RMS Comprehensive User Manual

1. Purpose

This manual is designed to help new and experienced users operate RMS correctly, safely, and consistently. It provides beginner-friendly steps, role-based workflows, and practical scenarios that mirror real daily operations.

2. How to Use This Manual

1. Start with section 3 if you are new to RMS.
2. Go to section 4 and read only your role first.
3. Use section 7 playbooks while doing real tasks.
4. Use section 11 troubleshooting before escalating.

3. First-Time User Quick Start

Before You Begin

• Confirm your username and password.
• Confirm your assigned branch and role.
• Confirm internet/network connection and printer status (if needed).

First 10 Minutes in RMS

1. Open /login and sign in.
2. Check active branch context.
3. Open your dashboard: /dashboard/branch or /dashboard/owner.
4. Review pending approvals at /approvals.
5. Open your core module (POS, Inventory, Airtime, Finance, or HR).

4. Role-Based Guide

5. Core Operating Rules

• Always verify branch context before posting transactions.
• Never share accounts or passwords.
• Do not bypass approvals for controlled transactions.
• Resolve all daily variances before shift end, or log escalation notes.
• Use role-appropriate modules only; escalate cross-role actions.

6. Navigation and Route Shortcuts

7. Module Playbooks (Beginner-Friendly)

7.1 POS and Sales Playbook

1. Open /pos.
2. Add items and verify quantity before payment.
3. Complete payment and print receipt.
4. If customer pauses transaction, move to hold list.
5. If correction is required after posting, file return or void request.

7.2 Inventory Playbook

1. Receive stock via /inventory/stock-ins.
2. Validate quantities and IMEI when required.
3. Approve stock-in based on role permission.
4. Check branch inventory and movement logs.
5. Resolve alerts for low stock or inconsistencies.

7.3 Airtime Playbook

1. Open /airtime/transactions.
2. Select provider and wallet; verify wallet balance.
3. Post load transaction and verify success.
4. When balance is low, request funding.
5. For mistakes, request adjustment or transaction reversal with reason.

7.4 Cash Flow and Expense Playbook

1. Create opening cash entry at start of day.
2. Post cash-in and cash-out with correct category and reference.
3. Submit and review expenses through approval route.
4. Run daily closing and resolve any variance.
5. Export end-of-day report for management validation.

7.5 HR Playbook

1. Validate attendance completeness before payroll period close.
2. Review leaves and overtime with proper reviewer flow.
3. Generate payroll run and perform pre-release audit.
4. Submit for approval and release only when finalized.
5. Generate payslips and verify employee visibility.

8. End-to-End Scenarios (Expanded)

Scenario A: New Cashier, First Live Shift

1. Login and verify assigned branch.
2. Run one supervised test sale.
3. Process actual customer transactions.
4. Handle one held transaction and one reprint.
5. Submit shift handover with sales total confirmation.

Scenario B: Branch Opening to Closing (Full Day)

1. Open cash, confirm approvals queue, review alerts.
2. Run operational transactions during day.
3. Review expenses and pending approvals before cutoff.
4. Perform daily closing and variance reconciliation.
5. Export day-end reports and submit to management.

Scenario C: Low Inventory Emergency

1. Alert appears in /inventory/alerts.
2. Verify movement and actual count.
3. Create stock-in or transfer request.
4. Approve and receive transfer.
5. Confirm stock availability in POS.

Scenario D: Airtime Service Dispute

1. Locate transaction in /airtime/transactions.
2. Validate payment, status, and wallet ledger entries.
3. If needed, request reversal with complete remarks.
4. Document customer resolution and update reviewer.

Scenario E: Payroll Week

1. Lock attendance corrections by cutoff schedule.
2. Review overtime, leave, loans, and cash advances.
3. Generate payroll run and inspect anomalies.
4. Process approvals and release payroll.
5. Generate payslip files and verify access.

Scenario F: Monthly Executive Review Pack

1. Export sales, inventory, airtime, finance, and HR reports.
2. Compare branch trends and unresolved risks.
3. Review approvals backlog and security alerts.
4. Present action plan for next month.

9. Daily, Weekly, Monthly Checklists

Daily Checklist

• Cash opening completed
• Approvals queue reviewed
• Critical alerts checked
• Daily closing and variance done
• Summary report exported

Weekly Checklist

• Inventory transfers and replenishment review
• Expense trend and variance analysis
• Attendance/overtime exceptions cleanup
• Airtime wallet health review

Monthly Checklist

• Consolidated report pack exported
• Permission and role review
• Session and security log review
• Branch performance action planning

10. Common Mistakes to Avoid

• Posting transactions in the wrong branch context.
• Approving requests without checking source data.
• Ignoring low-stock and low-wallet alerts until outage.
• Running payroll with incomplete attendance records.
• Leaving unresolved variance without notes and escalation.

11. Troubleshooting and Escalation

Problem 1: Access Denied

1. Re-login and check role.
2. Confirm branch assignment.
3. Confirm account is active.
4. If still blocked, escalate to admin with screenshot and route URL.

Problem 2: Record Not Found

1. Clear date/branch/status filters.
2. Check route/module and search input.
3. Verify user permissions.

Problem 3: Approval Button Missing

1. Check request status is pending.
2. Check your role includes approval permission.
3. Check branch scope alignment.

Escalation Matrix

12. Glossary

• Branch Context: The currently selected branch scope for viewing/posting records.
• Approval Queue: Pending requests requiring reviewer action.
• Variance: Difference between expected and actual cash/inventory figures.
• Held Transaction: Temporary saved POS cart awaiting completion.
• Payroll Run: Computed payroll batch awaiting approvals/release.

13. References

• docs/default_user_credentials.md
• docs/employee_self_service_test_accounts.md
• docs/full_demo_operations_seeder.md
• docs/system_quick_start_branch_operations.md