1. Start with the correct workspace
Sign in and choose Trading Company
Use the module switcher in your dashboard. On your first visit, choose Trading Company and optionally make it your default opening module.
Confirm the company workspace
Check the workspace name at the top of the sidebar before entering records. Every customer, item, invoice, employee and report belongs to the selected workspace.
2. Complete the company and branch details
Enter legal identity
Add English and Arabic legal names, VAT number, commercial registration, national address, phone, email and website.
Add logo and stamp
Select local PNG, JPG or WebP files. The software automatically resizes them for safe storage and professional documents.
Review the included Main Branch
The first branch is included and inherits available company details. Edit its branch-specific identity, manager and contact information. Select a default branch for sales.
3. Invite users safely
Open Module Users & Permissions. Invite users by email, assign one Trading workspace and choose Manager, Staff or Viewer. Then set View, Edit or No access separately for Sales, Purchasing, Inventory, Logistics, Finance, HR & Payroll, Reports and Settings.
4. Build master data before transactions
Add bilingual customer and supplier identities, VAT information, addresses, payment terms and currencies. For items, complete SKU, unit, purchase cost, selling price, VAT rate, reorder level and origin/customs details. Add warehouses under the correct active branch.
5. Follow the professional sales workflow
Create a quotation
Select customer, branch, warehouse, currency and payment terms. Add item lines, prices, discounts and VAT. Save as draft for review.
Convert approved documents
Use Convert to move a quotation into an order and an order into a delivery note without retyping the transaction.
Create and post the invoice
Verify supply date, customer VAT information, branch, line taxes, totals and notes. Print the bilingual ZATCA-ready document. Posting locks controlled financial records and preserves audit history.
6. Correct transactions with credit notes and Trash
Open an invoice and choose Create Credit Note when value must be reduced. Link the note to the original invoice, enter the credited taxable/VAT/total amounts and a clear reason, then post it after approval. Reports retain the original invoice and subtract the posted credit note.
Use Move to Trash for an invoice or quotation that should be hidden from operations. Trashed documents are excluded from dashboard totals, statements and reports. Open Trash to review and restore them.
7. Purchasing and stock control
Receive stock through Goods Received Notes, not manual quantity edits. Use transfers for warehouse movement, stock counts for physical verification, and adjustments only with a documented reason. Review reorder planning and inventory valuation regularly.
8. Employees and payslips
Create departments first, then employee profiles with branch, job, contract, salary components, bank details, GOSI and leave entitlement. Record attendance and leave approvals before preparing payroll.
Create a payroll run
Set period start/end, payment date, branch and review status.
Create each payslip
Select an employee to load fixed salary and bank defaults. Review paid days, overtime, allowances, bonus, GOSI, absence, advances and other deductions. The software calculates gross earnings, deductions and net pay live.
Review, print and post
Download the professional bilingual payslip, obtain approval, then post controlled payroll records.
9. Use dashboards, CSV, PDF and statements
Every report opens with summary cards, date filters and search. Use CSV for analysis and PDF for review or archiving. Trashed documents are automatically excluded.
For a customer statement, select the customer and period. The statement combines invoices as debits and posted credit notes and receipts as credits, then calculates a running closing balance.
10. Recommended daily checklist
Confirm workspace and branch
Check these before creating any document.
Review alerts
Check pending orders, purchases and low stock.
Post verified transactions
Keep drafts for incomplete work and post only after approval.
Review reports
Compare receivables, payables, VAT, profitability and customer statements.
Export key records
Download CSV or PDF copies required for internal review and recordkeeping.