SiCoI - Quick System Guide

🚀 Before You Start

Before using the system, register the basic information so that every module works correctly.

⚠️ Recommended order: set up the base catalogs first (Products, Categories, Warehouses, Contacts, Users) before operating Cashier or Counter — the other modules depend on this data.

📦 Products

Name, description, unit of measure (purchase and sale), category, price(s), and status (active/inactive).

🏷️ Categories

Product classification.

🏬 Warehouses

Define your storage locations.

👥 Contacts

Customers, suppliers, and employees. Fill in company, first name, last names, phone, cell, WhatsApp, email, and date of birth; specify whether it's an employee, customer, supplier, or a combination.

🔑 Users

Create logins with permission levels: username, access level, and password.

⚙️ Frequent Products

Pick the product and specify whether it's Gran Formato or Printing, so it shows up on the right panel.

🛡️ Access Levels

Choose the access level and which menu items, buttons, and other components it can reach.

📁 User Categories

Assign the categories a user will be able to see on their orders panel.

📅 Appointments

Add appointment types to the catalog.

⚙️ Optional Settings

Not essential to get started, but recommended as the business grows:

Asset type catalog
Asset location catalog
Expense concept catalog
Special dates
Own-vs-supplier product equivalence
Category catalog (Products) — see Product Ranges
Range catalog (products) — see Product Ranges
Company data

🔐 Editing / Deleting Records

Editing or deleting a protected record requires a one-time code generated by the online cipher system. Once generated, that code is removed from the server — it can't be reused.

🔁 Key rotation: when the system prompts you to, generate a new encryption key. This increases security by invalidating older codes.

🔘 System Buttons

Standard toolbar available on most of the system's windows:

➕ Add

Creates a new, blank record.

💾 Save

Saves changes to the current record.

✏️ Edit

Enables editing on the current record.

🚫 Cancel

Discards unsaved changes.

🗑️ Delete

Deletes the current record (requires a cipher code).

🔄 Update

Refreshes the record with the saved data.

🖨️ Print

Sends the current document to print.

⏮️⏭️ Navigation

First, previous, next, and last record.

🔃 Refresh

Re-queries the active list or window.

❌ Close

Exits / closes the active window.

✅ Completed

Sets the order's status to completed.

📦 Delivered

Sets the order's status to delivered.

🌐 Network Update

Syncs changes with the rest of the stations.

🎫 Ticket

Generates/prints the associated ticket.

📚 Interactive Module Guide

Click on each module to see its description and main functions.

1. Login

Enter your username and password.
If there's an error, check your credentials.
The system will show modules based on your role.

2. Main Menu

The menu adapts to the type of user:

Reception: Customers, Appointments, Cashier.
Counter: Quick sale, Products.
Warehouse: Inventory, Stock in/out.
Administration: Assets, Settings, and Reports.

3. Sales Counter

Touch screen optimized with large buttons.
Categories: drinks, snacks, services.
Allows searching by folio or name.
Extended options for supervisors.

4. Cashier

Collects several folios at once.
Records other income, split payments, and vouchers.
Performs a cash cut and checks statistics.

5. Inventory / Warehouse

Controls product stock in/out.
Look up inventory by category or code.
Stock and movement reports.
Product Range →

6. Customers

Quick registration with basic details and date of birth.
The system sends automatic birthday greetings.
Check purchase history and frequency.

7. Automatic WhatsApp

Automatic messages at key events:

Order received → "Your order was registered successfully".
Order ready → "Your order is ready for pickup".
Payment made → "Thank you for your payment, here's your receipt".

8. Appointments & Special Dates

Schedule appointments by customer and service.
Automatic WhatsApp reminders.
Scheduled messages on important dates.

9. User Levels

Basic: essential modules only.
Intermediate: can edit and check reports.
Advanced: full access to settings and statistics.

10. Reports & Statistics

Daily, weekly, and monthly sales.
Best-selling products.
Frequent customers and purchase totals.

11. Orders

Shows orders based on user level.
Assigns "Completed" status.
Shows notes and instructions.
Shows images.

12. Troubleshooting

To avoid problems with your equipment, preventive maintenance is essential: clear temporary files from the TEMP and TMP folders, and if your drive isn't solid-state (SSD), defragment it periodically (defragmenting an SSD can damage it, avoid this).

Back up frequently — use a cloud system and/or keep regular copies on a device other than the one you use daily.

Having trouble with the system?

Clear temporary files.
Check your internet connection.
Use the database maintenance tool.
Log out and back in.
Report issues as soon as possible.

🔀 Data Flow Diagram

User ──► Logs in
   │
   ▼
Main Menu ──► (Role detected)
   │
   ├──► Reception ──► Appointments ──► Customers ──► WhatsApp Auto
   │
   ├──► Counter ──► Sales ──► Cashier ──► Daily Cut
   │
   ├──► Warehouse ──► Stock In/Out ──► Inventory
   │
   └──► Administration ──► Settings ──► Reports ──► Statistics
   │
   ▼
Central Database (Products, Contacts, Transactions)
   │
   ▼
Messaging / Reports / Charts / Exports

This flow shows how the modules communicate with the central database, ensuring traceability, consistency, and real-time control.

🗂️ Menu Detail

A reference for each menu option and its controls. Sections marked pending don't have detailed documentation yet.

Design

Cashier

Look up folios, make payments toward accounts; print tickets (one or several at once); cash cut and basic statistical reports.

Text Fields

Folio — type the folio number to look up.

Buttons

Cancel
Refresh
Apply payment
Pay
Discount
Ticket
Close Cashier
Edit invoicing document
Print list of folios for invoicing (Accountant)
Send receipt via WhatsApp
Other income
Cash voucher
Multi-Payment — allows collecting payment via a combination: cash, card, and transfer.
Cash Cut
Clear — empties the list contents.
Pay — pays the folios contained in the lists.
Print — prints the folios contained in the lists.

Checkboxes

Cash Cut Filter
Invoicing Filter
Search in Paid

Dropdown Lists

Payment Method
Payment Type
Company
Statistical Report
Reports
From Date / To Date

Panel

📋 Documentation pending — visual summary of orders and status by role.

Counter

📋 Documentation pending — see "Sales Counter" in the Interactive Module Guide.

Purchases

📋 Documentation pending — capturing and tracking purchases from suppliers.

Products

📋 Documentation pending — adding and editing the product catalog.

Contacts

📋 Documentation pending — adding and editing customers, suppliers, and employees.

Counter Product Config

Frequent Counter product configuration — mark each product as Gran Formato or Printing so it shows on the right panel.

Warehouse

📋 Documentation pending.

Sales

Quotes

📋 Documentation pending — how to generate and manage quotes.

Prospects

📋 Documentation pending — managing prospects and potential customers.

Catalogs

Brands

📋 Documentation pending — brand management in the catalog.

Lines

📋 Documentation pending — product lines.

Warehouses

📋 Documentation pending — warehouse configuration in the catalog.

Administration

📋 Documentation pending.

Purchases

📋 Documentation pending.

Expenses

📋 Documentation pending.

Vehicles

📋 Documentation pending.

Marketing

📋 Documentation pending.

Tools

Access Levels

Dropdown — Access Level
Dropdown — Menu & Form
Save Button
Close Window Button
Grid — list of forms by access level. Click a column header to sort by it; a second click reverses the order.

Assign Categories to Contacts

Dropdown — Users
Dropdown — Categories
Assign Button — adds the relationship to the list.
Remove Button — removes the relationship from the list.
List — shows existing relationships between user and category.

Exit

Closes the system.

🔧 Troubleshooting

🛠️ Preventive maintenance: clear temporary files from the TEMP/TMP folders regularly; if your drive isn't solid-state, defragment it periodically (never defragment an SSD).

💾 Backups: back up frequently — use a cloud system and/or keep copies on a device other than the one you use daily.

Clear temporary files.
Check your internet connection.
Use the database maintenance tool.
Log out and back in.
Report issues as soon as possible.