location (sold, used, transferred, returned to supplier, damaged, adjusted, counted short) takes it from that location's open lots, earliest expiry first. A lot that reaches 0 closes as Used up.
- Transfers carry their lots: at the other location the units arrive under the same lot number and expiry (a short receipt carries the earliest first). A cancelled transfer, a voided sale or a sale return puts the units back into the lot they left.
- What to pick: Returns, Transfers, Damage Reports and Adjustments show, for example, "Pick first: lot B-2026-01 (exp. Nov 28) × 2, then 1 without a lot" under each item, in red when a lot has expired. Records show "Lots:" once their stock has moved, and Inventory > an item lists its open lots by location with what is left and what came in.
- Assets and landed cost are left out, and stock with no lot stays as it is.
Landed cost
Freight, duties, brokerage, insurance and handling are part of what goods really cost.
- After a receiving batch is approved, open the PO, go to Receiving, and press Add landed cost under the batch.
- Add each charge: the kind, who it is paid to (a supplier on file, or Someone else with their name), and the amount.
- Choose how to share it: By value (costlier items take more) or By quantity. Save draft shows the share and the extra cost per unit.
- An approver presses Post. The cost of items still on hand goes up, the share for items already sold or used goes to cost of goods sold, and the entry goes to Accounting with the payable to each payee.
A draft can be edited or cancelled with a reason. A posted one cannot be changed. Landed costs need permission to see costs, and assets are left out.
Requests for quotation (RFQs)
Get quotes from several suppliers. In Purchase Orders choose RFQs, then Add RFQ. List the items and quantities, tick the suppliers to ask, and save. Print requests gives each supplier a page with blank price and lead time columns to fill in; then choose Mark as sent. As quotes come back, choose Enter quotes. The table shows every supplier's price side by side with the cheapest marked. Pick a supplier for each item (the cheapest is chosen to start with) and choose Award and make POs: one draft PO is made for each supplier at the quoted price, expected by the Needed by date or the longest lead time.
Blanket POs
Agree prices for the year. In Purchase Orders choose Blanket POs, then Add blanket PO: the supplier, the dates, and each item's agreed price and total quantity. An Admin or PO approver Activates it. Then choose Release whenever you need stock: a draft PO is made at the agreed prices, never past the total, and the agreement shows how much is left. A cancelled PO gives its quantity back. Close ends the agreement.
Prices are hidden from people who cannot see costs, and entering quotes, awarding and blanket prices need cost access.
Supplier Returns
Press Add supplier return, choose the supplier, location and items, and submit it. Draft, For approval, Approved, then Returned. For people who may see costs, Print gives a Return to Supplier · Debit Memo with each item's unit cost and amount and the total the supplier should credit you (consignment items carry no amount). Stock leaves only when it is marked Returned, from that supplier's stock at one location, and Accounting takes the returned cost off what you owe that supplier.
Close a supplier return: after you mark a return Returned, it shows Waiting for credit. When the supplier answers, open the return and choose Record supplier credit (Admins, or Supplier Returns approvers who can see costs; one answer per return). Pick what they gave:
- Credit note: its number, date and amount.
- Refund: the amount, and whether it came in as cash or into the bank.
- Replacement: nothing is posted; receive the replacement goods on a purchase order (the return already reduced what you owe).
The form shows the cost you returned and what happens to any difference: less credited goes to Inventory losses, more goes to Other income. Accounting is updated by itself.
Inventory
Read only. Every Master list item with a balance column for each location. History shows every movement behind a number.
Full history with balance: open an item to see every movement in date order, with what came in, what went out and the balance after each one. Choose a location to see only its stock, and set dates to look at a period; the balance before the first date is brought forward. The latest 2,000 lines show, and the balance counts them all. Export it to Excel or PDF (Can export).
The list shows 200 items at a time. "Showing N of M" tells you how many match, and Show more adds the next 200. Search looks through every item, so type a SKU, brand, spec, category or type to find one quickly. Excel and PDF include every item that matches the search.
In forms: an item box shows the first 100 matches; keep typing to narrow the list when it says there are more. On Returns, Transfers, Damage Reports and Adjustments, the form takes a moment to load what is on hand after you choose a location.
Physical Count
- Press Add count and choose the location. There is one count per location per day.
- Scan items (each scan adds 1) or type the number counted.
- Submit for approval. Whoever counts does not see the system quantity.
- The approver sees the differences and approves. Any item left blank counts as 0, and each difference changes stock.
Only an Admin can reopen a finished count, which reverses its changes.
Scan instead of typing: wherever you see Scan or Scan items, the phone or laptop camera reads barcodes (a scanner gun or typing the code works too). Codes match the Master list by SKU, then by old barcode; a barcode shared by two items asks you to pick. In Inventory and the Master list, Scan finds the item. In Supplier Returns, Transfers and Receive delivery, each scan adds one of that item (on a PO, one in the line's purchase unit; an item not on the PO is refused), with a beep for each good read and a buzz with a message when a code is not found. Adjustments and Damage Reports still pick items from the list.
Count a few items a day: open Physical Count and choose Today's cycle count. Pick the location and how many items. The list shows the items most overdue for a count (class A every 30 days, B every 90, the rest once a year; never counted first). Choose Start cycle count, count the listed items, then Submit for approval. When it is approved, only the items you counted change. A cycle count and the day's full count can both happen, one open cycle count per location per day, and the list marks them "· Cycle".
Counting with a phone: open the count and tap Scan to count. Point the camera at a barcode. Each one it reads adds 1 and is saved straight away. A scanner gun, or typing the SKU or barcode in the Code box, works too. Use −1 or +1 to correct, or Set number to type the total. Several people can scan the same count at the same time, and Latest by everyone counting shows who counted what. Tap Done to go back to the count sheet. A code that is not in the Master list shows in red under the Code box with a low beep and a double buzz; the next good scan clears it.
Master list
One row per item, with an automatic SKU, old barcodes, details, supplier, cost and SRP. Items join by themselves when stock comes in, and can also be added with Add item. Cost and SRP can be made Sensitive in Field Control.
The list shows 200 items at a time. Below it, "Showing N of M" tells you how many match, and Show more adds the next 200. Searching looks through every item on the server, so type a SKU, brand, spec, category or supplier code to find one quickly. Excel, PDF and Print labels include every item that matches the search, not only the ones on screen.
Price history: open an item and press Price history to see every approved purchase order price for it, by supplier, with the lowest price paid.
Units (boxes and cases)
Open an item and press Units to add the bigger units you buy, sell or move it in, for example a Box holds 12 Pieces. Stock is always counted in the item type's own unit. On a purchase order the Unit list then offers "Box of 12": the quantity and unit cost are per box, and Receiving counts boxes. When the batch is approved, stock goes in as pieces at the cost per piece. Assets have no purchase units.
Sell or move stock in cases. Each unit can have its own barcode, a unit price (seen by people who see SRP), Sell (the till may sell it) and Issue (stock screens may use it). Scanning the case barcode then counts the whole case, for example 12, on supplier returns, transfers, adjustments and damage reports. On receiving, a case scan adds 1 to a case line and 12 to a piece line. A unit barcode cannot be an item's SKU or old barcode.
Quality hold
Check stock before use. For items that must be checked when they arrive, open the item in the Master list and tick Inspect on receipt. Everything of it received afterwards is held (QC-0001 and on). In Inventory, choose Quality hold to see what is waiting. Release what passed, some or all; Reject what failed and write what was wrong (it is written off as Damaged under the QC number). Admins and people who can add Stock Adjustments can also Hold stock by hand, for example for a recall. Held stock stays on hand and in the books, but Record use, transfers and branch requests cannot take it; write-offs, supplier returns and counts can. The Sales till does not check holds yet. To send rejected stock back instead, release it and make a Supplier Return.
Kits and bundles
In the Master list, open the kit item and choose Kit parts. Add each part and how many go into one kit, then Save parts (no kits inside kits, and no assets). When you sell a kit and none are built, the parts come out of stock by themselves ("Kit assembled" under the sale's number), and the sale's cost of goods becomes what those parts cost. A voided or returned kit sale breaks it back into parts. To put kits together ahead of time, use Build kits; to take them apart, Break kits (Admins, or people who can add Stock Adjustments, at their locations). Assembling moves value from the parts to the kit, so it nets to zero in Accounting.
Serial numbers
For items sold or serviced one by one, such as phones or appliances (see also selling serial-tracked items): open the item on the Master list, press Serial numbers and tick Track serials. From then on each unit needs its serial number.
- The table shows, per location, the quantity on hand and how many serials are in stock. Not matched means some units have no serial yet, or stock left without choosing a serial (for example through a damage report).
- Add serials for stock already here: choose the location, type or scan one serial per line, and press Add serials, up to the units on hand that have no serial yet.
- Serials lists every unit with its status: In stock, In transit, Reserved (held by a sale in progress), Sold, Missing, Written off, or Returned to supplier. Type part of a serial to find it. A unit in stock or missing can be marked Write off or Returned to supplier with a note, and a missing, written-off or returned unit can be put Back in stock.
- Tracking can be turned off only when no serial is in stock or on the way.
- Receiving: a serial-tracked item shows a box for its serials, one per line, with a counter against the units received. A purchase unit counts every piece inside it (2 boxes of 10 need 20 serials), and these items cannot be received over the ordered quantity. Approving the batch puts the serials in stock.
- Transfers: tick exactly which units are going (only those in stock at the From location are listed). Sending puts them In transit. If fewer arrive, the receiver ticks the ones that did not; they become Missing and the rest go into stock. Cancelling a transfer in transit puts them back.
- Supplier returns, damage reports and stock adjustments: these ask for the serial of each unit leaving. Tick them in the form. Only serials in stock at that location appear. A serial already on another open record shows which record it is on and cannot be ticked. When the return is marked Returned, its serials become Returned to supplier. When a damage report or adjustment is approved, its serials become Written off.
- Adding stock with an adjustment: type one new serial per unit, one per line. They go In stock when the adjustment is approved.
Printing labels
Print labels prints a barcode label for each item in the current list: the name, category and type, the SKU as a barcode, and the SRP if you tick Show the price. Tick the items (all are ticked for 50 or fewer), find one by name or code, set the copies for all at once or one by one, and pick the label size: an A4 sheet with 3, 4 or 2 across, or one label per page for 50 x 25, 40 x 30 or 100 x 50 mm label rolls. The size is remembered on that computer, and labels never carry the letterhead. Then press Print. For asset tags, use Fixed Assets > Print tags or Inventory > Assets > Print tags; the barcode carries the tag number. A scanner reads these straight into search or a count. Only people allowed to export see these buttons.
Stock Adjustments
Correct stock outside a Physical Count or a Damage Report: stock found, lost or missing, an entry error, samples or giveaways, or internal use.
- Press Add adjustment. Choose the location and the reason (Other needs a note).
- For each item, choose it from the Master list and type a plus quantity to add (for example 5) or a minus quantity to take away (for example -2). The form shows how many are on hand. When adding, people who may see costs can enter the unit cost; otherwise the location's average cost is used.
- Save, then Submit for approval. Nothing moves until an approver presses Approve. An approver can Disapprove with a reason, and the location can fix it and resubmit. Cancel keeps it on record with a reason.
- If Approval rules has a Writing off amount, an adjustment that takes away that much stock value needs someone other than the person who made it to approve.
You see adjustments at your own location; approvers see all. Each one can be printed, and the list exports to PDF or Excel. Switches: Access sees them; Add makes and submits; Edit changes a draft; Delete / Modify cancels; Approver approves, which changes stock.
Stock Planning
What to order, what your stock is worth, what sells, and what is about to expire. Pick a View at the top: Reorder, Valuation, ABC and slow movers, or Expiry. You see your own location. Admins, and people with "See all locations", see every location and can filter by location.
Each view loads when you choose it and shows up to 300 rows; when there are more, a note says "Showing 300 of N", so search or filter by location, status or class to narrow it. Export includes up to 5,000 rows (Supplier prices: all of them). Make purchase orders always covers every item that needs ordering, even beyond the first 300.
Reorder
- Press Add reorder point. Choose the item from the Master list and the location, then enter the Minimum, the Maximum and the supplier's lead time in days. Save.
- The list shows On hand, On order, Days left and a status. Order now appears when on hand plus on order is at the minimum or below, or when stock would run out before a new order could arrive. Days left is on hand divided by what left stock per day over the last 90 days.
- Suggested is the quantity that fills up to the maximum, after what is already on order (draft, waiting or approved purchase orders, less what was received).
- When items need ordering, press Make purchase orders next to the line that says how many items to order now. RaXa groups everything to order now by the best supplier for each item: the one with the best score among those that sold it, then the lowest last price, then the Master list supplier. The other suppliers show with their score and price. Each supplier shows its score, lead time and the date to expect the order. Change quantities or untick a supplier, then press Make all drafts. Each draft uses that supplier's last price and has its expected date set (7 days when the supplier has no lead time yet). If one cannot be made, none are. Approve them in Purchase Orders as usual.
- Choose a reorder point to change it, or press Remove.
Forecast: reorder points from real demand
Choose View > Forecast and your location. Each item with demand in the last 12 months shows its last 12 months (point at the small chart for the numbers), this month so far, what is expected next month, daily use, safety stock, a suggested minimum and maximum, the reorder point set now (teal when it differs from the suggestion), and on hand. Tick the items you agree with and choose Use suggested min / max; their reorder points at that location are set (lead days kept), all or nothing. Export has all 12 months.
- Demand is what was sold, used, damaged and transferred out, less sale returns.
- Next month weighs the last 3 full months 3:2:1. With a year of history it also follows the season: next month last year against those 3 months last year (kept between half and double).
- Safety stock covers the ups and downs of the last 6 months over the supplier's lead time (about a 95% chance of not running out). Suggested minimum = daily use × lead days + safety; maximum = minimum + one month.
Value by location
Shows what your owned stock is worth at each location, by classification and category, with a total per location and overall. Consignment stock is counted but has no value. Export it to Excel or PDF (Can export). It needs permission to see costs.
Slow and dead stock
Lists stock that has not moved out for 60, 90 or 180 days or more, by item and location, with how long it has been idle, the last time it went out and came in, and the money tied up in it. Three tiles total each band and its share of stock value. Stock idle for 180 days or more is dead stock: consider a sale, moving it to a busier branch, or returning it to the supplier. "Moved out" means sold, used, damaged, transferred out or returned to the supplier; stock that never moved out counts from the day it came in. Values show only to people who see costs, and export needs Can export.
Valuation
On hand per item per location, the owned value (only for people who may see costs), and the last date stock came in and went out. Consignment stock is counted but has no value.
- Stock age: how long your stock has been sitting, counting the oldest units as sold first, in 0-30, 31-90, 91-180, 181-365 and over 365 days, with the value and share in each. Old stock ties up cash: consider a promotion, a return to the supplier, or a smaller reorder.
- Ties to Accounting (for people who see all locations and costs): for Merchandise inventory and Supplies inventory, the stock value, the ledger balance in Accounting, what is still waiting to post, and the difference. "Ties out" means the books agree with the stock. If there is a difference, run Sync in Accounting, then check that account's ledger for manual entries.
ABC and slow movers
Items are ranked by the value that left stock in the last 90 days: A is the first 80 percent, B the next 15, C the rest. A Slow mover has stock but nothing went out in 90 days, and Dead stock in 180 days. Use the Class filter to list one class, slow movers or dead stock.
Expiry
- Press Add lot. Choose the item and location, then enter the lot or batch number, the expiry date and the quantity. Save.
- Lots show Good, Expiring soon or Expired. Expiring soon means within the warning days (60 unless changed with Warning days).
- Open a lot to Mark used up, Edit it, or Remove it with a reason. Report expired stock in Damage Reports with the cause "Expired" so it leaves stock.
Supplier prices
Choose View > Supplier prices to see what each supplier last charged for each item, per stock unit (a box of 12 is divided by 12), from approved purchase orders. It shows the price before and the change in percent (a rise is flagged), the lowest and highest price paid, and how many orders. Best marks the cheapest last price when more than one supplier sells the item. Use Show to list only prices that went up, or items with more than one supplier, and choose a row to see every price paid, newest first. It needs permission to see costs and exports to PDF or Excel.
Count plan
Choose View > Count plan to see which stock is due for counting. Fast sellers (class A) are due every 30 days, class B every 90 days, and everything else once a year, counted from the last completed Physical Count that included the item. Never counted means due now. Filter by Due now, Due within 7 days or Not due, then press Open Physical Count to count them. The dates update when the count is approved.
Every view exports to PDF or Excel. Switches: Access sees it; Add sets reorder points and records lots; Edit turns suggestions into draft purchase orders (also needs Purchase Orders Add); Delete / Modify removes reorder points and lots; Approver means See all locations.
Transfers
Press Add transfer, choose From and To and the items. Draft, In transit, Received. Only people at the From and To locations see a transfer. The From side makes and sends it, and stock leaves when it is sent. The To side receives it, and stock arrives then. Any shortfall stays on record. Cancelling while in transit puts the stock back.
Deliveries
- Press Add delivery and choose the delivery type: between your own locations, or to or from an outside address set on the map.
- It can be assigned to one person. That person, or whoever accepts it, marks Picked up and Delivered, with optional photos.
- A delivery can carry a transfer. It never moves stock by itself.
- Receiver signature: once a delivery is picked up or delivered, open it and press Get signature. Type the receiver's name, have them sign in the white box with a finger or the mouse, then press Save signature (Clear starts again). It is kept with the delivery's photos.
- Pick the right stock: a delivery that carries a draft transfer shows Pick these lots first: for each item, the lots to take, oldest expiry first, and how many from each (expired lots in red). After the transfer is sent, the delivery shows the lots that actually went.
- Print: prints the Delivery Receipt on your letterhead with the items carried (a transfer's items, with a Received column, and a "Pick lots (expiry first)" column while it is a draft) and when it is wanted. The receiver checks the items, writes any shortage or damage, then prints their name, signs and writes the date and time. There are also lines for Released by and Driver.
- Time window: a delivery can say the day and hours it is wanted. The delivery, the deliveries list and the Dispatch board show it, in red once past. Plan route keeps to these hours.
- Dispatch board: dispatchers (the Admin, or anyone with Deliveries > Approver in Permissions) plan the day here. Choose the day. Deliveries waiting for a driver are on the left; choose a driver and tap Assign. Each driver has a column with their stops in order.
- Use the arrows to change the order, Move to to give a stop to someone else, or Take off to put it back in the waiting list. A delivery already picked up stays with its driver.
- Plan route suggests the order for the driver's day. It keeps each delivery's hours: a stop whose hours close soon goes first, and a stop that is not open yet waits. It shows about what time the driver reaches each stop and when the run ends, and warns when a stop would still miss its hours. Times are estimates from Route timing (25 km/h and 5 minutes a stop unless changed). Tap Use this order to keep it.
- Open in Google Maps shows the whole run as one route for the driver.
- Print run sheet (on a driver): the day's stops in order, with a tall column for each receiver to sign, and Dispatcher and Driver lines. The driver brings the sheet back.
- Route timing: set how fast your drivers usually go (5 to 120 km/h) and how long each pick-up and drop-off takes (0 to 120 minutes). Plan route uses these to estimate arrival times and says which it used. Most towns: 25 km/h and 5 minutes a stop. Only the dispatcher changes them.
Requests
Press Add request: one location asks another for items: listed items from the Master list, or unlisted items typed in with a photo. Draft, Submitted, Request received (the other location), then Completed (the location that asked). Only the two locations see it.
- Ask another branch for stock: choose Add request, pick the location to ask (usually the main warehouse), the reason and the items, then Submit. It completes by itself when the transfer arrives and you receive it in Transfers.
- Send what a branch asked for: open the request and choose Make transfer. A draft transfer is made with the items you have on hand (oldest stock first), and the message names anything you are short of, unlisted items and assets. Open it in Transfers, check it, and send it. The request shows its transfer number and state. It needs Requests > Edit and Transfers > Add at the location asked. Request received still answers without a transfer.
Damage Reports
Press Add damage report. Record broken, expired, spoiled or missing items with at least one photo, then submit. When it is approved, the items leave stock as Damaged.
Fixed Assets
Use the View picker: Register, Not in the register yet, Depreciation runs, For Accounting, and Category defaults.
- Add an asset: in Not in the register yet, choose a tag. Check the cost (it comes from receiving), salvage value, useful life in months, method (Straight line or Declining balance) and the date put in use, then Save. Category defaults fill these in for you.
- Depreciation: in Depreciation runs, press Run depreciation and choose the month. Months go in order, and the first run catches up the earlier ones. Only the last run can be undone, and only before Accounting posts it.
- An asset's page shows the schedule done and still to come. Edit and Remove work only before depreciation starts.
- Dispose: Sold (with the amount), Scrapped, Donated or Lost, with a date and a note. Run depreciation through last month first. The tag then leaves stock.
For Accounting lists each entry and whether it is posted.
Asset Transfers
Press Add asset transfer, choose From (your location) and To, tick the tags, Save, then Send. The other location presses Receive. The From side can cancel, and while in transit the tags go back. Only the two locations see it.
5. Sales and Marketing
What it is for: selling, billing and collecting, and looking after your customers. Every sale moves stock and goes into the books by itself.
Step by step
Open and close your cash drawerI-open at i-close ang cash drawer mo
- On Sales, press Cash drawer > Open a shift. Choose the location and enter the cash you start with.
- During the day, the X reading shows sales, each payment method and the cash that should be in the drawer. Record Cash in and Cash out with a reason.
- At closing, count every bill and coin, enter the total and press Close shift.
- The Z reading shows Balanced, Over or Short. Print it for the day's file.
- Sa Sales, i-press ang Cash drawer > Open a shift. Piliin ang location at i-type ang cash na pang-umpisa.
- Habang araw, makikita sa X reading ang sales, bawat payment method, at ang cash na dapat nasa drawer. I-record ang Cash in at Cash out with reason.
- Pag closing na, bilangin lahat ng bills at coins, i-type ang total, tapos i-press ang Close shift.
- Makikita sa Z reading kung Balanced, Over o Short. I-print ito para sa file ng araw.
Sell at the counter (Quick sale)Quick sale sa counter
- Open Sales > Quick sale.
- Scan the item's barcode. No barcode? Type the brand or name, and tap the match in the list. Adding the same item again counts one more; use − and + to change it.
- Tap the cash buttons or type the cash received. The change shows as you go.
- Tap Complete sale, print the receipt, then tap Next sale.
Other ways
- You can also type the SKU from the item's label and press Enter.
- With a scanner gun, just scan the item. It goes in by itself.
- Open ang Sales > Quick sale.
- I-scan ang barcode ng item. Walang barcode? I-type ang brand o name, tapos i-tap ang match sa list. Kapag na-add ulit ang same item, madadagdagan ito ng isa; gamitin ang − at + para i-change.
- I-tap ang cash buttons, o i-type ang cash na binayad. Makikita mo agad ang change.
- I-tap ang Complete sale, i-print ang receipt, tapos i-tap ang Next sale.
Other ways
- Puwede ring i-type ang SKU na nasa label, then press Enter.
- Kung may scanner gun, i-scan lang ang item. Papasok ito agad.
Make a sale for a customerMag-sale para sa isang customer
- Open Sales and press Add sale. Keep Walk-in, pick a customer, or choose Add customer.
- Check Selling from, then add items by scanning or by SKU, brand or specs.
- Add any discount or coupon, then the payment. Add payment splits it.
- Paying less? The rest becomes a balance with a due date, or installments.
- Press Complete sale to print the receipt.
Other ways
- No barcode? Type part of the SKU, brand, specs, category or type in the Item box, and pick from the list. It shows the price and stock.
- A scanner gun adds the item as soon as it reads the code, and the camera button scans with a phone or webcam.
- Open ang Sales at i-press ang Add sale. Iwan sa Walk-in, pumili ng customer, o i-choose ang Add customer.
- I-check ang Selling from, tapos mag-add ng items sa pag-scan o sa SKU, brand o specs.
- I-add ang discount o coupon kung meron, tapos ang payment. Ang Add payment ay para hatiin ang bayad.
- Kulang ang bayad? Magiging balance ang natitira, with due date, o installments.
- I-press ang Complete sale para i-print ang receipt.
Other ways
- Walang barcode? I-type ang part ng SKU, brand, specs, category o type sa Item box, at pumili sa list. Makikita ang price at stock.
- Ang scanner gun ay nag-a-add agad pagkabasa ng code, at ang camera button ay pang-scan gamit ang phone o webcam.
Return items from a saleMag-return ng items mula sa sale
- Open Sales and click the sale to open its card.
- Press Return items, choose how many of each item come back, and tick whether they go back to stock.
- The amount first lowers what the customer owes; the rest is refunded by the method you choose.
- Press Credit note on the sale card to print the customer's copy.
Other ways
- Serial-tracked items: tick the serials that come back. If you tick none, the last ones sold go back.
- Open ang Sales at i-click ang sale para buksan ang card nito.
- I-press ang Return items, piliin kung ilan ang ibabalik sa bawat item, at i-tick kung babalik ito sa stock.
- Una, babawasan nito ang utang ng customer; ang natira ay ire-refund sa method na pipiliin mo.
- I-press ang Credit note sa sale card para i-print ang kopya ng customer.
Other ways
- Para sa items na may serial: i-tick ang mga serial na bumalik. Kung wala kang i-tick, ang huling nabenta ang babalik.
Void a sale or write off a balanceMag-void ng sale o mag-write off ng balance
- Open the sale's card.
- Void sale cancels the whole sale: its payments are voided and its items go back to stock. Type the reason.
- Write off is for a balance that will not be collected. Type the reason.
- Both need Delete / Modify on Sales. Above an Approval rule amount, a second person types their login code.
- Buksan ang card ng sale.
- Ang Void sale ay kina-cancel ang buong sale: voided ang mga payment at babalik sa stock ang items. I-type ang reason.
- Ang Write off ay para sa balance na hindi na makokolekta. I-type ang reason.
- Pareho itong kailangan ng Delete / Modify sa Sales. Kapag lampas sa Approval rule, ibang tao ang magta-type ng login code niya.
Sell an item with serial numbersMagbenta ng item na may serial number
- Make the sale in Add sale and add the item.
- Under the line, Serial numbers shows every serial in stock at that location. Tap the ones you are selling, or scan or type one and press Enter.
- Units you don't choose get the oldest serials in stock.
- A serial shown in red isn't in stock there. Tap it to take it off, or the sale won't save.
Other ways
- Quick sale uses the oldest serials in stock by itself.
- Gawin ang sale sa Add sale at i-add ang item.
- Sa ilalim ng line, makikita sa Serial numbers lahat ng serial na nasa stock sa location. I-tap ang mga ibebenta, o i-scan o i-type at press Enter.
- Ang hindi mo pinili ay kukuha ng pinakalumang serial sa stock.
- Kapag pula ang serial, wala ito sa stock doon. I-tap para tanggalin, kundi hindi mase-save ang sale.
Other ways
- Sa Quick sale, kusang gagamitin ang pinakalumang serial sa stock.
Send a quotation, then turn it into a saleMag-send ng quotation, tapos gawing sale
- Open Quotations and press Add quotation. Choose a customer, or type a prospect's name.
- Add the items, set Valid until (15 days unless changed) and save.
- Open it and press Print for the customer.
- When they agree, press Mark accepted, then Convert to sale. Add the payment and Complete sale.
- Open ang Quotations at i-press ang Add quotation. Pumili ng customer, o i-type ang name ng prospect.
- I-add ang items, i-set ang Valid until (15 days kung hindi babaguhin) at i-save.
- Buksan ito at i-press ang Print para sa customer.
- Pag pumayag na sila, i-press ang Mark accepted, tapos Convert to sale. I-add ang payment at Complete sale.
Follow a deal in the PipelineI-follow ang deal sa Pipeline
- Open Pipeline and press Add deal: a name, value, expected close date, owner and contact.
- Each deal sits in a stage column: Lead, Contacted, Quoted, Negotiation, Won or Lost.
- Open a deal to move it to the next stage, mark it Won, or Edit it.
- Marking it Lost asks why, so you can learn from it.
Other ways
- Link a customer and a quotation to the deal when you have them.
- Open ang Pipeline at i-press ang Add deal: name, value, expected close date, owner at contact.
- Nasa column ng stage ang bawat deal: Lead, Contacted, Quoted, Negotiation, Won o Lost.
- Buksan ang deal para ilipat sa next stage, i-mark na Won, o i-Edit.
- Kapag Lost, tatanungin kung bakit, para may matutunan.
Other ways
- I-link ang customer at quotation sa deal kapag meron na.
Collect what customers oweSingilin ang may utang
- Open Collections and choose the Overdue tab.
- Click a customer to see their statement.
- Press Log follow-up after each call, with any promise to pay, or Reminder message to copy into a text.
- When they pay, press Collect payment. It pays the oldest sales first.
- Open ang Collections at piliin ang Overdue tab.
- I-click ang customer para makita ang statement niya.
- I-press ang Log follow-up pagkatapos ng bawat tawag, kasama ang promise to pay, o Reminder message para i-copy sa text.
- Pag nagbayad na, i-press ang Collect payment. Mababayaran muna ang pinakalumang sales.
Set a sales target and check the forecastMag-set ng sales target at tingnan ang forecast
- Open Targets and choose the month.
- Press Set target for a location or the whole company. It needs Delete / Modify on Sales.
- Each line shows net sales so far, the percent reached, what is needed per day, and the month-end projection. It turns red when it falls short.
- Open Targets > Forecast for the next 3 months and how many days each top item's stock will last.
- Open ang Targets at piliin ang month.
- I-press ang Set target para sa location o buong company. Kailangan ng Delete / Modify sa Sales.
- Makikita sa bawat line ang net sales so far, ilang percent na, kailangan per day, at projection sa month-end. Magiging pula kapag kulang.
- Open ang Targets > Forecast para sa next 3 months at ilang araw pa tatagal ang stock ng top items.
Pay sales commissionsMagbayad ng sales commission
- On each sale, Salesperson starts as you; choose another person if they made the sale.
- Open Commissions and pick the month to see each person's sales, net sales and commission.
- Press Set rate to set a salesperson's percent. It needs Delete / Modify on Sales.
- Payroll pays it with their salary. Their login must be linked to an employee in System Management > Users.
- Sa bawat sale, ikaw muna ang Salesperson; pumili ng iba kung siya ang nakabenta.
- Open ang Commissions at piliin ang month para makita ang sales, net sales at commission ng bawat isa.
- I-press ang Set rate para i-set ang percent ng salesperson. Kailangan ng Delete / Modify sa Sales.
- Babayaran ito ng Payroll kasama ng sahod. Dapat naka-link ang login niya sa employee sa System Management > Users.
Make a coupon or a promotionGumawa ng coupon o promotion
- For a code, open Coupon Bank and press Add coupon: the code, name, percent or peso off, dates, usage limit and location.
- Cashiers type the code on a sale and press Apply.
- For a discount with no code, open Promotions: percent off, amount off, or buy X get Y, on chosen items or a category.
- Promotions apply by themselves at the till. When more than one fits, the customer gets the one that saves the most.
Other ways
- Open a coupon to see each use, or switch it off.
- Para sa code, open ang Coupon Bank at i-press ang Add coupon: code, name, percent o peso off, dates, usage limit at location.
- Ita-type ng cashier ang code sa sale at i-press ang Apply.
- Para sa discount na walang code, open ang Promotions: percent off, amount off, o buy X get Y, sa piling items o category.
- Kusang nag-a-apply ang promotions sa till. Kung higit sa isa ang pasok, ang pinakamalaking tipid ang makukuha ng customer.
Other ways
- Buksan ang coupon para makita ang bawat gamit, o i-switch off.
Run a campaignMagpatakbo ng campaign
- Open Campaigns and press Add campaign: a name, dates, the location and customer type to target, and its coupons.
- It lists the target customers, only those who agreed to promos.
- Export the list to send your own messages. The app sends none.
- Open it later to see sales that used its coupons, net sales and the discount given.
- Open ang Campaigns at i-press ang Add campaign: name, dates, location at customer type na target, at ang mga coupon nito.
- Ili-list nito ang target customers, yung mga pumayag lang sa promos.
- I-export ang list para ikaw ang mag-send ng messages. Walang sine-send ang app.
- Buksan ulit para makita ang sales na gumamit ng coupons, net sales at discount na naibigay.
Count a sale toward a projectIbilang ang sale sa isang project
- Projects are made in Accounting and Finance > Projects.
- On a new sale or quotation, choose the job in Project (optional). Only active projects are listed.
- A quotation's project carries onto the sale made from it.
- The sale's income and costs then count toward that project's profit in Accounting.
- Ginagawa ang projects sa Accounting and Finance > Projects.
- Sa bagong sale o quotation, piliin ang job sa Project (optional). Active projects lang ang lalabas.
- Ang project ng quotation ay madadala sa sale na gagawin mula dito.
- Mabibilang ang income at costs ng sale sa profit ng project sa Accounting.
Add a customerMag-add ng customer
- Open Customers and press Add customer.
- Enter a first or last name, and a mobile number or email. Each mobile or email can belong to one customer only.
- Tick Agrees to receive promos and updates only with the customer's permission.
- Save. Their card shows what they spent, their balance and every purchase.
- Open ang Customers at i-press ang Add customer.
- I-type ang first o last name, at mobile number o email. Isang customer lang ang puwedeng may parehong mobile o email.
- I-tick ang Agrees to receive promos and updates kung pumayag lang ang customer.
- I-save. Makikita sa card niya ang total spent, balance at lahat ng binili.
Send a customer a ready-made messageMag-send ng ready-made message sa customer
- Open the customer's card and click Message.
- Pick a template, such as Your order is ready or Balance reminder. Their name, your branch and their balance are filled in.
- Change the words if you like.
- Press Copy and paste it into a text, or Open in e-mail. Nothing is sent from the app.
- Buksan ang card ng customer at i-click ang Message.
- Pumili ng template, tulad ng Your order is ready o Balance reminder. Naka-fill in na ang name, branch at balance niya.
- Puwede mong baguhin ang message.
- I-press ang Copy at i-paste sa text, o Open in e-mail. Walang sine-send ang app mismo.
Find your best and at-risk customersHanapin ang best at at-risk customers mo
- Open Customers and use the segment filter.
- Segments come from the last 12 months of buying: Champions, Loyal, Promising, New, Needs attention, At risk, Lost and No purchases.
- Open a customer to see their recency, frequency and spending scores.
- Use a segment as a campaign's target, for example a win-back for At risk.
- Open ang Customers at gamitin ang segment filter.
- Galing ang segment sa bilihan sa nakaraang 12 months: Champions, Loyal, Promising, New, Needs attention, At risk, Lost at No purchases.
- Buksan ang customer para makita ang recency, frequency at spending scores niya.
- Gamitin ang segment bilang target ng campaign, halimbawa win-back para sa At risk.
Set up price lists and loyalty pointsMag-set up ng price lists at loyalty points
- Open Sales > Settings. It needs Delete / Modify on Sales.
- For points, set One loyalty point for every (pesos) and Each point is worth (pesos). 100 and 1 means a ₱2,500 sale earns 25 points worth ₱25.
- For a price list, press Add price list and choose Percent off SRP or Fixed prices.
- Give a customer the list: on their card press Change price list.
Other ways
- Leave the first points box at 0 to switch points off.
- Open ang Sales > Settings. Kailangan ng Delete / Modify sa Sales.
- Para sa points, i-set ang One loyalty point for every (pesos) at Each point is worth (pesos). Ang 100 at 1 ay ibig sabihin, ang ₱2,500 na sale ay may 25 points na worth ₱25.
- Para sa price list, i-press ang Add price list at piliin ang Percent off SRP o Fixed prices.
- Ibigay sa customer: sa card niya i-press ang Change price list.
Other ways
- Iwan sa 0 ang unang points box para i-off ang points.
Tips
- Returns are made from the sale's card with Return items, and each one gets a Credit note.
- Share on a sale sends the customer a link to their receipt, with no login needed.
- Pressing a save button twice still saves only once.
- Promotions apply by themselves at the till; coupons need a code.
Questions
An item shows as out of stock.
Press Make special order, or choose another location under Selling from. You can still sell it, but the count then needs fixing in Inventory.
A box asks for an approver's login code.
An Approval rule applies, for example to a big discount or a void. Another person who may void sales types their own code. You can't approve your own sale.
Can I sell without opening a shift?
Yes, but that sale's cash counts in no drawer. Open a shift first if you run a drawer.
Does RaXa send texts or emails to customers?
No. Messages are filled in for you; press Copy or Open in e-mail and send them yourself.
All the details
Sales and Marketing is where you sell, bill and collect, and look after your customers. Open it from the Sales and Marketing card on Home.
What you see depends on Users > Permissions > Sales and Marketing:
- Customers: add and edit customers.
- Sales: Add makes sales, quotations and follow-ups, and collects payments. Edit handles returns, special orders and a quotation's status. Delete / Modify voids a sale, writes off a balance and sets targets.
- Coupon Bank and Campaigns: their own switches.
- Quotations, Collections and Targets: follow the Sales switch.
- Admins: can do everything.
- Export switch: Export and Print buttons for lists and reports only show if you have "Can export". Receipts, invoices and quotations always print, because they are the customer's own copy.
Customers
- Find a customer: search by name, mobile, e-mail, customer ID or referral code. Filter by original location. The tabs are All, New, Old, With balance, With credit and Inactive.
- New or old: a New customer was added on the day of the sale and has no other purchases. Anyone added on an earlier date, or with another sale, is Old. Each sale keeps the label it got when it was made.
- Add customer: first or last name is required. A mobile number or e-mail can belong to one customer only. If another customer already has the same name, the form says so and shows who, such as their customer ID and mobile. Press Save anyway if this is a different person. Tick "Agrees to receive promos and updates" only with the customer's permission, because Campaigns use it. Only an Admin can change a customer's original location.
- The customer's card: shows the full profile, total spent, number of sales, last sale, open balance, credit and every purchase. From here you can Edit, see the Statement, Collect payment or Add sale.
Pipeline
The Pipeline tracks deals before they become sales, for example a school eye check or a company eyewear plan.
- Stages: Lead, Contacted, Quoted, Negotiation, Won and Lost. Each stage has a likelihood (10%, 25%, 50%, 75%, 100% and 0%).
- The board: shows a column per stage with each deal's value, contact, expected close date and owner. A close date that has passed shows in red.
- The count at the top: open deals, their total value, the weighted forecast (value × likelihood) and how many closed deals were won.
- Add deal: a name, value, expected close date, owner, contact, and optionally a customer and a quotation. Open a deal to move it to the next stage, mark it Won, or Edit it.
- Lost deals: marking one Lost asks why, so you can learn from it.
- Closed deals: Won and Lost deals stay on the board for 90 days.
- Filters: by owner, and search.
Messages to customers
On a customer's card, click Message and choose a template: Thank you for your purchase, Your order is ready, Balance reminder, Quotation follow-up, Loyalty points, Happy birthday, We miss you, or Promo announcement.
- Filled in for you: the customer's name, your company and branch, their balance, points and quotation date.
- Before sending: edit the message if you like, then click Copy to paste it into a text, or Open in e-mail if they have an e-mail address. Nothing is sent from the app.
- Promos: the card warns you when the customer has not agreed to promos. Send them only messages about their own orders or balance.
Quotations
A quotation is a priced offer, valid until a date. It doesn't take stock or touch the books until it becomes a sale.
- Click Add quotation. Choose a customer, or type the name of a prospect who is not a customer yet.
- Add items by SKU, brand, specs or barcode (a scanner works too). Change quantities, prices and discounts as allowed.
- Set Valid until (15 days by default), add notes such as delivery or terms, and save.
- Open the quotation to Print it for the customer.
- When the customer agrees, press Mark accepted, then Convert to sale (the teal button). If they say no, press Mark declined. New sale opens with the same customer, items and discount. When the sale is saved, the quotation shows Converted with the sale's number.
The tabs are Open, Accepted, Expired (past its date), Converted, Declined and All. The count shows how many quotations in the last 90 days were won. To revive an expired quotation, Edit it and set a new date.
Price lists, loyalty points and settings
Open Sales > Settings. It needs Delete / Modify on Sales.
- General: the receipt footer, whether cashiers may change prices (Admins always can), and the default days to pay a balance.
- Loyalty points: set "One loyalty point for every (pesos)" and "Each point is worth (pesos)". For example, 100 and 1 means a ₱2,500 sale earns 25 points, and 25 points take ₱25 off a later sale. Leave the first at 0 to switch points off.
- Earning points: points are earned on every sale to a named customer. Walk-ins earn none.
- Using points: on a sale, type the points to use under "Use loyalty points". They come off as a discount, and can't be worth more than what is left to pay.
- Points and returns: returning items takes back the points that part of the sale earned. For example, returning half a sale takes back half its points.
- Points and voids: voiding a sale takes back the rest of the points it earned and returns the points it used.
- Printed documents: receipts, invoices, quotations, statements and credit notes carry the company letterhead set in System Management.
- Adjust points: on a customer's card, for a welcome gift or a correction. A reason is required, and points can't go below zero.
- Price lists: Add price list, then choose "Percent off SRP" (for example VIP, 10% off everything) or "Fixed prices" (type a price for each item it changes; the rest keep SRP).
- Giving a customer a price list: open their card and click Change price list. On a sale or quotation, their items then come in at the list price. If you change the customer on a sale, the items follow the new customer's list; prices you typed by hand stay.
Customer segments
Each customer gets a segment from their last 12 months of buying: how recently, how often and how much (recency, frequency and spending, each scored 1 to 5).
- The segments: Champions (recent, frequent, big spenders), Loyal, Promising (bought recently), New (first purchase in the last 30 days), Needs attention, At risk (used to buy often, not lately), Lost, and No purchases.
- Where they show: in a column and a filter on Customers, with the scores on the customer's card.
- Campaigns: a campaign can target one segment, for example a win-back campaign for At risk customers.
Making a sale (Add sale)
- Customer: keep Walk-in for a quick sale, pick a customer, or choose Add customer.
- Selling from: the location the stock comes from.
- Items: pick by SKU, brand or specs, or scan the barcode. A scanner gun adds the item as soon as it reads the code. The camera button scans with the phone or webcam. On-hand stock shows next to each item and turns red at zero. When an item is short of stock at the selling location, a notice above the sale names it and the branch, for example "1 item is out of stock at Main Branch". Press Make special order to turn it into a special order line, or choose another location under Selling from. You can still sell it as is, but the count then needs fixing in Inventory.
- Special order item: for something ordered for the customer. It doesn't come out of stock. Track it under Sales > Special orders (To order, Ordered, Received, Released, Cancelled).
- Discounts and coupon: add a discount on an item or on the whole sale, or type a coupon code and click Apply.
- Payments: choose Cash, Card, E-wallet, Bank transfer or Customer credit. Use Add payment to split. Only cash gives change; other payments can't be more than the total.
- A balance: if the customer pays less, the rest is a balance. It needs a named customer and a due date, or switch on installments (number of payments, monthly or every 2 weeks, interest and late fee up to 20% a month).
- Our reference no. is filled in with the next number after your last sale (for example OR-1005 becomes OR-1006). Change it to your receipt or job order number if it differs. Each one can be used once.
- Click Complete sale to print the receipt. Stock comes out of the oldest lot first.
Large companies
Sales and Marketing works the same way for a shop with a few customers and for a chain with tens of thousands. When a company has more than 2,000 customers or 3,000 sales:
- Lists come a page at a time: Customers and Sales show the first 100, with Show more at the bottom. The count at the top always covers every match, not only the rows on screen.
- Searching: search boxes ask the server, so every customer and sale can be found, not only the ones on screen. When picking a customer on a sale, quotation or deal, type two or more letters of the name, mobile or email.
- Collections: shows the 200 most overdue customers. The totals still count everyone who owes, and searching finds anyone else.
- Opening a customer, statement or payment: the card loads all of that customer's sales first, so their history and balance are complete.
- Exports: take every row in the chosen range, not only what is on screen.
- Segments: customer segments are worked out once a day for the whole company.
Sharing a receipt or statement
Send a customer a link to their receipt or statement. They open it on any phone or computer without logging in.
- Make a link: on a sale's card, press Share; on a statement, press Share link. Choose how long it works (7, 30 or 90 days), then Create link. Copy link puts it on the clipboard for a text, chat or e-mail; on a phone, Send opens the phone's share options; Open shows what the customer will see.
- The link is shown only once. If it is lost, make a new one and stop the old one.
- What the customer sees: read-only, with your letterhead. A receipt shows the items with serial numbers and promotions, the totals, payments, returns and balance. A statement shows every charge and credit with a running balance, the balance due, how much is overdue, and unused credit, always with the latest figures. Mobile numbers, e-mails, addresses, costs and staff notes are never shown. The customer can print it or save it as a PDF.
- Links made before: listed under the Share window, with who made them, when they expire, how many times they were opened, and whether they are Active, Expired or Stopped. Press Stop to turn a link off at once.
- Safety: each link has a long random code that can't be guessed. An expired or stopped link shows only a message. Every link made or stopped is recorded in User Activity.
Saving twice by mistake
If you press a save button twice, or press it again after the connection dropped, the sale, payment, return, void, write-off, quotation, customer, follow-up, deal or points change is saved only once. The second press shows the same result as the first. If two people save the same thing at the same moment, for example the same mobile number on two new customers, one of them gets a message that says what is already taken (the mobile number, email, reference no., coupon code or price list name). Two customers may have the same name.
Serial numbers
Serial tracking is turned on per item in Inventory. See Serial numbers in Inventory.
Some items have a serial number on each unit (set on the Master list in Inventory). When you sell one:
- On Add sale: the item's line shows Serial numbers, with every serial in stock at the selling location as buttons. Tap the ones you are selling, or scan or type one and press Enter. The count shows how many are chosen, for example "1 of 2 chosen". Units you don't choose get the oldest serials in stock. A serial that isn't in stock at that location is marked in red with a warning; tap it to take it off. The sale won't save with it.
- On Quick sale: you don't type serials. The oldest ones in stock at your location are used.
- If a serial can't be used: for example, it isn't on file, isn't in stock at this location, or none are left. The sale is not saved, and the message says why.
- Where they show: the serials on each sale appear on the receipt, the invoice and the sale card.
- Return items: tick the serials that come back. If you tick none, the last ones sold go back. They return to stock only when "Back to stock" is ticked.
- Void sale: puts every serial of the sale back in stock.
Quick sale (counter)
For fast cash sales at the counter: Sales > Quick sale.
- Scan the barcode (or type the code or SKU and press Enter). Scanning the same item again adds one more; use − and + to change the quantity.
- Tap the cash buttons (₱100, ₱200, ₱500, ₱1,000 add up; Exact is the total; Clear starts again), or type the cash received. The change shows as you go.
- Check Our reference no. (the next number is filled in) and tap Complete sale. Print the receipt, then tap Next sale.
A quick sale is a walk-in cash sale, made with you as the salesperson. For a cashier (someone who may sell but not manage Sales), Quick sale is the teal button on Sales, and Settings and Shifts don't show. For a named customer, a balance, installments, a coupon, points or a special order, use Add sale.
Cash drawer and end of day
Each cashier runs their own drawer from the Cash drawer button on Sales.
- Open a shift: choose the location and enter the starting cash (the float, 0 if none). One shift per person can be open at a time.
- During the day: the drawer shows the X reading at any time: sales made, what each payment method took, refunds and voided sales, cash in and cash out, and the cash that should be in the drawer.
- Cash in and Cash out: record cash put into the drawer (such as a change fund) or taken out (such as a delivery paid or a bank deposit). Each one needs a reason.
- Close shift: count every bill and coin, enter the total, and add a note if needed. The expected amount is not shown on the closing form, so it can't guide the count. The Z reading then shows expected, counted, and Balanced, Over or Short. Print it for the day's file.
- What counts toward a drawer: payments, money kept as customer credit, and refunds that the person took or gave while their shift was open, and voids by the person who voided the sale.
- Shifts (for people with Delete / Modify on Sales): every cashier's shifts in a date range, with expected, counted and over or short, the net for the period, and Export.
- Accounting: cash in, cash out, and the over or short at closing post to Accounting on its next sync. They use Cash in transit and Cash over or short. A balanced close posts nothing.
- Selling: you can sell without an open shift. New sale and Quick sale then show "Your cash drawer isn't open" with an Open shift button. The sale still goes through, but its cash counts in no drawer.
Sales
- Find a sale: the tabs are Today, This week, This month, Unpaid, Overdue, Special orders and Voided. Search by sale number, customer, location or reference, and filter by location or by new, old or walk-in.
- The sale card: shows the items, payments, installment schedule and balance.
- Invoice: prints a sales invoice with the bill-to details, VAT shown separately, payments and balance due.
- Collect payment: any late fee is paid first. Money above what is owed becomes the customer's credit.
- Return items: choose how many to return and whether they go back to stock. The amount first lowers what is owed, and the rest is refunded by the method you choose. Each return gets a Credit note button on the sale card: the customer's copy, with the VAT, the reason, and how much came off the balance or was refunded.
- Write off: for a balance that will not be collected. A reason is required.
- Void sale: cancels the whole sale. Its payments are voided and its items go back to stock. A reason is required, and the sale stays in the list as Voided.
- Export: one Excel file with a Summary tab and a Transactions tab, in the branch Sales Summary format.
Collections
Collections shows everyone who owes money, split by how late: Not yet due, 1-30, 31-60, 61-90 and over 90 days, with totals. The tabs are All open, Overdue, Due in 7 days and Promises due.
- Statement of account: click a customer. It shows every sale, payment, return, refund and write-off with a running balance, the balance brought forward for the period you choose, unused credit and how much is overdue. You can print it.
- Log follow-up: record each call, text, e-mail or visit and what was said. Add a promise to pay (date and amount) if they made one. The last follow-up and the promise show in Collections, and a missed promise shows in red.
- Reminder message: a polite message listing the past-due sales and the total. Copy it into a text or e-mail; nothing is sent from the app.
- Collect payment: applies money to the customer's oldest sales first.
Targets
Targets show a monthly sales target for each location and for the whole company, with net sales so far (excluding voided sales, less returns), the percentage reached, what is still to go, what is needed per day, and a month-end projection at the current pace. The projection turns red when it falls short. Choose the month at the top. Set target needs Delete / Modify on Sales.
Forecast
Open Targets > Forecast, and choose a location or the whole company.
- Months: the last 12 months and the next 3, with last year, actual, forecast and target side by side. A bar shows sales (solid), the forecast (lighter) and the target (a white mark).
- How the forecast is made: it takes the same month last year and moves it by the trend, which is the last three months against the same three months a year before. With no sales a year ago, it uses the average of the last three months.
- This month: what has sold so far at this pace, blended with the forecast. The line under the title shows the expected total and the target.
- Item demand, next 30 days: for the 100 best-selling items by value, what sold in the last 90 days (less returns), the next 30 days at that pace, stock on hand, and the days that stock will last. Running low means under 14 days; Out of stock means nothing on hand.
- Export gives both tables.
Approvals by a second person
An Admin can set Approval rules in System Management. Two of them apply to Sales:
- Discount on a sale: when the discounts typed by hand (on items and on the whole sale) reach the amount in the rule, the sale needs a second person. Coupons and loyalty points don't count.
- Void a sale: when the sale's total reaches the amount in the rule, voiding it needs a second person.
- Write off a balance: when the balance reaches the amount in the rule, writing it off needs a second person.
When one is needed, a box asks for the approver's login code. Another person who may void sales (an Admin, or Delete / Modify on Sales) types their own code, and the sale goes through. You can't approve your own sale, and five wrong codes lock approvals for 15 minutes. The approver's name shows on the sale card.
Commissions
- Who gets credit: every sale records its salesperson. On a sale, Salesperson starts as you; choose another person if they made the sale.
- The Commissions page: for the chosen month, each salesperson's number of sales, net sales (excluding voided sales, less returns), rate and commission. A balance that is later written off still counts, because the sale was made.
- Set rate: sets a salesperson's percent. It needs Delete / Modify on Sales.
- Paying it: this page works the commission out, and Payroll pays it with the salesperson's pay.
- Linked logins only: Payroll can only pay a salesperson whose user login is linked to an employee record in System Management > Users. The Payroll column shows "Linked to Payroll" for those it pays, and "Not linked to an employee" for anyone it can't pay.
Coupon Bank
- Add coupon: a code, a name, % or peso off, valid dates, a usage limit (blank for none) and, if you like, one location.
- Using a coupon: cashiers type the code on a sale. It's refused when the coupon is switched off, not started yet, ended, used up, or for another location.
- Open a coupon: see each use and the total discount given, or Switch it off or on.
Promotions
Switches: the Coupon Bank switches (Access to see, Add to make, Edit to change or switch off)
Promotions are discounts that apply by themselves at the till, with no code to type. Coupons are still the way to give a code.
- Kinds:
- Percent off: for example 10% off, optionally only when buying at least a number of units.
- Amount off: an amount off each unit.
- Buy X get Y: for example buy 2 and get 1 free, or the extra one at a percent off.
- What it covers: chosen items, every item in a category (and type), or both. It has dates, one location or all, and can be switched on or off.
- At the till: New sale and Quick sale show the promotion under the line and take it off the line's amount. When more than one fits a line, the one that saves the customer the most is used. Buy X get Y counts the units on that line.
- Rules: the server works the promotion out again when the sale is saved. It is kept on the sale line and shows on the receipt and the sale card. Promotions don't count as a hand-typed discount, so the "Discount on a sale" approval rule doesn't ask for them. They don't apply to quotations or special order items.
- The Promotions page: each promotion's kind, what it covers, dates, location, the number of sales that used it, the discount given, and its status (Running, Upcoming, Ended or Switched off). Export is available.
Projects
If Accounting has projects (jobs), New sale and quotations show Project (optional). Only active projects can be picked. A quotation's project goes onto the sale made from it, and the project shows on the sale card and the quotation. The sale's income and costs then count toward the project in Accounting > Projects.
Campaigns
Add campaign with a name, dates, a target location and customer type, and the coupons that belong to it. A campaign shows its target customers (only those who agreed to promos), how many sales used its coupons, net sales and the discount given. Export the target list to send your own messages; the app sends none.
How it connects
- Inventory: every sale, return and void moves stock, and you'll see it in Inventory > History.
- Accounting and Finance: reads every sale, payment, late fee, return, write-off, void and credit added from Sales, so the books and the customer balances always agree. Nothing needs posting by hand.
6. Accounting and Finance
What it is for: your books, kept for you. Sales, purchases, payroll and fixed assets post their own entries, so most days you only record bills, expenses and moves between accounts.
Step by step
Start your booksSimulan ang books mo
- In Accounts, fill in the company tax details: TIN, RDO code, registered address and whether you are VAT-registered.
- Open Journal entries > Opening balances and set the start date.
- Paste or upload what customers owe you, what you owe suppliers, and your cash, bank and other balances.
- Check the preview and press Post. Stock is imported separately as opening stock.
- Sa Accounts, i-fill in ang company tax details: TIN, RDO code, registered address at kung VAT-registered.
- Open ang Journal entries > Opening balances at i-set ang start date.
- I-paste o i-upload ang utang ng customers sa iyo, utang mo sa suppliers, at ang cash, bank at iba pang balances.
- I-check ang preview at i-press ang Post. Ang stock ay hiwalay na ini-import bilang opening stock.
Bill something that isn't a saleMag-bill ng hindi sale
- Open Receivables > Other charges and press Add charge.
- Choose a customer or type a name, then what it is for, the amount with VAT, the VAT and the dates.
- When they pay, open the charge and press Collect.
- Open the collection to Print receipt, an acknowledgment receipt.
- Open ang Receivables > Other charges at i-press ang Add charge.
- Pumili ng customer o i-type ang name, tapos para saan, amount with VAT, VAT at dates.
- Pag nagbayad, buksan ang charge at i-press ang Collect.
- Buksan ang collection para mag-Print receipt, isang acknowledgment receipt.
Work the list of who is overdueSundan ang list ng overdue
- Open Receivables > To collect. Everyone past due is listed, largest first.
- Each row shows the overdue amount, days late, the last contact and the latest promise to pay.
- Press Add note after each call, with any promise date and amount.
- Notes are shared with Sales and Marketing's follow-ups, so both see the same history.
- Open ang Receivables > To collect. Nakalista ang lahat ng lampas due, pinakamalaki muna.
- Makikita sa bawat row ang overdue amount, ilang araw late, huling contact at pinakabagong promise to pay.
- I-press ang Add note pagkatapos ng bawat tawag, with promise date at amount kung meron.
- Shared ang notes sa follow-ups ng Sales and Marketing, kaya parehong history ang nakikita.
Enter and pay a billMag-enter at magbayad ng bill
- Open Payables > Bills and press Add bill: the supplier, what it is for, the amount with VAT, the VAT, the dates and Their ref.
- Stock bought on a purchase order is billed by Inventory, so don't enter it twice.
- To pay, open the bill and press Pay. Choose Paid from and add the check or transfer number.
- Money paid on the spot, like fares or small repairs, goes in Expenses > Add expense instead.
- Open ang Payables > Bills at i-press ang Add bill: supplier, para saan, amount with VAT, VAT, dates at Their ref.
- Ang stock na binili sa purchase order ay bini-bill ng Inventory, kaya huwag nang ulitin.
- Para magbayad, buksan ang bill at i-press ang Pay. Piliin ang Paid from at i-add ang check o transfer number.
- Ang binayaran agad, tulad ng pamasahe o maliit na repair, ay sa Expenses > Add expense.
Pay several bills at onceMagbayad ng maraming bills nang sabay
- Open Payables and press Pay several bills.
- Pick a due by date. Bills due by then are ticked.
- Untick bills or change amounts, then choose the account, the date and a reference.
- Press Pay ticked bills. Above the Approval rule amount, the whole run waits in Approvals.
Other ways
- Open a payment to Print voucher or Print check.
- Open ang Payables at i-press ang Pay several bills.
- Pumili ng due by date. Naka-tick ang bills na due hanggang doon.
- Tanggalin ang tick o baguhin ang amounts, tapos piliin ang account, date at reference.
- I-press ang Pay ticked bills. Kapag lampas sa Approval rule, maghihintay ang buong run sa Approvals.
Other ways
- Buksan ang payment para mag-Print voucher o Print check.
Print a statement of accountMag-print ng statement of account
- Press Ledger on a supplier in Payables, or on a customer in Receivables > By customer.
- Pick the period. It shows the opening balance, each line with a running balance, and the closing balance.
- Press Print statement for a statement on your letterhead.
- To print for everyone at once, use Print statements in Payables or Receivables.
- I-press ang Ledger sa supplier sa Payables, o sa customer sa Receivables > By customer.
- Piliin ang period. Makikita ang opening balance, bawat line with running balance, at closing balance.
- I-press ang Print statement para sa statement na may letterhead mo.
- Para sa lahat nang sabay, gamitin ang Print statements sa Payables o Receivables.
Approve payments, expenses and entriesMag-approve ng payments, expenses at entries
- Open Approvals. Anything at or above an Approval rule amount waits here, not yet posted.
- Each request shows what it is, the amount and who asked.
- Press Approve to enter it now, or Reject with a reason.
- You can't approve your own request. Decided shows the last 90 days.
- Open ang Approvals. Dito naghihintay ang lahat ng nasa o lampas sa Approval rule, hindi pa naka-post.
- Makikita sa bawat request kung ano ito, amount at sino ang nag-request.
- I-press ang Approve para i-enter na, o Reject with reason.
- Hindi mo puwedeng i-approve ang sarili mong request. Ang Decided ay nagpapakita ng nakaraang 90 days.
Set up rent and other monthly entriesI-set up ang upa at iba pang monthly entries
- Open Recurring entries and press Add recurring entry.
- Choose a bill, an expense or a journal entry, a name, how often, the next date and an optional end date.
- Fill it in like the normal form. It is entered on its date by itself.
- For insurance paid for a year, use Spread a prepaid or accrual instead.
- Open ang Recurring entries at i-press ang Add recurring entry.
- Pumili ng bill, expense o journal entry, name, gaano kadalas, next date at optional end date.
- I-fill in gaya ng normal na form. Kusa itong mae-enter sa date nito.
- Para sa insurance na binayaran para sa isang taon, gamitin ang Spread a prepaid or accrual.
Reconcile the bankI-reconcile ang bank
- Open Cash and banks and press Reconcile on the bank account.
- Enter the statement date and the last balance printed on the bank statement.
- Tick each line that shows on the statement, or Import bank statement (CSV) and Accept ticked matches.
- When the difference is zero, press Finish. Not done yet? Save for later.
- Open ang Cash and banks at i-press ang Reconcile sa bank account.
- I-type ang statement date at ang huling balance na naka-print sa bank statement.
- I-tick ang bawat line na nasa statement, o Import bank statement (CSV) at Accept ticked matches.
- Kapag zero na ang difference, i-press ang Finish. Hindi pa tapos? Save for later.
Move money and run petty cashMaglipat ng pera at mag-manage ng petty cash
- In Cash and banks, press Move money for deposits, withdrawals and transfers between your accounts.
- Press Add petty cash fund: a name, the fixed amount, and the account it comes from.
- Record each petty cash spend as an expense paid from the fund.
- When it runs low, press Replenish. It moves exactly what was spent back from the bank.
- Sa Cash and banks, i-press ang Move money para sa deposits, withdrawals at transfers sa pagitan ng accounts mo.
- I-press ang Add petty cash fund: name, fixed amount, at account na pagkukunan.
- I-record ang bawat gastos sa petty cash bilang expense na paid from the fund.
- Kapag paubos na, i-press ang Replenish. Ililipat nito mula sa bank ang eksaktong nagastos.
Record a journal entryMag-record ng journal entry
- Open Journal entries and press Add journal entry.
- Enter the date, a reference, what it is for and the location.
- Add two or more lines, each with an account and a debit or credit.
- Save. It only saves when debits equal credits. Use it for owner capital, loans and corrections.
- Open ang Journal entries at i-press ang Add journal entry.
- I-type ang date, reference, para saan at location.
- Mag-add ng dalawa o higit pang lines, bawat isa may account at debit o credit.
- I-save. Mase-save lang kapag pantay ang debits at credits. Gamitin ito para sa owner capital, loans at corrections.
Add an account to the chart of accountsMag-add ng account sa chart of accounts
- Open Accounts > Chart of accounts and press Add account.
- Type a 3 to 6 digit code, the name, the type and the group.
- Edit changes the name and group. The type is locked once the account has entries.
- Posting rules choose which account each item from other modules goes to.
- Open ang Accounts > Chart of accounts at i-press ang Add account.
- I-type ang 3 hanggang 6 digit na code, name, type at group.
- Sa Edit, mababago ang name at group. Naka-lock ang type kapag may entries na ang account.
- Ang Posting rules ang pumipili kung saang account mapupunta ang galing sa ibang modules.
Check entries with the audit trailI-check ang entries gamit ang audit trail
- Open Journal entries > Audit trail and pick a period.
- Every entry shows who posted it and its total.
- Flags mark Back-dated, Typed into a control account, Night or weekend, Voided and Large entries.
- Show one flag at a time, tap an entry for its history, and export it if you need it.
- Open ang Journal entries > Audit trail at pumili ng period.
- Makikita sa bawat entry kung sino ang nag-post at ang total nito.
- Naka-flag ang Back-dated, Typed into a control account, Night or weekend, Voided at Large na entries.
- Isang flag lang muna ang ipakita, i-tap ang entry para sa history nito, at i-export kung kailangan.
See how the business didTingnan kung kumusta ang negosyo
- Open Statements and pick a period and a location.
- The Income statement shows sales, costs and net profit. The Balance sheet and Cash flow are beside it.
- Use Compare to set it beside the period before, last year or the budget.
- In the Trial balance, tap a row to open that account's ledger.
- Open ang Statements at pumili ng period at location.
- Ipinapakita ng Income statement ang sales, costs at net profit. Katabi nito ang Balance sheet at Cash flow.
- Gamitin ang Compare para itabi sa nakaraang period, last year o sa budget.
- Sa Trial balance, i-tap ang row para buksan ang ledger ng account.
Check the cash forecastI-check ang cash forecast
- Open Statements > Cash forecast for the next 13 weeks.
- It starts from cash and banks now, adds what customers owe by due date, and takes off bills, payroll and taxes due.
- Tap a week for its list.
- Set Warn me when cash would fall below, and weeks under it turn red, here and on the Dashboard.
- Open ang Statements > Cash forecast para sa susunod na 13 weeks.
- Nagsisimula ito sa cash at banks ngayon, dinadagdagan ng utang ng customers ayon sa due date, at binabawasan ng bills, payroll at taxes.
- I-tap ang week para makita ang list nito.
- I-set ang Warn me when cash would fall below, at magiging pula ang weeks na mas mababa, dito at sa Dashboard.
See the profit of a job or projectTingnan ang profit ng isang job o project
- Open Projects and press Add project: a short code, name, client, budget for costs and dates.
- A Project picker then appears on bills, expenses, charges, journal lines and sales.
- The list shows each project's income, costs, profit, margin and budget used.
- Tap a project to see every tagged line.
- Open ang Projects at i-press ang Add project: short code, name, client, budget para sa costs at dates.
- Lalabas ang Project picker sa bills, expenses, charges, journal lines at sales.
- Makikita sa list ang income, costs, profit, margin at budget na nagamit ng bawat project.
- I-tap ang project para makita ang bawat naka-tag na line.
Set a budget and compare itMag-set ng budget at ikumpara
- Open Budgets, pick a year, and in Budget for pick the company, a branch or a project.
- Tap an account to set its budget for each month. Fill all months puts the same amount in every month.
- Monthly variance shows budget against actual for a month and the year so far.
- A variance that hurts profit is marked Unfavorable.
- Open ang Budgets, pumili ng year, at sa Budget for piliin ang company, branch o project.
- I-tap ang account para i-set ang budget kada month. Ang Fill all months ay naglalagay ng parehong amount sa lahat.
- Ipinapakita ng Monthly variance ang budget vs actual sa isang month at year to date.
- Ang variance na nakakasama sa profit ay naka-mark na Unfavorable.
Get the figures for your tax formsKunin ang figures para sa tax forms
- Open Tax forms. Summary shows VAT, withholding and contributions by month or quarter.
- Pick the form tab: VAT (2550Q or 2550M), SLSP, 0619-E, 1601-EQ or 2307.
- Pick the year and the month or quarter. Each shows your TIN, RDO and address.
- Copy the figures into eBIRForms or eFPS. For 2307, pick the payee and print their certificate.
Other ways
- Set the company TIN, RDO and VAT status first in Company tax details.
- Open ang Tax forms. Ipinapakita ng Summary ang VAT, withholding at contributions kada month o quarter.
- Piliin ang form tab: VAT (2550Q o 2550M), SLSP, 0619-E, 1601-EQ o 2307.
- Piliin ang year at month o quarter. Makikita sa bawat isa ang TIN, RDO at address mo.
- Kopyahin ang figures sa eBIRForms o eFPS. Para sa 2307, piliin ang payee at i-print ang certificate niya.
Other ways
- I-set muna ang company TIN, RDO at VAT status sa Company tax details.
Close the monthI-close ang month
- Open Accounts and go to Closing and checks.
- Work down the Month-end checklist. Each line says Done, Check or Waiting, and where to fix it.
- Reconcile each bank account and clear what is waiting in Approvals.
- An Admin presses Close the books up to month-end.
- Open ang Accounts at pumunta sa Closing and checks.
- Sundan ang Month-end checklist. Bawat line ay Done, Check o Waiting, at kung saan aayusin.
- I-reconcile ang bawat bank account at tapusin ang naghihintay sa Approvals.
- Ipe-press ng Admin ang Close the books up to month-end.
Tips
- Rent and other monthly items can be set once in Recurring entries.
- Tax forms give the figures to copy into eBIRForms or eFPS; they are not the BIR's printed forms.
- Tag bills, expenses and sales to a Project to see that job's profit.
- The Cash forecast shows the next 13 weeks and warns when cash would run low.
Questions
Do I post sales and payroll by hand?
No. Sales, purchases, payroll and fixed assets post their own entries.
It says "Sent for approval".
The amount reached an Approval rule. It waits in Approvals for someone else with the Approver switch.
The figures look out of date.
Work from other modules comes in batches. While the page says "Bringing in work from other modules", keep working; it shows "All caught up" when done.
Can I void an entry that came from Sales or Payroll?
No. Only typed entries and moves can be voided in Accounting. Entries from other modules change when their source changes.
All the details
Your books, kept for you. Sales, purchases, payroll and fixed assets post their own entries, so most days you only record bills, expenses and moves between accounts. Starting out? Enter your opening balances first.
Large companies
- Work from the other modules comes in batches. While Accounting catches up, the page shows "Bringing in work from other modules... N entries so far", then "All caught up". You can keep working while it runs.
- Sales is read for the last 7 days each time Accounting opens, and in full once a week. Accounts > Closing and checks > Read all of Sales again forces a full read, for example after importing old sales.
- A ledger lists at most 5,000 lines, and its totals always cover the whole period. Customer balances show totals and aging for every open sale, and list the 1,000 most overdue.
- Add charge searches customers as you type instead of loading all of them.
Statements
Switches: switch: Access
- Pick a period (this month, last month, quarter, year, last 30 days, or two dates) and a location.
- Income statement: sales, cost of sales, gross profit, labor, operating expenses, other income and net profit. Headline boxes show net sales, gross profit, labor cost, net profit, sales made and stock value.
- Balance sheet: assets, liabilities and equity as of the end date. Earnings to date are shown inside equity, and a box says whether it balances.
- Cash flow: cash at the start, money in and out by where it came from (Sales, Payables, Expenses, Payroll...), and cash at the end. Moves between your own accounts are left out.
- Compare (Income statement and Balance sheet): No comparison, Period before (the same number of days just before), or Last year (the same dates a year earlier). The Income statement can also compare with the Budget, when the period is within one year; whole months count. The table adds the compared figures, the change and the % change, and exports include them.
- Trial balance: each account's debit or credit balance. Tap a row to open its ledger.
- Monthly: a 12-month chart of income and expenses, plus a table.
- Ratios: the health of the business, each with what it means.
- Profit: gross margin, net margin, labor and operating costs to sales.
- Paying bills: current ratio, quick ratio, cash runway in months.
- Debt: debt to equity, debt to assets.
- Cash cycle: days to collect, days of stock, days to pay suppliers, cash conversion cycle.
- Trend, last 6 months: current ratio, quick ratio, days to collect, days to pay suppliers, gross margin and net margin for each of the 6 months up to the period's end. Each month uses its own sales and costs, and balances at its last day. The Direction column compares the last month with the one before, in red when the change hurts (lower ratios or margins, slower collection). Export adds the trend as a second sheet.
- Cash forecast: the next 13 weeks, worked out on the server.
- It starts from cash and bank balances now. Money in is what customers owe on sales and other charges, by due date.
- Money out: open bills by due date (less the tax withheld); what is owed to suppliers for goods received without a bill (counted 30 days out); recurring bills, expenses and journal entries on the dates they will be entered; payroll (draft runs, salaries still payable, and the next paydays on the 15th and month-end at the last approved net pay); contributions and withholding tax owed (on the next 10th); and VAT payable (on the next 25th).
- Anything already late counts this week. New sales are not guessed. The boxes show cash now, money in, money out, and the lowest point with its week. Tap a week for its list. Export (Can export) saves the weeks.
- Warn me when cash would fall below (Accounts > Edit) sets a cash floor, zero by default. When a week ends below the floor or below zero, a red note names the first such week and the lowest point, and those weeks show in red.
- The Cash and banks tile on the Dashboard (with the Financial report switch) shows the lowest point in the next 13 weeks. It turns red with "Runs low" and the week when cash would fall below the floor or zero.
- By location: the income statement side by side for each location, with margins.
- Export (Excel or PDF) needs the general Can export switch.
Receivables
Switches: Access, Add, Edit, Delete / Modify
- Customer balances: open balances on sales, with aging (Current, 1-30, 31-60, 61-90, Over 90 days). They are collected in Sales and Marketing, and Accounting posts each payment by itself.
- To collect: a worklist of everyone with a sale or charge past its due date, largest first.
- Each row shows the overdue amount, days late (oldest), everything open, the last contact (date, how, what was said) and the latest promise to pay, marked Due in N days, Due today, Kept (they have paid that much since) or Broken. Rows over 60 days late are red.
- The boxes show the total overdue, how many customers, promises broken, and customers not contacted in 14 days.
- Add note (Receivables Edit): how they were reached (call, text, e-mail, visit, other), what was said, and an optional promise date and amount. Notes are kept with Sales and Marketing's follow-ups, so both modules see the same history. Someone billed only through Other charges (not in Customers) can have notes too; theirs are kept in Accounting.
- Ledger opens the customer's ledger card. Search by name or mobile. Export (Can export) saves the list.
- By customer: aging per customer. It shows the number of open sales, each age bucket, the total and the oldest due date, and can follow the Location filter. The 2,000 largest are listed, and the boxes total all of them.
- Other charges: money owed that is not a sale.
- Add charge (Add): choose a customer or type a name, then enter what it is for, the amount with VAT, the VAT and the dates.
- Open a charge to Collect it (Edit) or Void it (Delete / Modify). Void its collections first.
- Collections: every collection on other charges. Open one to void it or Print receipt (an acknowledgment receipt; the BIR official receipt is issued separately).
Payables
Switches: Access, Add, Edit, Delete / Modify
- Suppliers: what you owe each one: stock received at cost, plus bills, less payments. Pay pays a supplier for goods received.
- Ledger card: press Ledger on a supplier in Suppliers or Aging, or on a customer in Receivables > By customer. Tapping the row opens it too.
- It shows the balance at the start of the period, everything billed or charged and paid, the balance at the end, and each line with a running balance.
- Pick any period; it starts at this year. Export to Excel needs Can export.
- Print statement (Can export) prints a Statement of account on the company letterhead: balance brought forward, each line with a running balance, and the balance due (or, for a supplier, what you owe), with signature lines. Send it to a customer, or check it against a supplier's statement.
- Checks: every payment out with its check or transfer number, account, amount and status.
- Cleared: the bank line is in a finished reconciliation, with the date.
- Outstanding: not cleared yet, with the days out; over 30 days is flagged.
- Post-dated: dated after today.
- Voided.
- Boxes total the outstanding, post-dated and cleared amounts. Filter by period, account and status, or search. Exportable.
- Aging: what you owe each supplier, by age. Bills age by their due date. What is owed for goods received without a bill counts as Current.
- Bills: rent, utilities, services and anything else paid later. Aging boxes show what is late. Each open bill has a Pay button (Edit).
- Add bill (Add): choose a supplier or type who it is from, then enter what it is for, the amount with VAT, the VAT, the bill date, the due date and Their ref (the supplier's own invoice number; RaXa gives the bill its own number, BIL-…). What it is for lists expense accounts first, then cost of sales, then assets you buy (equipment, supplies, prepaid); cash, bank and receivable accounts are not offered.
- Pay and Add expense: Paid from lists cash, bank and e-wallet accounts and petty cash funds (not card settlements or cash in transit), and starts on the account you used last on this device.
- Withholding (ATC) is optional: choose one, such as WC100 rent 5% or WC160 services 2%. The rate fills in and can be changed, and the payee TIN fills in from the supplier. The form shows the tax withheld and what to pay the supplier.
- Open a bill to Pay it (Edit) or Void it (Delete / Modify). Void its payments first.
- Revalue foreign bills (Journal entries Add; shown when a bill in another currency is open): pick a past month-end and type that day's rate for each currency. Each open foreign bill is valued at the new rate against what is still booked: owing more pesos is an unrealised exchange loss, fewer a gain. It is posted on the month's last day to Foreign exchange gain or loss and reversed the next day, so paying the bill later still realises the whole difference against the booked rate. One per month; Undo voids it and its reversal so it can be run again. The Month-end checklist shows Foreign bills are revalued at month-end while one is open.
- Bills in another currency: on Add bill, choose the currency (USD, EUR, JPY, CNY, HKD, SGD, AUD, GBP, KRW, TWD, THB, MYR, AED) and type the exchange rate in pesos for one unit.
- The amount and VAT are typed in that currency, and the form shows what is booked in pesos. These bills take no expanded withholding.
- To pay: open the bill and press Pay. Type the amount in the bill's currency and today's rate. The form shows the pesos paid and the exchange gain or loss.
- The books take off what was booked for that part (the last payment clears the rest exactly), the bank pays what was actually paid, and the difference goes to account 4400 Foreign exchange gain or loss (Posting rule "Exchange gain or loss"). A gain shows as other income, a loss as negative other income.
- The bill card shows the amount, paid and open in its currency, and in pesos as booked. Voiding a payment gives back both.
- Pay several bills lists peso bills only; foreign bills are paid one at a time.
- Print statements (Can export; also on Receivables for customers): every supplier you owe (or customer who owes) as of a date, one Statement of account per page on the letterhead, largest first, with address and contact. Pick the first date for the lines, the balance date and an optional minimum balance. Print all prints them together (Save as PDF keeps one file). Export list saves the balances to Excel. At most 300 per batch; raise the minimum for the rest.
- Payments: every payment out. Open one to void it, Print voucher (payment voucher with Prepared / Approved / Received lines), or Print check (date, payee, amount and amount in words, laid out for check stock). Printing needs Can export, and every printout carries the company letterhead.
- Pay several bills (Edit): a payment run.
- Pick a "due by" date; bills due by then are ticked.
- Untick bills or change amounts if needed.
- Choose the account, the date and a reference. The boxes show the total and what is left in the account, and By supplier totals what each supplier gets.
- Press Pay ticked bills. Every bill is paid together, or none are.
- When the run's total reaches the supplier-payment amount in Approval rules, the whole run waits in Approvals as one request. Tap it there to see its bills by supplier; Approve and pay pays them all at once.
Approvals
Switches: shown to everyone with Accounting access; deciding needs the Approver switch on Payables, Expenses or Journal entries
- System Management > Approval rules sets the amounts at or above which these must be approved:
- supplier payments (bill_payment), including those in a payment run;
- expenses;
- typed journal entries (their total debits).
- At or above the amount, nothing is posted. The person sees "Sent for approval", and the request waits here.
- Waiting: each request with what it is, the details, the amount and who asked. Approve enters it right away, with every rule checked again. Reject needs a reason. The person who asked cannot approve their own request.
- Decided: the last 90 days, with who decided and the record it made.
- Database: `database/058_accounting_approvals.sql`.
Recurring entries
Switches: follows the switches of what repeats: Payables, Expenses or Journal entries; adding needs that section's Add
- For rent, utilities, subscriptions, loan payments and monthly accruals.
- Add recurring entry: choose a bill, an expense or a journal entry, a name, how often (week, month, quarter, year), the next date and an optional end date. Then fill it in like the normal form; bills also take the days until due. When the company keeps projects, a bill or expense template can name a Project, and each journal line can too, so every month's entry counts toward that job.
- Each one is entered on its date when someone who may add it opens Accounting, with the same checks as typing it in. It catches up on missed dates, up to 24 at a time.
- Spread a prepaid or accrual (Journal Add): one amount over 2 to 60 months.
- Prepaid, for example insurance paid for a year: each month-end moves a share from the prepaid account to the expense.
- Accrual, for example a service used now and billed later: each month-end records the expense and builds up the accrued account.
- Enter the name, total, number of months, first month-end, the expense account and the prepaid or accrued account. It sets up a monthly recurring journal entry that stops by itself, and a leftover centavo goes in the last month.
- The list shows the next date, how many times it was entered, and the last record. Open one to Edit it or Switch off / Switch on. "Needs a fix" means the last try was refused, and the card says why.
Expenses
Switches: Access, Add, Delete / Modify
- For money paid right away, like fares, meals and small repairs.
- Add expense: account, paid from (cash or bank), amount with VAT, VAT, date, paid to, receipt number, location and notes. Withholding (ATC) is optional, as on bills. With withholding, Paid to is required.
- Filter by period and account. The top boxes show the biggest accounts. Open an expense to void it or Print voucher (cash disbursement voucher).
Cash and banks
Switches: Access, Add, Edit, Delete / Modify
- A card for each cash and bank account with its balance. Tap a card to open its ledger.
- Move money (Add): deposits, withdrawals and petty cash between two of your accounts.
- Add bank account needs Accounts > Add.
- Add petty cash fund (Accounts Add):
- Give it a name and a fixed fund amount, and choose the account it is funded from. It adds a cash account and moves the fund in.
- Record each petty cash spend as an expense paid from the fund.
- The Petty cash funds table shows the fund amount, the cash in it, and how much to replenish. Replenish (Cash and banks Add) moves exactly that from the bank, with a check number.
- Reconcile with the bank statement (Edit; Access can view):
- Choose Reconcile on an account.
- Enter the statement date and ending balance: the last balance printed on your bank statement (or the balance on its last day in online banking).
- Tick each item that shows on the statement, or Import bank statement (CSV).
- The import reads the date, description, amount (or debit and credit, or withdrawal and deposit), balance, and reference or check number columns, whatever order they are in. It moves the statement date forward and takes the ending balance from the file.
- Suggested matches pairs each statement row with one book item of the same amount and direction, within 10 days. Confidence is High, Medium or Low: higher on the same day, when the row names the item's check, transfer or entry number, or names the customer or supplier. Hold a finger or the pointer on the rating for the reasons. High and Medium start ticked; Accept ticked matches ticks them in the list in one tap.
- Not in the books yet lists statement rows with no match, such as bank charges and interest. Add to books (Journal Add) posts each with one tap: pick the account (a Bank charges or Interest account is suggested), then the statement is matched again.
- Use Save for later to keep your ticks, or Start over to clear them.
- When the difference is zero, Finish. Items in a finished reconciliation can no longer be voided.
- Recent moves in the last 90 days. Tap one to void it (Delete / Modify).
Projects
Switches: shown to anyone with Statements access; Add and Edit use the Accounts switches
- A project is a job, contract or cost center you want to see the profit of, such as "JOB-101 Mall fit-out".
- Add project (Accounts > Add): a short code, name, client, budget for costs, start and end dates, location and notes. Edit (Accounts > Edit) can also set it to Closed. A closed project leaves the pickers on the forms, and its figures stay.
- Once a project exists, a Project picker appears on Add bill, Add expense, Add charge, and on each line of Add journal entry. Choosing one tags that line. Other modules can tag their entries too.
- Sales on a project: a sale or quotation can name a project. Its sales, returns, late fees, cost of goods sold and bad debts then count toward that project's income and costs. The cash, receivable, stock and VAT lines are not tagged, so they never show as amounts put into assets.
- The list shows, for the period (All time by default), each project's income, costs, profit, margin and budget used. Search it, filter by Active, Closed or All projects, and export to Excel or PDF (Can export). A project whose costs pass its budget shows Over budget.
- Tap a project to see its figures, its costs split into cost of sales, labor and other, and every tagged line. Amounts put into assets (for example equipment bought for the job) show apart and are not counted as costs. Export lines (Can export) saves the lines.
- Only income and expense lines count toward profit. Leave the picker on "No project" for anything that is not for a job.
Budgets
Switches: Access, Edit
- Pick a year, and in Budget for pick Company, a Branch or an active Project. Each has its own budget. A branch's actuals are everything posted with that location; a project's are the lines tagged to it. The company's actuals are everything.
- For the year: each income and expense account's yearly budget, budget to date, actual, ahead or behind, and the percentage used. Tap an account (Edit) to set its budget for each month. "Fill all months" puts the same amount in every month.
- By month: one account's budget against actual for each month.
- Monthly variance: pick a month. Each account shows that month's budget, actual, variance and variance %, then the same from January to that month (year to date). Variance is positive when it helps profit: income above budget, or costs below it. A negative one is marked Unfavorable. Income and expenses are totaled, with a Net line. The boxes on top show income against budget, costs against budget, and net budget against net actual. Tap an account to open it in By month.
- Export (Excel or PDF) needs Can export. On Monthly variance it exports that report.
Tax forms
Switches: Access; Print / PDF needs Can export
- Summary (the first tab): pick a year, and show it By month or By quarter. All figures come from the ledger, so they match Statements.
- Each period shows sales; output VAT, input VAT and VAT due (or, for a company not VAT-registered, percentage tax at 3% of sales, 2551Q); expanded withholding kept from suppliers and compensation tax kept from salaries; withholding remitted; contributions (SSS, PhilHealth, Pag-IBIG) and contributions remitted; and tax withheld by customers (a credit against income tax).
- A Year line totals the periods. The boxes show VAT payable (or percentage tax) for the year, withholding still to remit, contributions still to remit, and what customers withheld. Export (Excel or PDF) needs Can export. The other tabs give the details to file each form.
- Pick the year, and the month or quarter. Each form shows the company TIN, RDO and address.
- VAT:
- 2550Q (quarterly) or 2550M (monthly).
- Shows vatable sales net of returns, output VAT, purchases with VAT, input VAT, and either the VAT payable or the excess input VAT.
- Input VAT counts only VAT entered on bills and expenses.
- SLSP (Summary List of Sales and Purchases, for RELIEF). Pick the quarter.
- Purchases: each supplier by TIN, with documents, gross, exempt (no VAT), services, capital goods (Fixed assets accounts), other goods (Inventory or Cost of sales accounts) and input VAT. It covers bills and expenses.
- Sales: each customer with a TIN, with receipts, gross, taxable and output VAT. Customers without a TIN are summed on one line.
- Lines without a TIN are faded, so they can be fixed on the supplier, bill or expense first.
- Export to Excel or PDF to key into RELIEF or attach to the VAT return. Stock received in Inventory shows only when entered as a bill with VAT.
- 0619-E: expanded withholding to remit for a month, by ATC, with the due date. It also shows the tax withheld on salaries from Payroll (1601-C).
- 1601-EQ: the quarter's withholding by ATC, less what 0619-E remitted for the first two months, which leaves the tax still due. Printing adds the QAP list of payees.
- 2307: pick a payee to get their certificate for the quarter, with income and tax withheld per month and ATC. Print / PDF lays it out as a certificate (Parts I to III, signature lines). Give it to them within 20 days after the quarter.
- Company tax details (Accounts > Edit): company TIN, RDO code, registered address, authorized signer, and whether the company is VAT-registered.
- The forms give the figures to copy into eBIRForms or eFPS. They are not the BIR's printed forms.
Journal entries
Switches: Access, Add, Delete / Modify
- Every entry from every module, filtered by period and source, with search. Open one to see its lines.
- Add journal entry (Add): date, reference, what it is for, location, and two or more lines (account, debit or credit, note). It saves only when debits equal credits. Use it for owner capital, loans, opening balances and corrections.
- History: every entry's card shows who posted it and when, whether it came from another module or after an approval (and who asked and who approved), who voided it and why, and the changes made to its bill, charge, expense or payment. Entries made before the audit trail began show a rebuilt Posted line.
- Audit trail (Journal entries or Ledgers access): every entry posted (or dated) in a period, with who posted it and its total, and flags: Back-dated (dated more than 7 days before it was posted), Future-dated, Typed into a control account (a typed entry touching receivables, payables, stock or tax accounts), Voided, Night or weekend (posted before 6 AM, after 10 PM or on a weekend) and Large (from an amount you choose, ₱100,000 at first). Show one flag at a time, tap an entry for its history, and Export to Excel (Can export). For changes outside the books, see System Management > User Activity.
- Templates: Add journal entry and Add bill have Start from a template (a saved entry or bill fills the form; you still set the date and post it) and Save as template (keeps everything on the form except the dates; the same name replaces it). After choosing a template, Delete removes it. Saving and deleting need Add on Journal entries or Payables. Templates are shared by everyone in the company and never post by themselves; for that, use Recurring entries.
- Opening balances: a wizard for the day the company starts using RaXa. System Management > Setup opens it too, through Open the opening balances wizard.
- Start date: every opening balance is dated this day.
- What customers owe (Receivables Add): a CSV, or rows pasted from a spreadsheet, with customer (their number in Sales, or a name), amount, due and ref. Each row becomes an opening charge in Receivables > Other charges.
- What you owe suppliers (Payables Add): supplier (code or company name in Suppliers, or any name), amount, due and ref. Each row becomes an opening bill.
- Stock: not typed here. Import it as Opening stock (System Management > Import); Accounting books its value against Opening balance equity by itself.
- Other balances (Journal entries Add): account code and balance; assets, liabilities and capital all positive, accumulated depreciation negative. Receivables, payables and Opening balance equity are refused here. Or press Type balances account by account instead for the form below.
- Type opening balances (from step 5): pick the "as of" date, type each asset, liability and capital balance from the last balance sheet or bank statements (accumulated depreciation as a negative number), then Post. The difference goes to Opening balance equity. Skip Merchandise inventory if stock was already entered as Opening stock.
- Only typed entries and moves can be voided here. Entries from other modules change when their source changes.
Ledgers
Switches: Access
- Pick one account, a period and a location. Shows the opening balance, every line with a running balance, and the closing balance.
Accounts
Switches: Access, Add, Edit, Delete / Modify
- Chart of accounts: search and filter by type.
- Add account (Add): a 3 to 6 digit code, name, type (Asset, Liability, Equity, Income, Expense) and group.
- Edit changes the name and group. The type is locked once the account has entries.
- Delete / Modify switches an account on or off. An account a Posting rule uses cannot be switched off.
- Posting rules (Edit): which account each name from other modules goes to.
- Closing and checks:
- Month-end checklist (at the top, for last month). Each line is Done, Check or Waiting, with where to fix it: debits equal credits; everything from other modules is in; nothing waiting for approval; recurring entries are in; bank accounts are reconciled to month-end; no cash account below zero; Goods in transit, Cash in transit and Asset clearing are cleared; the fixed asset register agrees with the ledger (cost and accumulated depreciation, register against ledger, and any register entries not posted yet); bank items up to month-end are cleared (for each bank account, the lines not yet in a finished reconciliation, money in and out, the oldest, and the date last reconciled; cash on hand and petty cash are left out); no payroll run is left in Draft for the month; income and expenses are within budget (shown when the company has a budget for the month: Check when an income account is more than 10% short, or an expense more than 10% over, by at least ₱1,000, naming the three largest); depreciation for the month is run and in the books (shown when there are fixed assets; it is Waiting if the month was not run yet in Inventory > Fixed assets, or was run but is not in the books yet); Opening balance equity is moved to capital; bills due by month-end are paid; and the month is closed. An Admin can Close the books up to month-end from there. With items still open, it asks first.
- The closing date (Admin).
- When items were last brought in, and anything that could not be posted.
- Year-end closing (Admin): pick a past year and press Close year. You can also close the books up to December 31. Closed years are listed, and Reopen voids a closing.
7. Operations
Not built yet. It will bring each branch's daily work together in one place.
8. Custom App
Not built yet. Tools made for the way your business works.
9. Reports and Analytics
What it is for: how the business is doing, from every module, in one place: the Dashboard, the Sales, Inventory, Financial and People reports, and the Library of ready-made reports.
Step by step
Read the DashboardBasahin ang Dashboard
- Open Reports and Analytics. Choose the Period and Location at the top.
- Today: what needs you lists approvals, deliveries, money to collect and stock to order.
- On each tile, the arrow compares with the period before. Green is good news, red is bad.
- Tap a tile to open the list behind the number. Customise changes which blocks show.
- Open ang Reports and Analytics. Piliin ang Period at Location sa taas.
- Nakalista sa Today: what needs you ang approvals, deliveries, pera na sisingilin at stock na ioorder.
- Sa bawat tile, ikinukumpara ng arrow sa nakaraang period. Green ay good news, pula ay hindi.
- I-tap ang tile para buksan ang list sa likod ng number. Ang Customise ay pumipili ng blocks na lalabas.
Open the Sales, Inventory, Financial and People reportsBuksan ang Sales, Inventory, Financial at People reports
- In Reports and Analytics, pick Sales report, Inventory report, Financial report or People report. Each has its own switch.
- Choose the period and location at the top.
- Every number is compared with the period before, or choose vs same dates last year.
- Keep a setup you like with Saved views > Save this view.
- Sa Reports and Analytics, piliin ang Sales report, Inventory report, Financial report o People report. May sariling switch ang bawat isa.
- Piliin ang period at location sa taas.
- Ikinukumpara ang bawat number sa nakaraang period, o piliin ang vs same dates last year.
- I-save ang setup na gusto mo gamit ang Saved views > Save this view.
Set goals and arrange your DashboardMag-set ng goals at ayusin ang Dashboard mo
- As an Admin, press Set a goal on the Dashboard. Pick a figure, such as net sales, for a month, quarter or year, and the target.
- Each goal shows where it is now and the pace to the end. It turns orange when the pace falls short.
- Press Customise, tick the blocks you want and use the arrows to order them, then Save.
- In the Library, Pin to Dashboard adds a report's chart to your Dashboard.
- Bilang Admin, i-press ang Set a goal sa Dashboard. Pumili ng figure, tulad ng net sales, para sa month, quarter o year, at ang target.
- Makikita sa bawat goal kung nasaan na ito at ang pace hanggang dulo. Magiging orange kapag kulang ang pace.
- I-press ang Customise, i-tick ang blocks na gusto mo at gamitin ang arrows para ayusin, tapos Save.
- Sa Library, ang Pin to Dashboard ay naglalagay ng chart ng report sa Dashboard mo.
Open a ready-made reportBuksan ang ready-made report
- Open Library. Type in Find a report, or pick an area such as Sales or Inventory.
- Choose the period and location, and By day, By week or By month.
- Tap a slice or bar to show only that item in the table.
- Tap the star to keep it under Favourites, and use Export for Excel or PDF.
- Open ang Library. I-type sa Find a report, o pumili ng area tulad ng Sales o Inventory.
- Piliin ang period at location, at By day, By week o By month.
- I-tap ang slice o bar para iyon lang ang ipakita sa table.
- I-tap ang star para ilagay sa Favourites, at gamitin ang Export para sa Excel o PDF.
Get a report every weekMakakuha ng report linggo-linggo
- On any report, press Schedule.
- Give it a name and choose daily, weekly (and the day) or monthly.
- When it is due, the bell says Your scheduled reports are ready.
- Open it from My reports. It covers the period that just ended.
- Sa kahit anong report, i-press ang Schedule.
- Bigyan ng name at piliin ang daily, weekly (at ang araw) o monthly.
- Pag due na, sasabihin ng bell na Your scheduled reports are ready.
- Buksan ito sa My reports. Sakop nito ang period na katatapos lang.
Be warned when something happensMakatanggap ng warning kapag may nangyari
- Open My reports and use Add an alert.
- Choose what to watch, such as cash falling below an amount or an item's stock running short.
- Or, in a Library report, pick a total under Alert me.
- The bell and Today on the Dashboard tell you when it happens.
- Open ang My reports at gamitin ang Add an alert.
- Piliin ang babantayan, tulad ng cash na bababa sa isang amount o item na nauubos.
- O kaya, sa Library report, pumili ng total sa Alert me.
- Sasabihin ng bell at ng Today sa Dashboard kapag nangyari.
Build your own sales tableGumawa ng sariling sales table
- Open Explore.
- Choose the Rows, such as brand, and the Columns, such as location.
- Choose the number to show: item sales, units sold, number of sales or gross profit.
- Set the period and location at the top, then Export if you need it.
- Open ang Explore.
- Piliin ang Rows, tulad ng brand, at Columns, tulad ng location.
- Piliin ang number na ipapakita: item sales, units sold, number of sales o gross profit.
- I-set ang period at location sa taas, tapos Export kung kailangan.
Print the report for the owner's meetingI-print ang report para sa meeting ng owner
- On the Dashboard, choose This month or Last month, and the location.
- Press Export > Management report (print) for one page, or Monthly management pack for more.
- It prints with your letterhead and Prepared, Reviewed and Approved lines.
- Sa Dashboard, piliin ang This month o Last month, at ang location.
- I-press ang Export > Management report (print) para sa isang page, o Monthly management pack para sa mas marami.
- Mapi-print ito with letterhead mo at Prepared, Reviewed at Approved lines.
Tips
- Saved views keep a report, period, location and comparison under a name.
- Seasonal business? Choose Compare with > vs same dates last year.
- Pin to Dashboard puts a Library report's chart on your Dashboard.
- Admins can Set a goal on the Dashboard for a month, quarter or year.
Questions
Why don't I see a report?
Each report has its own switch: Dashboard, Sales, Inventory, Financial and People report. Library reports also follow the switches of their module.
Why are profit and cost columns missing?
They only show to people who can see costs.
A note says the figures may change.
Accounting is still bringing in recent records. Open the report again in a minute.
Can reports be emailed to me?
Not yet. Scheduled reports wait in My reports and the bell tells you.
All the details
How the business is doing, from every module, in one place. Choose a Period (today, the last 7 or 30 days, this or last month, this year, or your own dates up to a year) and a Location at the top. Every number is compared with the period of the same length just before it, or, with Compare with > vs same dates last year, with the same dates a year earlier (good for seasonal businesses).
Saved views: set the report, period, location and comparison you want, then choose Saved views > Save this view and give it a name, such as "North Branch this month vs last year". Pick it from Saved views next time to open it in one click. Views are saved to your login (up to 20), and the menu also has Remove for the view you opened.
Dashboard
A new company sees a "Your dashboard fills in as you work" card at the top while nothing is recorded yet. It links to the three things that fill the dashboard: adding items to the Master list, recording a sale, and adding employees. It goes away by itself once any of them has data.
Opening fast: the Dashboard opens at once with the figures from your last visit in this browser tab (this month, all locations), then updates them in a second or two. The kept figures end when the tab is closed. The Financial report waits at most a few seconds for Accounting to catch up; if it is still catching up, a note says the figures may change, and the next opening carries on.
- At a glance: this month's sales against its target (set in Sales > Targets), with a bar and the month-end figure at the current pace, then cash, receivables, payables, stock value and headcount. With a location chosen, it uses that location's target.
- Headline numbers: net sales, number of sales, money collected, open and overdue balances, gross profit, stock on hand, items at zero, people in today and on leave.
- Net sales per day: point at the line to see a day's sales.
- Waiting for you: leave requests, purchase orders, deliveries and extras, supplier returns, damage reports and counts that you can approve. Click one to go there.
- Top items and Sales by location.
- Goals: an Admin presses Set a goal (later Manage goals) and picks a figure (net sales, number of sales, average sale, units sold, gross profit, money collected, new customers, quotations won, net profit or operating expenses), each month, quarter or year, a target and, if wanted, one location. Up to 12. Each goal shows where it is now, the share of the target, the pace to the end of the period, the change against the same point last period, and the last six periods as a small line. It turns orange when the pace falls short (for expenses, when it runs over). Everyone sees the goals their switches cover. Hide or move the block with Customise.
- Reading a tile: the arrow compares with the period before (or last year, if you chose that). Green means good news and red means bad, so rising expenses show red. An orange or red edge marks something to look at, such as overdue balances, items below zero or cash running low. Tap a tile to open the list behind it. Bars in the lists open the matching Library report for the same period (a branch opens that branch's sales by category), and a day on Net sales per day opens what sold that day.
- Customise: tick the blocks you want and use the arrows to change their order, then Save. Your layout is saved to your login, so it follows you to any device. Reset brings back your role's layout, or the standard one.
- Business scorecard (Admins): under Today, one tile for each part of the business: net sales, gross margin, cash and banks, overdue customer balances, stock value, items run out, headcount and labor cost. Each shows this month so far, an arrow against the same days last month (green when it is good news, red when not, so lower labor cost is green), last year's figure and a 12-month line. Tap a tile to open its module. The same table is in Library > System > Business scorecard. Customise can hide it.
- A Dashboard for each role: someone given a role (Cashier, Sales staff, Branch manager, Inventory clerk, Purchasing officer, HR officer, Accountant or Viewer) starts with that role's Dashboard: the blocks that matter to the job, in order, and a few reports pinned, for example Out of stock and Sell-through for an Inventory clerk. As soon as they Customise or pin reports themselves, their own choices are kept. Start from a role in Users sets it, and Users > a user > Dashboard changes it. An Admin changes a role's Dashboard by setting up their own Dashboard as wanted, then in Customise choosing the role and Use for this role; Back to RaXa's version undoes it.
- Today: what needs you (at the top): what is waiting for you now, grouped as Approvals, Deliveries and moves, Money to collect or pay, Stock, and People. Each group shows its total and up to three links straight to the screen, for example leave to decide, deliveries assigned to you, overdue balances, items to order now and interviews today. It shows only what your switches allow, the same as the bell, and says "All clear" when nothing needs you. Hide or move it with Customise.
- Find anything: type in the box at the top to search customers, items, invoices, bills, employees and more. It is the same search as Ctrl + K. Search
- Open the list behind a number: a tile with a › opens where that number comes from. For example, Receivables opens Accounting > Receivables, Items at zero opens Stock Planning, and In today opens Daily Time Records. Gross profit and Net profit switch to the Sales or Financial report. A tile links only to pages you can open.
- Monthly management pack: Export > Monthly management pack (print) prints everything in the Management report below, plus the cash position, receivables and payables aging, the top 10 customers, and payroll cost (gross pay, employer SSS, PhilHealth and Pag-IBIG, total cost, net paid, tax withheld, and cost as a share of net sales). It uses the period and location on screen, so choose This month or Last month first. Each part shows only if you have its switch: aging needs the Financial report or that Accounting page, payroll needs the People report and Payroll access. It needs Can export.
- Management report: Export > Management report (print) prints one page for the owner's meeting, for the period, location and comparison on screen. It has the company letterhead, highlights in plain sentences (sales against the period before, overdue balances, the target, cash, stock and people), the sales table with changes, profit and loss, sales by location, top items, and Prepared, Reviewed and Approved lines. It needs the Can export switch.
Sales report
Net sales, sales, average sale, returns, collected, open balances, new customers and gross profit, with sales per day, by location, payments by method, new, old and walk-in customers, and the top 10 items.
Inventory report
Stock on hand and its value, items at zero, units received, sold and damaged in the period, stock by location, best sellers, every kind of movement, and products running low (2 or fewer).
Financial report
From Accounting: net sales, gross profit, operating expenses and net profit compared with the period before, cash and banks, receivables, payables and stock value, a profit and loss table, and profit by month. With this report, net profit, cash, receivables and payables also show on the Dashboard. If Accounting is still bringing in recent records, a note says the figures may change; open the report again in a minute.
People report
Active employees, people in today, on leave today, leave days and new hires, by location and by position.
My reports (scheduled reports)
Save a report to come to you every day, week or month. When it is due, the bell says Your scheduled reports are ready, Today on the Dashboard shows it, and it waits at the top of My reports.
- Add one: on any report press Schedule (it fills in that report, location and comparison), or open My reports and fill in Add a scheduled report: a name, the report, how often, the day for a weekly one, the location and what to compare with. Each person can keep up to 20, and only you see yours.
- What it covers: it is worked out fresh when you open it, for the period that just ended: yesterday for a daily report, the last 7 days for a weekly one (ready on the day you chose), and last month for a monthly one (ready on the 1st).
- Open shows the report for that period; you can then export or print it as usual. Opening it moves it to its next date. Open now shows one that is not due yet. Edit changes it, and Remove deletes it.
- Nothing is emailed yet. Once an email service is chosen, the same schedules can be sent by email.
Alerts
Tell RaXa what to watch, and the bell and Today on the Dashboard tell you when it happens. Open My reports and use Add an alert. Only you see your alerts, and you can keep up to 20.
- What it can watch: Cash and banks falls below an amount; overdue balances go above an amount; yesterday's sales were below an amount; an item's stock falls below a number of units (type its SKU or barcode); bills due in the next 7 days go above an amount. All but cash can be for one location.
- Any figure in the Library: open a report in the Library and pick a total under Alert me, for example "When net sales..." on Sales trend. My reports opens with the alert filled in: choose falls below or goes above, the amount, and whether it counts Yesterday, the Last 7 days or This month. Totals can be watched, and so can a ratio's latest month (for example the current ratio falling below 1) and the lowest cash in the cash forecast. It needs the same switch as the report, and figures that use costs need permission to see costs. Its bell notice opens the report.
- Who can set which: cash and bills need the Financial report; overdue balances need the Sales report or Collections; yesterday's sales need the Sales report or the Dashboard; stock needs Inventory. If a switch is later taken away, that alert simply stops being checked.
- Each alert shows the figure now, and turns orange with Now when it is true. It is checked each time the bell or Home loads, so it is always current. Pause stops one for a while; Edit and Remove do what they say.
Library (ready-made reports)
Every ready-made report in one place, each with a chart and a table. Open Library in Reports and Analytics. You see only the reports your switches allow.
- Find one: type in Find a report, or pick an area (Sales, Customers, Inventory, Purchasing, Finance and People). Tap the star to keep a report under Favourites at the top; favourites follow your login.
- Open one: choose the period (up to a year, including This quarter and Last 12 months) and the location. Reports over time can be grouped By day, By week or By month. Click a column name to sort the table; the last row shows totals. Where a row names a customer, item, supplier, employee or document, the name is a link that opens that list filtered to it (only when you can open that page).
- Charts you can tap: tap a slice or a bar to show only that item in the table below (Show all brings the rest back). Tap a month or week on a chart over time to open the same report for just that period, by day. A pinned chart on the Dashboard opens its full report.
- Compare: choose vs the period before (the same number of days just before) or vs last year (the same dates a year earlier). Reports with a name in the first column get each total's value for the other period and the change beside it; every report gets one line comparing the totals, with the items that went up most and down most.
- Average line: on a chart over time, Show a 3-period average adds a smoother line (each point is the average of it and the two before), so a trend is easier to see through busy and quiet days.
- Sales and customers (need Sales access or the Sales report; the figures are the same as Sales > Insights): sales trend, by location, item, category, brand and salesperson, payments by method, busiest days and hours, discounts given, returns by reason, voided sales, basket size, new and returning customers, customer retention (cohorts), top customers, quotations won, sales pipeline, promotions, coupons, commissions and money collected. Also bought together (the pairs of items most often in one sale), basket size over time, sales against target by month for the company and each location, quotations by who prepared them, promotion lift (sales per day during a promotion against before it) and a 3-month sales forecast for the company, each location and each category. Also the most valuable customers (lifetime value, average sale, last 12 months, usual days between buys), customers at risk of leaving (late by their own rhythm, a call list), discounts by salesperson, by item and over time, items sold below list price, campaign results (targeted, bought, uplift, coupons), credit sales and collections by month, and staff against sales by hour with busy and quiet hints (the last 92 days of the period at most).
- Inventory and purchasing: Inventory at a glance (units used, received and on hand, items run out, count accuracy and on-time deliveries against the period before), sell-through by item (units at the start, received, sold and left), return on stock (GMROI) by category (only for people who see costs), dead stock (items that have not moved out for a long time), stock turns by location and category, reorder health (days out of stock and stock over the maximum, against each item's minimum and maximum), shrinkage by reason, the supplier trend (lead time, on time, fill and price, month by month),stock over 12 months, stock in and out, by location and by category, stock aging, fastest-moving items, most valuable stock and turnover (both only for people who see costs), shrinkage, out of stock, deliveries by week, drivers, count accuracy, and suppliers (deliveries, on time, units). Also the classic lists: stock status (on hand, held, reserved, on order, free), the stock posting list, receiving against orders, stock in transit, purchases by supplier and month, lots and expiry, serial numbers by status, the delivery list and shrinkage detail. Stock policy and risk: ABC-XYZ items and grid (A is the first 80% of the value used, B up to 95%, C the rest; X is steady weekly use, Y varies, Z is erratic), safety stock and reorder points per item and location for the service level you choose (90 to 99%, or by ABC class) with a suggested min and max against each reorder rule, inventory to sales over 12 months and by category (stock, what went out, weeks of supply; Sales' net and the stock-to-sales ratio only for people who also open Sales reports and see costs), excess and obsolete stock (no use for a year, slow, or more cover than 3, 6 or 12 months) with the value at risk and a suggested write-down reserve, transfer lanes and transfers by month (sent, received, short, days in transit), stock-out history by item and stock-outs over time, carrying cost by category, and stock aging by how long ago it was received. Also expiry risk (lots by how soon they expire and the units that will not sell in time), branch requests by location and by week (fill rate, hours to complete), deliveries by week, by driver, why they were cancelled and a weekday-by-hour grid, seasonality (each category's busiest and quietest month, a seasonal index and 24 months of use), count accuracy by month and location and the items often counted wrong, why stock is held for quality, move stock between locations (suggested transfers from where there is too much to where it is short), and Master list health (8 checks and the lines to fix), and the inventory scorecard (each measure against the period before and its target: Met, Close or Off). Also how good is the forecast (the reorder forecast's accuracy for the last 6 months against simply repeating last month, by category and the items it missed most) and new item launches (items first received in the last 90 days: sell-through, days to the first sale, and whether each is selling well, on track, slow or not selling yet). The fixed asset register, assets by category, depreciation by month and book value ahead need Fixed Assets in Inventory. For purchasing: supplier lead times (average, median, slowest, late), landed cost by month and by supplier (only for people who see costs), open purchase commitments by supplier, by line, by age and by expected week (late first), spend by supplier (Pareto), single-source items and spend by category (these three only for people who see costs), returns to suppliers (credit still to come, reasons, by month), quality holds by supplier, consignment stock by supplier and sold and settled by month, and the supplier scorecard (fill rate, on time, rejects, lead time and a score out of 100), purchase price changes (only for people who see costs) and purchases by month and supplier. They need the Inventory report or Inventory > Inventory access; values in pesos show only to people who can see costs.
- Finance (needs Statements in Accounting): profit and loss by month, cash flow by month, financial ratios (margins, current and quick ratio, debt to equity, working capital, days to collect, days of stock, days to pay and the cash cycle), expenses and income by account against the period before, receivables and payables aging, customers who owe the most, bills by supplier, profit by location, budget against actual, account balances (a trial balance), profit and loss by account for each of 12 months, profit and loss by location (one column per branch), working capital over 12 months, and spend by supplier (needs Payables or Expenses). Also a cash forecast by week (money expected in and out and the cash left at each week's end, for the whole company) with its items, financial ratios over 12 months, expense accounts over 12 months with spikes marked, and expense spikes in the last three months. Project profitability (the 12 most active projects) and budget variance by account (needs Budgets). Under Customers (needs Receivables): how customers pay (slow payers first), customer payments over 12 months and receivables aging over 12 months. Also this year against last year (sales and profit for each of 12 months beside the same month a year before), the year-end outlook (so far, the run rate of the last three months, where the year ends at that rate, the budget and last year) and the same by month, and payables aging over 12 months (needs Payables). Financial health over 12 months (current and quick ratio, debt to equity, months of cash), returns and leverage (return on assets and on equity, asset turnover, debt ratio), where cash came from (operations, investing, financing and free cash flow against profit), profit by customer (under Customers), and how you pay suppliers with supplier payments by month (needs Payables). Branch sales and branch profit by month (every location, one column per month), and taxes over 12 months (VAT, withholding and remittances; needs Tax forms). Sales and profit by calendar month compare each month across up to 5 years, with each month's usual share of a year's sales.
- People (needs Employees in Human Resource or the People report): headcount and turnover, employees by location, position, status, gender, age or length of service, people who left, attendance by month, most hours late, overtime, leave taken by type, upcoming leave, things to fix in HR (contracts ending, expiring files and certificates, missing government numbers, no pay profile), where hires come from, the hiring funnel (applicants by the stage they reached), People at a glance (headcount, hires, leavers, turnover, service, absence, late and overtime hours and leave against the period before), performance reviews by rating, training completed, promotions and transfers, discipline cases by offense, and open discipline cases. Also retention by month and by location or position, the retention and early-leaver rates (people who left within 90 days of joining), absence Bradford scores, absence by weekday, Monday and Friday absences, and a 6-month headcount and cost forecast. Also span of control (managers with the most direct reports), women and men by position, location or age, lateness by weekday, people often late (5 days or more), and how long leavers stayed by length, reason or position; with Payroll too, the cost of absence by location or position. Who might leave (warning signs and reasons, never amounts) and leaving risk by location, absence and lateness by week, certificates expiring (and by kind), and expense claims turnaround and claims waiting; with Payroll, employee loans by age, loan balances (Admins and HR Payroll only) and labor cost by location and month. With Payroll access (or the Financial report) also: overtime cost by month and who earns the most of it, pay spread by position, pay by gender, unused leave value, labor cost by month and by location, project or position, and contributions and tax by month.
- Profit and margin columns show only to people who can see costs. Voided sales are always left out. Where some lines are still waiting for a drop-ship supplier's cost, the margin is left blank and the Cost column says Cost not known yet.
- A report that needs one more switch only shows to people who have it: customers who owe the most need Receivables, bills by supplier need Payables, aging needs either, budget against actual needs Budgets, and spend by supplier needs Payables or Expenses (all besides Statements in Accounting). Pay reports in People need Payroll or the Financial report: overtime cost by month, pay spread by position (positions with fewer than 3 people are left out) and the headcount and cost forecast need only that, so an accountant sees them; pay by gender, the per-person overtime list and the other pay reports also need HR Employees or the People report. Purchasing reports (suppliers, scorecard, price changes, spend, purchases by month, supplier trend) need the Inventory report, Suppliers or Purchase orders; Inventory > Stock alone does not open them.
- Export: Excel, PDF, or the chart as a picture, for people with Can export.
- Schedule saves the report, with its grouping and what it shows, to come to you daily, weekly or monthly in My reports. When it is due, Open shows it in the Library for the period that just ended.
- Pin to Dashboard puts the report's chart on the Dashboard under Pinned reports (up to 6), drawn for the Dashboard's period and location. Tap its name to open the full report. Unpin from Dashboard takes it off; Customise hides or moves the whole row.
- Save as... keeps the report with your choices (period, location, grouping and what it shows) under a name you give, at the top of the Library under My saved reports. Tap one to open it just that way; the × removes it. You can keep up to 30, and they follow your login.
- Alert me watches one of the report's totals and tells you through the bell. See Alerts.
- System (Admins): the Access review lists every user with their role, location, whether they are active and can export, and for each module how many sections they can open and change, for an audit. Also Activity by person (records added, changed and removed per person and module), Activity over time, Who is logged in (open logins, newest login and devices per user), Quiet users (no change and no login in 30 days: candidates to switch off), the Data health check as a report you can schedule or pin, and the Business scorecard table.
Explore (build your own sales table)
Answer your own questions about sales, such as "which brands sell best at each branch" or "how did each category do month by month", without asking for a new report. It needs the Sales report or the Dashboard.
- Rows (down the side) and Columns (across the top, or none): category, type, brand, item, location, seller, customer type (new, old or walk-in), project, month, week, day of the week or date.
- The number to show: Item sales (price times quantity, less each line's own discount and returns, before whole-sale discounts, coupons and points), Units sold, Number of sales, or Gross profit (item sales less their cost; only for people who can see costs).
- Choose the Period (up to a year) and Location at the top, as on the other reports. Voided sales are left out.
- The table shows the 60 largest rows and 12 largest columns, and says so when there are more; the totals still count everything. Months, weeks and dates read in time order, the rest largest first. With no columns, a Share column shows each row's part of the total.
- Export > Excel or PDF saves the table, for people with Can export.
- Data (when you have more than one): Sales (needs Sales access or the Sales report; the figures are Sales > Insights' own, with the customer's name as a choice too, and gross profit only for people who see costs), Books pivots posted accounting entries (needs Statements in Accounting): rows and columns by account, account group, account type, location, project, payee or supplier, month or week, showing the amount (signed as the statements show it), debit, credit or the number of entries. Stock moves (needs the Inventory report or Inventory access) pivots stock in and out by location, category, classification, brand, item, kind of move, supplier, month, week or weekday, showing units out, units in or net units, and their value for people who see costs. People and pay joins the list when Human Resource adds it. Each module decides what its numbers mean and who may see them.
Export saves what is on screen as Excel or PDF, for people with Can export. Costs, stock value and gross profit only show to people with Master list access who can also see its Cost.
10. Who can do what
An Admin sets this for each user in System Management > Users > Permissions. Admins always have everything.
The switches
- Module: turn the module on first, then tick its pages.
- Access: can open the page and see its records. The other switches need it.
- Add: can create new records.
- Edit: can change records.
- Delete / Modify: can cancel, void, deactivate or retire. Each page's note says exactly what it covers.
- Approver: can approve, where the page has approvals.
- Can see sensitive: one per module. Shows fields marked Sensitive in Field Control.
Ready-made roles
Start from a role fills in the switches in one click. Open What each role gives to see what each one includes.
- Cashier: sells, collects payments and adds customers.
- Sales staff: a cashier, plus quotations, returns, special orders, coupons and campaigns.
- Branch manager: sales, stock moves and counts, the team's time and leave, and the branch reports, with export.
- Inventory clerk: receives, counts, moves and reports stock.
- Purchasing officer: suppliers, purchase orders and supplier returns, and sees costs.
- HR officer: everything in Human Resource, including payroll.
- Accountant: everything in Accounting and Finance, with sales, stock value and payroll to check against.
- Viewer: sees every page and report but changes nothing, for an owner or auditor.
Can export
One switch for the whole app, at the top of Permissions. On: the person sees Excel, PDF and Print for lists and reports on every page. Off: they see none. Receipts always print.
Reports
Reports and Analytics has five switches, one per report: Dashboard, Sales report, Inventory report, Financial report and People report. A report shows company-wide numbers even to someone who cannot open that module, so give them with care.
What everyone can do
- Anyone linked to an employee can file their own leave and schedule changes, expense claims and incident reports.
- Transfers and Requests are seen only at their two locations. Damage reports are seen at their location and by approvers.
- The server checks every action again, so hiding a button is never the only protection.
Coming later
This manual describes version 1. These are decided for a later version, so they are not in RaXa yet:
- Operations and Custom App: the two modules still to be built.
- Two-step sign-in (a second code by phone or app) and the choice of email service that sends access codes and notices.
- A full test of signing in with real email addresses for every role.
- The HR Scheduler grid, bringing in old photos, and a new design of the public main page.
- Publishing RaXa online for everyone (for now it runs from this computer and the test link).
RaXa tutorials · version 1 · updated 10 November 2026