Administrator Guide

PMJ Sales uses a deny-by-default access model enforced on the server: every request is checked against the user's single role, and every product query — list, detail, similar products, counts and aggregate totals — is scoped by that user's assigned locations and departments. There is no "else bucket" that quietly sees everything: a role without an explicit grant gets nothing.

Three scoping rules worth memorising:

/admin/users is the admin landing page: a searchable staff directory with role filters, an activation toggle on every card, and per-user location/department assignment. Customers live separately at /admin/customers.

Create a staff account

1. 1
   Open /admin/users and press Add User.
2. 2
   Fill in the identity fields: name, gender, phone number (unique across the system), email, and the Employee ID — this is what the person types at /login, on both the dashboard and the Android app.
3. 3
   Set an initial password. Staff can change it themselves later from /profile → Change Password.
4. 4
   Choose exactly one role: ADMIN, MANAGER, SALES_REP, CUSTOMER_CARE, MERCHANDIZER or HEAD_OFFICE. (CUSTOMER records are not created here — see the customer directory below.)
5. 5
   Assign locations and departments. Pick specific stores/departments, or use the select-all option to grant every location or every department at once. Remember: no assignments means an empty catalogue for that user.
6. 6
   Save. The account is active immediately and can sign in.

Activate / deactivate

Every user card has an active toggle. Deactivating blocks login instantly but keeps the account's history — their estimates, visits and import records stay attributed to them. Use deactivation instead of deletion when staff leave; you can reactivate at any time.

Change role or reassign locations

1. 1
   Find the user (search by name, phone or employee ID; filter the grid by role).
2. 2
   Open Edit and change the role or the location/department assignment.
3. 3
   Save — the new scope applies to the user's very next request; they do not need to log out and back in.

Customer directory (/admin/customers)

The customer directory lists every registered customer with search by name or phone. Customers are normally registered on the sales floor at /customer-entry during their first visit (name, phone, date of birth, gender, address with country/state/city, and a "how did you hear about us" source). From /admin/customers you can correct demographic details and review a customer's visit history. Customers never receive passwords or logins — their identity exists only so visits, wishlists and estimates can be attributed to them.

/admin/metal-prices is the daily rate board — the single most time-sensitive admin task in the system. Every product price and every estimate is computed from these per-purity rates, so the board is effectively the gate that opens the sales floor each morning. Admins and managers can edit it (it is the manager role's only admin surface).

1. 1
   Open /admin/metal-prices and pick the currency tab: INR (India) or USD (USA). Each tab is an independent rate board.
2. 2
   Edit the per-purity rows — gold rates per gram for 24K, 22K, 18K and 14K, plus silver and platinum. Enter the day's rate and save each row.
3. 3
   Saving publishes a new price snapshot (the history of previous rates is kept, with who set it and when) and triggers the repricing job: the worker recomputes every product's list price against the new rates and invalidates the price caches, so the catalogue, product detail pages and estimates all show the new numbers immediately.
4. 4
   Spot-check one known product on /catalogue after saving — if the rate was fat-fingered (a missing digit is the classic), you will see it instantly in the list price.

How currency drives tax

The tax model is chosen by the product's currency (which comes from its location), never by hand:

/admin/imports is where the catalogue gets its data. There are two sources, and both create an import run you can watch on this page:

Upload a file

1. 1
   Open /admin/imports and choose the channel you are uploading for — Inventory, Best Seller, Social Media, WIP or Design Bank. Uploading a file into the wrong channel is the most common import mistake.
2. 2
   Pick the Excel/CSV file. The inventory dialect is the ERP's 43-column stock export (variant names carry the 4-level taxonomy; KT column carries purity and colour; stone rows carry the BOM). Channel files use their own column dialects.
3. 3
   Submit. An import run is created in

   PENDING

   , moves to

   RUNNING

   when the worker picks it up, and finishes as

   COMPLETED

   — or

   CANCELLED

   if the file is unreadable.
4. 4
   Watch the run in the imports table: it shows who uploaded it, the source-file download, live progress, and on completion the row statistics (rows read / created / updated / deactivated / errored).
5. 5
   If any rows errored, open the run's row-error report. Bad rows are quarantined with a per-row reason (bad barcode, unparseable weight, unknown location…) while every good row still lands — one bad row no longer cancels the whole file.

After every successful inventory run the worker automatically reprices the catalogue, recomputes product ageing, and refreshes the "Last updated" stamp shown to staff on /catalogue. Failed runs trigger an email notification to administrators.

/admin/settings holds every lookup the catalogue and pricing engine depend on. Most of it is maintained automatically by the ERP import — your job is to curate titles, images and flags, and to configure anything the import cannot know.

Taxonomy (four levels)

Products are classified on a four-level tree: Product Type → Category → Sub-Category → Sub-Sub-Category. Nodes are auto-created from the ERP file's variant names, so you rarely add them by hand. What you do maintain:

1. 1
   Edit a node's display title and image — these drive the filter menus and category tiles staff see on the floor.
2. 2
   Toggle a node's active flag. Inactive product types, categories and classifications are hidden from sales reps and customer care (admins still see everything) — the fastest way to pull a whole category off the floor without touching products.

Locations

Locations are the region and currency carriers. Each location row holds: code, title, currency (INR or USD), customs duty % and sales tax % (used only for USD pricing), optional geo-coordinates, an active flag, and the configured flag described in the imports section. Get a location's currency wrong and every product priced there is wrong — this is the single most consequential settings screen.

Other masters

Category exclusions ("specials")

Exclusion rules hide specific category + product-type combinations from sales reps and customer care — used for internal, repair, sample and old-stock categories that must never be quoted to a customer. The internal location-name and category-code exclusion lists that were once hardcoded are seeded configuration here too: edit the rule, not the code. Exclusions apply consistently to lists, detail pages, counts and totals.

The IP allowlist ties the sales floor to the store network: catalogue browsing for sales reps and merchandizers is only permitted from a registered store IP address. Combined with location assignments, it means a rep's device shows the right store's stock — and shows nothing from the car park. The check is made against the server-observed connection IP, so it cannot be spoofed with a header.

1. 1
   Find the store's public IP (from the store router, or ask IT — it is the IP the store's internet connection presents to the outside world).
2. 2
   Open /admin/ip-allowlist and press Add IP. Enter the IP address and a label naming the store (for example "Jubilee Hills — Fibre 1").
3. 3
   Save. Devices on that connection can now browse the catalogue with sales-floor roles.
4. 4
   Use the active toggle on each row to suspend an entry without deleting it — handy when a store changes internet provider and you want to keep the old entry documented during the switchover.

The Synergics integration exchanges finance files with the Synergics ERP. It is India-region only and ships behind a feature flag — in the USA deployment the tools simply do not appear. When enabled, the Synergics tools live alongside the upload tools on /admin/imports.

1. 1
   Store the Synergics user credential (username + password) once. Credentials are encrypted at rest — they are never displayed back in full.
2. 2
   Upload or fetch finance files; each transfer is listed in the finance-file table with its date and originator.
3. 3
   Download past finance files from the table when accounts asks for a re-send.

Because every estimate is persisted server-side with its full numeric breakdown (not just a PDF), the reporting on /dashboard is real, not decorative:

1. 1
   Open /dashboard and set the date range and, where relevant, the store location.
2. 2
   Drill from a rep's daily count into their individual estimates — each one keeps its product code, breakdown, totals and the printed/shared timestamps.
3. 3
   Cross-check unusual discount activity: estimates record the rep's edits to making rate, wastage % and stone rates, so a rep who routinely quotes below list shows up in the data.

One application serves both regions. Each region runs against its own database, and the deployment's region setting controls labels and region-only features — but the behavior that matters day-to-day is data-driven by location:

That is the whole back office. For the sales-floor perspective your staff see every day, continue to the Sales & Staff Guide; for the in-store tablet workflow, the Android App Guide.