BUSINESS MANAGEMENT SOFTWARE

USER QUICK START WORKBOOK

Prepared for: ______________________________

Prepared by: Webstores by DBITCo

Version: 1.0

Document status: Production

Classification: Internal Use

A practical guide for navigating and using your connected business system.

Document Control

Item	Details
Document title	Webstores Business Management Software User Quick Start Workbook
Client
Version	1.0
Prepared by	Webstores by DBITCo
Date issued	1st June 2026
Review date	30th September 2026
Approved by	Daniel Baboolal

1. Welcome	16. Invoicing and Payments
2. About the Business Management Software	17. Documents and File Management
3. How to Use This Workbook	18. Calendar and Activities
4. Logging In and Out	19. Live Chat and Customer Communication
5. Understanding the Home Screen	20. Website and Customer Portal
6. Navigating the System	21. eLearning
7. Search, Filters, Grouping and Favorites	22. Reporting and Dashboards
8. Activities, Messages and Attachments	23. Daily User Routine
9. Contact Management	24. Data Quality and Business Standards
10. Customer Relationship Management	25. Common Problems and User Solutions
11. Inventory Management	26. Working with Webstores Support
12. Rental Management	27. Glossary
13. Sales Management	28. Quick Reference Sheets
14. Point of Sale	29. Final Skills Checklist
15. Purchasing and Supplier Management

1. Welcome

Welcome to your Webstores Business Management Software.

This system brings important business functions together in one connected platform. Depending on your role, you may use it to manage customers, enquiries, inventory, rentals, quotations, sales, payments, documents, communication, courses, reports or other daily activities.

This workbook introduces the main areas of the system and shows how to complete common tasks. It is designed for new users and existing employees who need a clear reference for everyday work.

The objective is not to memorize every screen. The objective is to understand:

· Where information is stored.

· How records move through the business.

· What tasks belong to your role.

· How your work affects other departments.

· When to contact Webstores for assistance.

2. About the Business Management Software

The Business Management Software connects different areas of the organization.

A typical transaction may move through the system as follows:

Customer Enquiry

↓

Customer Record

↓

Opportunity

↓

Check Availability

↓

Quotation or Rental

↓

Customer Approval

↓

Delivery or Collection

↓

Invoice

↓

Payment

↓

Reporting

Information entered in one area may be used by several departments.

For example:

· A customer created in Contacts can be used in CRM, Sales, Rentals and Accounting.

· A confirmed sale can reserve or reduce inventory.

· A customer payment updates the invoice balance.

· A completed transaction contributes to management reports.

· A website enquiry may automatically create a CRM Lead.

User Responsibility

Every user is responsible for entering information accurately and completing transactions according to company procedures.

Incorrect or incomplete information can affect:

· Customer service.

· Inventory quantities.

· Invoices.

· Payments.

· Reports.

· Management decisions.

3. How to Use This Workbook

Each section includes:

· A plain-language explanation.

· Navigation instructions.

· Step-by-step procedures.

· Screenshot placeholders.

· Business standards.

· Practice exercises.

· A short completion checklist.

Screens and options may differ depending on:

· Your access rights.

· Your department.

· The applications enabled for your organization.

· Company-specific customizations.

Important

Only use the functions assigned to your role.

Workbook Symbols

Label	Meaning
Information	Helpful explanation
Best Practice	Recommended way to complete a task
Important	Information that should not be overlooked
Exercise	Practical task
Support	Contact Webstores before proceeding

4. Logging In and Out

4.1 Accessing the System

Your administrator or manager will provide:

· The system web address.

· Your username or email address.

· A temporary or permanent password.

· Any additional login instructions.

System address: ______________________________________________

4.2 Logging In

1. Open an approved web browser.

2. Enter the system address.

3. Enter your username or email address.

4. Enter your password.

5. Select Log In.

Figure 4.1 – Login Screen

4.3 First Login

1. Confirm that your name is displayed correctly.

2. Confirm that you can access the applications required for your role.

3. Update your password if instructed.

4. Confirm your time zone and language.

5. Report missing or incorrect access to Webstores Support.

4.4 Logging Out

1. Select your profile or user menu.

2. Select Log Out.

3. Close the browser if using a shared device.

Business Standards

· Never share your password.

· Never use another employee’s account.

· Lock or log out when leaving your workstation.

· Report suspicious login activity immediately.

· Do not save passwords on shared computers.

Practice Exercise

1. Log into the system.

2. Open your user menu.

3. Confirm your name and company.

4. Log out.

5. Log back in.

5. Understanding the Home Screen

After logging in, the system opens your main workspace.

The applications displayed depend on your role.

Common applications may include:

· Contacts

· CRM

· Inventory

· Rental

· Sales

· Point of Sale

· Purchase

· Accounting

· Documents

· Calendar

· Live Chat

· Website

· eLearning

· Reporting

Figure 5.1 – Main Application Screen

5.1 Application Access

If an application is not visible, it may mean:

· It is not required for your role.

· Your access has not been assigned.

· The application is not enabled for your organization.

Support

Do not attempt to change your own permissions. Submit an access request to Webstores through your manager or authorized contact.

Practice Exercise

1. Identify the applications available to you.

2. Open one application.

3. Return to the main application screen.

4. Confirm the active company.

6. Navigating the System

Most applications use the same basic layout.

6.1 Main Menu

The main menu provides access to the sections within an application.

Example:

Inventory

Products

Operations

Reporting

6.2 List View

List View displays multiple records.

Examples:

· Customers

· Products

· Quotations

· Invoices

· Purchase Orders

You may be able to:

· Sort records.

· Open records.

· Select multiple records.

· Apply filters.

· Export information, if permitted.

Figure 6.1 – List View

6.3 Form View

Form View displays one record in detail.

A Form View may contain:

· General information.

· Tabs.

· Status.

· Action buttons.

· Messages.

· Activities.

· Attachments.

6.4 Kanban View

Kanban View displays records as cards.

It is commonly used for:

· CRM opportunities.

· Projects.

· Tasks.

· Service requests.

· Recruitment.

Cards can often be moved between stages.

Figure 6.3 – Kanban View

6.5 Calendar View

Calendar View displays records by date and time.

It may be used for:

· Meetings.

· Appointments.

· Rentals.

· Activities.

· Events.

6.6 Common Buttons

Button	Purpose
New	Create a new record
Save	Save changes
Discard	Cancel unsaved changes
Edit	Change an existing record
Confirm	Approve or continue a transaction
Cancel	Cancel a record or transaction
Print	Print or generate a report
Action	Display additional options
Send	Send a document or message
Archive	Hide an inactive record while preserving history

Business Standard

Read the screen before selecting an action. Buttons such as Confirm, Post, Validate and Cancel may affect other departments and may not be easily reversed.

7. Search, Filters, Grouping and Favorites

7.1 Search

Use the search bar to find records.

You may search by:

· Name.

· Reference number.

· Customer.

· Email.

· Telephone.

· Product.

· Status.

· Date.

Figure 7.1 – Search Bar

7.2 Filters

Filters limit the records displayed.

Common filters include:

· My Records.

· Active.

· Archived.

· Draft.

· Confirmed.

· Paid.

· Unpaid.

· This Month.

· Overdue.

7.3 Group By

Group By organizes records into categories.

Examples:

· Sales by salesperson.

· Inventory by category.

· Invoices by status.

· Opportunities by stage.

· Purchases by supplier.

7.4 Favorites

Save frequently used searches as Favorites.

To create a Favorite:

1. Apply the required search and filters.

2. Open Favorites.

3. Select Save Current Search.

4. Enter a clear name.

5. Save.

Practice Exercise

1. Open Contacts.

2. Search for a customer.

3. Apply a filter.

4. Group the results.

5. Save the search as a Favorite.

8. Activities, Messages and Attachments

Many records include a communication area.

This area may contain:

· Messages.

· Internal notes.

· Activities.

· Emails.

· Attachments.

· Change history.

8.1 Internal Notes

Use internal notes to communicate with authorized employees.

Internal notes should be:

· Factual.

· Relevant.

· Professional.

· Clear.

Important

Do not enter personal opinions or inappropriate comments.

8.2 Activities

Activities remind users to complete future work.

Common activities include:

· Call.

· Email.

· Meeting.

· Follow-up.

· To-do.

· Upload document.

To schedule an activity:

1. Open the relevant record.

2. Select Schedule Activity.

3. Choose the activity type.

4. Assign the responsible person.

5. Set the due date.

6. Add a clear summary.

7. Save.

Figure 8.1 – Schedule Activity

8.3 Completing Activities

1. Open the activity.

2. Record the result.

3. Mark it as completed.

4. Schedule another activity if follow-up is required.

8.4 Attachments

Attach documents directly to the relevant record.

Examples:

· Customer request.

· Supplier invoice.

· Signed agreement.

· Product photograph.

· Warranty document.

· Proof of payment.

Business Standard

Store supporting documents with the transaction they relate to. Avoid keeping important records only in email, personal folders or messaging applications.

9. Contact Management

The Contacts application stores information about people and organizations.

Contacts may include:

· Customers.

· Suppliers.

· Employees.

· Contractors.

· Business partners.

· Government agencies.

· Schools.

· Organizations.

9.1 Search Before Creating

Always search before creating a contact.

Duplicate contacts can result in:

· Split transaction history.

· Incorrect customer balances.

· Duplicate emails.

· Inaccurate reports.

· Confusion between departments.

9.2 Creating a Contact

1. Open Contacts.

2. Select New.

3. Choose Individual or Company.

4. Enter the name.

5. Enter available contact information.

6. Add tags if required.

7. Save.

Figure 9.1 – New Contact Form

9.3 Company and Individual Contacts

Use Company for:

· Businesses.

· Schools.

· Government agencies.

· Non-profit organizations.

Use Individual for:

· Private customers.

· Employees.

· Contact persons.

· Directors.

· Representatives.

An individual may be connected to a company.

9.4 Updating Contacts

Update contact details when changes are confirmed.

Examples:

· New telephone number.

· New email address.

· New billing address.

· New company representative.

9.5 Archiving Contacts

Archive inactive contacts rather than deleting them.

Archiving preserves:

· Sales history.

· Invoices.

· Payments.

· Messages.

· Documents.

Contact Standards

· Use correct spelling.

· Use full names where available.

· Enter valid email addresses.

· Confirm telephone numbers.

· Avoid unnecessary abbreviations.

· Keep internal notes professional.

Practice Exercise

1. Search for an existing contact.

2. Create a new company.

3. Add an individual linked to the company.

4. Update the telephone number.

5. Add an internal note.

10. Customer Relationship Management

The CRM application tracks enquiries and potential business.

It helps users manage:

· Leads.

· Opportunities.

· Customer follow-up.

· Sales activities.

· Pipeline stages.

· Expected revenue.

· Lost reasons.

10.1 Lead

A Lead is an initial enquiry that may require further qualification.

Examples:

· Website enquiry.

· Telephone enquiry.

· Walk-in request.

· Social media enquiry.

· Referral.

10.2 Opportunity

An Opportunity is a qualified enquiry with a realistic possibility of becoming business.

10.3 Creating an Opportunity

1. Open CRM.

2. Select New.

3. Enter the opportunity name.

4. Select or create the customer.

5. Enter contact information.

6. Record the customer’s need.

7. Assign the responsible salesperson.

8. Schedule the next activity.

9. Save.

Figure 10.1 – CRM Pipeline

Figure 10.2 – Opportunity Form

10.4 Moving Through Stages

An opportunity may move through stages such as:

New

↓

Qualified

↓

Quotation

↓

Negotiation

↓

Won or Lost

Update the stage as progress occurs.

10.5 Activities

Every active opportunity should have a next action.

Examples:

· Call customer.

· Prepare quotation.

· Schedule meeting.

· Follow up after quotation.

· Request documents.

10.6 Marking an Opportunity as Won

Mark the opportunity as won when the customer confirms that they are proceeding.

10.7 Marking an Opportunity as Lost

1. Select Lost.

2. Choose the most accurate lost reason.

3. Add a note if needed.

Lost reasons help management understand why business was not secured.

Practice Exercise

Create an opportunity for a customer requesting a quotation. Schedule a follow-up call and move the opportunity to the appropriate stage.

11. Inventory Management

Inventory Management records products entering, moving through and leaving the organization.

Common activities include:

· Receiving stock.

· Internal transfers.

· Deliveries.

· Inventory counts.

· Lot and serial tracking.

· Expiry monitoring.

11.1 Product Records

A product record may include:

· Product name.

· Product code.

· Barcode.

· Category.

· Selling price.

· Cost.

· Unit of measure.

· Tracking method.

Important

Do not create products unless authorized.

11.2 Checking Stock

1. Open Inventory.

2. Open Products.

3. Search for the product.

4. Review available and forecast quantities.

Figure 11.1 – Product Inventory Information

11.3 Receiving Stock

Stock may be received from a supplier order or receipt.

1. Open Inventory.

2. Open Receipts.

3. Select the relevant receipt.

4. Verify the supplier and products.

5. Enter or confirm received quantities.

6. Enter lots, serial numbers or expiry information if required.

7. Select Validate.

Figure 11.2 – Inventory Receipt

11.4 Internal Transfers

Use an Internal Transfer when stock moves between:

· Warehouses.

· Locations.

· Departments.

· Storage areas.

1. Open Internal Transfers.

2. Create or open the transfer.

3. Confirm the source location.

4. Confirm the destination.

5. Add products and quantities.

6. Validate the transfer.

11.5 Deliveries

Deliveries reduce available inventory.

Before validating:

· Verify the customer.

· Verify the product.

· Verify the quantity.

· Verify the lot or serial number where required.

11.6 Lots and Serial Numbers

Lots identify groups of products.

Serial numbers identify individual items.

They may be used for:

· Medicines.

· Food.

· Chemicals.

· Electronics.

· Equipment.

· Warranty tracking.

11.7 Expiry Dates

Do not issue expired inventory.

Report expired, damaged or recalled stock according to company procedures.

11.8 Inventory Adjustments

Use Inventory Adjustments when physical stock differs from the recorded quantity.

Adjustments should be:

· Verified.

· Explained.

· Approved where required.

· Completed by authorized users.

Inventory Standards

· Record every movement.

· Validate the correct quantities.

· Use the correct warehouse and location.

· Do not guess lot or serial information.

· Report damaged goods immediately.

· Do not make unauthorized adjustments.

Practice Exercise

Receive stock, complete an internal transfer and confirm the resulting quantity.

12. Rental Management

Rental Management handles products or equipment temporarily provided to customers.

The rental process may include:

Customer Request

↓

Check Availability

↓

Rental Quotation

↓

Customer Approval

↓

Pickup or Delivery

↓

Return

↓

Inspection

↓

Invoice or Additional Charge

12.1 Checking Availability

1. Search for the product.

2. Select the requested dates.

3. Review availability.

4. Check existing bookings.

5. Confirm the correct quantity.

12.2 Creating a Rental Order

1. Open Rental.

2. Select New.

3. Select the customer.

4. Add the rental product.

5. Enter the rental dates.

6. Confirm pricing.

7. Add deposit or notes if required.

8. Save or send the quotation.

coder

Figure 12.1 – Rental Order

12.3 Confirming a Rental

Confirm the rental only after:

· Customer approval.

· Availability verification.

· Pricing review.

· Required deposit arrangements.

12.4 Pickup or Dispatch

Before equipment leaves:

· Verify the correct item.

· Verify accessories.

· Record existing damage.

· Confirm the responsible employee.

· Obtain customer acknowledgement where required.

12.5 Returns

1. Open the rental order.

2. Confirm the returned item and quantity.

3. Inspect the condition.

4. Record damage or missing accessories.

5. Complete the return.

6. Apply additional charges according to company policy.

Rental Standards

· Never release unrecorded equipment.

· Check availability before confirming.

· Inspect before issue and after return.

· Record missing accessories.

· Do not refund deposits before inspection.

· Update extensions immediately.

13. Sales Management

Sales Management is used for quotations and confirmed customer orders.

13.1 Sales Workflow

Customer Request

↓

Quotation

↓

Customer Approval

↓

Sales Order

↓

Delivery

↓

Invoice

↓

Payment

13.2 Creating a Quotation

1. Open Sales.

2. Select Quotations.

3. Select New.

4. Select the customer.

5. Add products or services.

6. Enter quantities.

7. Review pricing, taxes and discounts.

8. Add terms or notes.

9. Save.

Figure 13.1 – Sales Quotation

13.3 Sending a Quotation

Before sending:

· Confirm the customer.

· Confirm the products.

· Confirm availability.

· Confirm quantities.

· Confirm pricing.

· Confirm taxes.

· Confirm the validity period.

Select Send and use the approved email template.

13.4 Customer Approval

Customer approval may be received through:

· Online acceptance.

· Digital signature.

· Email.

· Signed document.

· Approved internal procedure.

13.5 Confirming a Sale

Confirming a quotation creates a Sales Order.

Only confirm after customer approval.

A confirmed order may:

· Reserve inventory.

· Create a delivery.

· Allow invoice creation.

· Update sales reports.

13.6 Discounts

Only apply discounts according to company policy and your access level.

13.7 Revising a Quotation

1. Open the quotation.

2. Update the products, quantity or price.

3. Review the full quotation again.

4. Resend the revised version.

5. Record the customer’s approval.

Practice Exercise

Create a quotation, send it and confirm it after simulated customer approval.

14. Point of Sale

Point of Sale is used for immediate counter or retail transactions.

14.1 Opening a Session

Before opening:

· Count the opening cash.

· Check receipt paper.

· Check the scanner.

· Check the payment terminal.

· Confirm the correct register.

1. Open Point of Sale.

2. Select the register.

3. Select Open Register.

4. Enter the opening cash if required.

Figure 14.1 – Point of Sale Opening Screen

14.2 Processing a Sale

1. Select or scan products.

2. Confirm quantities.

3. Select the customer if required.

4. Apply authorized discounts or rewards.

5. Review the total.

6. Select Payment.

7. Choose the payment method.

8. Enter the amount received.

9. Validate the transaction.

10. Issue the receipt.

Figure 14.2 – Point of Sale Interface

Figure 14.3 – Payment Screen

14.3 Customer Selection

Selecting a customer supports:

· Purchase history.

· Loyalty points.

· Store credit.

· Email receipts.

· Customer-specific prices.

14.4 Refunds

1. Locate the original order.

2. Select the item being returned.

3. Confirm the quantity.

4. Confirm the return reason.

5. Complete the refund according to company policy.

Important

Never process refunds outside the system.

14.5 Customer Credit

Available customer credit may be applied when the correct customer is selected.

Confirm the customer’s identity before applying credit.

14.6 Closing a Session

1. Stop processing sales.

2. Count cash.

3. Review expected totals.

4. Enter actual cash.

5. Record any differences.

6. Close the session.

POS Standards

· Use your assigned employee or cashier profile.

· Never leave the register unattended.

· Do not share cashier access.

· Issue a receipt.

· Report cash differences immediately.

· Process every transaction through the system.

15. Purchasing and Supplier Management

Purchasing records the products and services acquired from suppliers.

15.1 Purchase Workflow

Business Need

↓

Supplier Selection

↓

Request for Quotation

↓

Purchase Order

↓

Receipt

↓

Vendor Bill

↓

Payment

15.2 Creating a Request for Quotation

1. Open Purchase.

2. Select Requests for Quotation.

3. Select New.

4. Select the supplier.

5. Add products.

6. Enter quantities.

7. Review expected delivery dates.

8. Save.

Figure 15.1 – Request for Quotation

15.3 Confirming a Purchase Order

Only confirm after:

· Supplier selection.

· Price review.

· Approval where required.

· Quantity verification.

· Delivery terms review.

15.4 Receiving Products

When products arrive:

· Compare the delivery to the Purchase Order.

· Count the items.

· Inspect condition.

· Record shortages or damage.

· Validate only the quantity received.

15.5 Vendor Bills

Before approving a supplier bill, verify:

· Purchase Order.

· Received quantity.

· Supplier invoice.

· Price.

· Tax.

· Payment terms.

Purchasing Standards

· Use approved suppliers.

· Avoid duplicate orders.

· Confirm stock before reordering.

· Physically inspect receipts.

· Report shortages and damage.

· Do not approve unverified bills.

16. Invoicing and Payments

Invoicing records amounts owed by customers.

16.1 Important Documents

Document	Meaning
Quotation	Proposed sale
Sales Order	Confirmed customer order
Invoice	Customer payment request
Credit Note	Reduces or reverses an invoice
Payment	Money received or paid
Vendor Bill	Amount owed to a supplier

16.2 Creating an Invoice

Invoices may be generated from:

· Confirmed Sales Orders.

· Rentals.

· Deliveries.

· Services.

· Manual billing, where authorized.

Before creating an invoice:

· Confirm the customer.

· Confirm delivery or service completion.

· Confirm quantities.

· Confirm prices.

· Confirm taxes.

· Confirm payment terms.

Figure 16.1 – Customer Invoice

16.3 Draft and Posted Invoices

A Draft Invoice can still be reviewed and changed.

A Posted Invoice becomes an official accounting record.

Important

Do not post an invoice until it has been checked.

16.4 Registering a Payment

1. Open the posted invoice.

2. Select Register Payment.

3. Choose the payment journal or method.

4. Enter the payment date.

5. Enter the amount.

6. Confirm.

Figure 16.2 – Register Payment

16.5 Partial Payments

When the customer pays less than the invoice total:

· Enter the amount received.

· Confirm the payment.

· Leave the remaining amount outstanding.

Do not mark an invoice fully paid unless the full balance has been settled.

16.6 Customer Credit

A customer may have credit from:

· A Credit Note.

· An overpayment.

· A return.

· An approved adjustment.

Available credit may appear on the invoice as an outstanding credit.

Apply it only to the correct customer account.

16.7 Credit Notes

Use a Credit Note to reduce or reverse a posted invoice.

Credit Notes require appropriate approval and should reference the original transaction.

Financial Standards

· Check invoices before posting.

· Register payments promptly.

· Use the correct payment method.

· Do not apply one customer’s credit to another.

· Keep proof of payment.

· Do not delete posted financial records.

· Contact Finance or Webstores when unsure.

17. Documents and File Management

The Documents application provides organized electronic storage.

17.1 Workspaces

Workspaces may be organized by:

· Customers.

· Sales.

· Inventory.

· Rentals.

· Suppliers.

· Finance.

· Human Resources.

· Management.

17.2 Uploading a Document

1. Open Documents.

2. Select the correct workspace.

3. Select Upload.

4. Choose the file.

5. Rename it clearly.

6. Add tags if required.

7. Link it to the appropriate record.

Figure 17.1 – Documents Workspace

17.3 Document Naming

Use names that identify the file without opening it.

Good examples:

· Customer Contract – ABC Limited – 2026

· Supplier Invoice – INV-4582

· Rental Inspection – Generator 002

· Proof of Payment – Invoice 1054

Avoid:

· Scan001

· Document

· Untitled

· New File

17.4 Confidential Documents

Only access or share confidential documents when authorized.

Examples include:

· Identification.

· Contracts.

· Financial records.

· Employee records.

· Medical information.

18. Calendar and Activities

Calendar and Activities help users plan and complete work.

18.1 Calendar Events

Use Calendar for:

· Customer meetings.

· Staff meetings.

· Site visits.

· Appointments.

· Training.

· Scheduled inspections.

To create an event:

1. Open Calendar.

2. Select a date and time.

3. Enter the title.

4. Add attendees.

5. Add the location or online link.

6. Add notes.

7. Save.

Figure 18.1 – Calendar Event

18.2 Activities

Activities are connected to records such as:

· Customers.

· Opportunities.

· Quotations.

· Invoices.

· Rentals.

· Purchase Orders.

Best Practice

Every promised follow-up should become an activity.

Daily Activity Routine

1. Review overdue activities.

2. Review activities due today.

3. Review the calendar.

4. Prioritize urgent customer matters.

5. Complete and update activities during the day.

19. Live Chat and Customer Communication

Live Chat allows authorized users to communicate with website visitors.

19.1 Accepting a Chat

1. Review the visitor’s first message.

2. Accept the conversation.

3. Greet the visitor.

4. Ask clear questions.

5. Provide accurate information.

6. Create a contact or CRM opportunity where appropriate.

7. Schedule follow-up if needed.

8. Close professionally.

Figure 19.1 – Live Chat Conversation

Communication Standards

· Use complete sentences.

· Be polite.

· Do not use slang.

· Do not promise what has not been approved.

· Confirm the customer’s need.

· Transfer the conversation if another department is responsible.

· Record important information.

Sample Opening

Example

Good day. Thank you for contacting us. How may I assist you?

Sample Holding Response

Example

I am reviewing that information for you. Thank you for your patience.

Sample Closing

Example

Thank you for contacting us. Your request has been recorded, and the appropriate team member will follow up with you.

20. Website and Customer Portal

The website allows customers to learn about the organization and submit requests.

The Customer Portal may allow customers to:

· View quotations.

· Accept quotations.

· View Sales Orders.

· View invoices.

· Download documents.

· Review payments.

· Access courses.

· Update selected information.

20.1 Website Enquiries

Website enquiries may create:

· CRM Leads.

· Contacts.

· Requests.

· Appointments.

· Course registrations.

Best Practice

Review website enquiries promptly.

20.2 Customer Portal Access

Customers receive portal access through an invitation or account setup process.

Important

Do not ask for or record a customer’s password.

For access problems:

· Verify the customer’s email.

· Confirm their identity.

· Use the approved password reset process.

· Contact Webstores when required.

Figure 20.1 – Customer Portal

20.3 Online Acceptance

Customers may accept quotations or sign documents online.

After acceptance:

· Review the transaction.

· Continue the required internal process.

· Do not assume delivery or invoicing is complete unless the relevant records confirm it.

21. eLearning

The eLearning application provides online courses, lessons, quizzes and learner progress tracking.

This section applies only to organizations using online learning.

21.1 Course Structure

A course may contain:

· Sections.

· Videos.

· Documents.

· Articles.

· Quizzes.

· Certifications.

· Learning resources.

21.2 Accessing a Course

1. Log into the website or Customer Portal.

2. Open Courses.

3. Select the required course.

4. Review the course description.

5. Select Start Course or Continue.

Figure 21.1 – Course Catalogue

Figure 21.2 – Course Lesson

21.3 Completing Lessons

Learners should:

· Review lessons in the correct order.

· Complete required videos or reading.

· Complete quizzes.

· Submit required work.

· Review feedback.

21.4 Quizzes

Read each question carefully.

Depending on the course:

· Multiple attempts may be allowed.

· A pass mark may be required.

· Answers may be shown after completion.

· Certification may depend on the result.

21.5 Progress Tracking

Progress may show:

· Lessons completed.

· Percentage completed.

· Quiz results.

· Certification status.

21.6 Instructor Responsibilities

Authorized instructors may:

· Review learner progress.

· Respond to questions.

· Add course materials.

· Update lessons.

· Review quiz performance.

Support

Technical configuration are managed with Webstores Support.

22. Reporting and Dashboards

Reports summarize information recorded throughout the system.

Common reports include:

· Sales.

· Inventory.

· Purchasing.

· Rentals.

· CRM.

· Accounting.

· Point of Sale.

· eLearning progress.

22.1 Generating a Report

1. Open the required application.

2. Open Reporting.

3. Select the report.

4. Apply the required date range.

5. Apply filters.

6. Group the information if needed.

7. Review the results.

8. Export if permitted.

Figure 22.1 – Reporting View

22.2 Report Accuracy

Reports reflect the information entered into the system.

Important

If source records are incomplete or incorrect, the report will also be incomplete or incorrect.

22.3 Dashboards

Dashboards may display:

· Revenue.

· Outstanding invoices.

· Sales performance.

· Inventory alerts.

· Overdue rentals.

· CRM opportunities.

· Course progress.

Reporting Standards

· Confirm the date range.

· Confirm filters.

· Do not share confidential reports without approval.

· Investigate unusual results.

· Use current information.

23. Daily User Routine

23.1 Start of Day

☐ Log in.

☐ Confirm the correct company.

☐ Review notifications.

☐ Review overdue activities.

☐ Review activities due today.

☐ Check the calendar.

☐ Review relevant dashboards.

☐ Open the applications required for your role.

23.2 During the Day

☐ Record customer requests immediately.

☐ Update activities as work is completed.

☐ Attach supporting documents.

☐ Verify information before confirming records.

☐ Record stock movements.

☐ Process payments promptly.

☐ Maintain professional notes.

☐ Report errors or unusual behavior.

23.3 End of Day

☐ Complete or reschedule activities.

☐ Confirm outstanding customer follow-ups.

☐ Review draft transactions.

☐ Close the Point of Sale session, where applicable.

☐ Upload missing documents.

☐ Confirm cash or payment differences have been reported.

☐ Log out securely.

24. Data Quality and Business Standards

24.1 Search Before Creating

Before creating:

· Customer.

· Supplier.

· Product.

· Invoice.

· Opportunity.

Search to confirm that the record does not already exist.

24.2 Enter Information Immediately

Do not rely on memory or loose notes.

Record information while it is current.

24.3 Verify Before Confirming

Before confirming a transaction, verify:

· Company.

· Customer or supplier.

· Product.

· Quantity.

· Price.

· Date.

· Tax.

· Location.

· Payment method.

24.4 Use Professional Notes

Notes may become part of the permanent business history.

Use language that is:

· Factual.

· Respectful.

· Clear.

· Relevant.

24.5 Preserve Transaction History

Do not delete records to hide mistakes.

Use approved correction methods such as:

· Cancellation.

· Credit Note.

· Reversal.

· Adjustment.

· Archive.

24.6 Protect Information

Only access information needed for your work.

Do not:

· Share login information.

· Export confidential information without approval.

· Send customer information through unauthorized channels.

· Leave the system open unattended.

25. Common Problems and User Solutions

25.1 I Cannot Log In

Check:

· Correct system address.

· Correct email address.

· Internet connection.

· Password reset option.

Next Step

Contact Webstores if the problem continues.

25.2 I Cannot See an Application

Check:

· Access has not been assigned.

· You are in the wrong company.

· The application is not enabled.

· Your role does not require access.

Next Step

Submit an access request through your manager.

25.3 I Cannot Find a Customer

Check:

· Full name.

· Company name.

· Telephone.

· Email.

· Archived filter.

· Removing existing filters.

Next Step

Do not immediately create another customer.

25.4 The System Says Access Denied

Check:

· The screen.

· The action attempted.

· The error message.

· A screenshot.

Next Step

Do not repeatedly attempt the action. Contact Webstores Support.

25.5 The Report Looks Incorrect

Check:

· Date range.

· Filters.

· Company.

· Record status.

· Whether transactions were completed.

25.6 The Printer Is Not Working

Check:

· Printer power.

· Paper.

· Connection.

· Correct printer.

· Browser print preview.

Next Step

Contact internal support or Webstores if unresolved.

25.7 Email Did Not Send

Check:

· Customer email.

· Message status.

· Outbox or queued email status, if visible.

· Error message.

Next Step

Do not repeatedly send the same document without checking.

25.8 Inventory Quantity Looks Incorrect

Check:

· Warehouse.

· Location.

· Completed receipts.

· Completed deliveries.

· Internal transfers.

· Lot or serial number.

· Inventory adjustment history.

Next Step

Report the discrepancy before making an adjustment.

26. Working with Webstores Support

Webstores manages the technical operation and administration of the Business Management Software.

26.1 Webstores Responsibilities

Webstores manages:

· Technical support.

· System administration.

· User access configuration.

· Security configuration.

· System updates.

· Backups.

· Performance monitoring.

· Workflow changes.

· Integrations.

· Custom features.

· Technical troubleshooting.

· System maintenance.

26.2 Client Responsibilities

Users and client management are responsible for:

· Accurate daily data entry.

· Correct transaction processing.

· Following internal approval procedures.

· Protecting user accounts.

· Reporting issues promptly.

· Participating in training.

· Providing accurate information when requesting support.

26.3 When to Contact Webstores

Contact Webstores for:

· Login or access problems.

· System errors.

· Missing permissions.

· Unexpected screen behavior.

· Report issues.

· Workflow changes.

· New users.

· New features.

· Training requests.

· Integration requests.

· Website issues.

26.4 Information to Include

1. Your name.

2. Company.

3. Application or section affected.

4. What you were trying to do.

5. What happened.

6. What you expected.

7. Error message.

8. Screenshot.

9. Date and time.

10. Whether other users are affected.

Support Request Template

Subject: Business Management Software Support Request

Name: __________________________________________________________________________________________________

Company: ______________________________________________________________________________________________

Application: ____________________________________________________________________________________________

Issue: __________________________________________________________________________________________________

Steps completed before the issue occurred: ___________________________________________________________

Expected result: ________________________________________________________________________________________

Actual result: ___________________________________________________________________________________________

Error message: _________________________________________________________________________________________

Date and time: __________________________________________________________________________________________

Number of users affected: ______________________________________________________________________________

Screenshot attached: Yes / No

27. Glossary

Term	Meaning
Activity	A scheduled follow-up or task
Archive	Hide an inactive record while preserving history
Customer	A person or organization purchasing goods or services
CRM	Customer Relationship Management
Delivery	Movement of products to a customer
Draft	A record that has not yet been finalized
Invoice	A request for payment
Kanban	A card-based view organized by stages
Lead	An initial customer enquiry
Opportunity	A qualified potential sale
Portal	Secure online area for customers or learners
Posted Invoice	An invoice recorded as an official accounting transaction
Product	A good or service
Purchase Order	Confirmed order sent to a supplier
Quotation	Proposed products, services and prices sent to a customer
Receipt	Products received from a supplier
Rental Order	Agreement to provide equipment or products temporarily
Sales Order	Customer order created after quotation approval
Serial Number	Unique identifier assigned to one item
Supplier	A person or organization providing goods or services
Vendor Bill	Supplier invoice entered into the system
Warehouse	A physical or logical location where stock is managed
Workspace	Organized area for storing documents

28. Quick Reference Sheets

28.1 Customer Enquiry

Receive Enquiry

↓

Search for Customer

↓

Create or Update Contact

↓

Create CRM Opportunity

↓

Record Customer Need

↓

Schedule Follow-up

28.2 Sales

Customer Request

↓

Check Customer

↓

Check Availability

↓

Create Quotation

↓

Send Quotation

↓

Receive Approval

↓

Confirm Sales Order

↓

Deliver

↓

Invoice

↓

Payment

28.3 Inventory Receipt

Open Receipt

↓

Verify Supplier

↓

Verify Products

↓

Enter Actual Quantity

↓

Add Lot or Serial

↓

Validate

28.4 Rental

Check Availability

↓

Create Rental Order

↓

Confirm Customer Approval

↓

Pickup or Dispatch

↓

Return

↓

Inspect

↓

Complete Charges

28.5 Point of Sale

Open Session

↓

Add Products

↓

Select Customer

↓

Review Total

↓

Receive Payment

↓

Issue Receipt

↓

Close Session

28.6 Purchasing

Identify Need

↓

Select Supplier

↓

Create Request for Quotation

↓

Confirm Purchase Order

↓

Receive Products

↓

Verify Vendor Bill

↓

Payment

28.7 Invoicing

Confirm Completed Transaction

↓

Create Invoice

↓

Review Invoice

↓

Post Invoice

↓

Register Payment

↓

Confirm Balance

28.8 Support Request

Identify Issue

↓

Record Steps

↓

Capture Error Message

↓

Take Screenshot

↓

Submit to Webstores

↓

Follow Instructions

29. Final Skills Checklist

System Access

☐ I can log in.

☐ I can identify the active company.

☐ I can log out securely.

☐ I know how to request password assistance.

Navigation

☐ I can open applications.

☐ I understand List View.

☐ I understand Form View.

☐ I understand Kanban View.

☐ I can search for records.

☐ I can apply filters.

☐ I can use Group By.

☐ I can save a Favorite.

Daily Work

☐ I can review notifications.

☐ I can schedule an activity.

☐ I can complete an activity.

☐ I can add an internal note.

☐ I can attach a document.

Contacts and CRM

☐ I can search for a contact.

☐ I can create a contact.

☐ I understand the difference between a Lead and an Opportunity.

☐ I can create and update an Opportunity.

☐ I can schedule a customer follow-up.

Inventory and Rentals

☐ I can check stock availability.

☐ I understand receipts and deliveries.

☐ I understand internal transfers.

☐ I understand lots and serial numbers.

☐ I can check rental availability.

☐ I understand the rental return process.

Sales and POS

☐ I can create a quotation.

☐ I know when to confirm a Sales Order.

☐ I can process a Point of Sale transaction.

☐ I understand refunds and customer credit.

☐ I understand how to close a POS session.

Purchasing and Finance

☐ I understand the purchasing process.

☐ I can review a Purchase Order.

☐ I understand Customer Invoices.

☐ I understand partial payments.

☐ I understand Credit Notes.

☐ I know when to request help from Finance or Webstores.

Documents and Communication

☐ I can upload a document.

☐ I can name documents correctly.

☐ I can schedule a meeting.

☐ I understand professional Live Chat communication.

☐ I understand Customer Portal access.

eLearning

☐ I can access a course.

☐ I can complete a lesson.

☐ I can complete a quiz.

☐ I can review my progress.

Reporting

☐ I can open a report.

☐ I can select a date range.

☐ I can apply filters.

☐ I understand that report quality depends on data quality.

Support

☐ I know what Webstores manages.

☐ I know when to contact Webstores.

☐ I know what information to include in a support request.

Closing Message

The Business Management Software is designed to help your organization manage information, coordinate daily activities and make informed decisions from one connected platform.

The quality of the system depends on the quality of the information recorded by its users. Accurate data entry, consistent procedures, timely follow-up and responsible use help every department work more effectively.

Use this workbook as a daily reference while becoming familiar with the system. Record questions during training and contact the appropriate manager or Webstores Support whenever additional assistance is required.

Webstores Support

Webstores by DBITCo remains responsible for the technical support, administration, maintenance and continued development of the Business Management Software.

BUSINESS MANAGEMENT SOFTWARE

Document Control

Table of Contents

1. Welcome

2. About the Business Management Software

User Responsibility

3. How to Use This Workbook

Workbook Symbols

4. Logging In and Out

4.1 Accessing the System

4.2 Logging In

4.3 First Login

4.4 Logging Out

Business Standards

Practice Exercise

Readiness Check

5. Understanding the Home Screen

5.1 Application Access

Practice Exercise

6. Navigating the System

6.1 Main Menu

6.2 List View

6.3 Form View

6.4 Kanban View

6.5 Calendar View

6.6 Common Buttons

7. Search, Filters, Grouping and Favorites

7.1 Search

7.2 Filters

7.3 Group By

7.4 Favorites

Practice Exercise

8. Activities, Messages and Attachments

8.1 Internal Notes

8.2 Activities

8.3 Completing Activities

8.4 Attachments

9. Contact Management

9.1 Search Before Creating

9.2 Creating a Contact

9.3 Company and Individual Contacts

9.4 Updating Contacts

9.5 Archiving Contacts

Contact Standards

Practice Exercise

10. Customer Relationship Management

10.1 Lead

10.2 Opportunity

10.3 Creating an Opportunity

10.4 Moving Through Stages

10.5 Activities

10.6 Marking an Opportunity as Won

10.7 Marking an Opportunity as Lost

Practice Exercise

11. Inventory Management

11.1 Product Records

11.2 Checking Stock

11.3 Receiving Stock

11.4 Internal Transfers

11.5 Deliveries

11.6 Lots and Serial Numbers

11.7 Expiry Dates

11.8 Inventory Adjustments

Inventory Standards

Practice Exercise

12. Rental Management

12.1 Checking Availability

12.2 Creating a Rental Order

12.3 Confirming a Rental

12.4 Pickup or Dispatch

12.5 Returns

Rental Standards

13. Sales Management

13.1 Sales Workflow

13.2 Creating a Quotation

13.3 Sending a Quotation

13.4 Customer Approval

13.5 Confirming a Sale

13.6 Discounts

13.7 Revising a Quotation