EMSSuite™ Cloud

Getting started

How to use this manual

This manual documents the day-to-day operation of the EMSSuite™ Cloud platform. It walks every sidebar menu in the order a real business uses them — from selling at the counter to reconciling the books — and calls out exactly which screens to look at and which buttons to press.

Four modules are treated as spotlight modules (marked ★) and documented in greater depth because they are the heart of daily operations:

• Kitchen Display System (KDS) — the live board the kitchen cooks from.
• Point of Sales (POS) — the counter/terminal that rings up orders.
• Accounting & Finance — invoices, payments, expenses, banking, and the Financial Reports statements (trial balance, ledger, P&L, balance sheet, journal entries).
• Stock Requisition — internal stock requests and supplier requisitions (found under Orders Management).

How the menus fit together

These menus are not islands — they form one continuous trail from the moment an item exists, to the moment it becomes revenue on a financial statement. Follow the arrows:

Supporting menus — User Management, Helpdesk & Messenger and Account & Billing — sit around this core: they govern who can act, internal support, and the subscription that unlocks the modules themselves.

The restaurant loop (POS ⇄ KDS):

1. A diner's order is built in the POS cart from Product & Service items and priced.
2. The waiter taps Post to Kitchen — POS sends the ticket to KDS (route /kds/my-orders).
3. Chefs cook and move each ticket through kitchen columns (New → Cooking → Ready) on the KDS board.
4. The waiter's POS Ready-to-Serve tray lights up; they serve at the pass and the order is marked served.
5. Payment is taken on the POS, a receipt prints, and the sale flows into Orders Management → Accounting, where it reaches the ledgers and the Financial Reports statements.

Who sees what

Menu visibility and buttons are permission-driven: the sidebar only shows you the sections your role can act in, and each screen further hides actions you are not granted.

Representative permissions per area (you will see these gate menus and buttons throughout):

Dashboard

Your home screen after login — a role-aware snapshot of what needs attention today.

/dashboard manage-dashboard

Dashboard

1. Scan the headline tiles — revenue, outstanding, low stock and pending actions give you the pulse before you open any module.
2. Jump into work — tiles and lists are links into the relevant module (e.g. an overdue invoice opens Accounting).
3. Use the search box at the top of the sidebar to find any menu instantly by name.

Smart Dashboard

Manager-grade analytics that roll up the whole operation into five focused views.

Manager-grade analytics — each view is its own screen under the Smart Dashboard sub-menu. Set the date range / filters at the top of any view; every chart respects them, and you can drill down from a chart into the underlying records in Orders, POS or Accounting.

Executive Dashboard

Answers “How is the business doing overall?”

Sales Analytics

Answers “What sold, when, and to whom?” — the page is split into seven tabs across the top, one focused view each:

Financial Analytics

Answers “Are we profitable; cash in vs out?” — five tabs across the top, each reading the double-entry ledger:

Operational Analytics

Answers “Is fulfilment / kitchen / stock keeping up?” — four tabs across the top:

Team Performance

Answers “Who is driving results?”

User Management

Everything about the people in your business: staff who log in, suppliers you pay, and customers you invoice.

Users & Roles

/users manage-users — staff who log in and the roles that decide which menus they see

1. Add a user → fill name, email, and the role(s). Roles decide which of the ten menus they can see.
2. Assign a role — the role bundles permissions (see Who sees what).
3. Confirm they can reach their tools — a cashier should see POS/KDS, an accountant should see Accounting & Financial Reports.

Manage Suppliers

/account/vendors manage-vendors — vendors you buy from and pay

Suppliers feed purchase orders and vendor payments in Accounting. Keep them current here so those documents inherit correct contacts.

Manage Customers

/account/customers manage-customers — customers you invoice and collect from

Customers feed sales invoices and customer payments in Accounting.

Product & Service

The catalogue. Everything POS can sell and Orders can buy is defined here first — items, their stock, categories, taxes and units of measure.

Items

/product-service/items — Create/edit products & services, prices, images, stock rules

The exact fields that matter downstream — creating an item:

1. Items → New. Enter the name and category.
2. Set pricing — the selling price POS will charge and the cost used for margin.
3. Choose trackable vs service — stock-tracked items consume warehouse stock; services do not.
4. Attach the tax & unit so POS invoices and Accounting compute totals correctly.
5. Add an image — pulled from the Media Library; it appears on POS tiles and the public menu.

Drill-down — open any item for its full record: pricing, tax, unit, stock and images.

Import

/product-service/items — use the Import button (upload icon) to bulk-load a catalogue from a file

Stock

/product-service/stock — Current stock levels across warehouses

Categories

/product-service/item-categories — Group items (also drives kitchen tickets)

Taxes

/product-service/taxes — VAT/tax rates applied at POS & invoicing

Units

/product-service/units — Measurement units (kg, pcs, litre…)

Orders Management

The paperwork behind sales and purchasing: sales invoices & returns, purchase invoices & returns, warehouses, stock requisitions and quotations/pro-forma.

Sales Invoice

/sales-invoices manage-sales-invoices — record what the customer owes

1. Optional: raise a Quotation / Pro Forma, send it, then convert to a Sales Invoice when accepted.
2. The Sales Invoice records what is owed; payments land in Accounting → Customer Payments.
3. If goods come back, a Sales Return adjusts stock and the customer balance without editing the original invoice.

Drill-down — open an invoice to see its line items, VAT and payment status.

Sales Invoice Returns

/sales-returns manage-sales-return-invoices — goods returned by customers, adjusting stock and balance

Purchase Invoice

/purchase-invoices manage-purchase-invoices — supplier bills; increases stock and creates a payable

1. Log a Purchase Invoice from a supplier; it increases warehouse stock and creates an amount payable.
2. Pay the supplier via Accounting → Vendor Payments.
3. Return faulty goods with a Purchase Return.

Purchase Returns

/purchase-returns manage-purchase-return-invoices — send goods back to a supplier

Warehouses & Transfers

/warehouses manage-warehouses — locations, stock levels and inter-warehouse transfers

Quotations / Pro Forma

/sales-proposals manage-sales-proposals — quotes and pro-formas you later convert to invoices

Stock Requisition ★

Two kinds of requests keep stock honest: internal requisitions (a department draws stock from a warehouse) and supplier requisitions (you ask a supplier for goods, later converted to a purchase). This spotlight feature sits right here under the Stock Requisitions branch of Orders Management.

The internal requisition lifecycle — Create → Submit → Approve → Fulfill. Stock actually moves only when a request is Fulfilled.

1. New Requisition (/stock-requisitions/create): choose the issuing warehouse and add the items + quantities you need.
2. Submit the request — it moves to the approver's queue.
3. Approver: open from All Requests → Approve (or Reject; a wrong one can be Reverted).
4. Storekeeper: Fulfill. This is the step that actually deducts stock from the warehouse — nothing moves until it is fulfilled.

New Requisition

/stock-requisitions/create — pick the issuing warehouse, add items & quantities, then Submit

All Requests

/stock-requisitions view-stock-requisitions — approve / reject / revert, then Fulfill (this deducts stock)

Requisition Usage

Consumption analytics — who draws what, over time

Supplier Requisitions

On /supplier-requisitions you draft what to buy, print it as a request, and Convert it into a purchase order/invoice once the supplier confirms. This links replenishment back into the Purchase Orders branch above.

Accounting & Finance

The money engine. It turns documents from Orders/POS into payments, expenses, banking activity and a full reporting suite — and it is where Financial Reports lives.

Financial Dashboard

/account — income vs expense, cash position, overdue

Chart of Accounts

/account/chart-of-accounts — the backbone ledger structure

Opening a single account reveals its ledger detail — type, code, opening balance, tax settings and the postings that build its running balance. Two representative accounts below: an asset account (Inventory) and a tax / liability account (VAT).

Customers & Vendors

/account/customers · /account/vendors — contacts and their running balances

Customer Payments

/account/customer-payments — record money coming in against invoices

Vendor Payments

/account/vendor-payments — record money going out to suppliers

Expenses & Revenues

/account/expenses · /account/revenues — direct costs & income not tied to an invoice

Bank Accounts, Transactions & Statements

/account/bank-accounts · /account/bank-transactions · /account/bank-statements · /account/bank-transfers — balances, movement and reconciliation

Banking is a drill-down. The account list shows balances at a glance; opening one account reveals its bank information; from there you reach that account’s transactions. In parallel, statements imported from your bank are reconciled line-by-line against those transactions, so the books always agree with the bank. The five screens below follow one operating account end to end — switch the manual to dark mode to see the same screens in the dark theme.

Step 1 — the account list. Every bank and cash account with its current balance and activity. Click a row (or its view action) to open the account.

Step 2 — bank information. The account’s identity — bank, account number, IBAN, SWIFT and GL account — plus its opening/current balance and reconciliation status.

Step 3 — the account’s transactions. Every money movement on that account with a running balance, pre-filtered to just this account.

Step 4 — imported bank statements. Statements uploaded from your bank, each showing how many lines are already reconciled and how many are still pending.

Step 5 — reconcile a statement. Open a statement to match its lines against your transactions. Matched lines turn green; genuine bank charges and interest stay pending until you post them.

Reconciling a statement happens in a three-panel workspace: the statement lines on the left, Find & Match in the middle, and the Reconcile panel on the right. Select a line and the workspace reacts — you either match it to an existing transaction, create a new record for a genuine bank charge, or split it when a single line covers a part payment or several invoices.

Step 5a — post a bank charge (Reconcile → Create). A genuine charge has nothing to match, so select it and use the Create tab to book it straight to an expense account with its date, amount and reference.

Step 5b — find & select a matching transaction. For a payment line, the Find & Match panel lists candidate transactions; search by name, customer, vendor or reference to narrow the columns (Date, Name, Source, Ref, Rate, Spend), then pick the row that the bank line settles.

Step 5c — split a transaction (part payment). When a bank line only covers part of a document, use Split to peel off that amount as a part payment; the modal shows the balance and the remaining amount before you confirm.

Step 5d — split an invoice. The scissors action on a matched invoice opens Split Invoice — extract just the amount the bank line actually pays and leave the rest on a new, still-open invoice.

Credit & Debit Notes

/account/credit-notes · /account/debit-notes — adjustments to billed amounts

Budgets & Cash-Flow Forecast

/account/budgets · /account/cash-flow-forecasts — plan spend and project cash

Budgeting and forecasting work as a pair. A budget sets a planned amount per account for a period and then measures it against actuals pulled live from posted journal entries — so the variance is always real. A cash-flow forecast projects the money position over a forward window, breaking it down by outstanding receivables, payables and recent payment trends. The screens below go list → detail for each.

Budgets — list. Every budget with its period, planned total and status.

Budget — detail. Open a budget to see budgeted vs actual per line, with utilisation bars and variance. Actuals are computed from the ledger for the budget’s date range.

Cash-flow forecasts — list. Each forecast with its horizon, opening balance, net movement and projected closing balance.

Cash-flow forecast — detail. Open a forecast for the full cash build-up — opening, inflows, outflows, net and closing — plus the receivables, payables and payment-trend breakdown behind it.

Reports

/account/reports — a tabbed reporting hub: All Ledgers, Customer/Vendor Ledger, Invoice/Bill Aging and Tax Summary

The Reports screen opens on a financial overview — receivable vs payable, invoice and bill counts and the aging buckets — with a row of tabs beneath it. All Ledgers is the default and itself carries sub-tabs (Summary, Customers, Vendors, Accounts Receivable, Accounts Payable); the other tabs each drill into one report. Switch tabs to move between them.

All Ledgers — Customers. Every customer with opening balance, total debit/credit and closing balance.

All Ledgers — Vendors. The same ledger view for suppliers.

All Ledgers — Accounts Receivable (AR). Outstanding customer balances as at a date.

All Ledgers — Accounts Payable (AP). Outstanding supplier balances as at a date.

Customer Ledger. Full transaction history for one customer — invoices, payments, credit notes and the running balance.

Vendor Ledger. The same statement view for a supplier.

Invoice Aging. Receivables bucketed by how overdue they are (current, 1–30, 31–60, 61–90, 90+).

Bill Aging. Payables bucketed the same way, for scheduling supplier payments.

Tax Summary. Tax collected on sales against tax paid on purchases, and the net liability for the period.

Financial Performance

/account/financial-dashboard — a period scorecard of revenue, cash, balance-sheet position and receivables

Financial Ratios

/account/financial-ratios — liquidity, profitability, leverage and efficiency ratios with trends

System Setup

/account/account-types — account types, expense & revenue categories, exchange rates, overdue charges

Exchange Rates (Forex Board). /account/exchange-rates — maintain the buying / mid / selling rates for each currency; these feed multi-currency invoice and payment revaluation.

Overdue Charge Configurations. /account/reports/overdue-charge-configs — set interest / penalty rules per customer or vendor that aging and the AR/AP ledgers then apply.

Daily flow in Accounting:

1. Record income — customer payments settle open sales invoices; other income goes to Revenues.
2. Record costs — vendor payments settle purchase invoices; operating costs go to Expenses (pick the right category).
3. Bank it — match payments to Bank Transactions / Bank Statements using the Reconcile panel so the books agree with the bank.
4. Review reports — invoice/bill aging for chase lists, customer/vendor ledgers for detail, income statement & tax summary for the period.

Financial Reports (Double Entry)

The formal, balanced ledger — now the Financial Reporting group inside the Accounting & Finance menu. Where Accounting records the transactions, Financial Reports proves they balance and produces the statutory statements: Ledger Summary, Trial Balance, Balance Sheets, Profit & Loss, and the tabbed Reports hub.

Reports Hub — the seven tabs

/double-entry/reports — one hub, seven tabs: Journal Entry, General Ledger, Account Balance, Cash Flow, Foreign Exchange Gain/Loss, Account Statement, Expense Report

The Reports hub opens on a Financial Overview — journal activity, cash position, net position and the FX gain/loss summary — with the seven statement tabs directly beneath it. Pick a tab (or click an overview card) to open that report; each exposes date filters plus print and Excel export.

Journal Entries

/double-entry/reports (Journal Entry tab) — every debit/credit posting; create & edit entries

General Ledger

/double-entry/reports (General Ledger tab) — all movements per account

Account Statement / Balance

/double-entry/reports (Account Statement tab) — one account's detail & balance

Trial Balance

/double-entry/trial-balance — debits = credits before statements

Ledger Summary

/double-entry/ledger-summary — condensed account totals

Profit & Loss

/double-entry/profit-loss — revenue less expenses = profit

Balance Sheet

/double-entry/balance-sheets — assets = liabilities + equity

Cash Flow

/double-entry/reports (Cash Flow tab) — where cash came from and went

Close a period, the honest way:

1. Trial Balance first — if debits ≠ credits, fix journal entries before going further; every downstream statement depends on this being flat.
2. Profit & Loss, then Balance Sheet — generate, review, and finalize the balance sheet to lock the figures.
3. Compare periods on the Balance Sheet comparisons screen; add notes for the audit trail.
4. At year end, run Year-End Close to roll retained earnings and reset the period.

Point of Sales (POS)

The counter. Cashiers build an order from the catalogue, take payment, print a receipt, and — for food — push the order to the kitchen.

POS Terminal

/pos — open the terminal / see the till

New Sale

/pos/create — ring up items, apply discounts, take payment

Ring up a sale, step by step:

1. New Sale (/pos/create) — tap product tiles or scan a barcode to fill the cart.
2. Adjust quantities / discounts; the total, tax and change compute live.
3. Post to Kitchen — for food, send the ticket to KDS so cooking starts immediately (see the Post to Kitchen shot below).
4. Take payment — choose the tender; the POS records the sale and can print/download the receipt.
5. Manage it later on /pos/orders: open, edit, reprint, or revert to draft / void.

Sale & Payment Modals

Most actions on the New Sale screen (/pos/create) open a modal over the terminal instead of navigating away. Add items to the cart and pick a warehouse to unlock Credit, Post to KD and Checkout; Ready to serve is available whenever there are open kitchen tickets.

Orders

/pos/orders — find, open, edit, reprint or void a sale

Receipt / Print

/pos/create — completing a sale opens the thermal roll receipt; reprint any order at /pos/orders/{sale}/print

Barcode

/pos/barcode — scan items in; print item barcode labels

Reports

/pos/reports/sales — sales, product & customer reports (with print)

Public Menu

/pos/menu/{id} — the QR/diner menu & its payment options

Kitchen Display System (KDS)

The live board the kitchen cooks from. Orders posted from the POS appear here as tickets; chefs move them through kitchen columns; the POS learns when each is ready. KDS only moves kitchen progress columns — it never touches payments or sales.

Kitchen Board

/kds view-kitchen-display — the live board; how tickets move, top to bottom

1. New tickets arrive in the first column the moment a waiter posts from POS.
2. Chefs advance a ticket (or a single item) through the kitchen columns — e.g. New → Preparing → Cooking → Ready. Column moves are the chef's status permission; they never change money.
3. Ready = off the pass. A waiter serving their own order can mark it served from the POS tray without needing the chef's status rights.
4. Cancellations pull an order off the pass and are gated by a distinct permission so they stay deliberate.

Order History

/kds/history view-kitchen-order-history — completed and past tickets for the shift/day

Kitchen Sales Report

/kds/reports view-kitchen-sales-report (manager) — the money view of what the kitchen served (printable)

Sync / Live Updates

/kds — the board's Live badge, Sound on alert and Refresh keep it and the POS tray current in real time (polled via /kds/sync · sync-kitchen-display)

Post / Serve / Cancel / Status

/kds — each ticket card exposes Start → Ready → Served and a Cancel (×) with a confirmation; the waiter's priced tray comes from /kds/my-orders (post-kitchen-order · cancel-kitchen-order · update-kitchen-order-status)

How POS and KDS talk:

• The waiter's terminal reads /kds/client-config to know how to reach the kitchen and alert when an order is called.
• /kds/my-orders is the only KDS read that carries per-line prices, and it is scoped to the logged-in waiter — the kitchen board itself stays price-free.

Hotel Management

Run a property end to end: define rooms and rates, take reservations, check guests in and out, post extras to the folio, and publish a public booking site — all wired into Accounting so every stay lands in the books.

Hotel Dashboard

/hotel/dashboard — the property command centre: live stats and setup shortcuts

Hotels (Properties)

/hotel/hotels manage-hotels — add and configure each property you operate

Open a property to see its full profile — contact, location, the public booking-site link and its check-in / check-out, currency and timezone settings.

Room Types & Rates

/hotel/room-types manage-room-types — the sellable room catalogue; each type carries occupancy variations and a rate per rate type

Rates are structured Room Type → Occupancy → Rate Type → Rate, so a Single and a Double occupancy can price differently across seasonal or corporate rate plans.

The Edit Room Type dialog refines a type in place — description, room features and the complimentary services bundled into every stay, without leaving the list.

Each type also has its own detail page with the live rate plan and configuration.

/hotel/room-types/2887/rates — the Rate Matrix sets a rate for every occupancy × rate-type combination in the currency the guest pays, with the revenue account shown

/hotel/rate-types manage-rate-types — define the rate plans (rack, corporate, government, travel-agency, group) the matrix prices against

The Share Room Types panel (the share icon in the toolbar) lets staff pick room types, select a guest, and send the details by email with the Room Types PDF attached

Rooms

/hotel/rooms manage-rooms — the physical inventory; set room status and log maintenance

Reservations & Bookings

/hotel/bookings manage-bookings — the front-desk workflow: create, confirm, check in, check out

1. Create a booking from an available room type and the chosen dates; tax and any coupon apply automatically.
2. Confirm to hold the room, then Check In when the guest arrives — the stay becomes live.
3. Charge the folio for extras (services, dining, minibar) and record payments against the booking.
4. Check Out settles the stay; the invoice posts through to Accounting.

/hotel/bookings — click the + button to open the booking form: pick the room type, dates and guests, and the nightly rate is priced from the matrix automatically

A booking's detail page shows the guest, the room, the stay window and the extras ordered — with confirm / check-in / check-out actions.

/hotel/bookings/3174/folio — the Guest Folio is the running bill: post charges, record payments, apply discounts and fines, and download the settled statement

Guests

/hotel/customers manage-hotel-customers — the guest book: profiles, memberships and stay history

A guest profile rolls up loyalty tier and points, total stays and spend, their folio balance and every booking on record.

Services

/hotel/services manage-services — chargeable extras (spa, airport transfer, laundry…) that post to a guest's folio

Use the Share Services panel to send a curated list of services and pricing to a guest before their stay

Facilities & Packages

/hotel/facilities manage-facilities — amenities (pool, gym, conference hall); packages bundle a facility with structured inclusions

Open a facility to manage its details, then build packages around it — e.g. a conference room with half-day and full-day board packages.

/hotel/facilities/133/packages — each facility carries its own packages, priced per person / day / hour with structured inclusions

A package detail page lists its inclusions and terms — the building blocks a guest can add to a stay.

The Share Packages panel lets you email selected packages with inclusions to a prospective client

Guest Requests

/hotel/guest-requests manage-guest-requests — housekeeping, room service, maintenance and concierge requests raised by guests or staff, tracked to completion

Each request has its own page to assign, schedule, cost and resolve it.

Coupons

/hotel/coupons manage-coupons — promotional codes validated at booking time

Reviews

/hotel/reviews manage-reviews — moderate guest reviews before they appear on the public site

Open a review to read the full comment and the stay it came from before approving it.

Guest Contacts & Enquiries

/hotel/contacts manage-contacts — enquiries from the public booking site, triaged new → in progress → resolved

Open an enquiry to read the full message and reply through the pipeline.

Newsletters

/hotel/newsletters manage-newsletters — compose and send campaigns to your subscriber list

/hotel/newsletters/subscribers — the subscriber list feeding those campaigns

Reports

/hotel/reports view-hotel-reports — occupancy, revenue, customer and booking reports over any date range

Hotel Settings

/hotel/system-setup manage-hotel-settings — brand, custom domain and hotel information behind the public booking site

Share by Email

When staff share room types, services or packages with a guest, the platform sends a branded notification email with the details table and a PDF attachment

Helpdesk & Messenger

Internal support: raise and work tickets, categorise them, and chat with your team — without leaving the app.

Helpdesk Tickets

/helpdesk-tickets manage-helpdesk-tickets (staff) · manage-any-helpdesk-tickets (support agents) — raise and work tickets

1. Create a ticket with a subject, category and description; attach screenshots from the Media Library if useful.
2. Reply thread — conversation stays on the ticket; assignees get notified.
3. Resolve & close when done; categories keep the queue organised for reporting.

Account & Billing

Your own subscription and company settings — the menu that decides which add-ons (POS, KDS, Financial Reports, etc.) you can actually open.

Subscription Plan

/plans manage-plans — view your current plan & renewal, or upgrade; activating the right plan is what makes each module's menu appear

Invoices & Receipts

/orders manage-orders — the history of what you were billed and the receipts

Account Settings

/settings manage-settings — company profile, branding and the SEO/social image used on shared links

Refer & Earn

/referrals view-referrals — share your link and track referral credit

Bank Transfer Requests

/bank-transfer manage-bank-transfer-requests — pay by transfer where offered