Hostnali Cloud ERP

1. Introduction #

Introducing Hostnali Cloud ERP, your all-in-one business management solution. Tired of navigating through various tools to oversee your company’s operations? Hostnali Cloud ERP offers a seamless solution, consolidating accounting, HR management, and lead tracking into a single, user-friendly platform. Manage your business effortlessly, focusing on what matters most.

With Hostnali Cloud ERP, accounting and billing management become a breeze, allowing you to set financial goals, invoice clients, and gain insights into your financial landscape. Simultaneously, HR management is streamlined, providing easy access to staff details, role assignments, and efficient control over access permissions. The Lead and Deal Management feature enhances communication with clients, simplifies the contract process, and enables the quick generation of estimates. Hostnali Cloud ERP is your go-to tool for comprehensive business management, providing accessibility and efficiency wherever you are.

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2. Registration Process #

The registration process in Hostnali Cloud ERP enables admins to create accounts and access the platform seamlessly. This documentation outlines the step-by-step procedure for administrators to register and gain entry into the system.

2.1 Introduction to the Registration Process
The registration process is designed to allow administrators to create their accounts within the Hostnali Cloud ERP platform, granting them access to its functionalities and features.

2.2 Accessing the Registration Page
Admins navigate to the Hostnali registration page: https://suite.hostnali.com/register/0/en

2.3 Providing Credentials
To begin the registration, admins are prompted to input the necessary credentials, including email addresses, passwords, and any other required information.

2.4 Successful Registration
Once the verification process is completed, the registration is successfully processed. Admins now have their account credentials to log in to the platform.

2.5 Exploring Platform Features
With the registered account, admins can explore and access the diverse features and functionalities offered by Hostnali Cloud ERP.

2.6 Seamless Access
Subsequent logins can be initiated using the registered email and password on the login page.

Admins can seamlessly register themselves on the Hostnali Cloud ERP platform by following these steps.

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3. Admin Login Process #

The admin login process in Hostnali Cloud ERP allows authorized personnel to access and manage specific functionalities within the platform. Here’s a step-by-step explanation of how to log in as an admin:

3.1 Access the Login Page
Open your web browser and navigate to the Hostnali Cloud ERP login page: https://suite.hostnali.com/login

3.2 Enter Credentials
Provide your registered email address and password associated with your admin account.

3.3 Login
Click the “Login” button to initiate the authentication process.

3.4 Dashboard Access
Once your credentials are verified, you’ll be directed to the admin dashboard.

3.5 Language Preferences
The “EN” button facilitates the selection of preferred languages and enables admins to enable or disable them as needed.

3.6 Admin Functions
Use the dashboard to access and manage functionalities assigned to your admin role. This may include product management, order processing, customer interactions, etc.

By following these steps, you can log in as an admin and efficiently manage specific tasks and responsibilities within the Hostnali Cloud ERP platform.

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4. Dashboard #

4.1 Accounting Dashboard

• Overview Page

  • Total customers, vendors, invoices, and bills.

  • Cashflow statement.

  • Graphs depicting income and expenses.

  • Details of income vs. expenses.

  • List of account balances.

  • Latest income and expenses.

  • Recent invoices and bills.

  • Storage limit information.

  • Income and expense breakdown by category.

  • Weekly and monthly statistics for invoices and bills.

  • List of recent bills and goals.

• Reports Page
  The reports section includes account statements, invoice summary, sales report, receivables, payables, bill summary, product stock, cash flow, transaction, income summary, expense summary, income vs. expense, and tax summary.

4.2 HRM Dashboard

• Overview Page

  • Today’s not clocked-in employees.

  • Event calendar.

  • Staff details.

  • Job details.

  • Training details.

  • Announcement list.

  • Meeting schedule.

• Reports Page

  • Payroll report.

  • Leave report.

  • Monthly attendance report.

4.3 CRM Dashboard

• Overview Page

  • Total leads, deals, and contracts.

  • Lead status and deal status.

  • The latest contract list.

• Reports Page

  • Lead report.

  • Deal report.

4.4 Project Dashboard

• Total projects, tasks, and expenses.

• Project status.

• Tasks overview.

• Top due projects.

• Timesheet logged hours.

• Top due tasks.

4.5 POS Dashboard

• Overview Page

  • Total POS of the month and POS amount.

  • Total purchase of the month and purchase amount.

  • Purchase vs. POS Amount Graph.

• Reports Page

  • Warehouse report.

  • Daily and monthly reports for purchases.

  • POS, and POS vs. purchase.

Each dashboard is tailored to provide admins with specific insights and functionalities related to their respective domains, enhancing efficiency in managing accounting, HRM, CRM, projects, and POS operations. The detailed reporting options further empower administrators to make informed decisions based on real-time data.

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5. HRM System #

HRM System in Hostnali Cloud ERP:

5.1 Employee Setup

• View and manage the list of employees.

• Import and export employee data.

• Create employees by adding personal details, company information, bank account details, and necessary documents.

5.2 Payroll Setup

• Set Salary: View the list of salaries for various employees.

• Payslip: View payslips for employees. Pay or edit payslips as needed.

5.3 Leave Management Setup

• Manage employee leaves.

• View a list of leaves added by users.

5.4 Attendance

• Mark Attendance: View individual employee attendance.

• Bulk Attendance: View attendance for various departments and branches.

5.5 Performance Setup

• Indicators: View a list of performance indicators.

• Appraisals: View a list of employee appraisals.

• Goal Tracking: View goals and their progress.

5.6 Training System

• Training List: View a list of training types with details.

• Trainer: View a list of available trainers.

5.7 Recruitment Setup

• Jobs: View total, active, and inactive jobs. View a list of jobs.

• Job Create: Create jobs with the required details.

• Job Application: View applied, phone screen, rejected, and hired jobs.

• Job Candidate: View a list of job candidates.

• Custom Questions: Add, edit, or delete custom questions.

• Interview Schedule: View scheduled interviews.

• Career: View the new job openings template.

5.8 HR Admin Setup

• Award: View and add awards.

• Transfer: View the transfer list of employees.

• Resignation: View employees who have applied for resignation.

• Promotion: View promoted employees and their new designations.

• Complaints: View employee complaints.

• Warnings: View warnings given to employees.

• Termination: View a list of terminated employees.

• Holidays: View a list of holidays.

5.9 Event Setup

• Calendar of Events: View upcoming events.

• Meetings: View a list of meetings.

5.10 Employee Asset Setup

• Set up and manage employee assets.

5.11 Document Setup

• Manage employee documents.

5.12 Company Policy

• Create new company policies.

5.13 HRM System Setup

• Branches: Add and edit branches.

• Department: Create and edit new departments for effective organizational structuring.

• Designation: Create new designations to define employee roles within the organization.

• Leave Type: Add new leave types to categorize and manage employee leave policies.

• Document Type: Add new document types to streamline document management within the HR system.

• Payslip: Add new payslip types to customize and tailor the payslip format as needed.

• Allowance Option: Add allowance options to specify additional compensations for employees.

• Loan: Add new loan options to manage employee loan programs.

• Deduction Option: Add new deduction options for managing various employee deductions.

• Goal Type: Add new goal types to categorize and track employee performance goals.

• Training Type: Add new training types to categorize and manage employee training programs.

• Award Type: Add new award types to recognize and acknowledge employee achievements.

• Termination Type: Add termination types to categorize and manage employee termination processes.

• Job Category: Add new job categories to classify different types of job roles within the organization.

• Job Stage: Add new job stages to categorize and track the progress of various job processes.

• Performance Type: Add new performance types to categorize and evaluate different aspects of employee performance.

• Competencies: Add new competencies to identify and evaluate key skills and qualities required for job roles.

The HRM system in Hostnali Cloud ERP offers a comprehensive suite of tools to streamline employee management, payroll, leave, attendance, performance evaluation, training, recruitment, HR administration, events, and more, providing a centralized hub for efficient human resource management.

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6. Accounting System #

6.1 Banking

• Account Page: This page serves as a centralized hub to view and manage various accounts, providing essential details such as the chart of accounts, account name, bank name, account number, current balance, contact number, and bank branch information.

• Transfer Page: Here, users can access and review the list of transfers between different accounts, ensuring transparent and organized financial record-keeping.

6.2 Sales

• Customer Page: This section facilitates the efficient management of customer data, allowing users to view, import, and export customer lists, fostering seamless communication and relationship management.

• Estimates Page: Users can create, view, and export estimates, streamlining the quotation process and providing a clear overview of potential sales transactions.

• Invoice Page: This page offers a comprehensive view of invoices, enabling users to export existing invoices and create new ones, ensuring accurate and timely billing.

• Revenue Page: Users can track and manage revenues and credit notes, fostering transparency in financial transactions and facilitating accurate reporting.

6.3 Purchases

• Suppliers Page: Manage supplier relationships efficiently by viewing and handling supplier lists, and importing and exporting data for enhanced supply chain management.

• Bills Page: This section allows users to view and export bills, providing insights into expenses and ensuring a systematic approach to managing financial obligations.

• Expense Page: Users can track and categorize various expenses efficiently, contributing to better financial planning and analysis.

• Payment Page: View and download payment receipts for a clear record of financial transactions.

• Debit Notes Page: Manage and track debit notes, ensuring accurate accounting for debits and credits.

6.4 Double Entry
The Double Entry section in Hostnali Cloud ERP is a set of tools that helps you understand and manage your company’s money matters.

• Chart of Accounts: A list that categorizes different money-related activities. Each category is a folder for similar types of transactions. You can also create subaccounts.

• Journal Account: A diary where you write down all the money movements your company makes each day. It keeps a detailed record of every expense and income.

• Ledger Summary: A quick overview of all the entries in your diary (Journal Account). It helps you see the total amount of money involved in different activities.

• Balance Sheet: A snapshot showing how much your company owns (assets) and owes (liabilities) at a specific time. It gives you a quick view of your financial position.

• Profit and Loss: A report card for your company’s financial performance. It shows if your company made money (profit) or lost money over a period by comparing income and expenses.

• Trial Balance: A double-check. It ensures all the numbers in your accounts add up correctly. It makes sure your financial puzzle pieces fit together accurately.

6.5 Budget Planner
Users can plan and manage budgets effectively, ensuring that financial resources are allocated optimally across different departments or projects.

6.6 Financial Goals
This section allows users to set, view, and track financial goals, providing a roadmap for achieving desired financial outcomes.

6.7 Accounting Setup
Set up and customize various accounting parameters such as taxes, categories, units, and custom fields, tailoring the accounting system to the specific needs of the organization.

6.8 Print Settings
Customize the print settings for proposals, invoices, and bills, allowing users to choose templates, colors, and logos, ensuring a professional and branded representation of financial documents.

The Accounting System in Hostnali Cloud ERP is designed to offer a comprehensive suite of tools, fostering efficiency, transparency, and customization in financial management processes.

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7. CRM System #

7.1 Leads

• List View: View and manage a list of leads. Create new leads easily. Switch between list and grid view for a different perspective.

• View Details:

  • Pipeline and Stage Details.

  • Deal creation date and price.

  • Task Details: Number of tasks, products, sources, and files.

  • Users and Products List.

  • Sources and Emails List.

  • Discussions and Notes.

  • Attach and manage files.

  • List and manage calls.

  • Activity column displaying all deal-related activities.

7.2 Form Builder

• List of Forms: View and manage existing forms. Build new forms as needed for efficient data collection.

7.3 Contracts

• List View: View and manage a list of contracts. Grid view available for better organization.

• View Details:

  • General Details: Attachments, comments, notes, contract details, and description.

  • Contract Attachments and Comments.

  • Notes related to the contract.

7.4 CRM System Settings

• Pipeline: Create and manage pipelines for organizing and tracking leads and deals.

• Lead Stages: Create custom lead stages for effective sales and marketing management.

• Deal Stages: Create custom deal stages for streamlined sales and marketing processes.

• Sources: Manage and create new sources for lead and deal tracking.

• Labels: Create labels to categorize and tag leads and deals.

• Contract Types: Create and manage different types of contracts for better organization.

The CRM System in Hostnali Cloud ERP offers a user-friendly platform to manage leads, deals, forms, contracts, and system settings, helping businesses streamline their sales, marketing, and contract processes efficiently.

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8. Projects #

8.1 Projects Overview

• List View: Provides a centralized hub for efficient project management. Users can effortlessly view and manage all ongoing and potential projects. Creating new projects is straightforward, and users can switch between list and grid views.

• View Details: Project Overview: Task progress, total budget, expenses, start and end dates, and client details. Recent activity logs. Gantt Chart, Tracker, Expense, Timesheet, and Bug Report tools are conveniently accessible.

8.2 Tasks Management

• List View: Presents a clear and concise overview of all tasks associated with ongoing projects. Users can review task details such as name, stage, priority, end date, assigned team members, and completion status. A grid view option is also available.

8.3 Timesheet Tracking
Allows users to monitor and manage time allocations for various project activities, ensuring optimal resource utilization.

8.4 Bugs Management
Streamlines the identification and resolution of project issues. Users can review, address, and add bugs. The grid view option enhances bug management efficiency.

8.5 Task Calendar
Provides a visual representation of task schedules, offering users a dynamic and intuitive tool for project planning.

8.6 Trackers Overview
Provides insights into various project aspects through a comprehensive list of trackers for informed decision-making and project analysis.

8.7 Project Reports
Generates insightful reports covering project overview, milestone progress, task priority, status, hours estimation, user contributions, and milestones, and allows the export of task lists for further analysis.

8.8 Project System Setup

• Project Task Stages: Users can define and add new stages for project tasks, customizing the system to specific project workflows.

• Bug Status: Users can add new bug statuses, providing flexibility to align the system with the unique needs of each project.

Hostnali Cloud ERP’s Project System is a comprehensive solution offering dedicated pages for effective project planning, execution, and analysis.

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9. User Management System #

9.1 Users

• Users List: Access a comprehensive list of all registered users for a quick overview.

• Add New Users: Allows administrators to add new users effortlessly, ensuring the system stays up-to-date.

• User Log History: View the log history of users for enhanced security and accountability, offering insights into user activities.

9.2 Roles

• Create New Roles and Permissions: Empowers administrators to create new roles and define specific permissions, ensuring users have precisely the right access and capabilities.

9.3 Clients

• List of Clients: Provides a centralized view of all registered clients for easy client management.

• Add New Clients: Administrators can efficiently add new clients, allowing the system to expand its client base while maintaining a structured list.

The User Management System in Hostnali Cloud ERP streamlines the process of managing users, roles, and clients.

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10. Product System #

10.1 Products & Services

• List View: Serves as a central hub for managing the comprehensive list of products and services. Users can easily view, edit, and organize them in a structured manner.

• Import and Export: Administrators can import and export the list of products and services, streamlining the process of updating product information.

10.2 Product Stock

• List of Product Stock: Users can access a detailed list of current product stock, providing real-time insights into availability and quantity for effective inventory management.

Hostnali Cloud ERP’s Product System offers a user-friendly interface for the organized management of products, services, and their respective stock levels.

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11. POS System #

11.1 Warehouse

• List of Warehouses: An organized list of all available warehouses.

• View Warehouse Stock Details: Clicking on the view button provides a comprehensive overview of the stock levels in each warehouse.

11.2 Purchase

• List of Purchases: An overview of all purchases made within the POS system.

• View Purchase Details: Clicking on the view button provides a detailed view of a specific purchase, including the purchase invoice, product summary, and payment summary.

11.3 Add POS
Simplifies the process of adding new Points of Sale (POS). Users can input POS details and access the list of existing POS for reference. Note: You can only view the products in the add POS if you have purchased them from the purchase column. The products that you have purchased from product and service will not be visible on this page.

11.4 POS

• List of POS: Displays a list of all Points of Sale, featuring essential information such as POS ID, date, customer, warehouse, sub-total, discount, and total.

11.5 Transfer

• List of Transfers: Users can view and manage the list of product transfers and add new transfers for effective inventory management.

11.6 Print Barcode

• List of Barcodes: Provides a list of barcodes associated with different POS. Users can conveniently view and print these barcodes.

11.7 Print Settings
Offers essential configurations for POS-related printing. Users can customize mandatory print settings, configure purchase print settings, and fine-tune POS print settings, including selecting templates, adding logos, and choosing colors.

11.8 Generate Quotation
Within the POS Module, Hostnali Cloud ERP offers the functionality to generate quotations. Users can effortlessly create quotations directly from the POS interface, streamlining the sales process and allowing businesses to swiftly respond to customer inquiries.

Hostnali Cloud ERP’s POS System encompasses distinct pages that enhance the efficiency and organization of retail operations.

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12. Support System #

The Support System page provides a dedicated space for efficient management of support tickets.

12.1 Ticket Overview
A comprehensive overview that includes key metrics: Total Tickets, Opened Tickets, On Hold Tickets, and Closed Tickets.

12.2 List and Grid View
Offers both list and grid views of support tickets for a personalized and efficient ticket management experience.

12.3 List of Support Tickets
Displays a detailed list with essential information: Created by, Ticket Code, Attachments, Assigned User, Ticket Status, Date of Creation, and Actions (Reply, Edit).

12.4 Ticket Actions

• Reply Button: Allows users to respond to the ticket directly.

• Edit Button: Enables users to make necessary edits to the ticket details.

12.5 View Ticket Details
Clicking on a specific ticket opens a detailed view, providing comprehensive ticket information and the option to reply.

12.6 Add New Ticket
Users can effortlessly add new support tickets as needed.

This functionality ensures that users can easily access, review, and respond to support tickets, fostering efficient communication.

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13. Zoom Meeting #

13.1 Zoom Meeting Page
Streamlines the management of virtual meetings, providing a clear and organized interface.

13.2 Meeting Overview
A detailed list of Zoom meetings with key information: Meeting Title, Meeting Time, Meeting Duration, and Meeting Status.

13.3 Grid View
A grid view option for a structured and comprehensive look at multiple meetings simultaneously.

13.4 Meeting Actions

• Add Meeting: Allows users to seamlessly add new Zoom meetings for straightforward scheduling.

13.5 Efficient Monitoring
The clear presentation of meeting details facilitates quick decision-making and coordination.

Hostnali Cloud ERP’s Zoom Meeting Page offers a simplified and effective solution for overseeing scheduled Zoom meetings.

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14. Messenger #

The Messenger Page offers a simple and organized list of messages, providing a convenient platform to manage and engage in efficient communication within the ERP system. Users can easily navigate through their message history.

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15. Notification Template #

Hostnali Cloud ERP’s Notification System streamlines communication and keeps users informed about important events and updates. Customize your notifications based on various triggers, including:

• New Lead

• Lead to Deal Conversion

• New Project

• Task Stage Updated

• New Deal

• New Contract

• New Task

• New Task Comment

• New Monthly Payslip

• New Announcement

• New Support Ticket

• New Meeting

• New Award

• New Holiday

• New Event

• New Company Policy

• New Invoice

• New Bill

• New Budget

• New Invoice Payment

• New Customer

• New Vendor

• New Proposal

• New Payment

• Invoice Payment Reminder

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16. System Settings #

Tailor your Hostnali Cloud ERP experience with comprehensive system settings.

16.1 Brand Settings
Customize the appearance with logos for dark/light themes, favicons, title/footer text, default language, RTL, theme customizer, sidebar, and layout settings.

16.2 System Settings
Configure currency, date/time formats, and various prefixes for transactions. Fine-tune display settings for proposals, invoices, bills, purchases, POS, journals, and expenses.

16.3 Company Settings
Manage company name, address, contact details, registration number, working hours, IP restrictions, timezone, and taxation details (Tax Number, VAT, GST).

16.4 Email ID
Set up email parameters, including mail driver, host, port, username, password, encryption, and mail-sending preferences.

16.5 Time Tracker Settings
Define the application URL and set the tracking interval for capturing screenshot intervals.

16.6 Payment Settings
Customize payment gateway preferences by adding API keys for Bank Transfer, Stripe, Paypal, Paystack, and more.

16.7 Zoom Meetings
Integrate Zoom Meetings by adding the Zoom Account ID, Zoom Client ID, and Zoom Client Secret Key.

16.8 Integration Settings (Slack, Telegram, Twilio)
Set up required details like Webhook URL for Slack, access token and chat ID for Telegram, and SID, Token, and Form for Twilio. Module-specific settings can be enabled.

16.9 Email Notification Settings
Fine-tune email notifications by enabling or disabling them based on specific conditions.

16.10 Letter Settings (Offer Letter, Joining Letter, Experience Certificate, NOC)
Customize placeholders, formats, and content for various company letters and certificates.

16.11 Google Calendar Settings
Integrate Google Calendar by adding Google Calendar ID and the required JSON file.

16.12 Webhook Settings
View and manage a list of webhooks, with the ability to edit or add new ones.

16.13 IP Restriction Settings
Enhance security by configuring IP restrictions.

These comprehensive settings empower you to tailor Hostnali Cloud ERP to your precise business requirements, ensuring a seamless and personalized experience.