eSMEra
Admin Dashboard
Logged in as —
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Today's Sales
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Month-to-Date Sales
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Gross Profit — MTD
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Gross Margin
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Inventory Value (at cost)
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Low Stock
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at or below reorder point
Out of Stock
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Dead-Stock Value
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Sales trend (last 14 days)
Foot traffic by time of day
Number of completed sales in the selected window — a rough sense of when customers actually come in, not how much they spend.
Action center
Sorted by impact — highest-priority items first.
Category performance — this month
| Category | Sales | Gross profit | Margin |
|---|
ESMERA · PLAN & FORECAST
Plan & Forecast
Plan ahead. Forecast smarter. Grow your business.
Loading planning period…•Uses live eSMEra records + approved historical planning data
Checking data…
Forecast Sales——
Forecast Net Profit——
Projected Ending Cash——
Budget Utilization—for selected period
Payroll Forecast—schedule-based planning cost
Purchase Capacity—after minimum reserve
Sales Trend Actual vs Forecast
Cash Flow Overview
Top Alerts
Budget Utilization
Profit Bridge Forecast
Expenses by Category Forecast
Purchase Priority
Top Dead Stock
Goal Progress
Planning Scope
The 12 business-owner planning areas covered by this module.
Forecast Quality & Method
Calculating…
Forecast Sales—expected case
Daily Average—forecast daily run rate
Best Day——
Forecast Confidence—data quality + stability
Recent Trend—recent vs prior period
Collection Ratio—cash/liquid collection basis
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Sales Trend
Expected sales with conservative and optimistic forecast bands.
Sales by Category
Projected mix using current period sales share.
Top Products
Projected contribution from current product mix.
Sales by Day of Week
Expected weekday performance.
Sales Insights
The most useful signals behind the forecast.
Historical Monthly Context
| Month | Sales | Cost | Gross Margin | Expenses | Coverage |
|---|
Total Budget—manual + selected system lines
Actual Spent——
Forecast Spend—operating forecast
Remaining Budget—budget less recorded spend
Budget Risk—forecast vs budget
Budget vs Actual vs Forecast
Compare planned amounts, recorded spend and current forecast.
Expense Mix
Forecast spending by category.
Budget by Category
Largest planned categories and remaining room.
Upcoming Obligations
Budget lines with due dates in this planning period.
Budget Planner
Enter rent, utilities, loan payments, taxes/licenses and other planned obligations.
| Type | Category | Budget | Due Date | Recurrence | Notes |
|---|
Expense Forecast Detail
Historical patterns and forecast calculation by expense category.
| Category | Pattern | Live History | Historical Migration | Source | Occurrences | Forecast |
|---|
Opening Cash—
Cash In Forecast—
Cash Out Forecast—
Ending Cash Forecast—
Budget-Adjusted Cash—
Minimum Reserve—
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Projected Cash Position
Opening cash, expected inflows, obligations and reserve.
Cash Position
Ending cash relative to minimum reserve.
Cash In vs Cash Out
Forecast inflow against forecast obligations.
Top Cash Outflows
Largest forecast cash uses.
Profit Snapshot
Profit is shown separately from available cash.
Forecast gross profit—
Forecast net profit—
Budget-adjusted net profit—
Forecast net margin—
Profit Bridge
Revenue, COGS, operating cost, payroll and net profit.
Money Accounts
Balances currently included in available liquid cash.
| Account | Type | Balance |
|---|
Payables
Outstanding obligations included in cash planning.
Outstanding—
Overdue—
Due in forecast—
No due date—
Planning Policy
Advanced forecast assumptions and reserve policy.
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Total Inventory Value—current cost basis
Inventory Turn—annualized estimate
Reorder Candidates—velocity + stock-cover model
Dead Stock Risk——
Recommended Purchase—forecast replenishment
Purchase Capacity—after reserve
Inventory Health
Reorder needs compared with dead-stock exposure.
Capital Tied Up
Current inventory value and dead-stock capital.
Purchase Priority
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Top Dead Stock
Capital sitting in items with no qualifying activity.
Reorder / Stockout Risk
Highest-priority replenishment candidates.
| Product | Stock | Velocity | Qty | Budget |
|---|
Inventory Insights
Owner actions suggested by stock and cash conditions.
Planning basis: payroll is projected from published schedules. Actual payable payroll still uses attendance or an authorized attendance correction.
Payroll Forecast—total business cost
Regular Pay—
Overtime—
Night Differential—
Employer Statutory Est.—
Employees Scheduled—
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Payroll by Employee
Projected pay from published schedules.
Payroll Composition
Regular, OT, night diff, holiday and employer costs.
Payroll Alerts
Missing rates, schedule gaps and cost exposure.
Payroll Detail
Employee-level calculation components.
| Employee | Scheduled Days | Paid Hours | Regular | OT | Night Diff | Holiday | Projected Pay | Status |
|---|
Actual vs Budget vs Forecast
See where the business is ahead, behind or likely to miss plan.
Variance Summary
Quick status against important targets.
Sales vs target—
Expenses vs budget—
Payroll plan vs actual—
Inventory purchases vs plan—
Goal Progress
Forecast progress against saved goals.
Goal Action Items
Recommended focus based on forecast gaps.
Add Planning Goal
Set a target or ceiling for this planning period.
Scenario Comparison
Compare sales, profit and ending cash across possible outcomes.
Scenario Assumptions
Current custom what-if inputs.
What-If Scenario
Simulation only. No sales, expense, inventory, payroll or accounting transaction is written.
Scenario Sales
—Scenario Profit
—Ending Cash
—Safe Capacity
—Owner Draw Ceiling
—Saved Custom Scenarios
Load, compare or remove saved assumptions.
Decision Support
Prioritized recommendations from forecast risk, cash reserve, inventory, payroll and budget variance.
Data Quality & Assumptions
Warnings that affect forecast confidence.
Budget Alerts
Budget and cash-plan warnings for the selected period.
Product Master
Every product and its variants, with stock and reorder status.
Import inventory
Products0
Variants0
Low stock0
Out of stock0
| Image | Product | Category | Variant | SKU | Unit | Cost | Price | On hand | Reorder pt | Status |
|---|
Quick stock in
Best for one or two items. For a supplier invoice with many products, use Receive Purchase.
Stock-in history
| Date | Product | Qty | Gross Cost | Supplier Discount | Net Total | Supplier | Paid by |
|---|
Categories0
In use0
Products classified0
Categories
Categories used by imported or manually created products are synchronized here automatically. Product counts show actual usage.
| Name | Products | Variants | Status |
|---|
Add a supplier
| Name | Contact | Phone | Status |
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Log a stock adjustment
For anything that changes stock without a sale or a purchase — damage, spoilage, loss or theft, expiry, internal use, or correcting a physical count. Valued at the variant's current cost and posted to the books as a real gain or loss, kept separate from purchases.
| Date | Product | Change | Reason | Value | Note |
|---|
Invoices
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Covered sales value
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| Date | Invoice Number | Type | Customer | Transactions | Amount | Recorded By |
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Non-VAT Daily Consolidated Sales Invoice
Review completed small Non-VAT sales below ₱500.00 that have no individual Sales Invoice. Eligible sales may be consolidated even while a cash drawer is open. Drawer status remains visible as an operational reminder but does not block invoice preparation. eSMEra prepares Various Customers invoice batches using the configured Items per receipt capacity without creating duplicate sales or accounting entries.
Reporting period: today.
Inventory Insights
Product performance in the selected range, including quantity sold, cost, revenue, and margin.
Units sold
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Total cost
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Total amount sold
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Margin
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| Product | Variant | Category | Qty Sold | Cost | Amount Sold | Margin | Margin % |
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Dead Stock List
Products with stock on hand and no completed sale or outbound movement within the configured dead-stock period.
Dead-stock variants
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Capital tied up at cost
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| Product | Variant | SKU | Category | On hand | Unit cost | Cost value | Last activity | Idle |
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Cash Sales
Completed sales, viewable from four angles — pick the one that answers your actual question.
Reconciliation & Exception Center
Checks money, inventory, transaction posting, balances, and invoice records for conditions that need attention.
Open exceptions
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Critical
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Last checked
Not run in this session
| Severity | Issue | Record | Expected | Actual | Last detected | Status / Action |
|---|
Add money account
This will always be an Asset account with a normal Debit balance.
Transaction detail
Money accounts
Cash, GCash, and Bank wallets are automatically linked to Asset accounts in the Chart of Accounts.
| Type | Wallet / Account | Reference | Asset account | Default | Ledger balance |
|---|
Add an account
| Type | Account | Normal Balance |
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Cash Receipts Book
Every entry that increased Cash — sales, capital investments, loan proceeds.
| Date | Customer / Description | Invoice Number | Sales Revenue | Accounts Receivable | Cash | Fees & Charges | Withholding Tax | Owner's Capital | Other | |||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Debit | Credit | Debit | Credit | Debit | Credit | Debit | Credit | Debit | Credit | Debit | Credit | Debit | Credit | |||
Cash Disbursement Book
Every entry that decreased Cash — expenses, equipment purchases paid in cash.
| Date | Supplier / Description | Invoice Number | Cash | Rent Expense | Utilities Expense | Packing Supplies | Subscription Expense | Ads Expense | Salaries Expense | Training Expense | Miscellaneous Expense | Taxes & Licenses | Depreciation Expense | Professional Expense | Other Expense |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Credit | Debit | Debit | Debit | Debit | Debit | Debit | Debit | Debit | Debit | Debit | Debit | Debit |
Post a manual journal entry
For capital investments, loans, equipment purchases, depreciation, and other adjusting entries. Must balance before it can be saved.
General Journal
Entries for the selected reporting period.
Entries0
Total debits₱0.00
Total credits₱0.00
| Date | Reference / Description | Source | Debit | Credit |
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| Date | Description | Debit | Credit | Balance |
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Trial Balance
| Account | Type | Debit | Credit |
|---|---|---|---|
| Total | ₱0 | ₱0 | |
Period
Income Statement (Profit & Loss)
Statement of Changes in Equity
Balance Sheet
Cash Flow Statement
This month's spending
Comparing month-to-date spending against last month's total.
This month so far
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Last month (full)
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Daily average this month
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Status
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Expenses
Filter by day, week, month, quarter, year, or a custom range.
Today's expenses
| Date | Category | Amount | Payment | Vendor / Reference | Staff | Note |
|---|
Expense Accounts
This list is synchronized from Chart of Accounts. Every active account with type Expense is available to the Add Expense dropdown.
| Category |
|---|
Bulk payroll preparation
Prepare everyone on the same pay schedule in one batch. Preparation is a preview only; money moves only after you confirm payment.
BasisActual attendance
ScheduleDaily
Employees—
Estimated gross—
Estimated net—
Step 1
Batch setup
Uses completed Time Clock attendance for the selected period.
Step 2
Statutory deductions
Apply these deductions only when they apply to every selected employee.
Step 3
Not preparedBatch summary
Ready for previewSelect employees, then prepare payroll to calculate gross, deductions, and net pay.
Step 4
Employee selection
| Employee | Pay setup | Worked | Gross | Deductions | Net | Status | |
|---|---|---|---|---|---|---|---|
| Loading employees… | |||||||
Individual payroll review
Use this for one employee, exceptions, or manual adjustments. Bulk preparation above is the normal workflow.
Individual payroll payment
Gross pay can come from verified attendance or be adjusted before payment. Schedule-based payroll is shown separately as a forecast and is never treated as proof of hours worked. Statutory tables are applied using the payment date.
Statutory deductionsCheck only deductions that apply to this employee/payment.
Today's payroll
| Payment date | Employee | Pay period | Gross | Deductions | Net | Paid via | Note |
|---|
Holiday calendar
Auto-fill the official national Regular and Special non-working holidays bundled for the selected year. Running it again updates a holiday whose proclaimed date or classification changed. Local holidays still require manual entry.
| Date | Name | Type |
|---|
Absence type settings
Owner, Administrator, and Manager can define the leave and absence choices employees may request, including whether each type is paid or unpaid.
| Type | Pay treatment | Status |
|---|
Log an absence or leave
Tracks time off — sick leave, vacation, unpaid absence — separately from hours worked. Doesn't affect payroll calculations automatically; use it as a record and adjust pay manually if your policy requires it.
Absence & leave records
| Staff | Dates | Type | Status | Notes |
|---|
SSS brackets0
PhilHealth0
Pag-IBIG0
Withholding Tax0
Statutory deduction tables
Use effective-dated bracket tables. eSMEra applies the table active on the payroll payment date.
Government contribution and withholding tables can change. Import or enter the official table you intend to use and assign its effective date. eSMEra validates the structure but does not automatically fetch government updates.
SSS
Effective-dated salary brackets.
Employees
Manage employee profiles, login roles, employment details, and status.
| Employee | Username | Role | Employment | Pay setup | Status |
|---|
Attendance
Review employee attendance and correct authorized time-clock exceptions. The default view is today.
| Employee | Role | Date | Time In | Time Out | Hours | Source |
|---|---|---|---|---|---|---|
| Loading attendance… | ||||||
Attendance & overtime rules
Used by attendance estimates and payroll calculations. Overtime starts only when the minimum time beyond the employee's expected paid shift is reached.
Manual attendance correction
Administrator/Manager only. Use this when an employee could not clock in or out correctly. Every manual create or correction requires a reason and is written to the attendance audit trail.
| Work date | Time in | Time out | Hours | Source | Reason | |
|---|---|---|---|---|---|---|
| Choose an employee and date. | ||||||
Attendance inside an already-paid payroll period is locked from manual editing to preserve payroll history.
Covered days—
Thin coverage—
Uncovered—
7-day staffing coverage
Preview staffing as a rolling 7-day view or a full calendar month. Recurring schedules stay compact in the database and are expanded only for this preview.
Select an employee to review weekly roster and paid-hour coverage.
Employee schedule
Recurring weekly patterns and date-specific overrides.
| When | Time & break | Type | Weekly roster | Notes |
|---|
Appearance
Applies to the whole system, for everyone, immediately.
Business Profile
Trade name is your legal/receipt name; store name is what shows in the system.
Branch
Sales Targets
Drives the Dashboard and POS quota bars.
POS & Receipt
Changing receipt numbering affects every future sale — a reason is required.
This transaction number (e.g. TRX-000123) is eSMEra's own reference on every receipt — it is separate from the BIR Sales Invoice number, which is configured under Tax & Invoice below.
Inventory Rules
Changing stock rules affects Dashboard alerts and future stock movements — a reason is required.
Retail Price Suggestions
Set the minimum margin and category retail margins used by “Suggest retail price” in Product Master. Wholesale and bulk-quantity pricing are temporarily unavailable while those features are revised.
The minimum margin rule prevents a suggested retail price from falling below this margin over cost.
Category target margins
Retail margin is what “Suggest retail price” uses for that category's single-unit price.
| Category | Retail margin (%) |
|---|
Cash Drawer & Reconciliation
Choose whether this store uses opening and closing cash drawer controls. When enabled, every cashier must use an open drawer and reconcile it at closing.
Require drawer before POS checkout
Opening cash countCount now or defer
At opening, the cashier should count the actual cash. If store setup makes that difficult, choose Count Later. POS can continue, but the opening count remains pending and must be finalized no later than drawer closing.
Current Money Account Balances
If your original setup was ₱0 or the system balance is different from the real Cash, GCash, or Bank balance, correct it here. eSMEra keeps the correction in the accounting history.
Enter the actual balance right now, not the amount you want to add. Example: if eSMEra shows ₱0 but the real Cash balance is ₱25,000, enter ₱25,000.
Open Cash Drawer & Reconciliation to load money accounts.
Regional
Security
A reason is required to change these.
Time Clock access restrictions
Control whether personal-device clock in/out must happen at the store location, through the store internet connection, or both. Store internet is validated by the public IP seen by eSMEra; Wi-Fi names are never collected.
Owner / Administrator two-step verification
Protect privileged accounts with an authenticator app. Recovery codes are shown once and are never stored in readable form.
Loading security status…
Privacy & Data Lifecycle
Export business data in a portable format, control security-history retention, and submit a reviewed deletion request. Deletion is never immediate.
Request business data deletion
This creates a review request only. It does not erase accounting, inventory, payroll, tax, or audit records immediately.
Tax & Sales Invoice Configuration
Choose the business's BIR tax registration type. VAT businesses use automatic sequential Sales Invoice numbers on every sale. Non-VAT businesses use a manual registered Sales Invoice number when required by the ₱500 threshold or when a buyer requests an invoice.
1. Internal Sales Recording — Manual BIR Invoice
The default mode. eSMEra records sales, inventory, expenses, payments, and staff activity internally alongside the business's registered BIR invoices. For Non-VAT businesses, individual invoices are required based on the configured threshold/buyer-request rules, while qualifying small sales can be linked to one end-of-day consolidated invoice for Various Customers. eSMEra does not create duplicate sales or accounting entries for that consolidation. Printed POS documents remain Internal Transaction Summaries unless the installation is separately approved/configured for official invoicing.
Invoice Number Gap Check
Flags gaps in the numeric sequence of manual invoice numbers used in a date range — the same check that should run as part of daily/periodic closing.
2. Registered Sales Mode — Unavailable Until Approved
This mode is locked. It cannot be turned on by changing a setting. Activating it requires the applicable eSMEra version to hold the necessary BIR accreditation or registration, this installation to hold its applicable PTU or approval, invoice formatting and reports to be verified, and this business's branch, TIN, VAT status, and authorized numbering to be fully configured. None of the official-invoicing features this mode is meant to eventually support — official sales-invoice generation, protected sequential numbering, VAT/non-VAT breakdowns, Senior/PWD discount handling, audit and electronic journals, X/Z-reading, void and refund controls, required data retention — exist in this build yet. Activating this mode today records accreditation details for when they become real; it does not grant any of those capabilities.
First-run setup
A guided checklist for preparing eSMEra for real transactions. Existing records are detected automatically.
Checking setup progress…
Guided imports
Preview and validate data before anything is saved. Start with products; historical reports remain analytics-only.
Products & opening stock
Review names, SKU/barcodes, cost, retail price, stock, and categories before importing.
Historical planning data
Import prior reports for analytics without creating live sales, cash, invoices, or stock movements.
Statutory payroll tables
Use the template, preview official tables, and verify effective dates.
System Health & Support
Safe operational checks and a redacted diagnostic file. No PINs, passwords, tokens, financial records, or customer details are included.
Running health checks…
Error Logs
Sanitized application failures identified by the same reference shown to users.
| Time | Reference | Page | Error | Status | |
|---|---|---|---|---|---|
| Loading errors… | |||||
System Update
One update status for the app and its required database changes.
Beta channelAdministrator only
Current app—
Available update—
Database status—
Pending DB changes—
Current app = version actively running in this browser. Available update = downloaded waiting version or a newer developer release.
Automatic off-peak activation
A downloaded update can activate automatically during your safe maintenance window.
Technical update details Developer PIN required
Developer verification
Restricted to an authenticated Administrator with the separately configured developer PIN.
Checking database compatibility…
| # | Database change | Status | Applied | Time | Details |
|---|---|---|---|---|---|
| Check for updates to load technical details. | |||||
Emergency manual package
Use only for offline/testing or a developer-provided emergency patch.
Planning Data Migration
Use previous-system reports as historical evidence for Planning & Insights. Imported history stays separate from live eSMEra transactions.
Analytics-only by design: Product Sales is analyzed by day, month, product, quantity, revenue, cost, and margin. Inventory Movement can add historical stock-flow context. Inventory Capital is kept only as a source snapshot. Saving a batch does not create sales, change current stock, move cash, create invoices, or post accounting entries.
Peddlr Product Sales export. CSV or Excel.
Adds monthly stock-in / stock-out context only.
Reference snapshot only. Never replaces live stock.
Historical Monthly Analysis
Saved analytics used by Planning & Insights. Quarterly and annual views are derived from these months, so months are never double-counted.
| Month | Sales | Cost | Gross Margin | Expenses | Qty Sold | Invoices | Coverage | Confidence |
|---|---|---|---|---|---|---|---|---|
| Open this tab to load historical planning data. | ||||||||
Historical Monthly Expenses
Enter past expense totals that are useful for budgeting. These are planning records only and do not create back-dated live expenses or accounting entries.
| Month | Category | Amount | Confidence | Notes |
|---|
Historical Import Batches
Each Peddlr dataset remains staged and auditable. Rollback removes only its Planning & Insights history.
| Batch | Created | Status | Rows | Coverage | Actions |
|---|---|---|---|---|---|
| Open this tab to load historical import batches. | |||||
Backup & Recovery
| Last successful backup | — |
| Last failed backup | — |
| Last restore | — |
Restore from a backup
This replaces this business's current data with whatever the file contains. Everything since that backup was taken — sales, expenses, stock changes, everything — will be gone. There is no undo once this completes. Only restore from a file this app generated for this exact business.
Consolidated Invoice Record
Loading…
Add an expense category
Record expense
Record operating expenses here. Payroll, inventory purchases, and cash drawer movements stay in their source modules.
From Chart of Accounts · Expense type
Add category
Categories are shared by Product Master and Sales Basket filtering. Renaming also updates products currently assigned to that category.
Merge Duplicate Variants
Some imports (commonly from Peddlr) bake the variant into the product name itself, e.g. "Nylon Tansi (per bugkos) - #040" and "...- #045" — so each one landed as its own separate product instead of one product with several variants. This scans your catalog for that pattern and lets you merge each group back into a single product. Review the base name and each variant's value before merging — nothing is changed until you click Merge for that group.
Scanning your catalog…
Clean Up Duplicate Stock Entries
A product row with no Bar Code always creates a brand-new item on every re-import — so re-uploading the same item's inventory file more than once can leave it split across several duplicate entries, each holding whatever stock number was in the file at that moment. This scans for variants of the same product sharing the same variant value and lets you merge them back into one, picking which entry's history survives and confirming the correct final stock. Nothing changes until you click Merge for that group.
Scanning your catalog…
Add product
Create a simple item or generate combinations from Size, Color, Flavor, Pack, and more.
Product type
Use Simple for a single SKU. Use Variations when customers choose options.
·
Add an attribute and values to generate combinations.
2. Review variants
0 variants
Edit only what differs. Suggested SKUs remain editable.
| Variant | SKU | Unit | Price | Cost | Stock | Reorder | Retail suggestion | Selling units |
|---|
Edit product
Manage variants and generate only missing combinations.
Variants
0 variants
Removed rows are deleted only after Save changes.
| Variant | SKU | Unit | Price | Cost | Stock | Reorder | Retail suggestion | Selling units | Active |
|---|
Bulk pricing
| Qty | Price (₱) | Source |
|---|
Selling units
| Unit name | Price (₱) | 1 unit = | Default |
|---|
Take a photo
Point the camera at the item, then capture.
Reprice Catalog
Recomputes every active priced product's suggested bulk-quantity ladder from its current cost and today's Smart Pricing settings, and shows you the before/after. Nothing is saved until you select rows and Apply — this replaces the selected variant's entire tier set, including any manual override, with the freshly computed one.
Loading…
| Product | SKU | Category | Cost | Current tiers | Suggested tiers |
|---|
Add statutory bracket
Add one effective-dated bracket manually.
Upload statutory bracket file
CSV, XLSX, or XLS. Preview and validate before import.
Required: deduction_type, range_from, calculation_method. fixed rows use employee/employer amount. percent rows use employee/employer rate (amounts are not required). Withholding uses base_tax + excess_rate. Dates may be Excel dates or YYYY-MM-DD.
Add employee
Create login, role, employment and contact details. eSMEra generates a temporary PIN automatically and requires the employee to change it after first login.
Immediate approver for this employee's leave and absence requests.
Temporary PIN is generated server-side. If a valid email is provided, eSMEra sends the login details after the account is created.
Useful for probationary, contractual, or seasonal employees. Scheduling can stop automatically on this date.
Hourly basis is computed automatically as Daily Rate ÷ 8.
Add schedule
Create or edit a recurring pattern without generating hundreds of daily rows. Roster hours include the full shift span; payroll hours subtract the unpaid break.
Recurring pattern only applies inside this period.
Meal/rest time excluded from payroll hours.
Quick time:
Edit employee
This person receives the employee's leave/absence approvals. Owner and Administrator can approve all employees.
Scheduling will not allow recurring shifts past this date.
Hourly basis is computed automatically as Daily Rate ÷ 8.
PINs are no longer manually chosen here. Use Send login email from the Employee list to generate a fresh temporary PIN, revoke old sessions, and require a PIN change at next login.