Manna Books Platform Guide & Operating Specifications

Operating Steps:

1. Navigate to System Settings in the workspace navigation.
2. Enter your Business Name, KRA Tax PIN, Phone Number, Short Name, and Website URL.
3. Upload your shop logo asset to Cloudinary via the logo upload button.
4. Select your shop's Primary Theme Hex Color (e.g. Emerald Green #064e3b or Navy Blue #1e3a8a). This color auto-styles action buttons, invoice portals, vector PDFs, and Resend emails.
5. To enable foreign currency billing, visit Settings → Multi-Currency to configure exchange rates for USD, EUR, GBP, or regional currencies.
6. Click Commit Changes to save.

Managing Roles & Permissions:

1. Navigate to Settings → Staff & Permissions (or /workspaces/[slug]/team).
2. Click + Add Member and enter the employee's registered email address.
3. Select the target role: Viewer (Read Only), Employee (Custom Granular), Accountant (Financials), Manager (Operational), or Admin.
4. For Employee accounts, check the exact permissions permitted:
   • [✓] Can Create Documents (Invoices, Quotations, Receipts)
   • [✓] Can Edit Clients & Directory
   • [✓] Can View Finance, Ledgers & Analytics
   • [✓] Can Export Reports & Summaries
   • [✓] Can Manage Product Catalog & Stock
   • [✓] Can Manage Payroll & Staff Wages
5. To modify an existing member's role or toggle permissions, click Edit next to their name to open the live configuration modal.

Notification Features:

• Quotation Acceptance: Real-time alerts when a customer signs and accepts a quotation on the public portal.
• Quotation Amendments: Alerts when a client requests scope or price updates before accepting.
• Overdue Invoices: Automated warnings when invoices surpass payment terms.
• Quotation Expiry: Alerts when quotes expire and are cancelled by automated sweeps.
• Low Stock Warnings: Instant alerts when tracked products fall below reorder thresholds.
• Click any notification to navigate directly to the affected document and automatically mark the alert as read.

Sharing Curated Product Lists with Clients:

1. On the Product Catalog table, check the boxes [✓] next to the specific products you want to share.
2. In the top selection toolbar, click 🔗 Share Selected (X) to copy a compact token link (/portal/catalog/[slug]?token=...) containing only those models.
3. Click 💬 WhatsApp to send a pre-filled invitation directly to the client.
4. Click 📧 Email to send a styled quotation preview directly to the customer's inbox.
5. Or click 📄 Download PDF Price Card inside the Share modal to export a clean, branded PDF rate card.
6. When the client opens the link, they browse specifications and prices (cost margins remain hidden), pick quantities, and click "Submit Quote Request" — automatically creating an ISSUED Quotation in your dashboard!

Operating Steps:

1. Create stock locations at Inventory → Locations. Mark one as the Default.
2. Automatic Catalog Sync: Updating catalog stock counts automatically synchronizes location stock and writes an audit ledger entry.
3. 1-Click Discrepancy Reconciler: If quantities ever diverge, click "⚡ Reconcile Inventory & Location Stock" on the Inventory or Locations page to re-align all balances instantly.
4. Receiving Supplier Goods: Open an issued LPO, PO, or GRN and click "📦 Goods Delivered? Mark as Received" to automatically credit physical stock inflow.
5. Stock Transfers: Move stock between locations with in-transit lifecycle validation (Dispatch → Confirm Receipt).

Operating Steps:

1. Open Client Flow or Supplier Network.
2. Click + Register Client or + Register Supplier.
3. Select the Entity Type: Individual (Personal PIN e.g. A...) or Corporate (Company PIN e.g. P...).
4. Toggle Requires eTIMS if this entity needs KRA eTIMS CU serial numbers embedded on their documents.
5. From the client/supplier detail page, you can issue billing documents or procurement LPOs directly.

Operating Steps:

1. Click + Issue Document from the Fiscal Ledgers stream.
2. Select the Document Type: Invoice, Receipt, Quotation, LPO, PO, Delivery Note, Credit Note, Debit Note, GRN, or Payment Voucher.
3. When issuing a Quotation, select a validity expiry preset (+7d, +14d, +30d, +60d) or pick a custom date.
4. Add line items. Set the tax rate per row: V_16 (16%), V_0 (0%), or EXEMPT. 16% VAT calculates and appears on its dedicated line right above Grand Total.
5. (Optional) Enter the statutory KRA eTIMS Control Unit (CU) Serial Number.
6. For Credit Notes, link the parent invoice if crediting against receivables, or issue as a standalone cash refund.
7. Click Publish Ledger Document.

Operating Steps:

1. Open any document detail page.
2. Click Copy Public Portal Link to copy the secure 64-character token URL for sharing via WhatsApp or messaging.
3. Or click Dispatch via Email to send a styled Resend HTML email with your shop logo and brand color CTA button.
4. Quotation Acceptance: Clients can electronically sign and accept quotes directly on the portal.
5. Quotation Expiry Warning: If a quote has expired, the portal displays a warning banner disabling acceptance and offering a 1-click "Request Updated Quote" button.

Operating Steps:

1. In the Document Status Panel on any document detail page, locate the Mark as Paid section.
2. Select Payment Channel: Bank Account, M-Pesa (Till/Paybill), Cash, Cheque, or Other.
3. Enter the transaction reference code (e.g. M-Pesa: QAB71239X or Bank Ref: FT261900123).
4. Click Mark as PAID to finalize. Payment details appear on the document, client portal, PDF, and outbound emails. For invoices, this also triggers stock deduction.

Operating Steps:

1. Open Financial Analytics in the workspace navigation.
2. Locate the KRA eTIMS VAT Return Tracker banner — it always shows the current calendar month's figures.
3. The countdown badge is color-coded: Green (>10 days), Amber (<10 days), Red (<5 days).
4. Use the four VAT figures — Output VAT (16%), Taxable Sales Volume, 0% Zero-Rated Volume, and Exempt Volume — to fill in your iTax monthly return directly.

Operating Steps:

1. Open Financial Analytics in the workspace navigation.
2. Toggle the Rolling Timeline Horizon between 6 Months and 12 Months to analyze cash flow momentum.
3. Inspect the Top 10 Clients Leaderboard to see customer revenue share and LTV progress bars.
4. Review the Product vs Service Split visualizer and the Quotation Conversion Funnel.
5. Review the A/R Aging Risk Matrix (0–30, 31–60, 61–90, 90+ days) to identify high-risk overdue collection accounts.

Operating Steps:

1. Navigate to Employee Directory and register all staff with their National ID and KRA PIN.
2. Open Payroll Vouchers and click + New Payroll Run.
3. Select a Pay Period (e.g. August 2026) and add employees to the run.
4. Enter each employee's Base Salary, Allowances, Commission, and any Advance Recoveries. The system automatically computes statutory deductions.
5. Save as DRAFT to review, or click Lock & Pay to finalize the run at PAID status.
6. Download the A4 Landscape PDF Payroll Voucher featuring 11 unbundled breakdown columns for each employee.

Operating Steps:

1. Ensure the target division/workspace is registered in your client or supplier directory with their matching KRA PIN and Business Email.
2. Create an invoice or LPO, and set the recipient.
3. In the document details page, click Send via Manna Network to route the document instantly.
4. The receiving division opens Shared Inbox in their workspace. The document will appear as a pending incoming item.
5. Click Accept & Convert to Expense (for invoices) or Convert to Sale (for LPOs).

Operating Budgets & Month Cloning:

1. Navigate to Finance → Operating Budgets.
2. Use the Month & Year Navigation Bar (← Prev Month / Next Month →) to inspect budget allocations and actual spend for any calendar month.
3. Click Copy Last Month's Budget to carry forward all category expense limits from the preceding month with 1 click.

Inspecting Monthly Accounting Periods:

1. Go to Finance → Accounting Periods.
2. Click Inspect on any open or closed month (e.g. August 2026).
3. Review the period's Gross Revenue, Operating Expenses, Net Income, and Debits vs Credits balance check (✓ Balanced 0.00 Diff).
4. Search and inspect the real-time stream of double-entry journal postings for that month.