Manna Books Platform Guide & Operating Specifications

Operating Steps:

1. Navigate to [09] System Settings in the workspace sidebar.
2. Enter your Business Name, KRA Tax PIN, Phone Number, Short Name, and Website URL.
3. Upload your shop logo asset to Cloudinary via the logo upload button.
4. Select your shop's Primary Theme Hex Color (e.g. Navy Blue #1e3a8a or Emerald Green #065f46). This color auto-styles action buttons, invoice portals, vector PDFs, and Resend emails.
5. Toggle VAT Registered if your business is registered for 16% Standard VAT.
6. Click Commit Changes to save.

Registering a New Catalog Item:

1. Navigate to [04] Product Catalog and click + Register Catalog Item.
2. Select the Item Classification: 📦 Product (tangible good, eligible for stock tracking) or 🛠️ Service (labor/consulting, no stock tracking).
3. Enter the item Name, an optional SKU code (auto-generated if blank), the Selling Price, and the Cost Price / COGS.
4. Set the Default Tax Type: V_16 (16% VAT), V_0 (Zero-Rated), or EXEMPT.
5. For Products, toggle Track Inventory Stock ON to enter opening stock quantity and low-stock alert threshold.
6. Click Save Item.

How COGS Powers Analytics:

When products with a Cost Price are sold (via receipt or POS), the Analytics engine calculates: Gross Profit = Total Revenue − Total COGS. The Gross Profit Margin % is displayed in the Analytics dashboard under "COGS & Gross Profit Intelligence".

Operating Steps:

1. Open [03] Client Flow or [05] Supplier Network.
2. Click + Register Client or + Register Supplier.
3. Select the Entity Type: Individual (Personal PIN e.g. A...) or Corporate (Company PIN e.g. P...). No rigid PIN format constraints.
4. Toggle Requires eTIMS if this entity needs KRA eTIMS CU serial numbers embedded on their documents.
5. From the client/supplier detail page, you can issue billing documents or procurement LPOs directly.

Operating Steps:

1. Click + Issue Document from the Fiscal Ledgers stream or from a client/supplier profile page.
2. Select the Document Type: Invoice, Receipt, Quotation, LPO, PO, Delivery Note, Credit Note, Debit Note, GRN, or Payment Voucher.
3. For Receipts — a Client is optional (useful for walk-in / counter sales). For Invoices, select the target client. For procurement documents, select the supplier.
4. Add catalog line items from your product registry, or type custom descriptions. Set the tax rate per row: V_16 (16%), V_0 (0%), or EXEMPT.
5. (Optional) Enter the statutory KRA eTIMS Control Unit (CU) Serial Number (e.g. CU012345/2026).
6. Set the Issue Date. Due Date is optional — receipts don't require a due date since payment is immediate.
7. Click Publish Ledger Document. Receipts are automatically set to PAID status and trigger stock deduction immediately.

Operating Steps:

1. Open any document detail page.
2. Click Copy Public Portal Link to copy the secure 64-character token URL for sharing via WhatsApp or messaging.
3. Or click Dispatch via Email to send a styled Resend HTML email with your shop logo and brand color CTA button.
4. The client portal shows the full document, payment status, remittance details, and a Download PDF button — all without logging in.

Operating Steps:

1. In the Document Status Panel on any document detail page, locate the Mark as Paid section.
2. Select Payment Channel: Bank Account, M-Pesa (Till/Paybill), Cash, Cheque, or Other.
3. Enter the transaction reference code (e.g. M-Pesa: QAB71239X or Bank Ref: FT261900123).
4. Click Mark as PAID to finalize. Payment details appear on the document, client portal, PDF, and outbound emails. For invoices, this also triggers stock deduction.

Operating Steps:

1. Open [08] Analytics in the workspace sidebar.
2. Locate the KRA eTIMS VAT Return Tracker banner — it always shows the current calendar month's figures regardless of the timeframe filter.
3. The countdown badge is color-coded: Green (>10 days), Amber (<10 days), Red (<5 days).
4. Use the four VAT figures — Output VAT (16%), Taxable Sales Volume, 0% Zero-Rated Volume, and Exempt Volume — to fill in your iTax monthly return directly.

Operating Steps:

1. Open [08] Analytics in the workspace sidebar.
2. Use the Scope Horizon timeframe tabs to filter metrics: This Month, Last Month, This Quarter, This Year, or All Time.
3. Review the COGS & Gross Profit Intelligence panel to see your gross margin % and how much of your revenue is profit vs. cost.
4. Inspect the Monthly Cash Flow Timeline chart — hover bars to see exact inflow/outflow figures per month.
5. Review the A/R Aging Risk Matrix (0–30, 31–60, 61–90, 90+ days) to identify high-risk overdue collection accounts.
6. Check the Product Sales Velocity and Client LTV leaderboards to understand what drives your revenue.

Operating Steps:

1. Navigate to [06] Employee Directory and register all staff with their National ID and KRA PIN.
2. Open [07] Payroll Vouchers and click + New Payroll Run.
3. Select a Pay Period (e.g. July 2026) and add employees to the run.
4. Enter each employee's Base Salary, Allowances, Commission, and any Advance Recoveries. The system automatically computes statutory deductions.
5. Save as DRAFT to review, or click Lock & Pay to finalize the run at PAID status.
6. Download the A4 Landscape PDF Payroll Voucher featuring 11 unbundled breakdown columns for each employee.