Company Portal User Guide

Welcome to the company's internal management portal. This system is designed to streamline order processing for the sales team and provide powerful analytics for client and sales performance.

Table of Contents

Initial Setup & Admin Login

The system is ready to use immediately. The default administrator account is pre-configured.

To begin, open the index.html file and log in with these credentials.

For Admins: How to Manage the System

As an Admin, you have full control over salesmen accounts, the company's item list, and all sales orders. You will be directed to the Admin Dashboard after logging in.

Creating Salesmen Accounts

This is the first and most important step to get your team onboard.

  1. In the Admin Dashboard, scroll down to the "Salesmen Accounts" card.
  2. To add users quickly (Recommended):
    • Prepare a 3-column list in Excel, with no headers: FULL NAME, USERNAME, PASSWORD.
    • Copy these three columns directly from your spreadsheet.
    • Paste the data into the "Import Salesmen from Excel" text box.
    • Click "Import & Add Salesmen". All valid, non-duplicate accounts will be created instantly.

Managing the Item List

This list is what salesmen will see when creating orders.

  1. In the Admin Dashboard, go to the "Item Management" card.
  2. To update the list, prepare a 3-column list in Excel: ITEM CODE, ITEM NAME, UNIT.
    • The UNIT column must contain either the word pieces or meters exactly.
  3. Copy the data from Excel and paste it into the "Import Items from Excel" text box.
  4. Click "Import & Replace All Items". This will completely overwrite the old list with the new one.

Reviewing & Approving Orders

When a salesman submits an order, it will appear in your "Pending Sales Orders" table.

  1. Click the "View/Approve" button next to any pending order. A pop-up window will show the requested items.
  2. You have three options for action:
    • Full Approval: If all items are available as requested, simply click the green "Approve as Requested" button.
    • Partial Approval: If an item is out of stock or you have less than the requested quantity, change the number in the "Approved" column. A value of 0 means the item is unavailable. After adjusting, click the blue "Submit Partial Approval" button.
    • Export to Excel: Before approving, you can click the "Excel" button in the main table to download a file of just that single pending order for offline review.

Exporting Order Reports

  1. In the Admin Dashboard, find the "Approved Orders" card.
  2. Click the "Export All Approved Orders to Excel" button.
  3. This downloads a single Excel file containing every item from every approved and partially approved order, perfect for your inventory and fulfillment teams.

For Salesmen: How to Use the Portal

As a salesman, your portal is designed for speed and clarity.

Creating a New Sales Order

  1. Log in with your unique username and password at index.html.
  2. You will be taken to your Sales Dashboard (sales_dashboard.html).
  3. In the "Create New Sales Order" form, click the "Add Item" button.
  4. Select an item from the dropdown list and enter the required quantity.
  5. Repeat for all items in the order. You can remove an item by clicking the 'X' button.
  6. Click "Submit Order". The order is now sent to the Admin for approval.

Checking Order Status & Details

  1. All your submitted orders are listed in the "My Orders" table.
  2. The "Status" column will show if your order is Pending, Fully Approved, or Partially Approved.
  3. Click the "View/Edit" button to see the full details. If the order has been approved, you will see the "Approved" quantities. Any item with a lower approved quantity (or 0) will be highlighted in red for immediate attention.

Editing a Pending Order

You can only edit an order while its status is "Pending".

  1. Click the "View/Edit" button for a pending order.
  2. In the pop-up window, you can change the quantities in the input fields.
  3. Click "Save Changes".
  4. The Admin will be notified that an edit has been made (the order will be marked as "Edited"). Once an order is approved, it can no longer be edited.