User Guide

The Manufacturing Module in Hunt ERP is an integrated system that helps you manage the entire manufacturing process from start to finish. From the moment you decide to manufacture a product, until the final product enters the warehouse ready for sale.

Imagine you want to manufacture 1000 boxes of a certain product. The cycle goes as follows:

• Define the required raw materials and their quantities (Formulation)
• Request manufacturing of that quantity (Job Order)
• Distribute the work across departments (Production Order)
• Issue raw materials from the warehouse
• Start actual manufacturing stage by stage
• When the product is finished, it enters the warehouse as a final product

• Production Manager: Plans, approves production orders and monitors all departments
• Department Supervisor: Views orders assigned to their department and manages manufacturing
• Warehouse Manager: Approves material issuance and final product additions
• Quality Control: Performs tests on raw materials and final products

Before you start manufacturing, you need to do a one-time initial setup. These steps are done once and then used for all production orders.

A department is where a part of manufacturing takes place. For example: Mixing Department, Filling Department, Packaging Department.

Each department has stages (e.g., Filling Department has filling stage and sealing stage). Each stage has machine groups.

A formulation is a product recipe - it defines what raw materials you need and in what quantities to produce a certain amount of the final product. Think of it like a cooking recipe.

After creating the formulation, now you want to request manufacturing a specific quantity. E.g., The formulation produces 100 kg, and you need 500 kg. So the job order = 500 kg.

You don't have to manufacture the entire quantity at once. You can split it into multiple production orders. E.g., First order = 200 kg, Second order = 300 kg. The system tracks the remaining quantity automatically.

A production order is the actual order that gets executed in the departments. You specify who does what and where.

After reviewing the production order and everything is correct, approve it to start execution.

• The quantity is deducted from the job order
• The starting department is activated with status (Pending) - the supervisor can see it
• Other departments status is (Not Started) - until their turn comes
• The production order status changes from draft to approved

Production order for 200 kg going through 3 departments: Mixing → Filling → Packaging

• Mixing Dept: Status (Pending) - supervisor can see it and is ready to start
• Filling Dept: Status (Not Started) - supervisor cannot see it yet
• Packaging Dept: Status (Not Started) - supervisor cannot see it yet

When the Mixing Dept finishes, the Filling Dept is automatically activated. And so on.

Before a department starts working, it must verify that the required raw materials are available in the warehouse and their quality is good.

After the check, the system automatically creates a material issue request with the required materials.

If you need extra materials during manufacturing:

From here, the supervisor starts executing stages one by one.

When a department finishes all its stages, it hands over to the next department automatically:

Production order 200 kg: Mixing → Filling → Packaging

• Mixing Dept: 200 kg input → 190 kg output (10 kg waste)
• Filling Dept: 190 kg → 185 boxes (5 kg waste)
• Packaging Dept: 185 boxes → 183 finished boxes (2 waste)
• The 183 boxes are added to warehouse as final product

The last step in the manufacturing cycle. The product is finished and ready to enter the warehouse.

• Calculates manufacturing cost from approved issue requests
• Adds the quantity to warehouse stock
• Creates an accounting entry (Debit: Inventory, Credit: Purchases)

The system automatically calculates for each machine: operating hours, consumption percentage, cost, and average monthly maintenance.

During material check before issuance:

Waste is recorded automatically when you complete a stage and enter the waste quantity. For each waste: quantity, cost, reason, whether recyclable.

Reports show: total waste by period, analysis by stage, reason, and department.

The system automatically records each worker's performance: quantities produced, working hours, efficiency rate, and waste rate.

Virtual warehouses are separate from actual warehouses. They are used to track materials before they enter the official inventory.

• Pending: Orders needing check or issuance
• In Progress: Orders currently being manufactured
• Completed: Finished orders

The admin can see all departments and can monitor, assign, and transfer orders.

For each department: order count, quantities, efficiency, costs, and department ranking by performance.

Overview of all orders with statistics by status, priority, delays, and readiness check.

The Legal Affairs Module in Hunt ERP is an integrated system for managing all contracts in your company. It helps you create ready-made contract templates, customize them for each client, employee, supplier, or contractor, and approve them with secure electronic signatures.

Imagine you want to create a contract for a new client. The cycle goes as follows:

• Create a contract template with standard clauses (one time)
• Create electronic signatures for authorized personnel (one time)
• Select the client and customize the contract, modifying clauses if needed
• Save the contract and start the signature cycle
• Each signer enters their personal signature password
• When all signatures are complete, the contract is approved and the client moves to the next stage

• Primary Client Contract: The first contract made with a new client
• Final Client Contract: The official contract after primary approval
• Estimation Contract: A contract linked to a specific estimation
• Employee Contract: Employment contract with employees
• Supplier Contract: Supply contract with suppliers
• Contractor Contract: Contract with contractors

• Create the contract or select a ready template
• Edit the first party description and clauses
• Save and approve the contract
• Signature cycle (one or more signatures)
• All signatures complete = automatic action is triggered
• Print the contract with signatures

Before creating contracts, you need to prepare the base templates. These templates serve as the foundation for all contracts.

A group is a classification for contracts. E.g., Sale contracts, Rental contracts, Employment contracts.

A template is the base contract with its clauses. You copy and customize it for each client or employee.

An electronic signature is what makes a contract official and approved. Each authorized person has their own signature in the system.

The primary contract is the first contract made with a client. It represents the initial agreement before the final contract.

• Client status changes from (Primary Contract) to (Final Contract)
• The client appears in the Final Contracts list
• The contract can be printed with signatures

After the primary contract is signed, the client automatically moves to the final contract stage. The final contract is the official approved contract.

Same steps as the primary contract: select template → edit clauses → save → signatures.

• Client status changes to (Transferred to Estimations)
• The client is now ready for creating estimations
• The final contract can be printed with signatures

New client → Primary contract → Signatures → Final contract → Signatures → Transfer to estimations

An estimation contract is linked to a specific Estimation in draft status. It includes client data, estimation details, and payment information.

• No contract (no_contract): Contract not yet created
• Draft (draft): Saved as editable draft
• Approved (approved): Clauses saved and ready for signing

Employment contracts for employees. Shows all active employees with their departments and positions.

Supply contracts with active suppliers. Same contract cycle but with supplier signing permission.

Contracting contracts with active contractors. Signing permission is (contractor).

All contracts share the same signature system. Understanding this system is very important.

• Each contract type has a group of signers (based on signature permission)
• Required signatures = number of people with that permission
• Each signer enters their personal signature password
• The system verifies: permission + password + no duplicate signing
• Each signature is recorded in order (1st, 2nd, 3rd...)
• When all signatures are complete = automatic action executes

• Primary contract: Client moves to final contract stage
• Final contract: Client moves to estimations stage
• Estimation/Employee/Supplier/Contractor contracts: Contract completion confirmed

• Does the person have signing permission for this type?
• Is the signature password correct?
• Haven't they signed this contract before?
• Is the client in the correct stage? (for primary and final contracts)

After contract approval and signature completion, it can be printed.

• First party description (company information)
• Second party details (client/employee/supplier/contractor)
• Contract clauses numbered sequentially
• Signatures section: signer name, position, signature image, signing date

The system has two layers of security: general system permissions + specific signature permissions.

• view: View contracts and lists
• add: Create new signatures
• edit: Edit clauses and contracts
• approve: Approve contracts
• print: Print contracts
• delete: Delete signatures

Each signature has specific permissions for contract types:

• estimation: Sign estimation contracts
• employee: Sign employee contracts
• supplier: Sign supplier contracts
• contractor: Sign contractor contracts

The Sales module is the heart of the financial system - connecting customers, products, and accounts. It covers the full sales cycle from customer registration to final collection.

The system supports a flexible sales path for all business types:

• Sales Rep: Creates quotations, reservations, and invoices
• Sales Manager: Reviews performance, manages customers, approvals
• Accountant: Tracks collections, reviews entries, manages installments
• Warehouse Keeper: Dispatches goods based on invoices & reservations

The customer is the foundation of sales. The system provides a comprehensive profile for each customer including basic data, financial settings, transaction history, and pricing policies.

When adding a new customer, the system automatically creates an accounting account under Receivables (51):

You can classify customers into groups for easier management and reporting (e.g., VIP, wholesale, retail):

The customers page provides advanced search and filter tools:

• Search by name, phone, address, or tax number
• Filter by province and region
• Filter by status (active / inactive)
• Show only customers who exceeded credit limit

You can view a detailed account statement for any customer including all invoices, payments, returns, and journal entries linked to their account.

A quotation is a non-binding document sent to a customer containing prices, quantities, and terms. Quotations do not affect inventory or accounts.

• Valid: The quotation is still within validity period
• Expired: Past expiry date - auto-updated by system
• Converted: Has been converted to a draft invoice

You can convert a valid quotation directly to a draft invoice, auto-transferring all product data and prices:

Reservations allow you to reserve goods for a customer with a down payment. The system supports two types:

• From Stock: Deducts reserved quantities from available stock immediately
• Without Stock: Records reservation only without affecting available stock

• Pending: Reservation created, waiting for confirmation
• Confirmed: Confirmed and can be converted to invoice
• Completed: Reservation has been converted to sales invoice
• Cancelled: Reservation cancelled and reserved quantities released

You can receive additional payments on a reservation before converting to invoice:

A draft invoice is a modifiable draft before posting. It does not affect inventory or accounts until posted as a final invoice.

A draft invoice can be created in three ways:

• Manual creation directly from invoices screen
• Conversion from a valid quotation
• Conversion from a confirmed reservation

• Cash: Full payment immediately via treasury
• Credit: Pay later with optional down payment
• Bank Transfer: Payment via bank account
• Cheque: Payment by incoming cheque from customer
• E-Wallet: Payment via electronic wallet
• Installments: Split amount into payments with due dates

When selecting installment payment, a payment plan is created including:

• Amount and due date for each installment
• Payment method for each installment (cash/bank/cheque)
• Link cheques to installments directly (if payment by cheque)

The final invoice is the official binding document. When posting a draft invoice, the system performs several automated operations.

When posting a draft invoice, the system automatically:

• Draft: Modifiable and deletable draft
• Posted: Final invoice with journal entries - cannot be modified
• Cancelled: Cancelled with all entries reversed

A posted invoice can be cancelled if there are no active returns. On cancellation:

• All related journal entries are reversed
• Quantities are returned to inventory
• Customer balance is updated

You can add additional discount on a posted invoice in two types:

• Percentage: Discount amount calculated from net invoice
• Fixed Amount: Discount by specific amount

Each additional discount creates a separate journal entry and records who added it, the date, and the reason.

When a customer needs to return goods, the system provides a comprehensive return process that handles inventory and accounts automatically.

• Invoice-based Return: Linked to specific invoice - tracks returned quantities per invoice item
• Direct Return: Without invoice link - used for returning goods without specific invoice reference

• Cash: Refund from treasury
• Bank Transfer: Refund via bank account
• E-Wallet: Refund via wallet
• No Refund (Credit Note): Deduct amount from customer balance without cash refund
• Credit Note: Issue credit note to be deducted from future invoices

Returns need approval after goods enter the warehouse. On approval:

• Returned quantities are added to inventory
• Original invoice is updated (total and remaining)
• Journal entries are created

The payment collection screen shows all credit invoices with remaining balance. Includes both tax and non-tax invoices.

You can record payment for multiple invoices of one customer at once:

A dedicated screen for paying due installments on installment invoices. Shows installments due today and overdue.

• Installments grouped by invoice
• Filter by customer or due date
• Statistics: total due today, overdue, counts
• Cheque-linked installments are hidden (paid when cheque is collected)

• Pending: Not yet paid
• Partial: Partially paid
• Paid: Fully paid
• Cancelled: Cancelled

The system provides a flexible pricing system supporting multiple levels of prices and discounts.

• Basic Price: Default sale price set in product card
• Commercial: Special price for commercial customers
• Special Offer: Temporary offer price
• Wholesale: Bulk/wholesale price

Price lists allow setting different prices per product unit by type:

• Price can be adjusted by increase or decrease (percentage or value)
• Each customer has a preferred price type applied automatically
• You can view a price list specific to each customer

You can set different discount rates per product category per customer, with cascading discount support:

• First discount applied to original price
• Second discount applied to price after first discount (and so on)
• Order matters and is set by user during setup

The system supports two invoice types: Tax (with VAT and withholding tax) and Non-Tax (without taxes). Non-tax invoices work the same way but without tax calculations.

• Supports same payment methods (cash, credit, transfer, cheque, wallet)
• Same posting and accounting entries system (without tax entries)
• Returns can be processed the same way
• Appear in payment collection screen alongside tax invoices

Every screen in the Sales module is protected by a multi-level permission system:

• View: View data and lists
• Add: Create new records
• Edit: Edit existing records
• Delete/Cancel: Delete or cancel records

Regular users only see what they created (their invoices, reservations, quotations). Managers see everything.

Invoices in closed fiscal periods are hidden from lists and cannot be modified, ensuring accounting data integrity.

The system automatically records:

• Who created each invoice/reservation/return (user_id)
• Who posted (processed_by) and when (processed_at)
• Who approved return (approved_by) and when (approved_at)
• Who recorded each payment (created_by)

This chapter consolidates all automatic journal entries generated by the Sales module: