XCRETCH Business ERP

Login & Access

How to Login

Logging Out

Click your name in the top-right corner and select Logout. Always log out when using shared computers.

Dashboard

The Dashboard is your business command center. It shows real-time financial data at a glance.

Widgets Explained

Navigation Guide

The left sidebar organizes all modules into sections:

Clients

Manage all your business clients. Every client can have invoices, payments, and balances tracked in their preferred currency.

Viewing Clients

Navigate to Clients in the sidebar. The list shows:

• Client code (auto-generated: CLT-001, CLT-002, etc.)
• Company name and contact person
• Email and phone
• Currency
• Status (Active/Inactive)
• Outstanding balance

Creating a New Client

Client Detail Page

Click any client row to see their detail page with:

• Client Info — Full profile, contact details, address
• Outstanding Balance — Total unpaid invoices in their currency
• Invoice History — All invoices for this client with status
• Payment History — All payments received from this client

Editing a Client

Click Edit on the client detail page. Change any field and click Update.

Deactivating a Client

Set status to Inactive to hide them from dropdowns while preserving all historical data.

Client Payments

Record payments received from clients against their invoices.

Recording a Payment

Invoices

Create professional invoices for your clients with full line-item detail, tax, and discount support.

Invoice Lifecycle

Creating an Invoice

Issuing an Invoice

When the invoice is ready to send to the client, click Issue on the invoice detail page. This:

• Changes status from DRAFT → ISSUED
• Automatically creates a journal entry (Debit: Accounts Receivable, Credit: Revenue)
• The invoice now appears in the client's outstanding balance

Downloading Invoice PDF

Click the red PDF button on any invoice to download a professional PDF with:

• Company header with logo area
• Invoice number, date, due date, status badge
• Bill-to client details
• Itemized table with quantities, rates, amounts
• Subtotal, discount, tax, total, paid, outstanding
• Notes and terms

Cancelling an Invoice

Click Cancel on the invoice detail page. This reverses the journal entry and sets status to CANCELLED.

Invoice Payments

When a client pays an invoice (partially or fully), record it through the Payment system.

Partial Payments

You can record multiple partial payments against one invoice. The system tracks:

• Paid Amount — Total received
• Outstanding Amount — Remaining balance
• Status — Automatically changes to PARTIALLY_PAID or PAID

Bank Accounts

Track all your bank accounts with real-time balances in any currency.

Creating a Bank Account

Understanding Balances

Reconciling an Account

Click Reconcile on any bank account to match your records with the bank statement:

Transfers

Move money between your accounts (bank-to-bank, bank-to-crypto, crypto-to-crypto).

Creating a Transfer

Currency Conversion

When transferring between different currencies (e.g., PKR → USD), the system handles the exchange rate and records any gain/loss automatically.

Crypto Wallets

Track your cryptocurrency holdings across multiple wallets and chains.

Supported Coins

USDC and USDT are pre-configured. You can add any coin through the currency system.

Creating a Crypto Wallet

Portfolio View

The crypto dashboard shows:

• Total portfolio value in base currency (PKR)
• Individual wallet balances with current value
• Recent transactions

Crypto Transactions

Record all crypto activity: buys, sells, conversions, and transfers.

Transaction Types

Recording a Crypto Transaction

Expenses

Track all business spending with categories, attachments, and accounting integration.

Recording an Expense

Expense Categories

Pre-configured categories include:

Custom Categories

Go to Expenses → Categories to add your own. Each category maps to a Chart of Accounts entry for proper accounting.

Expense Categories

Create and manage expense categories. Each category links to a Chart of Accounts entry.

Adding a Category

Employees

Maintain your employee directory with designations, departments, and salary info.

Adding an Employee

Employee Detail Page

Shows complete employee profile, salary history, and all salary slips.

Salaries & Payslips

Process monthly payroll with automatic accounting entries and PDF payslip generation.

Salary Processing Workflow

Creating a Salary Record (Single)

Bulk Salary Processing

Process multiple employees at once:

Marking a Salary as Paid

Downloading Salary Slip PDF

Click the red PDF Slip button on any salary record to download a professional payslip showing:

• Company header and employee details
• Earnings section: Basic Salary, Bonus
• Deductions section
• Net Salary highlight
• Payment date and status

Chart of Accounts (COA)

The backbone of your accounting system. Every financial transaction maps to accounts here.

Account Types

Default Accounts (Pre-configured)

• 1000 — Assets (parent)
• 1100 — Cash in Hand
• 1110 — Bank Accounts
• 1120 — Petty Cash
• 1200 — Accounts Receivable
• 1300 — Prepaid Expenses
• 2000 — Liabilities (parent)
• 2100 — Accounts Payable
• 2200 — Salary Payable
• 3000 — Owner's Equity
• 4000 — Revenue
• 5000 — Cost of Goods Sold
• 6000 — Salary Expense
• 6100 — Rent Expense
• 6200 — Utilities Expense
• 6300 — Office Supplies

Creating a New Account

Account Sub-Types

Each account can be a Header (grouping only) or Detail (used in transactions). Only Detail accounts can be used in journal entries.

Journal Entries

The heart of double-entry accounting. Every financial transaction creates a journal entry.

Understanding Journal Entries

Creating a Manual Journal Entry

Posting a Journal Entry

Click Post on a DRAFT entry. This:

• Changes status to POSTED
• Updates account balances in the account_balances table
• Makes the entry permanent (cannot be edited, only reversed)

Automatic Journal Entries

The system creates journal entries automatically for:

General Ledger

View the complete transaction history for any account.

Using the General Ledger

Reading the Ledger

Trial Balance

A snapshot of all account balances at a specific date. Total debits must equal total credits.

Using the Trial Balance

What It Shows

• Every account with a non-zero balance
• Debit and Credit columns
• Total row at the bottom — both sides MUST match
• If they don't match, there's an accounting error that needs investigation

Reports

The system includes 10 comprehensive financial reports. All support date filtering and CSV export.

Profit & Loss Statement

Shows your revenue, expenses, and net profit for a period.

• Revenue Section — All revenue accounts with totals
• Expense Section — All expense accounts grouped and totalled
• Net Profit/Loss — Revenue minus Expenses
• Set From Date and To Date to filter

Balance Sheet

A snapshot of your financial position at a specific date:

• Assets — What you own (bank, crypto, receivables)
• Liabilities — What you owe (payables, loans)
• Equity — Owner's stake
• Balance Check: Assets = Liabilities + Equity

Cash Flow Statement

Tracks where your cash came from and where it went:

• Operating Activities — Revenue, expenses, payments
• Investing Activities — Asset purchases/sales
• Financing Activities — Loans, capital contributions

Accounts Receivable

Shows all outstanding invoices grouped by client with aging buckets.

Aging Report

Categorizes outstanding receivables by age:

Expense by Category

Bar chart and table showing expenses broken down by category. Helps identify where money is going.

General Ledger Report

Detailed transaction listing for any account with date filtering. Shows every journal entry affecting the selected account.

Revenue by Client

Shows how much revenue each client has generated. Useful for identifying your most valuable clients.

Currency Position

Shows your asset balances broken down by currency. Useful for multi-currency businesses to monitor FX exposure.

Currencies

Manage the currencies your business operates in.

Pre-configured Currencies

Adding a Currency

Exchange Rates

Manage exchange rates for currency conversions.

Setting Exchange Rates

Example: If 1 USD = 278.50 PKR, enter rate 278.50 for USD.

Users

Manage who can access the system and what they can do.

Creating a User

User Detail Page

Shows user profile, assigned roles, and activity. You can:

• Edit user details
• Change role assignment
• Deactivate the user
• Reset password

Roles & Permissions

Define what each user can see and do in the system.

Default Roles

Available Permissions (35+)

Permissions are grouped by module:

• Clients: clients.view, clients.create, clients.edit, clients.delete
• Invoices: invoices.view, invoices.create, invoices.edit, invoices.delete
• Payments: payments.view, payments.create, payments.edit, payments.delete
• Banking: bank-accounts.view, bank-accounts.manage, transfers.view, transfers.create
• Crypto: crypto.view, crypto.manage
• Expenses: expenses.view, expenses.create, expenses.edit, expenses.delete
• Employees: employees.view, employees.manage
• Salaries: salaries.view, salaries.manage
• Journal: journal.view, journal.create
• Reports: reports.view
• Settings: settings.manage
• Users: users.view, users.manage
• Roles: roles.view, roles.manage
• Currencies: currencies.view, currencies.manage
• Audit: audit.view

Creating a Custom Role

System Settings

Configure your company profile, system preferences, and invoicing defaults.

Company Profile Tab

System Tab

• Base Currency — PKR (all reports convert to this)
• Fiscal Year Start — January (month 1)

Invoicing Tab

• Invoice Prefix — INV (invoices numbered INV-2026-000001)
• Default Payment Terms — Net 30
• Default Invoice Notes — Thank you for your business!

Audit Trail

Every action in the system is logged for security and compliance.

What Gets Logged

• User logins and logouts
• Record creation, updates, and deletions
• Invoice issuing and cancelling
• Salary processing and payments
• Journal entry posting
• Settings changes
• User and role changes

Viewing the Audit Trail

Filter Options

Notifications

System alerts and updates appear in the bell icon on the top bar.

Notification Types

• info — General information
• success — Successful operations
• warning — Attention needed
• error — Failed operations

Managing Notifications

• Click the bell icon in the top bar to see recent notifications
• Click View All to go to the full notifications page
• Click the checkmark to mark individual notifications as read
• Click Mark All Read to clear all unread notifications
• Click the trash icon to delete notifications

My Profile

Manage your personal account settings.

Editing Your Profile

Changing Your Password

Keyboard Shortcuts

Frequently Asked Questions

Q: Can I edit a posted journal entry?

A: No. Posted entries are immutable. To correct one, create a reversing entry (DR→CR, CR→DR) with the same amounts, then create the correct entry.

Q: What happens when I delete an invoice?

A: The invoice is cancelled (not truly deleted). The journal entry is reversed and the client's outstanding balance updates.

Q: Can I change the base currency?

A: No. The base currency is set once and cannot be changed. All reports are in base currency.

Q: How do multi-currency transfers work?

A: When transferring between different currencies, you enter the exchange rate. The system calculates the equivalent amount and may record a forex gain/loss.

Q: Can I delete an employee with salary records?

A: You can deactivate an employee, but you cannot delete one with existing salary records.

Q: How are PDFs generated?

A: The system uses Dompdf library. Click the PDF button on any invoice or salary slip to download a professional A4 PDF.

Q: What if my trial balance doesn't balance?

A: Check the General Ledger for the period. Look for missing entries, duplicate entries, or incorrect amounts. The audit trail can help identify when the discrepancy was introduced.

Troubleshooting

Common Issues