About This Manual

This manual explains how to use the HnL ERP in everyday language. For each part of the system it tells you what it is for, when to use it, how to do it step by step, and the rules to keep in mind. You do not need any technical background to follow it.

How this manual is organised

• The system is divided into modules (Finance, Inventory, HR, and so on). Each module has a section here.
• Every module section starts with an Overview and a “Related modules” box showing what connects to it — the module and feature names are clickable.
• Then each feature/screen is explained on its own, with steps and rules.
• Grey dashed boxes are screenshot placeholders — the real screen images will be dropped in later. Each is numbered so it is easy to track.

How to move around

• Use the index on the left — click a module to expand it, then click any feature to jump straight to it.
• Use the filter box at the top of the index to quickly find a screen by name.
• Every section has a Back to top link.

Getting Started

Logging in

1. Open the ERP web address in your browser.
2. Enter your username and password and sign in.
3. You will see the Dashboard and a menu of the modules you are allowed to use.

What you can see and do depends on your role

Each user is given a role (for example “Accountant”, “Store Keeper”, “HR Officer”). The role decides which modules appear in your menu and which buttons (Create, Edit, Delete, Approve) you can use. If you cannot see a screen described in this manual, your role may not include it — see Administration.

The one idea that explains most of the system: the “document” lifecycle

Almost everything you create in this ERP — an invoice, a payment, a voucher, a requisition, a salary run, a site visit — is a document. Every document follows the same simple life story:

1. Create — you fill in the form and save. The document gets a unique Voucher Number and a status of PENDING.
2. Check / Edit — while it is PENDING you can still edit or delete it.
3. Approve — a supervisor approves it. This is the moment it becomes “real” and its effect is recorded in the accounts (the General Ledger).
4. Un-approve — if a mistake is found, an authorised person can send it back to PENDING (its accounting entries are removed), fix it, and approve again.
5. Cancel — some documents can be cancelled with a reason; this also removes their accounting entries.

Common actions you will see everywhere

How the Modules Connect

HnL provides telecom site operations & maintenance. The modules work together as one chain: field work is recorded, resources are procured and paid for, the client is billed, staff are paid, and everything lands in the accounts and budgets.

• Operations records the actual field work (site visits, overhauls) and the parts used.
• Commercial quotes and bills the telecom client for that work.
• Inventory buys and stores the spare parts the field teams consume.
• Rental provides the vehicles, fuel and houses field teams need.
• HR & Payroll hires, allocates and pays the workforce; Recruitment feeds it new staff.
• Budget plans the spend per project and tracks what is actually used.
• Finance is the centre — every module’s approved documents post to the General Ledger.
• Integration (HNLeye) keeps this ERP in step with the separate field-operations system.

Main Setups is where you define the reference data the whole system relies on — your company’s structure, locations, departments, projects, cost centres, currencies and dozens of dropdown lists. Think of it as building the shelves before you stock the shop: nothing else works properly until these are in place.

Company & Geography Setups

These define where your company operates and how it is structured geographically — important because field operations and costs are tracked by area.

1. Open the setup from the menu (e.g. City).
2. Click Create, type the name (and parent, e.g. the Province a City belongs to), and save.
3. Use Edit/Delete to maintain the list later.

Finance-related Setups

These feed directly into accounting and must be set up carefully.

HR-related Lookups

Simple lists used when creating employees and running HR processes: Blood Group Gender Religion Relation Employee Type Employee Current Status Allowance License Type. You create these once and then pick them from dropdowns on the Employee screen.

Hierarchy Linking

Hierarchy Linking connects the setups together — for example, defining which cost centres, projects or sites belong to which region or team. Unlike simple lookups, a Hierarchy Linking record is a document that must be Approved before it takes effect. It ensures transactions only use valid combinations (e.g. a project that really belongs to the chosen region).

Finance is the heart of the ERP. It holds your Chart of Accounts and the General Ledger, and it is where every other module’s approved documents turn into debits and credits. If you understand this module, you understand how the whole system keeps score.

Chart of Accounts (COA)

The Chart of Accounts is the organised list of all the “buckets” money can go into — assets, liabilities, income, expenses, and so on. HnL uses a three-level structure (Level 1 → Level 2 → Level 3) with the actual posting accounts underneath, so reports can roll up neatly.

Each account has a Nature that tells the system how it behaves: Bank Petty Cash Vehicle House Fuel Tax None. For example, Bank accounts unlock cheque and reconciliation features; Vehicle/House/Fuel accounts link to the Rental flows.

1. Open Chart of Accounts.
2. Create the level you need (Level 1/2/3) or a posting account under a Level 3.
3. Give it a serial number, name and nature, then save.

Sub-Ledgers

A Sub-Ledger breaks one account into the individual parties or purposes behind it — for example, the “Suppliers” account split into each supplier, or “Advances to Employees” split by employee. This is how the system can show you a statement for one supplier, one client or one employee.

Sub-ledger categories include suppliers (regular, with GST, imported), clients (regular, non-regular), employee advances and loans, security deposits (house rent, fuel), bid security, guarantee margin, and various trade-creditor types. These mirror how the business actually deals with money.

General Ledger (GL)

The General Ledger is the single, complete record of every debit and credit in the company. You rarely type into it directly — instead, it fills up automatically whenever documents are Approved across the system.

Every ledger entry is “tagged” with useful information so you can analyse money any way you like: Project Cost Centre Location Employee Supplier Item Site. Because of the Site tag, you can even see the cost of a single telecom site.

Each entry also remembers which document created it, so you can always trace a number back to its source (a payment, an invoice, a salary, a visit report, and so on).

Journal Voucher & Interim (Temporary) Journal Voucher

A Journal Voucher (JV) is a free-form accounting entry you make by hand — for adjustments, corrections or entries that do not come from another document. You enter the accounts to debit and credit; the totals must balance.

An Interim / Temporary JV is a draft version, useful while you prepare an entry before it is finalised.

Payments (Bank & Cash)

Payments record money going out of the company. The system offers bank payments, cash payments, and reversible payments (for advances that will later be adjusted). A General Payment can pay a supplier, an employee or an expense, can include tax/deductions, and can be linked to the specific invoice or order it settles.

1. Open the relevant payment screen (e.g. Bank Payment).
2. Choose the bank/cash account you are paying from and the party/expense you are paying.
3. Enter amounts, any tax or deductions, and (optionally) link the invoice/PO being paid.
4. Save (PENDING), then Approve to post it and, for reconciliation, match it later.

Receipts & Official Receipt

Receipts record money coming in — bank or cash receipts, and the Official Receipt used to record a client’s payment against their invoices (see Commercial → Official Receipt).

Debit Notes & Credit Notes

These adjust what a party owes or is owed without a full invoice — a Debit Note increases what someone owes you (or reduces what you owe them), a Credit Note does the opposite. Commonly used for corrections, returns or agreed adjustments. Both are approvable documents that post to the ledger.

Petty Purchase Invoice

For small, everyday cash purchases (paid from petty cash). You record what was bought, the amount and the account, then approve it. It posts to the ledger like any other purchase but is kept simple.

Cheque Book Register

Keeps track of your company’s cheque books and individual cheques — which are issued, used, or cancelled. Helps prevent lost or duplicate cheques and supports bank reconciliation.

Reconciliations

Reconciliation is the process of matching your records against reality — for example matching the ledger to a bank statement (Account Reconciliation), or matching payments to what they settled (General Payment Reconciliation). This confirms your books are accurate and highlights anything unmatched.

Fixed Assets & Depreciation

Manage capital assets and reduce their value over time. Depreciation Rate defines how fast an asset type loses value; the Fixed Asset Schedule applies depreciation and keeps the asset register. Both are approvable.

Financial Year

Defines your accounting periods (start and end dates). Every document belongs to a financial year, and payroll tax is calculated across the year. Set this up before you start a new year.

Tax & FBR

The system supports Pakistan tax needs: Sales Tax (GST), Tax Sections, Income Tax Withholding, purchase/sales tax details, and the FBR Digital Invoice for the Federal Board of Revenue’s e-invoicing. Tax accounts are picked up automatically when you raise invoices and purchases.

Default Integrations (system accounts)

This is an important behind-the-scenes setup. Default Integrations tells the system which account to use automatically for common items — sales tax, excise duty, freight, salary payable, provident-fund liability, vehicle/house/fuel rent (split into “admin” and “operations”), and more.

Budget Management lets you plan how much money each project and cost centre is allowed to spend, and then watch the real spending against that plan. It is how management keeps costs under control.

Yearly Budget

Set the planned amounts for a whole financial year, per project/cost centre/account. Create it, then Approve it to make it the active plan. A bulk upload option lets you load many budget lines from a spreadsheet.

Monthly Budget

Break the plan down to each month, so spending can be tracked month by month. Also created and approved.

Budget Revisions

Plans change. You can Revise a yearly or monthly budget during the year, and the system keeps a full revision history so you can see what changed and when.

Budget vs Actual (Consumption)

Whenever a spending document is approved anywhere in the system — a payment, a purchase order, a salary run, a requisition — it automatically consumes the matching budget line for that project, cost centre, account and month. This gives you a live budget-versus-actual picture without any extra data entry.

Commercial Management is how the company earns its money — quoting the telecom client for service work and then billing them for it. This module is focused on services (maintenance and field work), which is HnL’s core business.

Service Quotation

A price quote to the client for service work. You list the services and prices, save, and Approve. You can update the client on a quotation where permitted.

Service Quotation Invoice

The actual bill to the client for the quoted work. When approved, it records the amount the client owes you (a receivable) plus any sales tax. It can later be Cancelled (with a reason), which removes its accounting entries.

Service Quotation Invoice Return

Reverses or credits back part or all of an invoice — used when work is returned, cancelled or over-billed. Approvable.

Sales Tax Invoice

A formal GST-compliant tax invoice, generated with its own tax invoice number and linked to the underlying service invoice lines. Used where the client requires a proper tax invoice for their records/returns.

Official Receipt

Records the client’s payment against their invoices. When approved it reduces the client’s outstanding balance and records the money received into the chosen bank/cash account.

The Sales module handles the classic “quote → order → deliver → invoice” flow for selling goods (as opposed to the services handled in Commercial). It also includes a light production / manufacturing capability for making finished goods.

Sales Quotation

A quote to a customer for goods. Approvable; can be tracked by status.

Sales Order

A confirmed customer order created from a quotation. It drives delivery and invoicing.

Delivery Note

Records goods physically delivered to the customer (and reduces stock). Approvable.

Sales Invoice

Bills the customer for delivered goods and posts the sale to the accounts. A return option handles goods sent back.

Production & Bill of Material

For making finished goods in-house: a Bill of Material (BOM) lists the components a product needs; a Production Order and Production Requisition plan and pull those components; Production Stock Issuance issues them; and a Finished-Goods Receipt brings the completed product into stock.

Inventory Management covers the full journey of spare parts and materials: asking for them, buying them, receiving and checking them, storing them, moving them, and using them on site. Strong controls keep stock accurate and purchases properly authorised.

The procure-to-consume chain (at a glance)

Purchase Requisition → Purchase Order → Stock Receipt (GRN) → Goods Inspection → Purchase Invoice, then parts are stored, transferred, and finally consumed on jobs. Returns and gate passes control exceptions.

Stock Items & Setups

Define each Stock Item (part/material) with its unit and category, plus supporting setups: Item Linking (relationships between items), Purchase Rate Policy (agreed supplier rates), Capitalization Policy (which items become capital assets), and Stock Demand Type (e.g. bulk purchase).

Purchase Requisition

An internal request to buy something. A site or department raises it, stating what is needed and why. It can be Cancelled if no longer required. This is the controlled starting point of any purchase.

Purchase Order

The formal order sent to a supplier, usually raised from an approved requisition. It records agreed items, quantities and prices. A reversal option handles cancelled orders. Approved POs can consume budget and be printed as supplier/office copies.

Stock Receipt Note (GRN) & Goods Inspection Note

When goods arrive, the Stock Receipt Note records what was received against the PO, and the Goods Inspection Note records the quality check. Together they make sure you only accept and pay for what actually arrived in good condition. Receiving updates the warehouse stock.

Purchase Invoice

The supplier’s bill. When approved it records the amount payable to the supplier and adds the item cost (plus freight, excise and input sales tax) into inventory value. Landed cost / additional cost lets you add freight/duty so the true cost of stock is captured. A return handles goods sent back.

Service Items & Orders (buying services)

Sometimes you buy services rather than goods (e.g. subcontracted work). Service Item, Service Request, Service Order and Service Invoice (with returns and reversals) mirror the goods flow for services.

Warehouse, Transfers & Gate Passes

Manage where stock physically sits and its movement:

• Internal Stock Transfer / Fixed Transfer Request — move stock between warehouses/locations.
• Gate Inward Pass / Gate Outward Pass — control items entering or leaving your premises (security & audit trail).
• Employee / Warehouse Stock Allocation — track stock held in a warehouse or carried by a field employee.
• Store/Warehouse Adjustment — correct stock counts after a physical check.

Material Consumption & Return

When parts are actually used on a job, a Material Consumption Note records it (reducing stock and charging the cost to the job/site); a Material Return Note handles unused parts coming back. This is the link between the store and the field work in Operations.

This module manages your people from joining to leaving, and — most importantly — pays them correctly each month with full Pakistani tax and statutory handling (income tax, provident fund, EOBI, social security).

Employee Master

The central record for each employee — personal details, job (department, designation, grade), pay details, and status. Actions include Create, Edit, Activate/Deactivate, and Rejoin (re-hire a former employee). A permission-protected Salary tab hides sensitive pay information from users who should not see it. An Appointment Letter can be generated and approved.

Employee Allocation

Assign an employee to a project, team, cost centre or site. This drives where their cost is charged and keeps a full history of past allocations. Allocations are submitted and can be marked completed.

Attendance & Overtime

Record who worked when. You can mark attendance individually or in bulk, view an attendance register, and manage shifts and gazetted (public) holidays. Overtime is handled by an Auto Overtime Policy (rates for normal, rest and holiday days) plus manual overtime entries. Attendance feeds directly into the monthly salary.

Leave Management

Define Leave Types and Leave Policy, let staff apply for leave, and approve it. The system keeps a leave balance for each employee (leave earned vs leave taken). Unused annual leave can be paid out through Annual Leave Encashment.

Loans & Advances

Give employees loans or advances and recover them automatically from salary over time. Set up Loan Types and Loan Setup, then manage each loan and its repayment schedule (which can be paused or transferred). Special types include arrears and provident-fund loans.

Monthly Payroll

Each month you Generate salaries for a chosen group of employees, review the result, then Save to finalise and post it. The system does all the maths automatically.

1. Open Salaries and choose the month and any filters (project, location, employee type, etc.).
2. Click Generate — the system calculates each employee’s pay (see below) and shows a draft sheet.
3. Review; adjust manual items (manual overtime, manual tax, hold salary) if needed.
4. Click Save to finalise. The pay run posts to the accounts and you can print slips and the bank transfer letter.

What goes into each employee’s pay

Final Settlement

When an employee leaves, Final Settlement clears everything owed both ways — final salary, leave encashment, and recovery of any outstanding advances and unreturned stock the employee was holding. A Manual Final Settlement exists for settlements entered by hand.

Benefits & Policies

Central place to define the rules payroll uses: Allowances, Income Tax Policy, Overtime Policy, Leave Policy, Provident Fund policy & profit, and social-security settings. Because these drive real money, most are approvable documents.

Recruitment manages hiring from start to finish — from a department asking for a new person, through advertising, screening and interviews, to making an offer and onboarding the new joiner.

Job Requisition

A formal, approved request to hire for a role (with reusable templates). A requisition can be Active, Expired or Cancelled. This is the controlled start of any hire.

Job Posting & Applications

Advertise the vacancy through Job Postings (with channels), collect Job Applications, and keep a CV Bank of candidates you can reuse for future roles.

Screening, Tests & Interviews

Screening filters applications; a Job Test can be set; Interviews (with panels, types and results) evaluate candidates. Each candidate moves through clear stages from “Applied” all the way to “Hired” (or Rejected/Withdrawn).

Offer & Onboarding

Make an Offer (extend/accept/reject), then run Onboarding — collecting documents, background verification, and orientation — until the joiner is fully set up. A Recruitment Dashboard shows the whole pipeline at a glance.

Field teams need transport, fuel and (near remote sites) accommodation. Rental Management handles the vehicles and houses the company rents, tracks their use, and pays the owners and landlords.

Vehicles & Rental Contracts

Register each rented Vehicle and set up a Rental Contract with the owner. Contract terms range from monthly up to multi-year. The contract is the basis for paying the owner.

Vehicle Attendance

Records that a rented vehicle actually turned up and was used — the evidence used to justify paying the owner for the period.

Fuel Requisition

Issue fuel to vehicles and track it by Fuel Type. Fuel is a major cost, so the system tracks advances and security against fuel and charges fuel cost to the right project/operation.

Vehicle Invoice

Pays the vehicle owner for the rental period. When approved it records the cost (split into administrative and operational rent accounts) and the amount owed to the owner. A Manual Vehicle Invoice exists for hand entry.

Houses & House Invoice

Register rented Houses (staff accommodation) and pay landlords through a House Invoice, with security-deposit handling. Rent is split into admin vs operations accounts like vehicles.

Operations is where the actual billable field work is recorded — technicians visiting telecom sites to service power and cooling equipment, and larger overhaul jobs. This is the operational engine that feeds both billing (Commercial) and cost accounting (Finance).

Visit Reports

A record of a single site visit, tailored to the equipment serviced — there are separate visit reports for Genset (generator), Air-Con, Rectifier/CP, Telco and General work. The report captures what was done and the parts consumed. When processed, it charges the consumed parts as execution cost and reduces the field employee’s held stock.

Overhauling Jobs

Larger, scheduled overhaul work on site equipment. An Overhauling Job is planned and then executed (OH Job Execution), recording the work and materials involved.

Mobile Consumption & Visit Book

Mobile Consumption records materials/fuel used during mobile field visits, and the Visit Book Register keeps a log of visits. Setups include Work Type and Vehicle Visit Type.

Manual Documents is a controlled “enter it by hand” area, used mainly when moving onto the system, entering opening balances, or booking something that happened outside the normal automated flow.

General Ledger Opening Balances

Enter the starting balances for accounts when you first begin using the system (or at the start of a year), so the ledger reflects reality from day one.

Manual Invoices & Settlement

Hand-entered versions of a Purchase Invoice, Service Invoice, Service Quotation Invoice, Vehicle Invoice and Final Settlement. They still post to the accounts, but skip the usual upstream steps (no requisition/PO chain).

A simple internal ticketing area where staff can raise requests or report issues, each with a priority and a status that moves from open to resolved.

1. Open Support and click Create.
2. Describe the request, set its priority, and submit.
3. Track its status until it is resolved.

Reporting turns your data into PDF and Excel documents for printing, sharing and audit — from financial statements to salary slips and purchase orders.

Examples of available reports

1. Open the report from the Reports menu (or the Print button on a document).
2. Set the parameters (dates, project, account, etc.).
3. Choose PDF or Excel and generate.

The company runs a separate field-operations system called HNLeye (which holds sites, teams, field service reports and telco inventory). This module keeps the two systems in step so the ERP always has the latest operational data and HNLeye always has the latest staff data.

What syncs

• ERP → HNLeye: employees are pushed across (create, update, bulk, mark-resigned) so field records match HR.
• HNLeye → ERP: sites and site equipment (generators, rectifiers, batteries, air-cons), regions/teams, vehicles, warehouses, field service reports, Jazz telco inventory (consumption/returns) and employee stock ledger are read into the ERP.

Screens

• Default Integrations — the document-to-account mapping (also covered in Finance).
• Financial Sync Queue / General Ledger sync — monitors that financial records finish syncing and flags anything pending or failed.

Administration controls who can use the system and what they can do. It is normally handled by a small number of administrators.