Admin Help Guide

⌨️ Keyboard Shortcuts

Work everywhere unless you're typing in an input field.

👤 Role Access Overview

Owner = Full access to everything including delete, settings, admins.
Manager = All operational features, no delete, no settings, no admins.
Standard = Day-to-day operations: sales, kanban, inventory, customers, bills, expenses, reviews, bundles, activity log.

📊 Dashboard

What it shows: Landing page after login with a full business overview.

• Goal cards — Today's Goal / Monthly Goal / Streak tracker (set in Settings → Sales Goals)
• Metric cards — Total Products, Stock Left, Total Orders, Total Sales
• Comparison badges — today's orders & sales vs yesterday with % change
• Low stock alert — red bar at top when any product has ≤5 left
• Today's stats — orders and sales for current day
• Cash Flow Forecast — confirmed (delivered), pipeline (in-transit), forecast total
• Return Analytics — return rate & cancellation rate
• Sales trend chart — last 15 days with sales & profit bars
• Peak Hours chart — orders grouped by hour of day
• Top selling products — best performers by quantity sold
• Stock Valuation — total cost value, retail value, potential profit

Ctrl+R to refresh all data. Seed Samples button adds 6 sample products (only when store is empty).

➕ Today's Sale

Purpose: Record new orders and manage today's order list.

How to add a sale:

1. Type product code (e.g. A001) — price auto-fills
2. Fill customer name, phone, WhatsApp (optional if same as phone), size
3. Fill quantity (default 1)
4. Select payment method (COD / eSewa / Khalti / FonPay / Bank)
5. Type payment status: Paid / Pending / Partial
6. Click Save Sale

Managing orders in the table:

• Status pill — click to advance: 🆕 New → 📦 Confirmed & Packed → 🚚 Courier → ✅ Delivered
• 🧾 — reprint receipt bill
• 💬 — open WhatsApp chat with customer
• 💰📤 — settle + send invoice (creates bill, then auto-sends invoice via WhatsApp & email)
• Edit — modify order details
• Del — delete (Owner only, requires reason)
• Audit 🕐 — click the time/customer cell to see audit log for that order

KPI cards at top: Gross Revenue, Today's Orders, Outstanding (undelivered), Top Performer (best-selling product).

💡 Tip: Type product code and price auto-fills. Stock auto-deducts when sale is saved. Use Ctrl+N to jump here.

📋 Kanban (Order Pipeline)

Purpose: Visual drag-and-drop order management across delivery stages.

Columns:

• 🆕 New Orders — just placed
• 📦 Confirmed & Packed — verified, packed
• 🚚 Handed to Courier — dispatched
• ✅ Delivered & Paid — completed
• 🔄 Returns/Exchange — size issues or returns

How to use:

• Drag a card to the next column → a popup asks for confirmation
• 💳 settle button on cards to create bill + send invoice
• 🧾 reprint receipt
• Tap status pill in Today's Sale table for the same effect
• Each card shows: product code, customer name, phone, amount, and bundle badge (if applicable)

📦 Inventory / Stock Audit

Purpose: View stock levels, adjust stock, and track every stock movement.

View stock:

• Table shows: product code, name, total stock, sold count, per-size breakdown
• Filter by code/name with Ctrl+F
• Summary at top: Total Cost Value, Total Retail Value, Potential Profit

Adjust stock:

• Click Adjust on any product
• Choose: In (add stock), Out (remove), Adjustment (set exact)
• Enter quantity, reason, and optional notes
• System auto-updates product stock and logs the change

Stock Audit Log:

• Shows date, product code, action, quantity, previous/current stock, who did it, reason
• Filter by product code or date range

Ctrl+S to jump to Stock Audit. Add Stock button for quick replenishment.

💰 Bills

Purpose: Create and manage bills linked to orders.

How to create a bill:

• Click 💳 or 💰📤 on any order row in Today's Sale or Kanban
• Auto-bill number format: BILL-001

Manage bills:

• Status: Pending (unpaid) / Partial (partly paid) / Settled (fully paid)
• Pay — opens split payment modal
• Split payments: distribute across Cash / Bank / eSewa / Khalti / FonPay / COD in one modal
• Discount: apply flat Rs. or % discount when creating/editing a bill
• View Bill — shows full details with logo, payment breakdown, status badge, watermark stamp
• Filter by status (All / Pending / Partial / Settled) or date range

💡 The 💰📤 (settle+send) button on Kanban cards auto-creates the bill and sends invoice to customer via WhatsApp + email (both if available).

👥 Customers

Purpose: View customer history grouped by phone number.

• Search by name or phone — results appear as you type (300ms debounce)
• Click a customer to expand and see their full order history, total spent, dates
• Auto-grouped by phone — no duplicates

Ctrl+F focuses the search bar.

💸 Expenses

Purpose: Record and track all business costs.

• Add expense — title, amount, date, category (Rent / Electricity / Salary / Marketing / Packaging / Transport / Other)
• Table — shows all entries with date, description, amount, category
• Filter by date range
• Export CSV — download filtered entries as spreadsheet
• Delete — Owner only

⭐ Reviews

Purpose: Manage customer product reviews that appear on the storefront.

• View reviews — table shows product, customer, star rating, message, reply, date
• Filter — by product or star rating
• 💬 Reply — type a public reply (appears under review on storefront as "Asvika Wear replied:")
• ✕ Delete — permanently removes a review (Owner only)
• Only Delivered-order buyers can submit reviews for that product
• Each customer can only review once per order

🔗 Bundles (Combo Offers)

Purpose: Create combo deals that show on the storefront with savings badge.

How to create a bundle:

1. Go to Bundles tab
2. Enter Code (e.g. COMBO1) and Name (e.g. "Summer Special")
3. Pick products from the dropdown (shows code/name/price/stock), set quantity, click Add
4. Set a combo price (lower than sum of individual prices)
5. Upload/set an image URL
6. Toggle Active to make it visible on storefront
7. Click Save Bundle

Live preview card shows how it'll look on the store: image, "Save X%" badge, individual vs combo prices, buttons.

How bundles work:

• Stock is tracked per-product, NOT per-bundle
• Adding a bundle to cart adds each product individually with bundle code/name tagged on each row
• Bundle sales show up in Kanban (badge) and Financial Report (bundle sales table)
• Bundle stats in Bundles tab: Sold ×, Revenue, Profit

🕐 Activity Log

Purpose: Audit trail for all actions in the system.

• Shows: timestamp, action, entity type + ID, user, IP address, device, reason
• Filter by action type (create/update/delete/login/login_blocked) or entity type (order/product/expense/etc.)
• Login history is merged here — shows login attempts with IP + device
• Delete actions include the reason (Wrong entry / Duplicate / Customer cancelled / Test entry / Other)

📈 Financial Report

Purpose: Comprehensive financial dashboard with all accounting data.

Manager+

• Summary cards: Orders / Qty / Sales / Cost / Gross Profit / Expenses / Net Profit / Bills
• Payment Methods: grid showing Cash / Bank / eSewa / Khalti / FonPay / COD totals
• Expenses breakdown: by category with total
• Salaries: add/delete salary entries with tax per employee per month
• Top Products: best sellers by revenue
• Bundle Sales: bundles with sold count, revenue, profit
• Daily Trend: revenue/profit per day for the period
• Order Details: all orders with bundle tags

Actions: Filter by date range. Export as PDF — generates printable HTML with all summary cards, payment methods, expenses, daily trend.

🧾 Ledger & Trial Balance

Manager+

Ledger

• View entries — filter by account, date range, or view all
• New Entry — manual journal entry (debit/credit) against chart of accounts
• Sync from Orders — auto-generates paired entries for all past orders
• Each entry shows: date, account, description, debit, credit, running balance

Trial Balance

• Shows all accounts grouped by type (Asset / Liability / Income / Expense)
• Each account: total debits, total credits, net balance
• Group subtotals + overall total with ✅ Balanced / ❌ Unbalanced indicator
• Filter by date range

🛍️ Products Page

Purpose: Full product management at products.html.

Adding a product:

1. Go to Products (sidebar or products.html directly)
2. Fill: Code (e.g. A007), Name, Price, Buying Price, Sizes (comma-separated: S,M,L,XL), Fabric, Image URL
3. Check Active ✅ = visible on storefront
4. Check Featured for homepage highlight
5. Click Add Product

Managing products:

• Toggle Active — instantly show/hide on storefront (green = visible, grey = hidden)
• Edit — form fills with that product's data
• Copy — duplicates product with "-copy" suffix
• Del — soft-delete (deactivates with reason) — Owner only
• Export CSV — download all products
• Import CSV — bulk-add via spreadsheet upload
• Only Active products show on the public store at asvikawear.pages.dev

⚙️ Settings Owner only

Control all public site content and business configuration:

• Brand name — shown in footer, header, and invoice
• Helpline number — contact number displayed on site
• WhatsApp number — used for all WhatsApp links and invoice sending
• Email — business email shown in footer and invoices
• Social links — Instagram, Facebook, TikTok (appear in footer when set)
• Hero section — eyebrow, title, text, image for homepage banner
• Payment methods — add/remove/disable payment options on checkout
• Delivery & Exchange text — info section content
• Sales Goals — set daily & monthly targets (shows progress on dashboard)
• Your email for daily reports — each admin sets their own
• Report emails — global comma-separated recipients for end-of-day CSV report

👤 Admins Owner only

• Add admin — username, full name, password, role (Owner / Manager / Standard)
• Block/Unblock — prevent login instantly
• Delete — permanently remove account
• Active sessions — see logged-in users with device, IP, timestamp. Click Revoke to force-logout.

🔐 Security & Account Owner only

• Change password — update your own login credentials
• Active sessions — view and revoke your sessions on other devices
• Manager & Standard users use credentials given by Owner

💰📤 Settle + Send Invoice

How it works: One-click settle on Kanban cards and Quick Sales rows.

1. Click 💰📤 on any order card/row
2. System creates a bill for that order
3. Auto-sends invoice via WhatsApp (if WhatsApp number available)
4. Also sends via email (if email available)
5. Sends via both if both contact details exist

The invoice is a professional HTML page with: gradient header, logo, bill-to/invoice grid, itemized table, colored status tag, watermark stamp (PAID/PENDING/FAILED/COD), totals breakdown, footer with social links.

🔍 Smart Search (Debounced)

All search inputs use debounce — just start typing, the system waits 300ms after you stop, then searches automatically. No search button needed.

• Customer search — name or phone
• Inventory search — product code or name (250ms)
• Product page search (200ms)
• Clear with ✕ buttons on most panels

🗑️ Delete with Reason

Owner only All delete actions require a reason:

• Modal appears with radio options: Wrong entry / Duplicate / Customer cancelled / Test entry / Other
• Reason is passed to the API and logged in Activity Log
• Orders are soft-deleted (hidden but recoverable)
• Products are deactivated (active=0, reason appended to description)

📱 WhatsApp Message Templates

• Order confirmation: "Hi [name], your order for [product] has been received. We will confirm stock and delivery soon."
• Stock ready: "Hi [name], your kurti ([code]) is ready. Total: Rs. [amount]. Please complete payment."
• Dispatched: "Hi [name], your order for [code] has been dispatched. Expect delivery by [date]."
• Delivered: "Hi [name], your order has been delivered! Thank you for shopping with Asvika Wear."
• Returned: "Hi [name], we have received your return for [code]. We will process the exchange or refund within 2-3 days."
• Out of stock: "Sorry [name], [code] is currently out of stock. Would you like a similar alternative?"

📱 Mobile Usage

• ☰ Tap hamburger icon to show/hide sidebar
• Tables — swipe left/right to scroll horizontally
• Modals — full-screen on mobile, tap outside or Esc to close
• Forms — inputs stack vertically
• Kanban — tap status pill instead of drag on mobile