Documentation

1. Getting started

1.1 Create your account

Sign up at Get Started Free with a work email. No card is needed for the free tier. Confirm your email to activate the account.

1.2 Set up your company

Your first company is created during signup. In company settings, fill in:

• Business details — registered name, address, tax identifier, and the logo that prints on documents.
• Currency and number format — used everywhere amounts are shown.
• Document numbering — prefixes and starting numbers for POs, quotations, invoices, and delivery receipts.
• Time zone — set yours in your user profile so timestamps display in local time.

1.3 Add your data

In rough order of usefulness: items, then suppliers, then customers, then warehouses, then users. Small lists can be typed in; anything longer should go through bulk import.

1.4 Send something

Create a purchase order for a supplier and send it. That single pass touches items, suppliers, numbering, and printing, so it surfaces anything you skipped in setup.

2. Core concepts

3. Purchasing

3.1 Request for quotation

Send one RFQ to up to five suppliers at once. Each supplier's reply is tracked separately, so you can compare prices side by side and convert the winning reply straight into a purchase order without re-entering lines.

Statuses: New → Open → Replied → Completed, or Cancelled.

3.2 Purchase orders

• Create from scratch, from a quotation, or from a low-stock suggestion.
• Add items by code or name; prices and units pull from the item record and can be overridden per line.
• Send to a connected supplier and it arrives in their system as an incoming order. Not connected? Print or email a PDF.
• Track partial deliveries against the PO so you always know what's still outstanding.

3.3 Receiving

Record what actually arrived against the PO. Receiving posts stock into the receiving warehouse and closes the PO lines it satisfies. Short deliveries stay open until you close them manually.

4. Sales & delivery

4.1 Customer quotations

Quote a customer, then convert an accepted quotation into a sales invoice in one step. If the customer is a connected company, your quotation appears in their system as a supplier quotation they can act on.

4.2 Sales invoices

• Built from a quotation, a customer order, or from scratch.
• Prices come from the item record with per-customer overrides where you've set them.
• Payment status tracks against the invoice; unpaid invoices feed the receivables view.
• A price check shows you what you last paid for the item, so you can see margin at the point of quoting.

4.3 Delivery receipts

Issue a delivery receipt against an invoice or order. Delivery moves stock out of the warehouse you ship from. For connected customers, the receipt lands in their system so they can confirm receipt against their own PO.

4.4 Receivables

The customer view summarises outstanding invoices, ageing, and payment history, and the outstanding-deliveries board shows what you've promised but not yet shipped.

5. Inventory & warehouses

5.1 Item catalogue

Each item carries a code, description, unit of measure, cost, selling prices, and optional barcode. Keep codes stable — they're what trading partners map against.

5.2 Warehouses

Create as many stock locations as you need. Receiving, delivery, POS sales, and production all post movements against a specific warehouse, so stock on hand is always answerable per location.

5.3 Transfers and adjustments

Move stock between warehouses with a transfer, and correct counts with an adjustment. Both leave a record — never fix a discrepancy by editing history.

5.4 Branch inventory

With a mother-and-branch structure, the consolidated view totals stock across branches and lets you compare performance branch by branch. Copying an item from the mother to branches is safe to repeat; it won't duplicate items that already exist.

6. The B2B network

This is what separates Pomanager from a standalone system. When two businesses on the platform are connected, the document one sends is the document the other receives — no re-keying, no PDF re-entry, no transcription errors.

6.1 Connecting

Search for the business, send a request, and they accept. You can invite businesses that aren't on Pomanager yet; until they join, documents for them print and email as normal.

6.2 Item mapping

Map their code to yours once and both sides read documents in their own vocabulary from then on.

6.3 What is and isn't shared

They see the documents you send them and what's on those documents. They do not see your catalogue, cost prices, margins, inventory, other trading partners, or any document you didn't send. Note that a sent document can't be recalled — the counterparty holds their own copy. See the Terms and the Privacy Policy.

7. Marketplace

List items for buyers to find and order directly. Orders arrive in your Online Orders list, where you move them through For Process → Ready To Ship → Completed, with Cancelled and Failed for orders that don't complete. From there an order converts into your normal invoice and delivery flow.

Buyers add to a cart, choose a delivery address and payment type, and check out. Each supplier in the cart becomes its own order.

8. Point of sale

For counter and retail selling. A product grid and barcode scanning drive the sale, walk-in customers don't need a contact record, and the receipt prints to a thermal printer. POS sales post stock out of the warehouse assigned to that terminal and appear in the same sales reporting as everything else.

9. Production & BOM

Define a bill of materials for items you manufacture or assemble, then run a production order to consume components and produce finished goods. Stock moves on both sides of the transaction, so component shortages surface before you promise a delivery date.

10. Payroll & employees

10.1 Employees

Each employee record holds pay basis (monthly or daily), rate, working days, standard hours, leave allowances, and statutory identifiers where your country requires them.

10.2 Attendance

Record clock in and out, hours worked, overtime, and absences per day. Each day carries the rate that applied on that date, so a mid-period rate change prices correctly. Attendance already included in a paid payroll batch is locked against editing.

10.3 Payroll batches

Create a batch for a date range, load employees, review computed gross, then finalise. Net pay is gross, less employee statutory share and loan repayments, plus adjustments, allowances, and paid leave. A breakdown per employee shows how each figure was reached.

10.4 Tax and contributions

Rules are configurable per country, with effective dates so a mid-year change applies from the right period. Philippine statutory contributions are built in. Monthly-scope deductions won't be taken twice if an employee appears in more than one batch in the same tax month.

10.5 Leave, loans and year-end

• Leave — define types, grant credits, and approve requests; approved leave feeds payroll.
• Loans and cash advances — record the loan and the per-period deduction; the outstanding balance updates as payroll deducts.
• 13th-month pay — generate from the year's payroll history, adjust where needed, and mark as paid.

10.6 Employee self-service

Employees with a login see their own salary history, loan balances, year-end estimate, and can confirm receipt of pay — which gives you an acknowledgement record without chasing signatures.

11. AI features

AI output is always a draft for review. It can be wrong on unusual names, poor handwriting, and ambiguous quantities — and once you approve and send, it's your document. What gets sent to AI providers, and their training restrictions, are covered in the Privacy Policy.

12. Chat & notifications

Chat with colleagues and connected companies without leaving the platform. Messages can pin a purchase order, quotation, or payment, so the conversation and the document stay attached to each other. Notifications cover incoming documents, replies, mentions, and approvals, and each user controls what they receive.

13. Importing your data

Bulk import handles items, customers, and suppliers.

1. Download the template for the record type — it has the exact columns expected.
2. Fill it in without renaming or reordering columns.
3. Upload and review the preview, which flags rows that look like duplicates.
4. Confirm.

Import only adds records. It never deletes. Duplicates are detected by exact name for customers and suppliers, and by item code (falling back to name) for items. Import a small test batch first.

14. Reports

Standard reports cover purchasing by supplier, sales by customer and item, inventory on hand and movement, receivables ageing, branch comparison, and payroll summaries. Most list views export to spreadsheet so you can pivot them yourself.

15. Plans & billing

• Free — purchase orders and quotations, capped monthly. No card required.
• Paid tiers — higher limits and the additional modules, billed monthly or annually.

Subscriptions are per user and cover the companies that user owns, subject to plan limits. Charges renew automatically until cancelled; cancelling keeps access until the end of the paid period. International payments are processed by Paddle as merchant of record, with PayPal and PayMongo also supported. Full terms: Plans, billing and taxes.

16. Security & access

16.1 Users and permissions

Give every person their own login. Permissions are set per page, so a warehouse clerk can receive stock without seeing payroll or margins.

16.2 Access restrictions

Optionally restrict an employee's login to your office network, to working hours, or both — useful for shop-floor and counter staff. Restrictions apply at login; the account owner can lift them at any time.

16.3 Your responsibilities

• Use a strong, unique password and never share a login.
• Remove access the day someone leaves.
• Review who has permission to see payroll and cost prices.
• Export your data periodically — backups are not a substitute for your own copy.

How we protect the platform is described in the Privacy Policy. Report vulnerabilities to security@pomanager.net.

17. Installing the app

Pomanager installs from the browser — no app store needed. On mobile, open the site and choose Add to Home Screen; on desktop, use the install icon in the address bar. The installed version launches full screen, caches assets so it starts quickly, and tolerates a patchy connection. Signing out clears the cached session.

18. Glossary