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The whole ERP in one simple picture
Every document should continue from the previous valid document. Create data once and carry it forward.
Do not create disconnected records when a source already exists. Buyer, order, product, variant, material, ownership, quantity and document references should keep moving through the workflow.
1.1 Main workflow
1.2 Three things every user must understand
Always start from the correct order, plan, PO/WO, receipt or previous transaction.
Draft is preparation. Posted / issued / completed records may affect stock, progress or accounts.
Use cancellation, reversal, return or Stock Adjustment. Do not hide a correction by rewriting history.
1.3 Common status meanings
Still being prepared. Review before final action.
Confirmed and still has work or balance remaining.
Final operational effect has been recorded.
Needs a decision, rate, approval, quality result or next action.
Do not continue from it unless the replacement flow says so.
Read Chapter 02, then Chapter 03–04 before entering live transactions.
Administration
Company, users and ERP settings
Know which settings belong to Centrio Super Admin and which belong to the company owner.
Company Master
Creates and manages tenants, protected company identity, lifecycle, subscription and platform controls.
- Create company / tenant
- Company Code and protected identity
- GSTIN change and platform-wide uniqueness
- Subscription, status, limits and tenant lifecycle
ERP Admin Settings
Maintains safe own-company profile fields and the company’s operational ERP settings.
- Name, legal name, PAN, IEC, contact, address and logo
- Document numbering and operational defaults
- Bank accounts and company-level ERP preferences
- GSTIN, Company Code, base currency, timezone and FY base remain protected
3.1 User Management
- Create only the users needed
Check the subscription seat limit before adding another active user.
- Choose the canonical role
Give the user the role matching their work. Avoid broad access “just in case”.
- Protect the Primary Admin
Transfer Primary Admin responsibility before downgrade, suspension or deactivation.
- Use the trusted setup flow
Password setup, reset and account-status actions use the secured backend workflow.
Company Admin is always restricted to their own active company. Super Admin may select an authorized company.
Foundation
Masters and product setup
Good transactions depend on clean masters. Create reusable identities before starting live orders.
Step 1Buyer / customerSales / Merchandising
Create the buyer once with addresses, contacts, currency, payment terms and tax information.
Open Buyer Companies →Step 2Product ConfigurationCompany Admin / Merchandising
Define product families, product types, specification templates and variant structure before creating sellable products.
Open Product Configuration →Step 3Product ManagementMerchandising / Production
Create the sellable product, variants, buyer references, technical specifications and material requirements.
Open Product Management →Step 4Raw Materials & UOMPurchase / Store / Production
Create every material that must be purchased, received, issued, returned, adjusted or traced by lot/batch.
Open Raw Material Master →Step 5Resources, departments and processesProduction
Create internal departments and external processors/job workers used in Production Planning and Work Orders.
Open Production Resources →Step 6Warehouse / stock setupStore / Admin
Use the correct warehouse, location, lot/batch and stock unit so every inward and outward movement uses the same stock identity.
Open Warehouse →Once a family, type, product, variant, material, warehouse or resource is used downstream, use the module’s dependency safeguards.
Create the buyer Sales Order. Do not start production from an unlinked manual record.
Buyer Demand
Sales Order
The Sales Order is the commercial demand source. Downstream planning should always trace back to it.
A buyer order / contract is confirmed enough to enter into ERP.
Material Plan and Production Plan use the order demand.
- Select buyer
Verify buyer identity, addresses and commercial terms.
- Enter buyer reference
Buyer PO, dates, delivery date, currency and responsible merchandiser.
- Add exact product / variant lines
Quantity, UOM, price and buyer-specific instructions.
- Review delivery and special requirements
Quality, packing, labels, testing, shipping and document requirements.
- Save Draft until verified
Confirm only after the order details are checked.
5.1 If the buyer cancels or changes the order
If no dependent transactions exist, use the allowed edit/cancellation workflow.
Use controlled cancellation/amendment and review downstream demand, procurement, stock and finance effects.
Planning
Material Plan and Production Plan
Material Plan answers “what is needed?” Production Plan answers “how and where will we make it?”
Material demand
- Starts from Sales Order / product requirements
- Calculates required material and shortage
- Supports purchase / stock decisions
- Must keep product, variant, UOM and order linkage
Execution route
- Defines process sequence and dependencies
- Chooses internal vs outsourced execution
- Assigns departments / job workers
- Controls planned quantity and target dates
- Start from the Sales Order line
Confirm buyer, product, variant, order quantity and remaining quantity.
- Review standard requirements
Load product material and route/template data where available.
- Confirm material demand
Check stock, shortage and purchase requirement.
- Define production route
Process, sequence, input/output UOM, internal/external executor and dates.
- Release only after review
Downstream PO/WO, Issue and Production will depend on this plan.
After linked PO, WO, Material Issue or Production Update exists, use the controlled revision/cancellation flow instead of silently changing the source plan.
Create the required Purchase Order, Outsourced Work Order or Internal Job Order.
Procurement & Job Work
Purchase Orders and Work Orders
Choose the correct document type. Goods purchase and processing service are not the same financial event.
Supplier provides goods that become company inventory after valid receipt.
External job worker processes material / semi-finished goods.
Internal department or resource completes the planned process.
- Select the released requirement
Do not create an unrelated order if a Material / Production Plan requirement already exists.
- Select supplier or executor
Confirm party, address, GST/tax and payment/service terms.
- Check quantity and UOM
PO and WO quantity behavior can differ. Follow the plan and allowed over-plan rules.
- Enter rate when known
For job work, a provisional/pending rate must stay financially blocked until final rate is resolved.
- Issue / release the document
Review before the supplier or department starts work.
Accepted outsourced work can create a service payable when the final rate is available. A pending/provisional rate must not create a final payable source. Customer-owned material can still create a job-work service payable because the service—not the material—is being purchased.
Inbound Material
GRN and Customer Material Receipt
The most important question at receipt is: who owns this material?
Company-owned stock
- Starts from a valid Purchase Order
- Records received / accepted / rejected quantities
- Creates inward stock movement when posted
- May become part of supplier material payable flow
Customer-owned stock
- Material is supplied by the buyer/customer
- Ownership must stay customer-owned downstream
- Creates stock/custody, not a material purchase payable
- Draft maker and posting checker responsibilities stay separate where configured
- Choose the correct receipt type
GRN for purchased material. CMR for buyer/customer supplied material.
- Select the source
PO for purchased stock; buyer/order/provenance for customer material.
- Enter actual quantity and stock identity
Warehouse, location, UOM, lot/batch/roll/shade as applicable.
- Check quality / acceptance
Record what is physically accepted, rejected, short or excess.
- Post only after physical verification
Posted inward movement becomes the stock source for future Issue.
Ownership and buyer/order provenance must continue through Issue, Production, QC, Packing and Dispatch.
Stock to Production
Material Issue and Return
Move the exact approved stock identity to the approved process / executor without changing ownership.
- Select the production requirement
Order, product, process and Work/Internal Job identity must match.
- Confirm the executor
Issue to the supplier/department already approved in the production/work-order flow.
- Select exact stock
Material/item, warehouse, location, lot/batch and UOM must match available stock.
- Check ownership and custody
Customer-owned stays customer-owned; only custody moves to the executor.
- Post the issue
Stock moves outward and the executor becomes accountable for issued material.
9.1 Unused material comes back
Create a linked Material Return / reversal that restores stock with the same identity and ownership.
Edit the original posted Issue quantity to hide the return.
Check requirement status, stock availability, ownership compatibility, executor identity and whether the quantity is already fully issued.
Actual Execution
Production Update
Record what actually happened—not what was planned to happen.
Issued material / custody + approved work or internal job.
Actual produced quantity with product/process/ownership lineage.
- Select the exact work source
Confirm order, product, plan, WO/Internal Job, process and executor.
- Review issued / available input
Do not report output against unrelated material custody.
- Enter this update only
Record the new movement/production quantity, not the cumulative total unless the screen specifically asks for it.
- Record accepted / rejected / rework
Use the module’s actual quality/output fields accurately.
- Preserve ownership
Output produced from customer-owned material keeps the buyer/order ownership lineage.
- Review pending balance
Partial production keeps the work open until the remaining quantity is resolved.
Accepted job-work output can trigger service-payable reconciliation. If the rate is still pending, settlement remains blocked until the final rate is confirmed.
Send eligible output to Quality Inspection before Packing.
Quality Gate
Quality Inspection
QC decides what output is accepted for the next stage, what is held, and what must be rejected or reworked.
Accepted quantity becomes available to downstream finished-goods / packing flow.
Keep quantity blocked until the quality decision / rework is completed.
Record rejected quantity and the required correction/disposition.
- Select produced output
Load the correct production source and exact product / variant / lot identity.
- Inspect and enter quantities
Accepted, rejected, hold or rework as supported by the QC screen.
- Check ownership / buyer order
QC must not lose customer ownership or source provenance.
- Post / release the QC result
Only accepted quantity should move to normal packing eligibility.
If a QC decision is wrong, use the controlled QC reversal/correction path so stock and audit remain consistent.
Packing can consume only eligible finished goods with the same order/product/ownership identity.
Shipment Execution
Packing and Dispatch
Packing groups eligible finished goods. Dispatch records the physical outbound shipment.
Prepare the shipment
- Use QC-cleared / eligible finished goods
- Keep order, product/variant, quantity and ownership identity
- Create carton/package details as required
- Do not pack more than available eligible quantity
Record goods leaving
- Select packed/dispatchable stock
- Enter transport / shipment references
- Create outbound stock movement
- Do not dispatch the same packed quantity twice
Create the customer/commercial invoice according to company billing policy and the dispatch source.
Accounts Receivable
Customer invoice and payment receipt
Convert the commercial shipment into receivable, then settle it with buyer receipts.
- Create invoice from the correct source
Use the dispatch/order source required by company policy; avoid duplicate billing.
- Verify buyer, currency and amount
Check commercial terms, taxes, shipment references and due date.
- Post the invoice
Posted invoice becomes part of Accounts Receivable / outstanding.
- Record buyer payment
Use Payment Receipt with bank/reference/date/amount.
- Allocate correctly
Apply receipt to the intended invoice(s). Keep unallocated balance visible if applicable.
Use payment reversal / controlled correction. Do not simply delete or overwrite a posted financial transaction.
Accounts Payable
Vendor payables, payments and daily expenses
Keep supplier material payables, job-work service payables, advances and expenses separate and traceable.
Valid purchased-material source can create a material payable according to the AP workflow.
Accepted outsourced work with final rate creates service payable. Pending rate remains blocked.
Customer Material Receipt must not create a material payable. A job worker can still be payable for processing service performed on that material.
14.1 Main finance actions
Review AP/AR and bank/outstanding reports. Use reversal rather than hidden edits for posted corrections.
Control & Review
Stock, reports and system controls
Use ledgers to explain balances. Use adjustment only after the cause is understood.
What you have now
Current physical / available quantity by exact material/item, warehouse, location, lot/batch, UOM and ownership identity.
Why you have it
Chronological inward/outward movements with source documents. Start here when stock looks wrong.
15.1 Stock Adjustment
- Investigate first
Check GRN/CMR, Issue/Return, Production, QC, Packing and Dispatch sources.
- Select exact stock identity
Do not adjust a generic material when the discrepancy belongs to a specific lot/location/ownership identity.
- Enter physical correction with reason
Adjustment is an audited correction, not a shortcut around normal workflow.
- Use reversal for a wrong adjustment
Do not rewrite a posted adjustment.
15.2 Reports and Integrity
Orders, production, stock, shipment, AR/AP and exceptions should agree with source documents.
Super Admin uses integrity checks to find broken ownership, Job Work payable, stock, finance and lifecycle relationships.
Critical changes, postings, reversals and admin actions should remain attributable to a user.
If another user changed the record, refresh instead of overwriting their work.
My Work & Help
Role guide, corrections and FAQ
Select your role above to show only the role card and chapters most relevant to your daily work.
16.1 What each role should focus on
Platform & tenant authority
- Company Master and lifecycle
- Authorized tenant switching
- Integrity / deployment control
Own-company control
- Users and safe company profile
- ERP settings / numbering / banks
- Company-wide operational review
Buyer demand
- Buyer master
- Sales Order
- Commercial / delivery follow-up
Order coordination
- Product and order details
- Planning coordination
- Delivery exceptions
Procurement
- Shortage / Material Plan
- PO / outsourced WO
- Supplier follow-up
Material custody
- GRN / CMR
- Issue / Return
- Stock Ledger / Adjustment
Plan & execution
- Production Plan
- Work / resource assignment
- Production progress
Factory control
- Capacity and delays
- Actual output
- Exception escalation
Quality gate
- Inspect output
- Accept / hold / reject
- Release only eligible quantity
Shipment preparation
- Use QC-cleared stock
- Pack exact quantity
- Maintain order / ownership identity
Physical outbound
- Select packed goods
- Transport references
- Prevent duplicate dispatch
AR / AP / banking
- Invoices and receipts
- Vendor payables / payments
- Expenses and outstanding
Shipment documents
- Commercial documents
- Dispatch references
- Document accuracy
16.2 Which correction should I use?
| Situation | Use | Do not do |
|---|---|---|
| Draft entered incorrectly | Edit while the module allows it. | Create duplicate record. |
| Posted stock document wrong | Return / reversal / cancellation according to module. | Rewrite posted quantity. |
| Physical stock differs | Investigate ledger, then approved Stock Adjustment. | Adjust before finding the cause. |
| Buyer order cancelled | Controlled Sales Order cancellation + downstream review. | Delete an order with dependent documents. |
| Wrong payment | Payment reversal / reallocation flow. | Change posted bank receipt silently. |
| Job Work rate pending | Keep settlement blocked until final rate. | Create a final payable from provisional rate. |
| Another user changed record | Refresh and review latest recordVersion. | Force overwrite stale data. |
16.3 Fast troubleshooting
Product / buyer / supplier not visible?
Check company, active status, master completeness and your role/permission. Then refresh.
Order cannot be planned?
Check remaining order quantity, product/variant setup, current plan status and whether the quantity is already fully planned.
Issue is blocked?
Check released requirement, exact stock balance, warehouse/location/lot/UOM, ownership compatibility and approved executor.
Packing is unavailable?
Check Production and QC. Packing should use eligible accepted finished stock, not unapproved output.
Dispatch is unavailable?
Check packed balance and whether the same quantity was already dispatched.
Customer material is creating a material payable?
That is not the intended flow. CMR is customer-owned and should not create a material purchase payable. Escalate before settlement.
Job Work service payable is missing?
Check accepted outsourced output, final rate, reconciliation state and whether the rate is still pending/provisional.
Stock does not match physical count?
Trace Stock Ledger first. Use Stock Adjustment only after the source difference is understood.
User cannot open a module?
Company Admin should review the user’s canonical role. Super Admin / deployment team should check page access and backend rules if role access looks correct.
What should a brand-new user read?
Read Chapters 01–04, select your role, then read only the chapters shown for that role.
Ready to Work
Start from the Dashboard, then follow the source document.
If the source, quantity, ownership or status does not look right, stop and verify before posting the next transaction.
Try a simpler keyword, choose “All users”, or reset the filters.