ERP User Manual

Enter your e-mail address and password, then click Log in. Use Reset password if you have forgotten it — a reset link is sent to your registered e-mail. If you are logging into a shared machine, always log out from the user menu when you finish.

After login you land on the Apps screen. Each tile opens one application. The applications used at Giant Oil Tools are Accounting, Sales, Purchase, Inventory, Repair and Redress, Giant Oil Tools (custom operations), Contacts, Employees, Project, Discuss, Dashboards and Settings.

The top bar is always available: the clock icon shows your scheduled activities, the speech bubble opens Discuss messages, and your name at the far right opens the user menu with My Profile, Preferences (language, time zone, notification settings) and Log out.

The list shows all partners. Use the search filters to narrow to Customers or Vendors, and Group By > Country or Company to organise large lists. Switch to kanban view for a card layout with photos.

A contact is either an Individual or a Company; individuals can be linked to a parent company so that invoices and deliveries roll up correctly.

Key tabs:
• Contacts & Addresses — additional delivery, invoice and other addresses.
• Sales & Purchase — salesperson, payment terms, pricelist, and the fiscal position that determines which taxes apply.
• Accounting — bank accounts and the receivable/payable accounts used for this partner.
• Internal Notes — free-text notes visible only to internal users.

The buttons across the top of the form give instant access to that partner's meetings, sales, purchases, invoices and outstanding balance.

The overview groups quotations and orders by sales team and shows the key figures for each. Use it as the daily starting point for the sales desk.

Quotations are draft sales documents. They carry no accounting effect until confirmed. From a quotation you can send the document by e-mail as a PDF, and the customer's acceptance converts it into a sales order.

Confirmed orders appear here. The status column tracks the order through delivery and invoicing. Filters let you isolate orders that are ready to invoice, late, or partially delivered.

Fill the Customer, and the pricelist, payment terms and fiscal position default from the contact record. Add products on the Order Lines tab — quantity, unit of measure, unit price and taxes.

Buttons along the top drive the process: Send by Email, Confirm (which creates the delivery order), and Create Invoice once goods are delivered. The Other Info tab holds the delivery date, incoterm and the salesperson responsible.

A filtered view of Contacts showing only customers, with the outstanding balance and the salesperson assigned to each.

A Giant Oil Tools extension. A contract fixes the agreed prices with one customer for a defined period, so that repeat orders and rental invoices are priced consistently without re-negotiation on every transaction.

Header fields: Contract No (assigned automatically), Customer Code and Customer Name, Contract Reference No (the customer's own reference), Contract Start Date and Contract End Date, the Price List and Currency.

Two tabs carry the pricing logic:
• Product Lines — one agreed price per product, with unit and notes.
• Calculation Steps — ordered adjustments applied on top of the base price. Each step is a Discount, Increase or fixed adjustment, applied either on the Base Price or on the result of Previous Steps, and scoped to a specific item, an item group, or the whole contract.

A contract moves through Draft → Active → Inactive/Cancelled. Only active contracts are used for pricing.

The reusable rate-step definitions that contracts draw on, so a standard discount ladder is defined once and applied to many contracts.

The sellable catalogue. Each product carries its sales price, unit of measure, taxes and the income account used when it is invoiced.

Pricelists set prices per customer group, currency, quantity break or date range. The pricelist on the customer record is applied automatically to their orders.

A working list of confirmed orders where goods or services have been delivered but no invoice has been issued yet. Review this list before every invoicing run so nothing is missed.

An RFQ is a draft purchase document sent to one or more vendors. Confirming it turns it into a purchase order and creates the expected receipt in Inventory.

All confirmed orders, with vendor, order date, expected arrival, total and billing status.

Standard fields cover the vendor, order deadline, currency and order lines.

The Giant Oil Tools extension adds: Receiving Customer (who the material is ultimately for), Delivery Point, Delivery Time, Marking (case markings for shipment) and Expected Delivery Date. Product lines also carry a Lead Time used by material planning.

Confirm Order creates the receipt; Receive Products opens it; Create Bill generates the draft vendor bill from the ordered or received quantities.

Contacts filtered to suppliers, showing the amount currently payable to each.

Agreed purchase prices per vendor and product, with minimum quantities and validity dates. These prices default onto new purchase orders.

A Giant Oil Tools classification used to group vendors for reporting and analysis.

A pivot and graph report over purchase orders — spend by vendor, product, category or period. Drag fields onto rows and columns to build the view you need, then download it to Excel.

One card per operation type — receipts, deliveries, internal transfers, repair. Each card shows how many transfers are waiting and how many are late, and clicking it opens that list.

Incoming shipments from vendors. A receipt is created automatically when a purchase order is confirmed.

Check the quantities actually received in the Operations tab, enter or scan the lot number for each tracked product, then click Validate.

Automatic customs duty. Imports are received into the Free Zone warehouse, and only that warehouse charges duty. When such a receipt is validated the system creates a landed cost of 2% of the receipt value, debiting the inventory account of the receiving warehouse (11530 Inventory FZ) and crediting 21150 Customs Duty Payable. Local purchases received into any other warehouse carry no duty.

Both settings are configurable without a code change: the switch Apply Customs Duty on Receipts on the warehouse, and the rate in the system parameter got.customs_rate.

Outgoing shipments to customers. Reserve, pick and validate; validation moves the stock out and posts the cost of goods sold.

Movements between two internal locations — for example from the main store to a job site or to the repair workshop.

Enter counted quantities per product and location. The difference between the counted and the recorded quantity is posted as an inventory adjustment against the stock-difference account, with a full audit trail.

Current quantities by product, lot and location, together with the value at FIFO cost. This is the operational counterpart of the Inventory Valuation report in Accounting.

Every tool carries a lot number equal to its part number. From a lot you can open its full traceability — every receipt, transfer, repair and delivery it has been through.

The lot form shows the product, the internal reference, the quantity currently on hand and its location. The Traceability button lists every stock move for this exact lot, which is how you answer “where has this tool been?” questions.

The full product catalogue from the inventory side.

The most important settings for stock control:
• Product Type — Goods with Track Inventory enabled for stocked items, Service for labour and charges.
• Unit of Measure — the stock-keeping unit; a purchase unit can differ, with a conversion factor.
• Tracking — By Lots for tools, so each part number is followed individually.
• Product Category — determines the stock, stock-input, stock-output and price-difference accounts, plus the costing method (FIFO) and the valuation method (automated).
• Routes — how the item is supplied: bought, or produced through Repair & Redress.

The smart buttons open on-hand quantity, forecast, purchase and sales history for the product.

The physical and logical structure of your warehouses — stores, workshop, quality area, scrap, and the virtual locations used for production and inventory adjustments.

Each warehouse defines its own receipt, delivery and internal operation types and the number of steps in each flow.

Every warehouse posts to its own inventory account, so the balance sheet shows where the goods physically are:
• Free Zone → 11530 Inventory FZ
• GUPCO → 11515 Inventory Cons. (Customer)
• Transit → 11510 Inventory in Transit
• New Cairo, Repair, Spare Parts, Assets → 11520 Local Inventory

Moving goods between two warehouses is not a purchase or a sale, so Odoo does not value it. The system therefore posts its own reclassification entry on validation — debit the destination account, credit the source account — and links it to the transfer, so each account always equals the stock in its warehouse.

Additional costs — freight, insurance, customs — spread over the value of received goods so that the stock value reflects the true landed cost. The customs entries created automatically on receipt appear in this list and can be reviewed here.

Records tools or materials written off as unusable. Scrapping moves the stock to the virtual scrap location and posts the write-off to the expense account.

Every completed stock move, with source and destination location, lot, quantity and date. This is the definitive record when investigating a stock discrepancy.

The same data as a pivot/graph report for volume analysis by product, category or period.

Configuration of each kind of transfer: its sequence prefix, default locations, and whether it creates a backorder when only part of the quantity is processed.

Reordering rules with minimum and maximum quantities per product and warehouse. Running the scheduler generates the purchase orders needed to bring stock back to the maximum.

Units are grouped into categories, and conversion between two units is possible only when they sit in the same category, where one is the reference unit and the other carries a conversion factor.

Reel and FT. Control line is bought on drums whose length differs by product — 350, 500, 1,000, 2,000, 6,281, 11,000 feet and so on — so a single reel-to-foot factor cannot exist. The length is therefore held on the product instead; see Converting a reel into feet in the Giant Oil Tools chapter.

All repair orders with their type, the tool being repaired, quantity and status. Repair orders are locked to the NEWCA operation type, which keeps repair stock movements separate from other stock movements.

Choose the Repair Type first — it drives the rest of the form, including whether a second output is allowed and what its default cost share is.

Grade B lots. When the repair produces a downgraded tool, the system generates the output lot with a -B suffix on the original part number, so a downgraded item is identifiable from its lot number alone. Tool condition is recorded as grade A, B or C.

Second Final Product. Enable it with the Second Final Product switch, then set:
• 2nd Product — what is recovered.
• 2nd Quantity and Unit.
• 2nd Lot/Serial — type it, or click Generate Serial.
• Cost Share (%) — the percentage of total component cost allocated to this by-product; the remainder stays with the main repaired tool. The value defaults from the repair type and is validated so it cannot exceed 100%.

The system will not allow the order to be marked done if a lot number is missing for the second product.

The catalogue of repair kinds. Each type is the control point for how its repairs behave.

Per type you configure whether a second output is enabled, the default second product, its tracking mode, default quantity and the default cost share. Setting this correctly once means the workshop does not have to decide cost allocation on each individual order.

The same repair records reached from the Giant Oil Tools application, for users who work primarily in that app.

The historical record of repairs carried out, used for tool history and for reporting on repair volumes and outcomes.

The register of inward reference numbers with their incoming date, carried over from the previous ERPNext system and used to tie current records back to historical shipments.

The Giant Oil Tools classification of items, used for grouping and reporting alongside the standard product categories.

Reusable condition texts that can be attached to customer contracts.

Material planning turns the approved sales forecast into a concrete purchasing requirement.

Set the Planning Horizon in days (90 by default) and click Compute. For each product the plan shows Forecast, On Hand, On Order, Reserved, Safety Stock and the resulting Net Requirement.

Review the computed lines, then use Create Purchase Requests to generate draft purchase documents for the shortfall. Lines already actioned are flagged as Processed so a second run does not duplicate them. The plan moves Draft → Computed → Done.

Monthly sales forecasts, kept as numbered versions so that a revised forecast never overwrites the one already used for planning.

Give the forecast a Title, a period (From/To) and a Version number, then enter one line per product and month with the Forecast Qty. The system computes Actual Invoiced and the Variance against it, so forecast accuracy can be reviewed after the fact.

A forecast must be Approved before material planning will use it; superseded versions are Archived rather than deleted.

Converts stock from one product into another without a bill of materials — repacking, re-grading or re-labelling.

List what is consumed under Consume Lines and what results under Produce Lines, and add any Additional Cost for labour or overhead. Validate posts the stock moves and carries the value of the consumed items, plus the additional cost, into the produced items.

Control line is bought on drums and often issued by the foot. Because every product has its own drum length — 350, 500, 650, 1,000, 1,200, 2,000, 3,000, 3,500, 4,000, 5,000, 6,000, 6,281, 7,000, 7,500, 8,000, 10,000, 11,000 and 12,000 feet are all in the catalogue — the length is held on the product, not on the unit of measure.

On the product form, the Control Line tab carries:
• Feet per Reel — the length of one drum of this product.
• Loose Feet Product — the product that holds control line by the foot (CL2549WL*).

The Convert to Feet button then opens a Repack / Conversion already filled in: consume one reel, produce that many feet. Validate it and the stock moves, the lot numbers and the accounting entry are created — the full cost of the reel is carried onto the feet, so a 2,000 ft drum costing 4,000 becomes 2,000 ft at 2.00 each with no value gained or lost.

Records used tools coming back from a customer or a job site into the workshop.

Enter the date, the partner returning the material and one line per item with its quantity and Condition, plus free-text Condition / Notes. Receive brings the items into stock so they can be sent to Repair & Redress.

For stock held at a customer site and billed only when the customer actually consumes it.

Enter the customer and one line per item with Qty Consumed, then click Bill Consumption. The system posts the stock consumption and creates the customer invoice for the consumed quantities in a single step. The record moves Draft → Billed.

The company vehicle register used for deliveries and site transport.

One card per journal — sales, purchases, bank, cash and miscellaneous. Each card shows the balance and the items needing attention, and its menu gives direct access to that journal's entries and to actions such as recording a payment.

All customer invoices with number, customer, dates, amounts and status. The E-Invoice Status column tracks submission to the Egyptian Tax Authority (ETA) portal.

Header: customer, invoice date, due date (from payment terms) and journal. Lines carry the product, quantity, unit price, taxes and the analytic distribution.

An invoice is created in Draft, where it can still be edited freely. Confirm posts it to the ledger, assigns the final number and makes it read-only. Register Payment then records receipt and reconciles it against the invoice.

The Other Info tab carries the Tanmia fields added for Giant Oil Tools reporting on customer invoices.

Reversals of customer invoices. Always issue a credit note rather than deleting a posted invoice — posted documents must never be removed from the ledger.

Supplier invoices awaiting validation and payment.

Enter the vendor, the Bill Reference (the vendor's own document number), the bill date and the due date, then the lines. Where the bill relates to a purchase order, use Auto-Complete to pull the ordered or received lines instead of typing them.

Confirm posts the bill; Register Payment settles it.

All customer receipts and vendor payments, with their journal, method, amount and reconciliation status.

Choose Receive or Send, the partner, the amount and currency, the journal (bank or cash) and the payment method. Confirming the payment posts it; it can then be matched against the open invoices of that partner.

Every accounting document, whether generated by an invoice, a payment, a stock move or entered manually. Manual entries are created here for accruals, provisions and adjustments.

The individual debit and credit lines behind those entries. This is the working screen for reconciliation and for investigating an account balance line by line.

All 234 accounts with their code, name, type and current balance. The account type governs how the account behaves in the financial statements and whether it can be reconciled.

The inventory family is worth knowing: 11510 in transit, 11515 consignment at customer, 11520 local, 11530 free zone hold the value of the goods, while 11525 Stock Interim (GR-IR & COGS clearing) is the counterpart of every stock movement — it is credited when goods are received and cleared when the vendor bill is posted, so its balance is what has been received but not yet invoiced. 11540 Inventory Adj. holds differences awaiting review.

The books that entries are posted into, each with its own sequence and default accounts:
• Customer Invoices (INV) and Vendor Bills (BILL) — the invoice documents.
• Sales Entries and Purchase Entries (ERPNext GL) — the general-ledger entries carried over from the previous system.
• Bank and Cash journals — one per account, 26 in total.
• Inventory Valuation (STJ) — every stock movement.
• Opening 2026, Asset Depreciation and other general journals.

Tax definitions with their rate, computation basis, the accounts they post to and their mapping into the tax report.

Rules that translate an invoice date into one or more due dates — 30 days, end of month, or instalments.

The fixed asset register: 201 assets with their acquisition value, depreciation method and accumulated depreciation.

The asset carries its original value, salvage value, method (straight line or declining), duration and the accounts used for the asset, the depreciation expense and the accumulated depreciation.

The Depreciation Board lists every past and future instalment; posted lines are linked to their journal entries. Assets can also be sold or disposed of from this form, which computes the gain or loss automatically.

All movements by account for the selected period, expandable to the individual entries. Use the date selector at the top to change the period and the comparison, and the export buttons for Excel or PDF.

Opening balance, period movement and closing balance for every account — the standard starting point for the monthly close.

Assets, liabilities and equity at a chosen date, with comparison to a prior period. Every figure drills down to the accounts and then to the entries behind it.

Income and expenses for the period, with comparatives.

Outstanding customer balances bucketed by age. The collections working list.

The same analysis for what is owed to vendors, used to plan payment runs.

A full statement of account per customer or vendor — every invoice, credit note and payment, with the running balance.

Cash generated and used by operating, investing and financing activities.

The accounting value of stock, reconciling the general ledger to the goods on hand, per warehouse inventory account:
• Initial Balance — what the ledger says.
• Ending Stock — what the goods are worth.
• Stock Variation — the gap between them, which should be zero.

Because valuation is perpetual, every stock movement posts its entry immediately, so the two sides stay equal without any month-end closing entry.

Depreciation charged per asset and per period, and the resulting net book value.

A pivot and graph report over invoiced amounts, by customer, product, salesperson or period.

Budget figures per account and period, reported against actuals so variances are visible during the year.

The matching screen for open receivable, payable and bank items. Matching an invoice against its payment clears both and updates the partner balance.

The employee directory with job position, department, manager and contact details.

Projects and their task boards, used to follow jobs and internal work through their stages.

Internal messaging: direct messages, channels, and the notification inbox where mentions and document follow-ups arrive.

The master switch panel for the whole system. Features are grouped by application — enabling Lots & Serial Numbers or Units of Measure, for example, is done here rather than inside Inventory.

The Companies section holds the company name, address, currency and the logo used on printed documents.

User accounts and their access rights. Each user is granted a level per application — for instance Billing or Accountant for Accounting, User or Administrator for Inventory. Grant the lowest level that lets someone do their job.

Deactivate leavers rather than deleting them, so their historical documents keep a valid author.

Company records with their legal details, tax identification and the logo used on invoices and reports.